KASP TERMS AND CONDITIONS - as at 24/11/2024
The staff:child ratio will be as follows:
● At the centre 1:10
● On excursions 1:8
● At the pool 1:6
There will always be a minimum of two staff unless an exception has been granted by the Ministry of Social Development. All staff have experience and/or training in school age childcare and/or recreation. Children will be informed of the boundaries they are expected to stay within at all times and must inform a staff member if they are going to leave the area (to go to toilet, etc.)
Caregivers must sign children into the programme in the morning and out of the programme at the end of the day. Children will not be allowed to leave with an unauthorised adult.
Children will not be permitted to leave KASP without an adult unless the staff have been given written permission by the child/ren’s parent/caregiver.
Formal attendance checks will be made during each session. If a child is found to be missing, the following procedure will be followed:
1. Staff will conduct a thorough search.
2. Parents will be contacted.
3. If necessary, the Police will be contacted.
Please note: If a child is not picked up by the end of their booked session, $1 will be charged for every minute over this time. For short-day sessions during school holidays the charge will be added to the cost equivalent to a full day session.
If a child is uncollected at the end of a program, the following procedure will be followed:
● Two staff members will remain with the child.
● Parents/Caregivers and emergency contacts will be contacted.
If there has been no contact with the parents/caregivers or emergency contacts within one hour of the programme closing, the child will be taken to the nearest Police Station. A note will be left at the centre indicating where the child has been taken and the Programme Manager and Chairperson will be informed.
During school holiday programme times, parents/caregivers need to inform KASP staff if they will be dropping the child/ren off late or picking them up early. If the group is not at the hall (e.g., outdoors in the playground) parents/caregivers must make sure that the staff know that their child/ren has been dropped off. When the group leaves the site for an excursion, contact the KASP phone (022 642 0726).
All bookings will be made by parents and caregivers through our online booking system AimyPlushttps://kasp.aimyplus.com/ or app AimyMe.
Changes to bookings can be made by contacting the Operations Manager on operationsmanager@kasp.co.nzor 027 361 7879 up to 48 hours before the commencement of a day's activity.
For last minute bookings please text the KASP phone (022 642 0726). Once a child's name is on the roll, we expect them to be at the programme unless we have been notified by the parent/caregiver.
Cancellations must be made at least 48hours in advance to avoid being charged. Cancellations made between 24-47hours in advance will be charged 50% of the fee. Cancellations made less than 24hours before the commencement of a day's activity will be charged the full fee.
Absence without notification will be charged the full day's fee.
Subsidies are available from Work and Income New Zealand (WINZ). Please check to see if you are eligible. Parents/Caregivers will need to pay the difference between subsidy received and fees. Subsidy forms must be filled in, signed by the Operations Manager and returned to WINZ before your child starts.
Late applications may not be accepted by WINZ so please ensure that all forms are in before the start of the programme, or full costs will be incurred.
All new families need to pay a $20 enrolment fee to secure their place in the KASP Society.
Invoices are sent as bookings are received. Fees must be paid by the due date. If fees are in arrears at the end of the term, a late payment fee of 10% may be charged. If an overdue invoice is not paid or a suitable repayment plan put in place and adhered to, your account will be forwarded to a debt collection agency. Any expenses incurred by this are payable by you.
All future bookings (including holiday programme and bookings for the next term) will be subject to paying arrears.
First aid kits are kept at the centre and taken on excursions, along with emergency contact numbers.
In the event of any accident the following procedure will be followed:
● Staff will immediately inform the other programme assistants on duty.
● Appropriate first aid will be administered.
● If a child needs medical attention, parents/caregivers will be contacted to collect their child.
● If serious injury occurs, parents/caregivers will be notified, and an ambulance called.
Minor injuries will be recorded by staff and parents/caregivers will be notified via text and required to sign the accident book on arrival to KASP. For injuries requiring medical attention or when a more serious injury is suspected (e.g. a broken bone or a head injury) a complete accident report will be filled out, which the parent/caregiver must sign.
Children presenting signs of illness or medical concern will not be permitted to attend the programme until symptoms are no longer present and the appropriate exclusion period has been completed. This includes, but is not limited to:
Respiratory infections including influenza, strep throat, and any illness with common cold or COVID-19 like symptoms
Scabies, school sores, chicken pox, conjunctivitis, or other contagious infections
Diarrhea and vomiting
For a complete list of infectious illness and diseases, symptoms, and exclusion periods, please visitthis page on the Ministry of Health website.
If a child becomes ill during the programme, they will be made comfortable, put into a quiet area, and the parents/caregivers will be notified for immediate collection.
Medicine will not be administered unless the Medication Consent Form has been signed by parents/caregivers. This form must include dosage and be signed by the staff member when they administer the medicine. Parents/Caregivers must check this form daily. All medicine must be labelled showing the child/ren’s name and dosage.
It is the parent/guardian’s responsibility to ensure that health and medical condition information is kept up-to-date on AimyPlus. If there is anything our staff need to know about to help support your child, please have a conversation with our staff. Please be aware that we are a small, not-for-profit service with limited staff and facilities and it may not be possible for us to cater for children with complex medical and health conditions. Please consider this carefully when enrolling your child.
KASP has a behaviour management policy to ensure the optimal level of participant and staff safety is met. Staff promote appropriate behaviour by recognising the children with positive feedback and expressing appreciation of good behaviour. In the case of disruptive behaviour, parents/caregivers will be contacted.
If a child continues to behave in a manner that is disruptive or endangers themselves, other children, or staff, despite the above measures, parents/caregivers will be notified by the Programme Manager and asked to remove their child. In the case of ongoing disruptive or unsafe behaviour, KASP may exclude the child from the programme.
If any parents/caregivers have a concern about the programme or a child who attends the programme, they should first approach the Programme Manager who will attempt to rectify the situation. Under no circumstances is it acceptable/okay to confront another person's child within the KASP programme.
If a parent/caregiver feels their concerns have not been addressed or if they have a concern about a staff member, they should contact the Programme Manager on programmemanager@kasp.co.nz
If you feel that your concern or complaint has not adequately resolved the complaint and is in breach of the Social Services Accreditation Standards, you can email SSA directly at accreditation@tekahuikahu.govt.nz with:
your name (unless you want to remain anonymous)
your contact details (unless you want to remain anonymous)
the organisation's name and address
details about the complaint.
If you want to remain anonymous, your complaint will be treated with the same level of importance. SSA will not be able to provide feedback for anonymous complaints. Please visit the Ministry of Social Development’sTe Kahui Kahu website for further information.
Child Safety
The programme has a detailed child protection policy, which includes the reporting of any suspected child abuse to Oranga Tamariki .
To ensure that their child/ren's enrolment information is correct and kept up to date if anything changes
To inform staff if a child will be absent by texting the KASP phone 022 642 0726
Absences and cancellations made less than 24hours from the commencement of the session will be charged the full fee
To collect child/ren by the end of the booked session to avoid a late fee of $1 for every minute over this time
To advise via text if someone other than the appointed person(s) will be collecting their child/ren
To advise staff of any relevant concerns or conditions (behavioural and medical) related to a child
Behaviour, which is consistently harmful to others, may result in dismissal from the programme.
That any concerns or complaints should be reported in the first instance to a staff member or to the Programme Manager on programmemanager@kasp.co.nz
If a complaint or concern has not been adequately resolved and is a breach of the Social Sector Accreditation Standards, you may contact SSA directly at accreditation@tekahuikahu.govt.nz
Fees are paid by the due date. If fees are in arrears at the end of the term, a late payment fee of 10% may be charged. Future bookings will be subject to paying arrears.
A one off enrolment fee of $20 per family to be a part of KASP society.
If an overdue invoice is not paid or a suitable repayment plan put in place and adhered to, your account will be forwarded to a debt collection agency. Any expenses incurred by this are payable by you.
Any query regarding fees charged is to be addressed to the Financial Administrator on accounts@kasp.co.nz
KASP is managed by a small group of volunteer parents/caregivers whose own children attend the programme. Our managing committee known as the Executive Parent/Caregiver Board have full-time jobs of their own and, as such, response to communication will be timely, but not always immediate. Be aware that KASP would not exist without parent/caregiver volunteers and cannot continue to operate without them. New volunteers are always welcomed - email the Chairperson on chairperson@kasp.co.nz
Neither the management nor the employed staff of KASP has any personal liability for any loss or damage (by way of theft, accident, injury or otherwise) arising out of attendance at the programme.
The Executive Parent/Caregiver Board of KASP encourages active participation of parents in the running of the programme. KASP is managed entirely by parent/caregiver volunteers who are essential to the continued viability and existence of the programme.