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SPARK Club (Crofton Downs Primary School)

Crofton Downs, Wellington

email sparkclub@cdps.school.nz
phone 479 2429 (9 - 3pm) or 022 649 3925 (outside school hours )
language Visit website
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About SPARK Club (Crofton Downs Primary School)

As our name reflects we are a Club full of SPARK where we all get excited about having fun. SPARK Club is not school, it's a programme where your children come to relax and enjoy themselves.

We provide a structured programme of activities accommodating a wide range of interests. Our care is underpinned by our school expectations and values following the school rules.

We meet in the school hall where afternoon tea is provided after which the fun begins. Each day will be different with varied arts and crafts activities, board games and toys, organised sports as well as lots of imaginative play and drama being offered. There will also be time for reading and quiet activities. We have lots of space outside with two playgrounds, the school field with football and rugby goals, and sealed areas with netball hoops where there are also opportunities for play with scooters, skates and skateboards.

Our team will encourage your children to give their input wherever possible and use their suggestions to plan our next themes/activities. Our team have varied skills and interests and are committed to keeping our programme engaging and fun for everyone.
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  • The Principal will investigate and refer the incident or observation to Oranga Tamariki.
    •  
    Behaviour Management Programmes will be designed to ensure that students and families experience an environment where they are safe, secure, respected, and one in which their dignity is protected.
     
    Staff formulate rules for the programme and discuss the consequences of breaking these rules with the students. Programme rules will be based on respect for each other and equipment. It is common practice to receive student input at the start of each year when agreeing the Before & After School Care rules and expectations.
     
    Staff encourage students by outlining what is expected of them to encourage positive behaviour choices. Positive reinforcement is used at all times and a stimulating and responsive programme will be provided to help encourage positive behaviour choices.
     
    When a student misbehaves or ignores programme rules, staff will:
     
     
    Consequences must be appropriate and may include:
     
     
    In all cases, before the student returns to the group the Before & After School Care Manager will review with them what positive behaviours are expected (for example, refraining from disruptive, rude or aggressive behaviour).
     
    If a student continually misbehaves, parents/caregivers will be notified when they pick up their child and asked to support the staff in their attempts to encourage positive student behaviour. If disruptive behaviour continues, parents/caregivers will be asked to meet with the Before & After School Care Programme Manager, and if necessary the school Principal to plan a course of action.
     
    If a student continually behaves in a manner that endangers themselves or others (including students or staff), despite the above measures, parents/caregivers will be notified by the Principal and asked to remove their child with immediate effect.
     
    Punitive Discipline/Measures
     
    At no time will punitive discipline be used. This includes punishing students by physically hitting, withholding food and drink, being abusive, demeaning or condescending with comments or by placing a student in isolation.
     
    At all times, staff will maintain a fair, consistent and positive approach to student behaviour. When students are in conflict with each other, staff will encourage the students to resolve the situation themselves and aid them by making suggestions on how to do so. If students cannot resolve the conflict they will be removed from the situation, for example they will not be allowed to play with either the toy or each other until such time as they can manage to successfully.
     
    Restraint Guidelines
     
    Students will only be physically restrained if their immediate safety or the safety of others is at risk and verbal commands have failed.  If this was required, then the appropriate incident report form would be filed in and given to the Principal. Parents/caregivers would be informed of any such incident and a plan would be developed for the future. Restraining a child will only be done as a last resort. 
     
    Programme Management The Before & After School Care Programme is run in a manner that is professional and welcoming, as well as being financially sound. It demonstrates accountability to the school and the families who use the programme.
     
    Day to day supervision of the Before & After School Care Programme is delegated to the Before & After School Care Programme Manager. Overall supervision of the programme is the responsibility of the Principal and the Board of Trustees. The Board of Trustees must approve all policy, financial reports and budgets, monitor expenditure and set limits on how much spending can be delegated. All income received is banked in the first instance. The Board may delegate certain tasks as appropriate, for example, collection, receipting and banking of fees.
     
    The Before & After School Care Manager will be given a budget to perform the purchasing of food and resources each term. Any amount exceeding this budget must be approved by the Principal.  Receipts for all expenditure must be kept and provided.  Wherever possible, purchases will be through the Spark Club account and coded appropriately.
     
    The Before & After School Care Programme Administrative Manager keeps a record of each student's attendance.
     
    The responsibilities of the Before & After School Care Programme Manager will be clearly delineated in the job description.
     
    The Before & After School Care Programme Manager will be responsible for the day to day running of the programme and in attendance at each afternoon session. When this is not able to happen due to sickness etc someone designated by either the Before & After School Care Programme Manager or the school Principal will take over the Before & After School Care Programme Manager’s role.
     
    It is the Before & After School Care Programme Administrative Manager's responsibility in liaison with the Principal and the school Finance Administrator to:
     
     
    Recruitment The selection and recruitment of staff is the responsibility of the Principal in consultation with the Before & After School Care Programme Manager. The Principal and Before & After School Care programme Manager will ensure quality care is provided through fair and consistent recruitment procedures.  This includes the relevant supervision and training of all staff including relievers and volunteers. All relevant legislation will be adhered to.
     
    All paid staff will be recruited according to the following procedures:
     
    The Principal and a designated Appointments Committee will conduct interviews to appoint a Before & After School Care Programme Manager.
     
    The Principal and the Before & After School Care Programme Manager will interview and appoint supervisors.
     
    Positions will be advertised and applicants interviewed.
     
    The interview process will consist of a stated set of questions and referee checks.
     
    All applicants will provide information required under the Vulnerable Children’s Act, including two forms of identification, a C.V that outlines a chronological work history for at least the previous five years, and the names of at least two referees. It is the Principal's responsibility to contact the referees for verification of the applicant's experience and suitability to work with children. Staff or volunteers must be 16 years of age or over. 
     
    All workers, including volunteers, must:
     
     
    The employee must sign a written employment contract, clearly setting out wages and conditions of work.
     
    Every three years existing staff will be subject to the following safety checks as per the Vulnerable Children Act:
     
     
    Training and Supervision All staff will have experience of, or interest in training or working with school age children and/or recreation. Staff training requirements will be reviewed as required and opportunities provided for further training as needed.
     
    The Principal and Before and After School Care programme Manager are responsible for ensuring that all staff, including volunteers, are sufficiently trained in first aid, emergency procedures, child management and all relevant school policies to ensure the safety of the students at all times. New or less experienced staff will receive adequate induction, support and supervision from the Before & After School Care Programme Manager.
     
    Staff Disciplinary Procedures The Principal and the Board of Trustees are responsible for supervising disciplinary action and for ensuring that it is in accordance with all relevant legislation. If a staff member is not performing adequately every reasonable effort will be made to help them understand the issue and to improve. Staff will be given two verbal warnings and one written warning clearly stating the problem, the measures required to improve performance and a timeframe in which this is to occur. If there is not sufficient improvement the staff member may be dismissed. A staff member may only be dismissed with the agreement of the Board of Trustees. 
     
    Staff may be suspended on full pay pending further investigation if they are accused of:  - striking or sexually abusing a student  - failing to observe programme rules so that a student is injured or placed in serious danger 
     
    If the complaint is upheld, the staff member may be dismissed, with the agreement of the Board of Trustees. Following a dismissal of this nature the Board, in consultation with the Principal and manager, will prepare a follow-up report recommending any changes needed to avoid the situation recurring. 
     
    If charges are laid or a conviction is upheld for staff against a current staff member, including members of governance, that are not a conviction for sexual crimes, crimes of violence against the person or for any offence involving harm or exploitation of children, then the Board will make a decision as to whether the individual requires restrictions, controls, or increased supervision prior to continued service. 
     
    Staff Complaints Staff complaints against other staff members must be referred to the Principal.  The Presiding Member of the Board of Trustees is to be informed of any serious complaints involving Before & After School Care staff.
     
    Staff grievances against the Board of Trustees will be resolved in accordance with the provisions of the Employment Relations Amendment Act 2026.
      
    Parent/Caregiver Complaints Procedure The following complaints procedure will be clearly displayed in the schools Before & After School Care location.
     
    In general, if any parent/caregiver have complaints or concerns about the programme, students or staff, they should:
     
    1. Approach the Before & After School Care Programme Manager who will attempt to                rectify the situation (The Principal may be approached initially if preferred).
     
    2. If the parent/caregiver remains unsatisfied, then they should then contact the  Principal.
     
    3. The Principal and Board of Trustees Presiding Member will confer and talk to the  complainant and decide an appropriate course of action. Where possible, a mutually agreeable outcome will be sought.
     
    4. Further complaints must be made in writing and must contain details of the grievance  and desired outcomes (see more details in next section). The Principal or Board of  Trustees will respond to the complaint within 14 days.
     
    5. The Before & After School Care Programme Manager will keep the Principal  informed of any verbal complaints received.
     
    Making a Formal Complaint or Serious Allegation The Before & After School Care Programme provides a procedure for raising concerns (see previous), but if concerns are not resolved or for more serious matters, a formal complaint can be made. A concern may be considered a serious allegation if it involves illegal or harmful behaviour, or serious professional misconduct. 
     
    Formal complaints may be about an employee of the Before & After School Care Programme, a parent or caregiver, a student, or any matter within the Before & After School Care Programmes responsibility. 
     
    Formal complaints should be made in writing (i.e. email or letter) to ensure the school is able to meet its legal and ethical obligations, including complying with the requirements of natural justice. If formal complaints or serious concerns received by the school are not made in writing, the person who receives the complaint may make a written record of the complaint. 
     
    If it is unclear whether someone is making a formal complaint, the school may clarify this by asking if it should be considered as a formal complaint. The person who receives the concern or an appropriate staff member may:  ● ask the person raising a concern to provide more information to clarify the level of concern ● explain the process for responding to a formal complaint
     
    Any person may have a support person with them when raising a concern or complaint. To ensure the safety and wellbeing of those involved when a concern is raised, it may be appropriate for the person receiving a concern to limit communication about the concern until a facilitated session occurs or until a third party is present. 
     
    All parties should respect privacy and confidentiality, including avoiding the use of social media to promote a point of view. 
     
    How to make a complaint  Put your specific complaint(s) in writing and include your preferred contact details. Give as many facts and details as possible, including the names of people involved and dates of events, as well as any steps you have taken to resolve the matter. It will not usually be possible to effectively investigate complaints that are made anonymously. If you have any specific concerns about your identity being disclosed then please include these with your formal complaint so they can be discussed with you directly. 
     
    The letter or email should be marked "confidential" and sent to:  ● the Principal, if the complaint is about a staff member, student, parent or caregiver, or other member of the school community  ● the Presiding Member, if it is about the Principal ● a member of the Board, if it is about the Presiding Member. 
     
    Contact details for the Principal and Presiding Member are available at the school office or online. 
     
    What happens with your complaint The Principal or Presiding Member will check that your complaint has come to the correct person and then send you an acknowledgement of receipt within five working days. 
     
    First steps  Depending on the nature of the complaint, the first steps may include:  ● asking you for more details about your complaint so that your concerns can be investigated effectively  ● suggesting possible alternative options for informal or low-level resolution  ● referring the matter to the Board for consideration at an in-committee meeting, so that the Board can determine the next steps  ● conducting preliminary investigative steps or enquiring into the facts  ● consulting external advisors e.g. legal advice, NZ School Boards Association (NZSBA). 
     
    After raising the initial concern, parties involved in the complaints process should not communicate about the matter with each other until all parties agree to an appropriate way to discuss or resolve the matter. This applies at all times, both in and out of school. 
     
    Decision to investigate  After receiving a formal complaint, the school will need to decide whether an investigation is necessary or otherwise appropriate. It is likely that your written complaint will be disclosed to the person complained of at an early stage. This is to ensure fairness and meet the requirements of natural justice. Where a complaint is being investigated the person complained of will usually be informed of the intended investigation process. If the person complained of is an employee of the school they must be advised of the complaint and be given an opportunity to provide explanations and comments before the school makes any decision that is likely to affect the employee's continued employment. 
     
    If your formal complaint does not justify a formal investigation, the Principal or the Board will consider the issues raised and all of the relevant information, and provide you with a written response. 
     
    If your formal complaint does justify a formal investigation, see formal investigation process below. 
     
    Before starting an investigation, the New Zealand School Boards Association (NZSBA) or legal advisors should be contacted for advice. The school's insurer may need to be notified. It may also be necessary to liaise with other external agencies, such as Oranga Tamariki – Ministry for Children and/or the New Zealand Police.
     
    Formal investigation process  If a formal investigation is required, subject to privacy, confidentiality, or other ethical and legal requirements, we may keep you informed about the investigation process and the expected timeframes, including confirmation of when the matter is concluded. 
     
    Relevant collective employment agreement provisions for dealing with complaints about staff members must be observed, including protecting the staff member's dignity and mana, advising them of their right to seek support and representation before responding to complaints, and giving them a reasonable opportunity to take that advice.
     
    A full documentary record of any formal complaint is completed and stored confidentially in a secure location. 
     
    Confidentiality/Privacy Policy No information is shared except with the owner's permission or as required by legislation, for example, The Health and Safety Act. All files holding confidential information will be duly secured and kept away from the access of unauthorised persons.  All personal information shared in discussions between staff or at meetings is to remain between those persons.
     
    All sensitive and personal conversations including telephone conversations shall be held discreetly and in private, such as the school’s office or the Sakura room.
     
    The Principal ensures that all staff comply with the requirements of the Privacy Act 2020. We look after the privacy of everyone associated with our school. 
     
    The Principal ensures that all staff understand our privacy processes, especially in relation to how we manage personal information, and our process for reporting breaches. Staff are made aware of these processes as needed (e.g. through staff induction and professional development, during staff meetings, and after incidents).
     
    Privacy principles The Before & After School Care Programme follows the information privacy principles of the Privacy Act 2020. See Privacy Act 2020 and the Privacy Principles
    [li]We only keep information for as long as it is needed and destroy any documents that contain personal information in accordance with the Public Records Act 2005. See School Records Retention and Disposal.[/li]
    [/ul]
     
    Privacy officer Under the Privacy Act, we are required to have a privacy officer. Our privacy officer is the Principal. Their responsibilities include:
     
    Privacy breaches We follow the Privacy Commissioner's steps for responding to privacy breaches:
    1. Contain The school acts to contain the breach. We inform our privacy officer as soon as possible if our school (or an individual at our school) intentionally or accidentally provides unauthorised access to personal information, or discloses, alters, loses, or destroys someone's personal information.
    2. Assess We consider each incident on a case-by-case basis to assess the impact and seriousness of the breach.
    3. Notify
    4. We decide whether to notify any affected people, and if the breach needs to be reported to the Board. If there is no risk of harm, it may not be necessary to notify affected people of a breach.
    5. If the privacy breach has caused or is likely to cause serious harm (e.g. physical, psychological, emotional, or financial), our privacy officer notifies the Office of the Privacy Commissioner within 72 hours of being made aware of the breach. We also notify the person or people involved and the Board.
    6. We notify the National Cyber Security Centre (NCSC NZ) if the breach is due to a cyberattack, or a flaw in a product or online service that our school uses.
    7. We may notify other third parties (e.g. police, insurers) if necessary.
    8. Prevent We investigate the incident and take steps to prevent it from happening again.
      
    School Records Retention and Disposal  The Before & After School Care Programme preserves school records as valuable assets for the short and long-term operation of our school. We have effective records management systems to meet the requirements of the Public Records Act 2005, which includes complying with other relevant legislation. The Public Records Act provides a framework for ensuring accurate record keeping of public records, including school records. 
     
    We comply with the guidelines set out in the School Records – Retention and Disposal Schedule, which covers all possible records a school may create. The Schedule provides further details about how long to keep school records, why records need to be kept, and what happens to them when they are no longer useful to our school. We also follow the standards issued by Archives New Zealand 
      
    Performance Appraisal An annual appraisal of the Before & After School Care Programme Manager and supervisors will be the responsibility of the Principal. 
     
    Annual performance appraisals will be carried out for each staff member with the sole intention to increase awareness of their performance and to ensure a high standard of care at the Before & After School Care programme.
     
    The appraisal will be based on the job description, will establish individual and group strengths and identify areas for personal and professional development. It will consist of a self-appraisal and interview with the Principal.
     
    Objectives will be set for the next term of employment. All appraisals will be confidential.
     
    Volunteers Supervision of volunteers is the responsibility of the Before & After School Care Programme Manager. Volunteers must undergo the same security checks and induction as paid staff. They should not be expected to undertake the same level of responsibility as paid staff. Efforts will be made to include volunteers in planning and training as appropriate. Any agreement regarding reimbursement of expenses must be made in writing.
      
    Next review date: May 2028 Minor revisions do not need to be approved by the Board where they include updating hyperlinks, changing formatting or minor wording changes. Major revisions must be approved by the Board and may be done outside of the scheduled regular review if required.
     
    Version Action Approval Date 1.0 Adopted at the Board Meeting December 2022 2.0 Updates 3 December 2024 3.0 Revision to include: programme supervision, Recruitment, Staff disciplinary procedures, Confidentiality/Privacy Policy, School Docs, Emergency and Disaster Procedures, Drop Off and pick up, Staff Complaints, Making a Formal Complaint or Serious Allegation March 2026 4.0 Minor wording updates 7 May 2026 4.1 Edited minor wording updates approved by the BOT in version 4.0 and making and some more minor wording edits. 19 June 2026