TERMS & CONDITIONS

MSD & OSCAR

This YMCA programme has been approved under Ministry of Social Development & OSCAR YMCA standards. All care will be taken to provide a safe and well supervised environment for children attending the programme in accordance with these standards.

REGISTRATION

You can register for out of school care and holiday programmes on our website or support is available at our programme sites or at our head office on Pakowhai Rd, Hastings. Please note: Your place(s) on the programme is not secured unless registration has been completed and you have received a confirmation email sent from YMCA office.

SIGNING IN & OUT

All children must be signed in and out of the programme when dropped off or picked up. 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 programme, please complete a consent form (available from your site). You must also advise the YMCA in writing if your child is to be collected by any person other than those detailed on this enrolment form. Children must be picked up by the time indicated in your booking confirmation. A late pick up fee of  $1 per minute will be charged after the first five minutes.

POLICIES & PROCEDURES / HEALTH & SAFETY

You understand that with all children’s programmes there are risks involved. The YMCA manages risk by having and implementing our YMCA Policies and Procedures document which is available to view at your site and here http://ymcahb.org.nz/wp-content/uploads/2018/07/Policies-and-Procedures-OSCAR-2017-Final.pdf. This document includes the rules and boundaries for all children that must be complied with.  These policies are reviewed annually to ensure they meet current practice and regulations.  All care will be taken to provide supervision of all children attending the programme in accordance with YMCA Policies and Procedures. The YMCA is not responsible for loss and damage to children’s possessions. Our before and after school care programmes cannot accommodate sick or injured children. Parents or emergency contacts will be advised to collect children who are unwell or need medical attention. In serious cases, an ambulance will be called. Parents are to accept responsibility for any costs that are incurred as a result.  Enrollment in a programme is acknowledgement that you have read and accepted our policy and procedures.

HOLIDAY PROGRAMME 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 if circumstances demand. The YMCA is not obliged to offer any compensation for this occurring as limited numbers and other circumstances must be met to run all sessions.

BEHAVIOR

If your child continually acts inappropriately, or places other children in danger, you will be contacted. If problems continue, we will consult with parents and school partners to determine if access to the programme may be withdrawn in accordance with our policies and procedures.

SUSPECTED CHILD ABUSE

As per our vulnerable children's policy any suspected child abuse will be reported to the appropriate authorities, Oranga Tamariki or Police.

INFORMATION SHARING

As per our Record Keeping Policy (pg54) Information is collected and stored through the aimy Plus software programme and is available to parents/cargivers to check for accuracy and updating.  Information may also be share with the Ministry of Social Development, by staff or by authorised staff from a statutory agency.

PHOTO CONSENT
If you give permission for your child to be photographed, photos will be displayed in house and we reserve the right to use them in our advertising and marketing.

FINANCIAL QUERIES

For all invoicing or financial queries, please contact our administrator on 06 878 3027 or oscar3@ymcahb.org.nz

BOOKINGS, BOOKING CHANGES AND ABSENCES

All our sites have a maximum approved capacity. If you have not booked your child in, we may not be able to accommodate them. All changes to bookings and absences (whether last minute or not) require confirmation from the YMCA office 06 878 3027 or oscar3@ymcahb.org.nz

Refer to our schedule of fees on-line for or standard fees and any additional or reduced charges.

To cancel a booking

All cancellations must be done by contacting the YMCA Office 06 878 3027 or oscar3@ymcahb.org.nz

Unfortunately if a child is sick or away from the programme full fee will apply.

PAYMENT & BILLING INFORMATION

Invoices will be emailed to you 4 weeks prior to the start of the programme and then weekly thereafter or emailed with your confirmation email if  your booking is made within 4 weeks of the start of the programme.

Payment is due the Monday prior to the start of the programme..

You agree to pay for all booked sessions and understand that access to the programme may be withdrawn if fees are in arrears.

Invoices will be sent weekly.

You can pay with internet banking or by eftpos (main office only). You can also give us a call to discuss payment methods. We encourage our customers to set up an automatic payment via internet banking to pay for their out of school care services.

Our bank account number is 12-3145-0257038-52. Please use your invoice number and customer code as your reference. Automatic payments can be set up through your internet banking or through your bank.

COLLECTIONS POLICY

If the account is not paid and becomes overdue, we assume there is an unresolved billing issue, or a temporary lapse from our customer. In this situation we will contact you to prompt action and make payment arrangements. Access to the programme may be withdrawn if fees are in arrears.

If the debt is one month or older we will make contact with the you about your account and, depending on the outcome, relevant action will be taken, this could include debt collection. Formal collection proceedings can include referral to a Collection Agency. These costs will be forwarded on to the parent or caregiver

WINZ PAYMENTS

As a parent receiving a WINZ subsidy it is your responsibility to ensure WINZ is making payment of the subsidy and to notify WINZ of a change in hours for your subsidy. Any WINZ over payments are refunded back to WINZ. You are required to pay the balance between the WINZ subsidy and the cost of the care you receive. In the event that WINZ does not pay, you are liable for all fees.

CHANGES

We have developed a set of guidelines, which we believe is consistent and reasonable across the board. We have the right to introduce and change fees and charges in connection with our services, we will notify you of any such changes.

CONTACT DETAILS

On-line: www.ymcahb.org.nz

Site: refer to website for contact details or ask your Site Manager

Office: on 06 878 3027 or oscar3@ymcahb.org.nz