When you enrol your child, you will be required to Agree to the Policies, Terms and Conditions below and abide by them.

Your enrolment creates a binding agreement between you and The Village Square Trust regarding the care of your child.

 

Bookings are essential as all children must be pre-enrolled.

Ministry of Social Development standards require us to meet specific staff/child ratios and if children who have not been enrolled arrive, we will not be able to accommodate them.

Where activities accept only a limited number of children, enrolment will be on a first come, first served basis.

The cut off time for enrolments is 3pm the day before the activity.

On-the-day enrolments will only be considered if there is availability in that activity.

For activities involving cooking and baking, we may be unable to take into consideration special dietary requirements. Bookings in activities involving cooking and baking are made knowing dietary requirements are not able to be catered for. Please email pfc@villagesquare.org.nz if you have dietary concerns before booking cooking activities.

 

Club House Parnell activities for the day take place with Club House Epsom.

• Children attending Club House Parnell will travel by bus to Epsom Normal Primary School, 41 The Drive, Epsom.
• The bus leaves Parnell Community Centre at 9.00am sharp.
• The bus returns to Parnell Community Centre around 3.45pm
• All children booked into Club House Parnell must arrive at the Parnell Community Centre before 9am each morning to catch the bus. If the bus has left, you will need to transport your children to Club House Epsom at Epsom Normal Primary School Hall, 41 The Drive, Epsom.

 

Our programme hours are as follows:

Drop off/pick-ups outside the booked Short Day session times will automatically extend to the full day session and you will be charged for the longer session.

There is an additional charge of $50 per family for every fifteen minutes or part thereof that staff are kept waiting after 6pm.

  

School Holiday Programme fees are variable and depend on the type of activity offered.

All fees are payable at the time of booking via credit card. The booking will automatically be deleted if not paid within two hours of the booking being made.

Fees are NOT refundable due to non-attendance, sickness or injury as all staffing and activity resources have been finalised.

If you receive WINZ credits, you will need to pay 100% of the fee up front and we will refund the WINZ portion when we receive it.

 

The parent/caregiver will be liable for all expenses and costs (including legal costs, as between solicitor and client) in connection with The Village Square Trust recovering or attempting to recover any overdue amount.

Unpaid accounts may result in suspension from the programme.

 

Bookings can be cancelled in Enrolmy up to 7 days before that session and a credit note will be added onto your account.

Refunds are available on request for booking cancellation credit notes after allocation to any outstanding invoices owed to The Village Square Trust.

 

Each absence must be separately advised by email to [email=pfc@villagesquare.org.nz]pfc@villagesquare.org.nz[/email] before 7am on the day so the relevant staff member for that activity can be informed.

You will not be given a refund or a credit for cancelling on the day of a booked activity. Fees are NOT refundable due to non-attendance, sickness or injury as all staffing and activity resources have been finalised.

  

We always adhere to The Village Square Trust Health and Safety Policy and Child Protection Policy. A copy of these policies are available at each site.

 

At the time of enrolment you are required to fill in the safety form and provide details of people you consent to pick up your children and anyone not authorised to pick up your children. It is the parent's responsibility to ensure that staff are well informed as to who these people may be and are able to recognise them if necessary. Your child cannot attend without a completed safety form.

 

If you advised us at the time of enrolment of any safety or custody issues that may affect your child's wellbeing and security or if there is a Protection Order or Custody Arrangement for a child, you must upload a PDF copy of the related legal document with this person's details. You may also include instructions for any action you want our staff to take in the event of an unauthorised person coming to the site.

 

Please detail any medical condition(s) or allergies, or special dietary needs in the online safety form. Medicine will not be administered without a Medical Consent Form having first been completed by the parent/caregiver. The Village Square Trust will not take responsibility for any medical, health or behavioral incidents that are the result of something that was not communicated at the time of enrolment.

 

The Village Square Trust provides a healthy afternoon tea each day. The menu is on site for reference. We include fresh fruit, crackers, popcorn and do not serve foods containing nuts. If your child has an allergy and/or you require something more substantial, then please discuss this with the site leader - you will be required to send a packed afternoon tea to suit.

 

In the event of an accident, the parent/guardian enrolling in the programme authorises programme staff to obtain medical assistance as may be deemed necessary. Should your child need to be transported from the site in an emergency, the Transport Policy will be adhered to by staff. A copy is available on site for your perusal.

 

Our Sun Safe Policy requires you to provide your child with their own named hat. A generic sunscreen will be provided on site, but if your child requires a particular brand of sunscreen for their skin you are required to provide this.

 

All Site Leaders hold current first aid certificates.

 

Ministry of Social Development guidelines are followed should an allegation or suspicion of child abuse occur.

 

All children will be supported and respected while attending the programme.

Behaviour management is exercised in a positive and firm manner.

 

Staff will not take any responsibility for loss or damage to children's personal property including spending money, mobiles and electronic devices.

Parents will accept the risk associated with allowing children to bring personal property including spending money to the programmes.

The activity description will suggest when children bring along spending money to buy treats. We do not encourage children to bring money unless specified.

Activities unless stated otherwise require a packed lunch as children do not have the opportunity to buy lunch, snacks or treats.

 

By accepting the Policies, Terms & Conditions you agree to The Village Square Trust staff photographing or filming children in our programmes for communication and marketing purposes, including email newsletters to parents, The Village Square Trust's website or Facebook page or The Village Square Trust Programmes for Children Facebook page. No child will ever be personally identified/tagged.

If you do not agree to the above photography and social media policies, please inform us in writing to [email=pfc@villagesquare.org.nz]pfc@villagesquare.org.nz[/email].

 

Activity providers sometimes ask permission to use images or videos of the children and, if this occurs, permission will be requested from parents/caregivers before this is allowed.

 

Information collected will be used for the purpose of establishing and maintaining accurate records held by The Village Square Trust. Parents can view and amend personal information and permissions on the Enrolmy system at any time using their personal log in details. The Village Square Trust will provide your personal information to you on request. It is your responsibility to ensure that the information you provide is correct and updated. The Village Square Trust will correct and update any information if you request this.

A copy of the Programmes for Children Privacy Policy is available on request and there is a copy at each site.

Complaints/Feedback

A copy of the Complaints Procedure is available at each site.

The Village Square Trust will facilitate a fair hearing for any concerns or complaints.

All complainants will be treated with respect and courtesy and will be made to feel safe throughout the process.

We welcome your feedback and discussion of any issues you may wish to raise at any time.

If you have any concerns about your child or our programmes, please have a chat with the Site Leader or a member of our PFC Team on 09 555 5193.

Transport Arrangements

Depending on the activity, children may be transported by chartered bus, public bus, taxi or by walking.

 

By enrolling your child, you agree to abide by the Policies, Terms and Conditions of The Village Square Trust's School Holiday Programmes.

You will be notified of any changes to the to the Policies, Terms and Conditions.

You acknowledge that The Village Square Trust, or their management or staff, will not be liable for any loss or damage arising (by way of accident, injury, theft, or otherwise) out of attendance at School Holiday Programmes.

You accept responsibility for any expenses incurred in obtaining treatment for your child in an emergency.

You give permission for your child to be taken to an alternative location (e.g. civil defence centre) in the event of an emergency situation and for your child to be transported in accordance with the Village Square Trust Transport Policy.