Terms and Conditions

Updated January 2022

We understand that it’s not easy for parents to leave their children in other people’s care. Here at Birkenhead Primary Oscar Programme (BPS OSCAR) we are all about Growing active learners who make a positive difference, therefore we take the rights, safety and wellbeing of all the children in our care seriously, providing a fun, educational and caring environment that children love to be a part of.

To help us deliver our services in this way, we ask that you please take a moment to read the following terms and conditions carefully:

Payment of Fees

• By enrolling in any of our OSCAR Programmes you accept that you are responsible for all fees payable to BPS OSCAR in respect to the child in your care.

Before School Care & After School Care

• Bookings will be invoiced on the Monday of the weeks of your child’s attendance at our programme and payment is due on the Friday of the same week.
• We require one (1) weeks’ notice in writing via email to cancel or change your child’s/children’s bookings from the programme. For changes or cancellations with less than one (1) weeks notice, the absence will be charged at the hours you have booked in for.
• Public holidays will not be charged for if your regular bookings fall on this day.
• A regular booking is deemed as a booking that is on-going throughout the term and booked in advance.
• A casual booking is deemed as a one-off or additional booking or has been booked in after 12pm on a Sunday for the following week.

Holiday Programme

• Payment for any Holiday Programme is required at time of booking.
• Changes or cancellations can be made up until the Friday before the school holidays begins.
• Once the programme has commenced there are no refunds for cancellations/sickness. Your fees are still payable if your child/children do not attend.
• Please provide your child/children with shoes, suitable clothing for the activities advertised, sunscreen, sunhat, raincoat, sufficient lunch and drink for each day.

General Information

• If your child has additional needs, please see the Oscar Manager to discuss whether this programme is right for them. While we run an inclusive programme, we do not have the facilities to provide one on one care.  
• If your child is unwell, they should stay home rather than attend the programme session.
• Where medical conditions or dietary intolerances have been medically diagnosed, please ensure that the Consent to Administer Medication Form has been completed and provided to the programme Team Leader prior to the start and accompanies the relevant treatment plan from the medical practitioner.
• Please ensure any changes to your contact details or information about your child is updated regularly through the Parent Portal – it is important that communication is regular and contacts up to date, and it is your responsibility to clearly inform us of any potential issues. 
• We take due care with children’s belongings but accept no responsibility for lost or misplaced items. Please name your children’s belongings so any items left behind may be returned. All lost property will be held for 2 weeks after the programme finishes before being donated to charity.
• Please note that BPS OSCAR reserves the right to change scheduled activities without notice where circumstances beyond our control prevent them from being delivered.
• BPS OSCAR programmes are sunsmart programmes and sunscreen will be applied during September – April unless otherwise specified by the parent. If your child requires a specific sunscreen please provide in a named bottle.
• Bookings are essential in all of our programmes, and are made through the Aimy Plus Parent Portal.

Term and Conditions for Photo Tag      

• Aimy Plus provides BPS OSCAR with the ability to take photos and upload them to your parent portal. Images taken will only be used on the Aimy Plus Parent Portal. By accepting these terms and conditions, you agree to allow us to upload photos and tag your child. Without permission photos will not be taken.

Outstanding Debts      

• You are ultimately responsible for all fees payable.
• Your child’s access to our programmes may be withdrawn if your account is not kept up to date. We will contact you via the email you provided during the sign-up process.
• Overdue amounts may be referred to a debt collection agency. Any expenses, disbursements and legal costs incurred by BPS OSCAR in the enforcement of any rights contained in this contract shall be paid by the parent/caregiver, including any solicitor’s fees and/or debt collection agency fees.

Absences/Sick Children

• All absences due to illness may be eligible for a credit if you provide 24 hour notice via email.  
• If your child will not be attending, please notify the programme as early as possible prior to the programme commencement. If we are not notified of a child’s absence you will be charged at the hours booked.
• While there will be a qualified first aider on site during the programme, we do not have the facilities to look after sick children. If your child appears unwell, we will phone you or your emergency contacts and request that your child is collected as soon as possible.

Accidents/Emergencies

• In the instance of an accident or illness requiring emergency treatment, we will contact you immediately. If you are unavailable, we will contact those listed as your emergency contacts. Where we are unable to contact you or the emergency contact the Team Leader will proceed to assist your child as deemed appropriate.
  • If we are required to arrange any urgent medical treatment, you will be required to reimburse any costs incurred.
  • All accidents and incidents are recorded and require parent sign off when you collect your child.

Sign In/Out and Late Pick-Up Fees

• All children are required to be signed in and out of the programme at the time of drop-off and collection.
• Only those parents/carers identified during the enrolment process will be permitted to collect the child from the programme. Any person collecting a child may be asked to show photo ID at any stage, please ensure all authorised pickups are aware of this.
• Please ensure you complete the Authorised/Unauthorised pickups section in Aimy Plus. Children will not be released to any person who has not been listed on the enrolment form without prior consent.
• If you have any custody agreements in place regarding non access to your child, please provide relevant documentation and a current photo of the unauthorised person for easy identification for the staff.
• Parents/Caregivers are liable for late fees at a rate of $1 per minute for collecting your children after the booking time grace period. Late fees are invoiced separately from the main booking fees.
• If you have not collected your child by the end of the programme, and we cannot reach you, we will phone the child’s emergency contact and request that the child be collected immediately. Please ensure your emergency contacts are aware of their responsibilities.

Transportation of Children

• Holiday Programmes: By enrolling in an excursion (off-site) holiday programme you agree to allow us to transport your child by bus or BPS OSCAR Vehicle.
• No private vehicles will be used except in the case of an emergency.

Behaviour Management

• BPS OSCAR has well-structured behaviour management strategies and processes in place, these are available to view by request on site.
• For any behaviour displaying an immediate and/or significant risk to the child, other children, staff and/or property, BPS OSCAR may request immediate collection of the child and review ongoing placement within our service/programme.
• Where a child has an identified behaviour, we require the parent / caregiver to complete a behaviour management plan to ensure the child receives the best out of the programme. Please note we operate a 1:10 ratio and cannot offer 1 one on one care.

Child Protection

• BPS OSCAR has a suite of accredited child protection policies and procedures. All are available on site by request. 
• Should BPS OSCAR have any concerns, receive any disclosures relating to the wellbeing or safety of any child/young person (or associated community member), BPS OSCAR are required to share this information, along with any known child data to child protection services. This may include Oranga Tamariki (formerly known as Child, Youth and Family) and/or NZ Police.
• BPS OSCAR aims to be open and honest with parents/carers around any concerns and offer support where possible. However, BPS OSCAR are not able inform parents/carers of our reporting concerns, if to do so could:

-        Risk placing the child at increased risk of harm.

-        Pose any risk to any possible investigations; and/or

-        Following the advice of or request from child protection services not to.

Questions/Concerns

• If you have questions/concerns please talk to our staff on site or the Oscar Manager.
• We encourage feedback about any aspect of our programmes and services to be sent via email to the Oscar Manager at Oscar@bps.school.nz
• The collection of information in the enrolment process is for the effective delivery of our services. Customers under the age of 18 may have their data shared with Oranga Tamariki and this data is managed in accordance with the Privacy Act 1993.
  
• Information collected through the website is maintained by Aimy Plus – please see their Privacy Policy. 

Liability and indemnity

• To the extent permissible in law, BPS OSCAR shall not be liable for any injury, loss or damage of any type, or physical injury arising from BPS OSCAR programmes.
• To the extent that BPS OSCAR is liable to the customer for any reason, its liability is limited to a maximum amount equal to the value of fees payable by the customer in any 12 month period.
• The customer shall be responsible for any malicious damage they cause to equipment of the facilities used in delivering BPS OSCAR‘s programmes.
• Nothing in these terms and conditions is intended to have the effect of limiting or reducing the customer’s rights under the Consumer Guarantees Act 1993 or the Fair Trading Act 1986, to the extent they may apply.