BEFORE SCHOOL CARE

AFTER SCHOOL CARE 

VACATION CARE

PUPIL FREE / SCHOOL CLOSURE DAYS
 

Page 2
 

CONTENTS

Page 3
 

INTRODUCTION

Page 4
 

Page 5

Access to the Service
Access for families and children to the Happy Valley School Out of School Hours Care service is non-discriminatory and the custodial rights of parents who access the service are protected.

Priority of Access guidelines are:
First priority: A child at risk of abuse or neglect.

Second priority: Both parents/guardians, or a single parent, who are working, studying, training or looking for work.

Third priority: Parents or guardians or child/children with a disability. Where a child requires special care, funding must be available for special needs staff.

Fourth priority: Short-term respite.

Director's discretion may be used in special circumstances.
Before and After School Hours Care: When all permanent bookings are filled a Waiting List is prioritised in the above order.

Vacation Care: When all casual bookings are filled a Waiting List may be prioritised in the same order.

(Refer to the Access to the Service Policy in OSHC Policy document.)

Page 6

SERVICE STRUCTURE

Sponsor
The sponsor of the Out of School Hours Care program is the Happy Valley School Governing Council Inc.

Management
The Happy Valley School Out of School Hours Care Management Committee consists of School parents, OSHC Director, Junior Head of School R-2, and nominated representatives from the OSHC staff.

The Management Committee will ensure that all relevant guidelines, Acts and regulations are adhered to in the management of the Service (for example - funding guidelines, relevant industrial awards)

The Management Committee meets once a month.

More information regarding the Management Committee is outlined in the Management Committee Handbook available from the OSHC Director.

Staff Team & Ratios
During OSHC hours a minimum of 2 staff are present at all times and there must be one qualified person on duty at all times for every 30 children. The reasons for this are Government Licensing and Standards, the safety and welfare of the children, and duty of care requirements.

OSHC operates with the following ratios:
Up to 15 children : 2 staff (1 qualified)
Over 15 children : 2 staff (1 qualified)
Over 30 children : 3 staff (2 qualified)
Over 45 children : 4 staff (2 qualified)

OSHC operates with the following ratios for excursions:
1 staff : 8 children
1 staff : 5 children for swimming

Key people & contact details
Roxanne Longbottom is the OSHC Director.
Judy Davies (Head of School R-2) is the Service's Line Manager.
Karen Batten (Parent) is the Chairperson of the OSHC Management Committee.
Diane Gordon (Parent) is the Chairperson of the Happy Valley School Governing Council.

Page 7

FEES

Enrolments

• To enrol in the program, families should collect an Enrolment Package from the OSHC service or the school office.

• An OSHC enrolment fee of $10.00 per family is payable on enrolment and is annually renewable.

•  Each child attending the program must have a fully completed enrolment form prior to attendance.

• Enrolment forms are updated annually, however if family circumstances, contacts, or any other information should change during the year, families must advise the Director immediately.

•  Children must be booked in separately for each Vacation Care period.

• The Directors can provide further clarification or information.

CCB information
Child Care Benefit is available to all families at a variable rate depending on parental income.

Information is available from the OSHC service and processed through the Family Assistance Office.
Child Care Benefit Provider Numbers are -                                           
Combined Service - 555 009 263J
Vacation Care - 407 049 146H   

Session fees
The session fees (per child) without Child Care Benefit are: -

	Before School Care 7.15am - 8.30am	- $ 5.00
	After School Care 3.15pm - 6.15pm	- $ 9.00
	Pupil Free / School Closure day 7.15am - 6.15pm	- $30.00
	Pupil Free / School Closure day (half day) 7.15am - 1.00pm	- $17.00
	Pupil Free / School Closure day (half day) 1.00pm - 6.15pm	- $17.00
	Vacation Care (full day) 7.15am - 6.15pm	- $35.00
	Vacation Care (half day) 7.15am - 1.00pm	- $17.00
	Vacation Care (half day) 1.00pm - 6.15pm	- $17.00
	Late Cancellation fee (BSC)	- $ 3.00
	Late Cancellation fee (ASC)	- $ 5.00
	Late Cancellation fee (VAC)	- $ 5.00
	Late Cancellation fee (Less than 24 hours notice -
	Pupil Free/School Closure/Vacation Care)	- $20.00
	Late Cancellation fee (Pupil Free/School Closure day)	- $ 5.00
	Non Cancellation fee (BSC)	- $ 5.00
	Non Cancellation fee (ASC)	- $ 9.00
	Non Cancellation fee (VAC)	- $20.00
	Non Cancellation fee (Pupil Free/School Closure day)	- $20.00
	Excursion days (OSHC)	- $35.00
	Excursion days (VAC)	- $38.00

Please note that these fees are subject to change.
All fee changes are ratified by the OSHC Management Committee & School Governing Council.
(Refer to the Fees Policy in the OSHC Policy document.)

Accounts
Accounts are prepared each Monday and are kept in individual Family packets in the White box on the Front desk.
Any enquiries regarding accounts should be discussed with the Director.
 

Page 8

Bookings / Cancellations
Bookings are essential and it is important that staff are notified as early as possible when child/ren will be attending so that adequate staffing and provisions can be arranged.  Prior notification of absence is expected, therefore booked sessions need to be cancelled to avoid being charged a non-cancellation or

late-cancellation penalty fee.  In case of absence due to illness during school hours, notification will need to be received by the commencement of the booked session and thus causing undue concern to staff who will be expecting your child/ren.

There are a number of ways booking details can be recorded if they cannot be made in person.  Booking details, cancellations and any messages can either be rung through on our direct line during session times, or left on the answering machine. Alternatively a message may be recorded in the OSHC diary in the school office.  Please note that this is the family's responsibility

Cancellations :
Booked sessions not needed must be cancelled by 6.15pm the previous night for the next morning session, or by 8.30am for the afternoon session, otherwise a penalty fee will be charged.

Late Pick-up :
The Director must be contacted in the event that children cannot be picked up by 6.15pm so alternative arrangements can be made if necessary. A late pick-up fee of $10.00 per child, per 15 minutes or part thereof, will apply if children are picked up after our 6.15pm closing time.

Vacation Care Booking and Cancellation Policy
All cancellations attract a $5.00 penalty per child per day. Families who only receive their work rosters fortnightly/monthly may speak to the Director to make separate arrangements where necessary. Families who do not give any notice of cancellation (the child does not arrive on the booked day) or give less than 24 hours notice will be charged a $20.00 fee.

Pupil Free / School Closure Days
Care is provided on Pupil Free and School Closure days if there are bookings for a minimum of 10 children. Confirmed bookings must be made at least one week in advance. Parents who have children booked for these sessions must give at least 24 hours notice of cancellation or they will incur a penalty fee.  If notice is not given until the day of care, or if no notice is received, a penalty fee will be charged.

Vacation Care
A deposit secures a Vacation Care booking and this fee will be deducted from the final account. The Booking form, deposit and Consent Form are to be handed to the School office or OSHC room as soon as possible as acceptance is on a "first come first served" basis.  Waiting Lists may be prioritised under our Priority of Access guidelines.  Bookings will only be accepted if all forms are completed.  An Enrolment Form must be completed annually and updated immediately any information changes.

Page 9

Payments

• Before School Care, After School Care and Vacation Care accounts are issued each week and are available for collection on a Monday afternoon.

• All fees due must be paid within 2 weeks of the account being issued at the service, or at a time negotiated with the Director.

• Accounts can be paid at the service during opening hours by cash or cheque.

• All accounts can also be paid at the school office during school terms from Tuesday to Friday between 8.30am and 9.30am by cash, cheque or credit card.

• Authorised receipts will be issued for all payments.

• Casual emergency care is to be paid for in full at time of care.

• If a family requests an alternative method re payment of fees, a written agreement must be made with the Director. These agreements will be treated confidentially.

Difficulties with payment of Fees:

• Families who are experiencing financial hardship or an alteration to family circumstances need to inform the Director and negotiate a suitable arrangement to pay fees.

• The agreement will be written and signed and kept in the family's file for future reference.

• Periods of care may have to be negotiated should the difficulties remain for an extended period.

• Special Child Care Benefit may be offered at the Director's discretion after approval from the Commonwealth Department of Family and Youth Services.

Outstanding Fees:

• Families who have an account outstanding for 2 weeks will receive a notification on their account and a friendly reminder sticker.

• Families whose fees are outstanding for 28 days or more will receive notification on their account and a letter attached requesting payment.

• If the whole account is not paid, or contact is not made with the Director, a letter will be sent requesting payment within 7 days, or alternatively, the family must contact the Director to discuss payment options within 7 days.

Following further non payment of fees, or non contact with the Director, a letter will be sent advising that the child/ren's attendance at the service will be refused until all outstanding fees are paid.

Page 10

ARRIVAL AND DEPARTURE

Sign in / Sign out procedure
Before School care:
Children must be brought to the centre each morning and signed in by the family member / caregiver.
Children are dismissed from Before School Care at 8.30am when school staff members come on duty.

After School care:
Arrival - All children are expected to go straight to the centre following their dismissal from class and are signed in by a staff member.

When the designated person from the enrolment form is unable to collect the child, notification must be given to OSHC staff. Staff will ensure that children are not released to any persons other than the nominated person.  If person collecting is not familiar to staff, ID may be requested.

Vacation Care:
The nominated family member / caregiver must sign each Daily Attendance sheet on the child's arrival and departure.

* NO child will be permitted to leave the program unless accompanied by a family member / caregiver unless prior arrangements have been individually negotiated with the Director.

* Please note that if eligible for Child Care Benefit this may only be provided if a parent, guardian or authorised person signs the child/ren in and out of the program.

After School Sports Practice:
Sports release forms must be completed by a family member / caregiver prior to attendance at sports practice. On returning from sports practice children must report to a staff member on duty who will sign them back in.

Page 11

HEALTH AND SAFETY

Sunsmart Policy
There is a "No Hat No Outside Play - SunSmart" policy in place at OSHC.

Staff and children are encouraged to wear hats outdoors during all school terms and Vacation Care. All hats must have the child’s name on them.
Sharing of hats is not encouraged.
Families may leave a spare, named hat for their child/ren at OSHC if they desire. (This would ensure their child/ren are not denied outside play).
(Refer to the SunSmart Policy in the OSHC Policy document.)

Leaving school grounds
In the event of a child leaving the OSHC area / school grounds of his or her own accord, every effort will be made to have the child return to school. If this is unsuccessful, family or guardian will be notified. The Police will be notified if necessary.

Food and Nutrition
We encourage a healthy nutritional diet in accordance with current dietary guidelines.

Before 7.45am the program offers breakfast such as toast, cereal and milk.
Afternoon snack at 3.15pm provides sandwiches with a variety of spreads, fruit, vegetables, cheese, savoury biscuits, rice cakes, etc. Drinking water is available at all times.
A late snack may be offered to those staying later.

Children with special dietary needs are considered in the planning of snacks and alternatives are provided by the program. Families can supplement the dietary requirements of their child/ren following discussion with the Director. An allergy/illness data base is kept and an updated printout is displayed in the kitchen. This is referred to prior to any food preparation.

(Refer to the Nutrition Policy in the OSHC Policy document.)

Behaviour Management
Our aim is to provide a safe and enjoyable place for children to stay, and your help and support with this makes it much easier for all involved.

Please note if there are any factors that may affect the behaviour of your child/ren (problems at home or school, health considerations, etc) it may be helpful to let the Director know so that we can modify our expectations and the way we deal with situations.

(Refer to the Behaviour Guidance Policy in the OSHC Policy document.)

Page 12

FIRST AID AND MEDICAL MANAGEMENT

Medical information
As well as specifying details on enrolment forms, please ensure that staff are informed and updated with any details pertaining to your child/ren's health, diet, daily routine, physical condition and any other special needs. If we are well informed, we will be able to better deal with any situations that may arise and ensure that each child can be included in the program.

Administering medication
Staff will assist with a child's medication if:

• A "Medication Plan" (Long Term) or "Short Term Medication Plan" form has been completed and signed by the parent/guardian. These forms are available from staff.

• The medication has been prescribed by a doctor and is in the original container with complete instructions and dosage details.

• The medication is left with staff and stored correctly. Medications are not to be left in the child's bag.

• All forms are to be filed confidentially in the "Medical" folder.

• No over the counter or non-prescribed medications are to be administered by the staff without a health care plan authorised by a doctor.

Unwell children
If a child becomes unwell whilst attending OSHC, family and/or emergency contacts will be notified to collect the child as soon as possible if the Director deems necessary. The child will be cared for and comforted whilst awaiting pick-up.

Infectious diseases
It is important if any child has an infectious disease, such as Chicken Pox, Conjunctivitis, Measles, Whooping Cough, Head Lice, etc the Director is notified immediately.

In the case of infectious disease, parents or caregivers or emergency contacts will be notified to collect the child as soon as possible and the child will not be permitted to attend OSHC for a specified exclusion period. If the Director deems necessary, school staff and OSHC families will be informed regarding any infectious disease.

PROGRAM

Happy Valley School OSHC provides a program that is developmentally appropriate to the needs of the children attending the service. The program allows for the development of each child's social, physical, emotional and intellectual potential, including language skills and creativity.

Children are encouraged to be involved in the program planning, implementation and evaluation process.

Feedback

Annual Report   Archives   Governing Council   Highlights of 2008   School History 
Home Page   House Captains   Junior Primary News   Meet the Staff   Newsletters 
Parent Information   Principal's Page   Recent Site Updates   School Context Statement 
School Vision  Site Map: Index   Special Programmes   Student Leadership   Term Planner