1.Personal details
1.1 Information collected will be used for the purpose of establishing and maintaining records required for service delivery. Information collected will be managed in accordance with the Privacy Act 1993 and the Vulnerable Childrens Act 2014 and may be accessed by the Ministry of Social Development, relevant Government departments and other Audit organisations. Caregivers with authorised access may view childrens files on request.
1.2 All enrolment details are required when applying for Out of School Care enrolment. All details must be checked as complete and accurate by the enrolling parent(s) or caregiver as part of the enrolment onto each programme.
1.3 When enrolling on a programme, additional information may be required for that specific programme.
1.4 Your child shall not be permitted to attend Out of School Care until all enrolment details are completed fully.
1.5 For the safety of your child, a minimum of 2 different contact details are required, the enrolling parents details plus 2 others to be used as an emergency contact.
1.6 Any applicable medical conditions e.g. allergies must be listed in detail on the enrolment form. Medicine will not be administered without a Medical Consent Form being correctly and fully completed.
1.7 Children with disabilities or special needs will be included in the programme provided St Joseph's Out of School Care can meet their needs. A completed Special Needs Assessment Form may be required and a trial period may be initiated. If St Joseph's Out of School Care cannot reasonably meet any special needs of your child(ren), St Joseph's Out of School Care may have no other option but to decline their enrolment.
1.8 Access arrangements / custody details for your child must be detailed on the registration form and any court documents presented on request. If further discussion is required, it is the Parent / Guardians responsibility to meet with the St Joseph's Out of School Care coordinator or other management staff.
1.9 Changes to personal details must be made directly on Enrolmy and Out of School Care will need to be advised of the changes via email.
2. Collection of a child
2.1 All children are to be signed in at the time of arrival and signed out at the time of collection from the programme.
2.2 Children will not be released to any person not listed on the child's account. Changes to authorised persons can be done via Enrolmy.
2.3 St Joseph's Out of School Care reserves the right to ask for photo ID of any person who collects a child.
3. Payments and fees
3.1 Payments must be kept up to date at all times.
3.2 Outstanding accounts will result in your child/ren losing their place at St Joseph's Out of School Care and prevent re-enrolment.
3.3 The responsibility of payment of the account will rest with the parent/caregiver enrolling the child on the programme, therefore any invoices or statements will be in the name of the person registering.
3.4 Overdue accounts may be referred to our debt collection agency. Any expenses or agency fees will be payable by the parent/caregiver registering the child(ren) and will be added to the account when submitted for collection.
3.5 Before School Care - if a child arrives before the 8am booked drop-off time, the earlier drop-off rate will apply.
3.6 After School Care - if a child is not signed out by the booked pick-up time, the later pick-up rate will apply.
3.7 Holiday Programme - if a child is not signed out by the booked pick-up time, the FULL DAY rate will apply.
3.8 Holiday Programme Early Bird Fee - bookings confirmed before the specified cut-off date (prior to the programme start) will be eligible for our discounted Early Bird Fee. Bookings made after this date will incur a 10% surcharge on the standard programme fee.
3.9 Early Drop Off Fee - if a child arrives before 7am a $5.00 fee will apply.
3.10 Late Pick-Up Fee - after 6pm a charge of $10.00 will apply for the first 15 minutes, then $1 for every minute thereafter per child.
3.11 Before and After School Care Late Booking Fee - a $5.00 late booking fee will be added to the session rate for all late bookings and walk-ins. Please note that walk-ins are only available for Before and After School Care. Due to staff-to-child ratio requirements, availability for these bookings cannot always be guaranteed.
3.12 Holiday Programme Late Booking Fee - a $10.00 late booking fee per child will be added to the session rate for all last-minute bookings. Due to staff-to-child ratio requirements, availability for these bookings cannot be guaranteed.
3.13 Phone Fee - $5.00 fee may apply if a staff member needs to contact you because you haven't notified Out of School Care of your child's absence.
3.14 Business hours are 7am to 6pm. All notifications via text or email received after hours, during the weekend and public holidays will be processed on the next business day.
4. Public Holidays
4.1 St Joseph's Out of School Care programmes do not operate on Public Holidays or over the Christmas organisational shutdown period.
5. Absences and Illness
5.1 No credits or refunds will be provided when a session is missed.
5.2 Cancellations - bookings can be cancelled on Enrolmy at least 7 full calendar days before the session begins. For instance, to cancel a Monday session, you must do so by 11am on the Sunday of the preceding week. If you miss this cut-off, you'll incur the full session fee. Cancellations made less than 7 full calendar days prior incur the full fee. This applies to Before School Care, After School Care and Holiday Programme sessions.
5.3 Exceptions where a credit or refund for an absence will be applied is where a medical/doctors certificate is presented or in the event of a family bereavement.
5.4 If your child is absent/sick you must notify Out of School Care before the session begins via text or email. It is your responsibility to contact Out of School Care, please do not leave a message with the office or your child's teacher. A Phone Fee may be applied if you haven't notified Out of School Care.
6. Health and Safety
6.1 Where transport is provided, it will be by either St Joseph's Out of School Care Vans/Buses with trained and appropriately licensed drivers, or a reputable commercial bus company.
6.2 In the event of an accident or illness, St Joseph's Out of School Care will immediately attempt to contact the parent/guardian and will take all appropriate steps to ensure the individual's well-being, but will not be liable for any costs (e.g. Doctors fees).
6.3 An accident/incident register operates on each programme. If your child is involved in an accident / incident your childs name will be highlighted on the sign-out sheet please see staff for your copy and follow up.
6.4 If your child has an infectious disease, (e.g., Chickenpox), or experiences diarrhoea or vomiting, you agree to withdraw them from the programme until medically fit to return. You also agree to immediately notify St Joseph's Out of School Care if an infectious disease is suspected.
6.5 St Joseph's Out of School Care programmes have a detailed child protection policy, which includes the reporting of any suspected child abuse to the department of Oranga Tamariki. The child protection policy is displayed on the St Joseph's School Docs website.
7. Exclusion
7.1 Student enrolment in any of the services provided by St Joseph's Out of School Care is at the sole discretion of the St Joseph's Out of School Care Staff.
7.2 Please note that safety of all participants and its staff is St Joseph's Out of School Care paramount concern. If a child's behaviour is impacting the safety of any St Joseph's Out of School Care programme, the right to remove any child permanently under the St Joseph's Out of School Care Behaviour Management Policy will be enforced. The Behaviour Management Policy is displayed at our centre.
7.3 A breach of the Behaviour Management Policy may result in your child(ren) immediately being excluded from the programme until the matter has been resolved. If your child(ren) is excluded, you will need to arrange for your child to be collected as soon as possible from the programme. This person must be an authorised person entitled to collect your child(ren).
7.4 Where a parent, caregiver or person authorised for pick-ups behaviour is impacting the safety of any St Joseph's Out of School Care programme, St Joseph's Out of School Care reserves, at our sole discretion, the right to refuse or rescind the enrolment of the child(ren)
8. Complaints
8.1 St Joseph's Out of School Care welcomes all feedback from parents. The complaints procedure is displayed at our centre.
9. Disclaimer
9.1 St Joseph's Out of School Care staff members are suitably vetted and trained and will endeavour to provide the best and most practical degree of supervision and engagement towards all children enrolled in each programme. However, St Joseph's Out of School Care Incorporated, or any individual member, employee, contractor, volunteer or any other person shall not be held personally liable in respect of any act or omission arising from any session or activity, where all reasonable and practicable steps are deemed to have been taken in accordance with St Joseph's Out of School Care policies (from time to time).
9.2 St Joseph's Out of School Care will not be held responsible for the loss or damage of personal items in the childs possession.
9.3 By authorising this waiver (and in effect this registration and/or enrolment), you confirm all details provided are true and correct, you have read and understood these Terms and Conditions and agree to adhere to all our policies and procedures. St Joseph's Out of School Care policy and procedures are available for you to view at any time. Please ask one of St Joseph's Out of School Care staff if you have any questions.
