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 & Activities
Bookings are essential as all children must be pre-enrolled.
We have 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 /4pm
- 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.
Programme Hours
Our programme hours are as follows:
Short Day 9.00am - 3.00pm (not available at Parnell)
Drop off/pick-ups outside the booked Short Day session times will automatically extend to the long day or extra-long day session and you will be charged for the longer session.
Full Day 7.30am - 6.00pm
There is an additional charge of $50 per family for every fifteen minutes or part thereof that staff are kept waiting after 6pm.
Fees, Payments & Refunds
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.
Unpaid Accounts
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.
Booking Cancellations
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.
Absence
Each absence must be separately advised by email to pfc@villagesquare.org.nz 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.
Health and Safety
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.
Authorised Pickups
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. Our staff may request to see ID if they are not familiar with the authorised pick up. Your child cannot attend without a completed safety form.
Custody arrangements and protection orders
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.
Medical conditions / Medical consent forms
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.
Dietary needs
The Village Square Trust provides a healthy afternoon tea each day. The menu is on site for reference. A substitute is supplied if a food item listed is not available on the day. 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.
Accidents and Emergencies
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.
First Aid
At all times during programme hours, including on-site and during excursions, at least one staff member with current first aid certificate is present.
Child Protection
We follow the requirements of the Children’s Act 2014; the Social Sector Accreditation Standards and our Child Protection Policy should an allegation or suspicion of child abuse occur.
Relationships and Behaviour Guidance Policy
All children will be supported and respected while attending the programme.
Behaviour management is exercised in a positive and firm manner.
Personal Property/Spending Money
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.
Photography and Social Media
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 pfc@villagesquare.org.nz
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.
Digital Technology and Internet Safety Policy and Use Agreement
We strongly discourage children from bringing electronic devices (phones, tablets, laptops, game consoles, and other similar devices) to our programmes.
Device use will not be permitted between 9am - 3pm and/or during Adventure Seekers trips, including during bus rides, except in the case of an emergency. Devices must stay in the child's bag or left on-site prior to departure.
Some children may need to use a phone during our programmes for health or learning needs, such as language translation. We will allow children to use or access a phone when:
- a phone is needed for health reasons (for example, to monitor insulin levels if a student is diabetic)
- a phone is needed to help a student with a disability or learning support need (for example, to assist with impaired communication)
The intention of having student phones away is to give students more opportunity to interact in-person and space to ‘disconnect’ from social media, which may lessen the possibilities for online bullying and/or harassment and limit exposure to inappropriate material.
We understand that some children may have reasons to bring these. Children requiring the use of personal electronic devices during programme hours must read, sign, and adhere to our policy. Parents/Caregivers please speak to the Site Leader upon arrival if you would like your child to use a device during our programmes.
Privacy Act
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.
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.
The Village Square Trust transports children on day trips offsite during the school holidays. Depending on the nature of the programme children may be transported by chartered bus, travel by taxi van or walk to their destination.
Adults enrolling children provide consent to this transportation at the time of booking with The Village Square Trust. By enrolling, they accept the policies, terms and conditions of The Village Square Trust in regard to our Transport and Excursions Policy.
Children have the right to be safe, and we will ensure that all modes of transportation undertaken will be safe and will comply with the required regulations. Core policies and procedures in terms of ratios, and child safety will be always adhered to during transport of children.
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.
These terms and conditions may be updated periodically. Any significant changes affecting enrolment, fees, or participation will be communicated to parents/caregivers in writing. You accept responsibility for any expenses incurred in obtaining treatment for your child in an emergency.
Contact numbers for sites:
Site phones are operational between 7:30am-6pm during school holiday programmes
· Balmoral School - 027 327 9430
· Epsom Normal Primary School - 027 585 0080
· Parnell & Adventure Seekers - 027 474 9462
Contact details for The Village Square Trust Programmes for Children Office Team.
· pfc@villagesquare.org.nz
· 09 555 5193
The Programmes for Children office is open from 8am- 4:30pm
