SHINE KIDS NELSON - UPDATED TERMS AND

CONDITIONS OF ENROLMENT

1. GENERAL ENROLMENT CONDITIONS

All bookings must be completed online through Enrolmy. Verbal bookings will not

be accepted.

Upon booking, you will receive an email confirmation outlining your selected dates.

If safety information is missing, a Safety Form Notification will be sent to your

email. Your booking may be waitlisted until this is completed. We cannot hold or

guarantee your child's place if this remains incomplete.

Bookings can be made up until 12pm on the day. For last-minute/emergency

bookings, contact your site directly before 2pm.

All contact detail updates must be made via your Enrolmy profile. This ensures we

have accurate, up-to-date information in case of emergencies.

Note: Booking confirmations and enrolment approvals are at the sole discretion of

Shine Kids Nelson Ltd.

A stand-down period or exclusion from the programme is at the sole discretion of

Shine Kids Nelson Ltd.

Shine Kids Nelson staff may contact school staff confidentially to discuss your

child's needs. You may be notified if this occurs.

It is the caregiver's responsibility to keep all information (contact, medical,

emergency, allergies) up to date.

2. TERM-TIME ENROLMENTS

Regular Bookings

A regular booking is defined as a consistent, repeating pattern for at least three

weeks. These are made per term.

Public holidays are charged if they fall within your booked pattern.

For shared care or shiftwork, please make a standard regular booking and then

email your situation to shinekidsnelson@gmail.com so we can adjust accordingly.

Cancellations/Changes

To cancel a regular booking entirely or change any recurring day (e.g. all Mondays),

written notice of at least two weeks (10 working days) must be provided by email

to: shinekidsnelson@gmail.com.

Messages left with programme staff or at venues are not accepted.

The two-week notice period starts from the date the email is received by the admin

office.

If the child stops attending without notice, or if Shine staff must follow up, full

charges will apply for two weeks and a $10 follow-up fee may be added.

Note: Individual days within a regular pattern cannot be cancelled. Absences such

as holidays, school camps, illness, Teacher Only Days, half days, or any other days

where school does not operate as usual will still be charged.

Casual Bookings

These are bookings made for random dates throughout the term and are subject

to availability.

Cancellations must be received at least 24 hours prior to the booked session by

emailing: shinekidsnelson@gmail.com.

Programme staff cannot manage booking changes or pass on messages—only

written notice to the admin email is accepted.

Transport Permission

At the time of enrolment, caregivers provide permission for their child to be

transported by Shine Kids staff as part of term-time programme activities. This

includes travel for planned excursions, offsite activities, or emergency evacuations.

All Shine Kids drivers are fully licensed.

3. ABSENCES & ATTENDANCE

All absences must be reported before the programme begins to:

The site phone or

Email: shinekidsnelson@gmail.com with “ABSENT NOTICE” in the subject line.

Confirmation of receipt is required.

If a child has not arrived by 3:20pm, follow-up calls begin and a $10 follow-up fee

applies.

Session swaps or rescheduling days are not permitted. Extra days may be added

based on availability.

Full fees will apply for school closures due to unforeseeable events (e.g.,

pandemics, Acts of God).

Contacting Guardians in Absence or Collection Situations
Shine Kids reserves the right to contact either of the legal guardians or primary carers listed on a child’s enrolment when a child does not arrive or leaves unexpectedly. The “booking parent” does not hold greater authority over another listed guardian unless Shine has received prior written instruction or valid Court Orders restricting that guardian’s access.

Where one guardian has requested to be the first point of contact, Shine will make reasonable efforts to contact them first. However, if that guardian cannot be reached promptly, Shine will contact the other listed guardian. Once an authorised guardian has confirmed the child’s safety and whereabouts, Shine’s duty of follow-up is considered complete. No further calls will be made to other guardians.

Shine staff will not mediate between parents/guardians. Our sole responsibility is to confirm the immediate safety of the child.

4. SPECIAL DAYS (TEACHER ONLY DAYS, EARLY FINISHES, LATE STARTS)

Shine Kids may offer care for special school calendar days such as Teacher Only

Days, early finishes, or late starts. However, care on these days is not guaranteed

and is dependent on operational capacity, including staffing, venue availability, and

minimum enrolment numbers.

If Shine Kids is able to operate a programme on these days, advance notice will be

provided, and bookings will be accepted subject to availability.

Bookings for these sessions are considered separate from standard after school

care and must be made via Enrolmy.

Cancellations must be received in writing with a minimum of 48 hours' notice to

avoid being charged. Cancellations made after this period will be charged in full.

If a Teacher Only Day or similar event falls on a day where your child has a regular/

recurring booking, fees will still apply regardless of attendance, unless otherwise

advised in writing by Shine Kids.

If your child is expected to attend a regular session on a special day (e.g., 3:00–

4:00pm or 3:00–6:00pm), this must be confirmed in advance by email to ensure we

are prepared and adequately staffed.

5. HOLIDAY PROGRAMME ENROLMENTS

Report absences directly to your site or via shinekidsnelson@gmail.com.

Full fees apply for all absences, regardless of reason (sick, holiday, shy child,

playdate, etc.).

Non-WINZ clients: Changes or cancellations can be made via Enrolmy until 5pm

Friday one week before the programme begins.

WINZ clients: No changes can be made after your subsidy has been submitted.

No cancellations for any reason will be accepted after the cut-off date.

No session swaps; extra days can be added if space is available.

Change of Plans / Event Cancellations

In the event that a planned activity, trip, or special event cannot go ahead due to

unforeseen circumstances (such as weather, transport issues, venue closure, or

other factors beyond our control), Shine Kids will provide a fun and engaging

alternative onsite programme.

Please note: No refunds will be issued for the day booked in these situations.

However, if an additional event or transport fee was charged specifically for the

cancelled activity, this amount will be credited to your account for future use.

Transport Permission (New addition)

By enrolling their child in the holiday programme, caregivers provide permission

for Shine Kids staff to transport their child during holiday programme activities.

This includes travel for excursions, offsite events, or emergency evacuations.

All Shine Kids drivers are fully licensed.

6. SIGNING IN & OUT

Caregivers must sign children in/out via the Enrolmy app on the programme tablet.

If not signed correctly, staff will sign on your behalf, and fees will be adjusted to the

observed time.

Late pickups/early drop-offs incur $2 per minute.

7. COLLECTION PROCEDURES

Only authorised persons may collect your child. Add them in Enrolmy.

If an unauthorised person arrives, we will contact the listed guardians first.

All programmes close at 6:00pm. A $2 per minute late fee applies beyond this time.

Parents/caregivers may complete an Independent Arrival or Departure Form if they wish their child to be signed in or out by Shine Kids staff without being physically accompanied by an authorised adult. These forms must be completed in-venue.

Shine Kids accepts no liability for a child’s safety if they do not arrive on site as expected, or for their whereabouts once released from our care under this arrangement.

Contacting Guardians in Absence or Collection Situations
Shine Kids reserves the right to contact either of the legal guardians or primary carers listed on a child’s enrolment when a child does not arrive or leaves unexpectedly. The “booking parent” does not hold greater authority over another listed guardian unless Shine has received prior written instruction or valid Court Orders restricting that guardian’s access.

Where one guardian has requested to be the first point of contact, Shine will make reasonable efforts to contact them first. However, if that guardian cannot be reached promptly, Shine will contact the other listed guardian. Once an authorised guardian has confirmed the child’s safety and whereabouts, Shine’s duty of follow-up is considered complete. No further calls will be made to other guardians.

Shine staff will not mediate between parents/guardians. Our sole responsibility is to confirm the immediate safety of the child.

8. PROPERTY & BELONGINGS

Intentional damage to programme or venue property caused by a child will be charged to the parent/caregiver.

No personal electronic devices are permitted at Shine Kids. While Shine Kids staff will do their best to keep belongings such as clothing, bags, and other items safe, we cannot take responsibility for lost property. We recommend that all items be clearly named. Shine Kids is not responsible for any lost or damaged personal belongings, including toys, scooters, or other items children bring.

9. HEALTH & SAFETY

Minor incidents are handled on-site by certified first-aiders.

Serious incidents will follow Shine Kids policies and emergency procedures.

Staff may:

Apply sunscreen unless notified otherwise

Administer prescribed medication (with consent form)

In an emergency, we may call an ambulance or seek medical care. All associated

costs are your responsibility.

10. OFFSITE EXCURSIONS & TRANSPORT

By enrolling their child in Shine Kids Nelson programmes, caregivers provide

permission for their child to be transported by Shine Kids staff during both term-

time and holiday programmes. This includes:

Planned excursions and offsite activities,

Emergency evacuations, and

Any other programme-related transport.

All transport will be conducted using chartered/company vehicles or other

approved methods. All Shine Kids drivers are fully licensed. Trips may change due

to weather, logistics, or unforeseen circumstances. In such cases, Shine Kids will

provide an alternative onsite programme.

Caregivers will be informed of planned excursions in advance. No refunds will be

issued for cancellations due to unforeseen changes; however, if an additional fee

was charged specifically for a cancelled activity, this amount will be credited to the

caregiver’s account for future use.

11. PHOTOGRAPHY & CHILD WORK

Photographs and children's work may be used for promotional or training

purposes unless you opt out during enrolment.

Yes. I would incorporate the new overdue account procedure into Section 12, rather than having a separate section. It keeps all your payment terms together and makes it easier for families to understand how overdue accounts are managed.

Your current statement already covers interest, dishonoured payments and debt collection. The new wording should build on these provisions without creating conflicting fees or conditions.

A few changes are needed:

• Keep the existing $20 or 10% administration fee, whichever is greater, at 30 days overdue.

• Add the $40 fee at 60 days and the blacklisting process at 90 days or when the overdue balance reaches $500.

• Clarify that management can approve payment arrangements and remove a blacklist once the agreed terms are met.

• Retain your existing interest and debt collection provisions, but make sure families are not charged twice for the same administrative cost.

12. FEES & PAYMENTS

Fees are charged as advertised and may change with notice.

• Full fees apply to all absences, including sickness and changes of plans.

• Public holidays are charged if the day falls within your regular booking pattern.

• A $10 administration fee applies if a child arrives without an enrolment.

• Late pick-ups and early arrivals are charged at $2 per minute per child.

Invoices & Payments

• Invoices are emailed weekly during the school term in arrears and during school holidays in advance.

• Payments are due before the start of the invoiced period.

• Statements are sent fortnightly. Invoices can be viewed through your Enrolmy account.

• Direct credit is preferred: Shine Kids Nelson, 06-0705-0621798-00. Please use your Parent ID, Child’s Name and Invoice Number as the payment reference.

• Enrolmy/Ezidebit payments incur administration fees.

Late & Unpaid Accounts

All fees must be paid by the due date. Overdue accounts are subject to the following charges and procedures:

30 days overdue: A $20 administration fee or 10% of the overdue balance, whichever is greater, will be charged.

60 days overdue: An additional $40 overdue account fee will be charged.

90 days overdue or an overdue balance of $500 or more: The account will be blacklisted and escalated to management for review. Management will determine the appropriate action, which may include requiring a formal payment arrangement or referring the outstanding debt to a debt collection agency.

Blacklisted accounts: No new or additional bookings or enrolments will be accepted while an account remains blacklisted. This restriction will remain in place until the account has been brought up to date and management has formally removed the blacklist.

Management may approve a formal payment arrangement where appropriate. If an arrangement is approved, the family must meet the agreed payment terms to remain eligible for bookings. Management will determine when the blacklist can be removed.

Interest of 10% per month applies to overdue invoices. If a payment is dishonoured, all associated bank fees will be charged to the account.

Your child may be removed from the programme until fees are paid or an alternative arrangement has been approved by management.

Any reasonable debt collection costs incurred in recovering overdue fees will be added to the outstanding balance, where legally recoverable.

Families experiencing difficulty making payments are encouraged to contact Shine Kids as early as possible to discuss their circumstances and possible payment arrangements.

Refunds & Credits

Shine Kids does not issue refunds. Account credits may be used for future bookings, subject to the applicable booking and cancellation conditions.

Before publishing, I would recommend having the 10% monthly interest provision and the overdue fees checked against your current payment policy and applicable New Zealand requirements, particularly to ensure the charges are reasonable and clearly disclosed to families.

13. WINZ SUBSIDIES

Email scanned forms to shinekidsnelson@gmail.com. We can scan forms for you.

We are not responsible for incomplete WINZ claims. Payment responsibility

remains with the parent/caregiver.

Once a holiday subsidy form has been submitted, no changes can be made to the

booking.

14. PRIVACY & CONFIDENTIALITY

All personal information is managed in accordance with the Privacy Act 2020.

You may request access to and correction of your personal information.

Information is used solely for programme operation and may be reviewed by the

Ministry of Social Development.

15. POLICIES & PROCEDURES

Full policies (including complaints, health & safety, staff conduct) are available on

request.

All families agree to abide by the Shine Kids Policy and Procedures.

16. ENROLMENT OF CHILDREN WITH ADDITIONAL NEEDS

At Shine Kids Nelson, we are committed to fostering an inclusive and supportive

environment. However, enrolment is not guaranteed for children with additional

needs and will be assessed on a case-by-case basis. Our ability to support children

requiring extra behavioral, medical, or academic assistance depends on the

information provided, staffing capacity, and the resources available.

Assessment & Acceptance Criteria

Enrolment may be declined if the programme cannot meet a child's needs safely

and appropriately.

All support requirements must be disclosed in full during enrolment. These include,

but are not limited to:

Medication (dosage, emergency contacts, administration instructions).

Allergies or dietary restrictions.

Behavioral needs, triggers, and successful coping strategies.

One-on-one support required at school.

If a child requires one-on-one support at Shine Kids, the caregiver must provide the

support staff, who must:

Be police vetted and approved through Shine Kids' staff recruitment process.

Be employed and supervised by the caregiver at all times.

Be responsible for maintaining appropriate behaviour and supporting Shine Kids

staff.

Trial Periods

Where appropriate, a trial period may be offered. During this period:

All requirements above apply.

The caregiver remains responsible for their support staff.

Limitations on Support

Shine Kids is not staffed or equipped to manage toileting or hygiene needs beyond

what is typical for a child of the same age.

We do not provide facilities or staffing for tasks such as changing soiled clothes or

nappies.

If staff are required to assist with toileting or changing due to soiling beyond

reasonable expectations, a "Support for Hygiene Care" fee of $25 per incident will

be charged to the caregiver.

Consent & Communication

Written consent is required for Shine Kids to:

Receive and manage sensitive information related to your child's care.

Take appropriate actions in relation to your child's safety and wellbeing, including

contacting medical professionals where necessary.

Shine Kids reserves the right to withdraw enrolment if a child's needs cannot be

met, or if required information is withheld.

Important: This policy is not designed to exclude children with additional needs. It

exists to ensure that all children at Shine Kids – including those with extra support

requirements – can participate safely, with the dignity and care they deserve.

17. BEHAVIOUR AND CONDUCT POLICY

Shine Kids is committed to providing a safe, inclusive, and respectful environment

for all children and staff. By enrolling, caregivers acknowledge and accept that the

following behaviours are unacceptable and may result in immediate suspension or

termination of enrolment.

Unacceptable behaviours include, but are not limited to:

Physical Bullying

Hitting, kicking, pushing, tripping, or any unwanted physical contact.

Damaging or attempting to damage another child’s belongings.

Verbal and Emotional Bullying

Name-calling, mocking, threatening, or spreading rumours.

Excluding others on purpose or manipulating friendships.

Behaviour intended to cause fear, intimidation, or emotional distress.

Sexualised Behaviour

Use of sexual words, gestures, or jokes.

Inappropriate touching or invading another child’s personal space.

Exposing others to sexual content or conversations.

Deceptive Behaviour and Dishonesty

Lying to staff in a way that creates risk, distress, or unsafe situations.

Manipulating situations to blame others unfairly.

Concealing or covering up unsafe behaviour.

Theft and Property Misuse

Stealing or attempting to steal from Shine Kids, staff, or other children.

Taking, hiding, or using items without permission.

Misusing programme equipment in a way that causes damage or risk.

Digital or Cyber Misuse (if devices are present)

Using devices to send harmful, offensive, or inappropriate messages.

Taking photos or videos of others without consent.

Sharing unsafe or offensive material.

Important:

All reports of bullying or concerning behaviour will be investigated.

Shine Kids reserves the right to take action it deems necessary to protect the safety

and well-being of children and staff, including immediate withdrawal of enrolment.

18. AMENDMENTS TO TERMS

Shine Kids reserves the right to amend these Terms & Conditions with a minimum

of 2 weeks' notice, communicated via email.