Terms & Conditions
St Martin’s Catholic Primary School
Wraparound Care Terms and Conditions
The purpose of our wraparound care is to provide good quality affordable childcare in a safe, happy and caring environment. It is aimed at working parents/carers and to parents/carers that require childcare in ‘exceptional circumstances'.
Aims
· To provide a happy, welcoming place at the start and end of the school day where children are valued.
· To provide activities that are fun, varied and stimulating.
· To be consistent and reliable to enable parents to have confidence and peace of mind whilst their child is attending wraparound care.
Bookings
Wraparound care is for use by children St Martin’s Catholic Primary School only. A booking for a place can only be made once a pupil has a confirmed place at the school. It is available to children from Reception to Year 6. Any parent/carer with a child that has any additional or special needs should make the school aware and record on the booking form so that their needs can be considered and any reasonable adjustments can be made wherever possible.
Breakfast Club (BC)
Bookings can be made termly in advance and up to the day before the session required if there is a space available. If an advance booking is made but not required, it should be cancelled by email to wraparoundcare@stmartins.reading.sch.uk by 4 pm the day prior to that booked. If the place in Breakfast Club is not cancelled it will be charged, no refund will be given as this is preventing someone else from using the place.
After School Club (ASC) Friday only
Bookings can be made termly in advance and up to 3.00pm on the day of the session if there is a space available. We require 48 hours’ notice of cancellation of a booked session by e mailing wraparoundcare@stmartins.reading.sch.uk . No refund will be given for any non-attendance of sessions booked.
We also reserve the right to cancel Wraparound Care, where numbers are insufficient, and fees in this case would be refunded
Record Keeping
St Martin’s Catholic Primary School is registered with the Data Protection Office. All records will be kept in school in a locked cabinet or stored electronically. Children’s records will be obtained from the wraparound care booking system and records. Current records and data relating to children attending Wraparound Care will be kept by the Wraparound Care staff. Records, data and previous registers will also be retained.
It will be the responsibility of the Parents/Carers:
a. To ensure Wraparound Care is notified of any change of contact details immediately to ensure records held are accurate and up to date.
b. To ensure Wraparound Care records contain current and accurate details of arrangements for delivering/collecting their child/children, to and from Wraparound Care.
c. To ensure details of any special dietary needs or allergies are detailed on the booking information form.
Fees
Fees will be reviewed annually. Parents/carers will be provided a minimum of four weeks ‘notice by letter/email detailing the new fees. Payment for Wraparound Care is made electronically via the Wraparound care booking system at the point of booking or via the Tax Free Childcare Scheme, please contact the school in advance should you wish to pay by this method.
Late Collection Fee
A child attending ASC must be collected by 5.45p.m. For every ten minutes late after this time, or period of up to ten minutes, the school will charge an additional £5.00. If there is a second late pick up in the same term then an additional £10.00 will be charged, plus a letter warning that you are at risk of losing your child’s place. A third late pick up in the same term and your child will lose his/her place. The Headteacher will be notified.
In cases of extreme lateness (after 6.30 p.m.) additional staffing costs will be passed onto the parent or carer at the discretion of the school
If a short session (collection by 5.00pm) is booked and collection is after this time a further charge will be made to increase the cost to the long session. If this continues the ability to book a short session for the child will be withdrawn.
The School Business Manager will provide the Wraparound Care team with details of any additional charges for sessions and will issue reminders.
Non-payment of charges could mean your child’s place is lost. Staff will not enter into any negotiation with parents about fees. Under exceptional circumstances rebates or staged payments may be considered. Please contact the School Office if you feel there are mitigating circumstances which should be considered.
Attendance/Non attendance
It is the responsibility of the parents to ensure they notify the school office (a message will be passed to the wraparound care staff) if the child will not be attending wraparound care. This enables the register to be updated to reflect the child’s authorised non-attendance. The staff will record attendance of children at the ASC session and the time the child was collected will be recorded.
Please note that contact with the wraparound care mobile should not be via text message, and parents/carers must state the password when leaving messages to ensure their authenticity.
If a child named on the ASC register does not arrive at 3.15pm, or after attendance at an in-house club, this will be followed up from the schools class registers from the school day. If there is any doubt as to the child’s whereabouts, the parent will be contacted.
If a child arrives at wraparound care after their registration has been cancelled he/she is not the responsibility of wraparound care and will be handed back to the school office so parents can be contacted.
Departing from After School Club
Children may be collected from ASC any time before 6pm by a parent or other person authorised by the parent(s) on the application Form. Any person collecting a child must be 16 years or over. The person collecting the child, if not the parent, must know the password to authorise the release of the child. If the person who arrives to collect a child is not listed on the contact sheet, the child will only be released once the main contact is contacted and the password process verified.
No child will be released into the care of anyone not identified on the booking form without verbal communication from the parent/main contact. The person collecting is required to give the password.
Children will not be allowed to leave the ASC on their own. If a situation arises whereby a child is unhappy at wraparound care, the staff will talk to the child and take all possible measures to resolve the situation. This may include phoning the parent/carer, or emergency contact if the parent is unavailable, in order for them to talk with staff and child to overcome the problem. The parent/carer may be requested to collect the child.
Late Collection from After School Club
Emergencies may arise where a parent or carer is unable to pick up at the allotted time. It is essential that you let one of the ASC staff know if you will be late by calling on the ASC mobile telephone number (after 3.30 p.m.) or ring the school office on 0118 9375544 before this time.
Child not collected at 6pm
Two members of staff must remain while there are any children on the premises. If no one has contacted the club regarding the collection of their child, staff will attempt to contact the parent or another authorised person on the list of contacts. When the child is collected, the time of collection will be recorded in the register. Late collection fees will be charged (see "Late collection fees).
Child not collected by 6.30pm
If a child is still not collected by 6.30 pm, regardless of contact with a parent or other authorised person, the staff will contact the Reading Social Services out of hours' team. The police may also be notified. If a child has to be removed from the premises, a notice will be left on the door indicating the child’s whereabouts. Additional staffing costs will be passed onto the parent or carer at the discretion of the school
Cancellation
The club reserves the right to withdraw the use of this facility to parents/carers:
a. Should the parent/carer contravene any of the conditions contained within this policy document after sufficient notice has been served; sufficient notice being one verbal notification and one written notification for repeated misbehaviour.
b. Where it is the opinion of the Head Teacher that the continued attendance would be to the detriment of either the child or other child(ren) attending.
c. No refunds will be given except in the case of long term (more than a week) sickness absence, however alternative sessions may be offered if available. Parents must inform the School Office as soon as possible if a child is unable to attend a pre-booked session