Education Programmes Terms & Conditions - Terms and Conditions for Te Atamira Education Programmes
Updated May 2026
Behaviour
The safety of all of our participants, volunteers and staff is our paramount concern. If a child’s behaviour is impacting the safety of any of our programmes we reserve the right to remove any child permanently. If your child is excluded, you will need to arrange for them to be collected as soon as possible from the activity/programme.
If you, another parent or caregiver of your child, or anyone you have authorised to pick up your child demonstrates behaviour that is impacting the safety of any of our activities/programmes, we reserve, at our sole discretion, the right to refuse or rescind the enrolment of your child.
Where a participant has specific learning or behavioural needs:
• Parents/guardians are encouraged to share any relevant information about their child’s needs in the registration form to help us provide appropriate support.
• Staff will work closely with parents/guardians to understand these needs and collaboratively implement strategies that promote positive participation.
• Adaptations may include providing additional one-on-one support, offering sensory breaks, or making other necessary adjustments to ensure the participant can engage successfully in the programme.
• This approach ensures that each participant receives tailored support to thrive in a creative and inclusive environment.
Te Atamira may require a child to be collected if they are disruptive, ignoring rules, or posing a significant risk to the safety of themselves or others.
Programme management reserves the right to exclude from the programme any child who is frequently disruptive, ignoring programme rules, or who poses a significant risk to the safety of themselves or others. The programme strives to be fair, positive and consistent in supporting children to behave appropriately.
Collection of a child
When you drop the child at the location the activity/programme is running, you will sign the child in and greet a member of staff before leaving your child.
When you collect the child at the conclusion of the programme you will sign out and make sure a member of staff has acknowledged you taking your child.
We will not release your child to any person not listed. It is your responsibility to ensure that the list of people authorised to collect your child is communicated at drop off which includes those who would be picking up your child.
We may not accept a phone call or text message to advise of changes to those authorised to pick up. We reserve the right to ask for Photo ID of any person who presents to collect your child.
Health and Safety
In the event of an accident or illness, we will immediately attempt to contact you and will take all appropriate steps to ensure your child’s wellbeing and will not be liable for any costs such as ambulance or doctors’ fees.
We keep an accident/incident register for each activity or programme. If your child is involved in an accident or incident of a minor nature we will inform you at pick-up and may make a request for you to see staff on the sign-out sheet.
If your child has an infectious disease such as chicken pox, or experiences diarrhoea or vomiting, you agree to withdraw them from the programme until they are medically fit to return, at least 24 hours symptom free. You also agree to immediately notify us if an infectious disease is suspected.
You must keep Te Atamira informed about changes to personal information provided and provide complete information about any allergies, and/or medical conditions that your child has.
Te Atamira may administer first aid, sunscreen and seek any medical assistance necessary. (Please advise Te Atamira if your child needs a particular sunscreen due to allergies, and provide this labelled in your child’s bag).
Permission for a staff member to give a child any required medication needs to be given in writing.
In the event of an emergency or accident, Te Atamira staff will take necessary steps, including giving first aid and if required calling an ambulance, or transporting a child to ensure their safety and well-being and the parent/guardian will be liable for any costs incurred.
Te Atamira has a commitment to the safety and wellbeing of children in its’ care and may at our discretion seek professional guidance in the case of suspected child mistreatment or abuse. Te Atamira has a detailed child protection policy, which includes the reporting of any suspected child abuse to Oranga Tamariki. The child protection policy available on request.
Absences
Inform us if your child is going to be absent so that we are not waiting for them to arrive.
If your child is absent due to sickness where a medical or doctors certificate can be supplied or in the case of a family bereavement, we will credit and refund the charges for the affected days. A refund request form must be completed and submitted to the General Manager.
We do not offer refunds for change of mind.
Personal details
We will only collect information to 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 2020 and the Vulnerable Children’s Act 2014 and may be accessed by Ministry of Social Development, relevant Government departments and other Audit organisations.
We require complete and accurate personal details when you register and any time you book for an activity or programme. You may be asked for additional information if the programme has specific requirements. We reserve the right to request proof of I.D or residential address.
For the safety of your child, we require two different contact persons – the enrolling parent/caregivers details plus one other to be used as emergency contacts. Please discuss with us if this presents challenges with your personal situation.
You must list in detail any applicable medical conditions such as allergies on the child’s personal details. We can only administer medicine if a Medical Consent Form has been correctly and fully completed.
We are inclusive of children with additional needs, provided we can meet their specific needs. You will need to complete a registration form upon enrolment on which it is required for you to declare the additional needs of your child. Additional Needs Assessment Form and a trial period may be initiated. If we cannot reasonably meet any special needs of your child(ren), we may have no other option but to decline their enrolment.
We understand the complex nature of families and can work with access and custody arrangements. If you have access or custody arrangements, you will list these on the child’s personal details. If requested, you will produce any court documents.
Payments and fees
We will detail activity/programme costs as part of the sign-up process for any activity or programme.
Our programmes are a prepaid service and your enrolment is not complete until payment is made in full.
We reserve the right to cancel, postpone or substitute any activity/programme which may include a substituted location or facilitator. We will always endeavour to make suitable alternative arrangements. If a cancellation occurs due to circumstances beyond our control, a refund will be provided.
If you or anyone authorised, is late picking up your child at the conclusion of the activity/programme or the time you were booked into the activity/programme, we will charge a late fee of $10.00 for every 10 minutes (or part thereof) that the child is not picked up.
All services must be paid in advance. Any payment arrangements are at the discretion and arrangement in advance and in writing of Te Atamira’s Director and if you have outstanding amounts owing to us on your account we reserve the right to not have your child on programme until either the outstanding amount is paid or a payment plan is entered into.
If it is proven your child intentionally damaged or wilfully created a situation that incurred a financial cost, such as deliberately setting off the fire alarm, to Te Atamira, we reserve the right to request those funds be paid, in full by you.
Complaints
We welcome all feedback, positive or negative.
Posting of Photographic Images
We will not electronically transmit or post online, in any format, any photographic or video images of you or anyone else taken on our property, or at our location, or our events, or during our activities at any time without your express permission. If the image is of someone under the age of eighteen (18) we will not use their image without your consent unless the person is 16 or 17 and has withdrawn from parental control. It is your responsibility to explain these conditions to your children in terms that they understand, so they act accordingly.
Programme and Activity Risk Disclosure Statement
Participation in all our activities is voluntary although participants are supported and encouraged to participate to a level which challenges them.
At times, activities may be delivered by an authorised Third-Party Provider whose operations have been reviewed by ourselves and in some instances external safety auditors.
Participation may be restricted based on medical, physical, or other conditions in regard to the safe operation of the activity or impact to other individuals involved.
Because of the changeable and unpredictable nature of the outdoors, risks can never be reduced to zero. Hazards exist in some activities that can result in harm. Typical harms include cuts, sprains, bruises, minor emotional stress. Occasional harms include, but are not limited to: fractures, dislocations, vomiting, concussion, severe allergic reaction (food, bees, other), severe emotional stress, hypothermia, death. Typical hazards include but are not limited to: weather environmental conditions; staff and volunteers; participants and/or public behaviour; attitudes and capabilities; water; environmental impact and vehicles.
Hazards also include participant specific hazards. Therefore, your full and detailed disclosure of your participants information and abilities is vitally important as part of two-way disclosure of risk. Our organised activities and programmes are designed to be for anyone reasonably fit and well and may be altered to suit those unfit or unwell.
Our Health and Safety Policy and Risk Register include a process of identifying and eliminating or minimising hazards as well as reporting and investigating incidents of all severities.
Records are made and kept of any incidents at Te Atamira, as well as how they were dealt with. These are reviewed by management to inform further risk management.
Disclaimer
We vet and suitably train all our staff and volunteers. We endeavour to provide the best and most practical degree of supervision and engagement towards all children enrolled in each activity or programme. However, we nor 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 activity or programme, where all reasonable and practicable steps are deemed to have been taken in accordance with our policies.
We will not be held responsible for the loss or damage of personal items in your child’s possession. You may want to encourage your child to leave expensive or special items at home. Any items left behind will be put into Te Atamira lost property to be collected.
By authorising this waiver 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. Our policy and procedures manual are available at each of our locations for you to view at any time. Our staff are available to answer any questions.
