TERMS & CONDITIONS

Fees and Accounts

1. Accounts are to be settled weekly, latest by Friday of the following week; unless approved otherwise by prior arrangement with management
2. WINZ: full fees are charged until we receive notification from WINZ of the subsidies that apply and the date they will commence
3. Overdue accounts that remain unpaid for more than two weeks after the child’s last attendance, will incur a penalty fee of an additional 10% of amount overdue
4. All invoices will be emailed to the email address provided in this form. Alternatively you can request for a paper statement/ invoice from reception. We do not post out weekly invoices.
5. We request that you pay either at front reception desk or via direct credit. (Account details are printed on the invoice).
6. All bookings are charged per session. It is important to remember you are required to pay full sessions fees unless you provide one week prior notice from date of cancellation
7. Once a booking is made you must notify of any cancellations as soon as possible. For all after school programs, the latest cancellation must be notified by 12 noon on the day, credit will only be given with more than 48 hours notice. Un-notified absentees for school pick up run disrupts routine for all other children and should be treated as serious. Any un-notified cancellations or failure to inform us of collection will be charged a $10 penalty along with applicable rate for the session
8. We are licensed to close the programme at 6.00 pm sharp. We strongly request and urge that you make arrangements for your child to be collected by 5.55 pm at the latest. After 6.00 pm a penalty charge of $1 per minute will apply

We serve reminder notices to parents who fail to pay their fees within the given stipulated time. These range from polite reminders to warning notices, after which the account is handed over to a debt collection agency.

The customer is liable for any collection charges or fees as well as legal charges involved in the debt recovery process.

Transport

Children are usually transported in ‘Chipmunks Timaru’ vans; all vans have a current warrant of fitness. All staffs driving these vehicles have a full driver’s license and have undergone a police check. On some occasions e.g. if programme activity demands, we may walk. If we have large numbers or a break down in OSCAR vans, we may use taxis or buses.

School Pick Up Service

1. Parents and caregivers need to understand and acknowledge the pick up service we offer. As ‘Chipmunks Timaru’ staff, we try our best to make sure there is minimum delay in pick up between schools. However, due to unexpected road hold ups etc, there may be delays in some pick up times and your cooperation is expected during such events
2. It is the obligation of the parents to make sure you tell your child /children to stay ready at the pick up point assigned in their school and that they need to be there as soon as the bell goes. This is so that there is no unnecessary delay in picking up children from subsequent schools.
3. You understand and accept that although we route our vans heading in different directions (to ensure maximum coverage), there is no way that we can reach all schools at their closing times. Hence, you do need to let the school office staff know of the same.
4. If on a certain day your child/children are to be picked up by you (or someone on the above list) directly from school, you do need to let us know at the latest by 12 noon on the day.
5. If on a certain day your child/children have school games, school programmes etc and cannot make it at the scheduled time, it is not our responsibility to pick them up.

Medical

In the event of minor medical situations, first aid will be administered by ‘Chipmunks Timaru’ staff. If there is concern regarding a child’s health, parents will be contacted straight away. If there is a medical emergency, we may contact both, 111 and the parents and costs for the same will be arranged for by you.

Programme Authority

All care will be taken to provide supervision of children attending the programme in accordance with the programme’s policies and procedures. We have a healthy ratio of 1:10 while in ‘Chipmunks Timaru’ premises and 1:8 while offsite. However, you acknowledge and accept that neither the staff nor management will be liable for any loss or damage by way of accident, injury, theft or otherwise arising out of attendance to any of our programmes.

Photograph Authority

You give permission that during activities and excursions your child/children may be photographed for ‘Chipmunks Timaru’ promotion or for use within the programmes.

Cultural Sensitivity

The philosophy of our programme is to be inclusive for all children. Every effort will be made to positively accommodate cultural requirements.

Behaviour Management

We, ‘Chipmunks Timaru’ staff and management, are very firm on respect and follow a ‘zero tolerance policy’ towards physical and verbal abuse. We use rewards and incentive systems to promote respect, kindness and cooperation between children and staff. If your child is not able to adhere to programme rules, the issues will be discussed with you and the child will be put on a warning system. If the child is frequently on the warning system, he or she may be suspended from the programme.

Suspension of a child on account of misbehaviour / physical or verbal abuse by the child will be at discretion of management.

Confidentiality

All information collected on forms such as enrolment and staff information, shall not be shared except with the owner’s permission or as required by legislation for example Health and Safety Act, Vulnerable Children’s Act 2014 and MSD for Audit purposes. All files holding confidential information is suitably secured and kept away from the access of unauthorized persons. All personal information shared in discussions between staff or at meetings is to remain between those persons. All sensitive and personal conversations, including telephone conversations, shall be held discreetly in private.

All parents are welcome to cite ‘Chipmunks Timaru’ policies & procedures manual at any given time. This manual has details on a variety of topics related to day to day running of the program.