Out of School Care
You are about to register your child/ren at a YMCA Out of School Care service and we would like to inform you of our terms and conditions. Please read this letter carefully regarding your responsibilities when enrolling.
Terms & Conditions
Payments & Invoicing
You will be invoiced weekly via email, invoices are required to be paid by the Friday of each current weeks invoicing.
Online payments can be made to bank account number: 15-3953-0477872-02. Please use your childs first
name, surname and school as a reference. The option to pay by credit card is also available on the Enrolmy booking site.
No payments will be accepted onsite. Payments are required to be kept up to date, your child may be suspended from care if this fails to be adhered to. For all invoicing or financial queries please contact our Y Kids administrator on 06 758 3666 ext. 3 or email oscar@ymcataranaki.org.nz.
Cancellations/Absences
If a cancellation is submitted between 2 working days and 1 working day (48-24 hours) before the intended cancellation, you will be charged 1/2 the amount of the booked session. If a cancellation is submitted within 1 working day (24 hours) of the intended cancellation, you will be charged the full amount of the booked session. Please note, notice must be given to the YMCA office. In cases where notification is received only by the site supervisor and not at the YMCA office, you will be charged a full fee for the day. If
a child does not attend the service due to extenuating circumstances, a credit may be arranged at the discretion of the YMCA.
Fees
A late fee of $10 per child for the first 10 minutes and $1 per minute after this point will apply if children are not collected prior to the programme closing time. Exceptional circumstances will be taken into consideration at our discretion. A $5 fee will be applied when the YMCA office is not notified of absences. A
$2 phone fee will be applied at the discretion of the YMCA for any phone calls made to verify non attendance.
Overdue Accounts
You are required to pay all invoices by the due date on each invoice. If payment is not made, then we can use a debt collection service to recoup these fees.
If your account is overdue and requires debt collection, you, the client will be liable for any legal and collection charges necessary to recover this amount. Your child will not be allowed to attend programmes until the debt is cleared.
Refunds
Refunds will be given at the time of cancellation of care. Refunds to continuing clients will be made at the discretion of the YMCA and may be subject to maintaining a credit equal to one weeks fees.
WINZ Clients
As a parent receiving a WINZ subsidy it is your responsibility to ensure WINZ is making payment of subsidy and to notify WINZ of a change in hours for your subsidy. Your child must attend the hours applied for. Any WINZ overpayments are refunded back to WINZ. You will not receive payment from WINZ for hours not attended. You are required to pay the balance between the WINZ subsidy and the cost of care you receive.
In the event that WINZ does not pay, you are liable for all fees.
Out of School Care
Additional Care
Notice of additional bookings must be submitted to the YMCA office no later than 2pm on the date care is
required. In the event that a service is full, the YMCA may decline a request for additional care. When
school closes early we will charge $5 per hour from closure to 3pm and the normal session fee will apply
from 3pm onwards.
Signing In and Out
All children must be signed in and out of the programme upon pick up and drop off. The YMCA is not
responsible for children once signed out of the programme. If you require your child to make their own way
to or from the service please complete the consent form (available from the YMCA office). If your child is to
be collected by any other person than those detailed on this enrolment form, please advise the YMCA.
Activities
We aim to follow a programme and give acceptable notice of all changes to activities and programming;
however this is not always possible. Please understand activities may change without notice. The YMCA is
not obliged to offer any compensation for this occurring.
Risk
With all programmes there are risks involved. The YMCA manages risk by having and implementing our
OSCAR programme policy and procedures document. A copy of our OSCAR policies and procedures is
available at each programme site. Programmes are approved under MSD & OSCAR standards. YMCA assures
that all care will be taken to provide a safe and well-supervised environment for children attending the
programme in accordance with these standards. The YMCA is
not responsible for loss and damage to childrens possessions.
Illness
Parents or emergency contacts will be advised to collect children who are unwell or need moderate medical
attention. In serious cases an ambulance will be called. The client has responsibility for any costs that are
incurred as a result of medical attention required. Any child with a fever, rash, sticky eyes, diarrhoea,
vomiting, cold, flu or COVID symptoms is required to stay home until 24 hours after symptoms settle.
Photo Consent
If you give permission for your child to be photographed, photos may be displayed in house and we reserve
the right to use them in our advertising and marketing material including web and social media sites.
Behaviour
If your child continually acts inappropriately or places themselves, other children or staff at risk or in
danger, you will be contacted. If the behaviour continues, access to the programme may be withdrawn.
Personal Technology
The YMCA does not allow children to bring along personal technology to use on our programmes
Privacy
Information provided on this enrolment is required for statistical purposes, MSD audits and to ensure
contact in an emergency. YMCA Out of School Care adheres to the principles of the Privacy Act 2020 and the
Childrens Act 2014. We will disclose & use information only in accordance with the Privacy Act
2020. Under that act you have the right to access & request correction of any personal information we hold
about you or your child/ren.
