Terms and Conditions
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All application forms must be completed in full, signed and returned either by email or hard copy to Kids in Charge.
A deposit is required prior to admission (not required for adhoc users). Deposits are refundable providing correct termination process is adhered to. There is an administration fee that is non-refundable. Applications will not be processed without payment of the administration fee or deposit.
A minimum booking of two sessions per week are required to attend either the Breakfast Club or Afterschool Club. The two sessions cannot be across the two clubs. The minimum start date for the first day of attendance is one week after receiving the application form. Kids in Charge must acknowledge receipt of the application form and advise the start date.
I understand I must attend an induction meeting to discuss the needs of my child/ren and to understand the systems of Kids in Charge. If I am unable to attend the meeting I must arrange another one.
All booking patterns will be deemed as continuous until written notice is received. The contract is continuous.
Extra sessions may be booked (depending on availability) by WEDNESDAY noon for the following week. Any booked sessions cannot be swapped or cancelled.
Reducing your regular sessions require 20 term time days notice. An increase in sessions can be accommodated depending on availability.
All changes to bookings must be emailed to firstname.lastname@example.org
Adhoc spaces are booked under the understanding that there is no guarantee of a space and can be withdrawn without notice. All adhoc spaces must be paid for at time of booking and subsequent sessions will not be booked if there is an outstanding balance. Places can be booked with only 24 hours notice. These sessions cannot be cancelled or refunded. Adhoc sessions are booked as long sessions (18:30 finish).
Shift Workers. Kids in Charge offer Flexible Childcare for those following a varied shift pattern. These sessions must be booked in advance and days cannot be swapped or cancelled once booked. Extra sessions must be paid for in advance. These can be booked on an adhoc basis.
Short session bookings are limited and can be withdrawn with 2 weeks’ notice as these are special flexible sessions
Shift workers can book short or long sessions but only one type of session per term. Sessions are booked a term at a time (minimum 12 weeks) in advance. You will receive an invoice per term and a breakdown of the amount to pay each month for that term. The sessions required must be sent in writing 3 weeks before the end of a term except the final term.
Accounts need to zero balance at the end of each term to use the following term. Your service may be suspended until account is up to date. Fees will remain payable during suspension.
Shift workers cannot add sessions at the shift worker rate once a booking is in place. Extra sessions can be booked at the adhoc rate.
Fees must CLEAR into our bank account no later than the 30th of each month prior to the month of service. Late payments will attract a late payment charge.
FEES ARE CALCULATED PER TERM payments can be made as follows:
TERM 1 – four monthly payments
TERM 2 – three monthly payments
TERM 3 – four monthly payments
Other payment arrangements must be cleared with the manager and written agreement made.
Fees MUST be paid directly into the Kids in Charge bank account (sort code 20-52-74 account number 13281310) via standing order. Payment by cheque (including such paid into the bank) will incur a £2.00 fee to cover bank charges. WE DO NOT ACCEPT CASH FOR MONTHLY FEES.
Absence due to sickness and any holidays taken by families during term time are must still be paid for Inset days and other school closures will stil be charged within fees for the year. This is to support and pay for staff annual leave.
Late fees and unpaid accounts will be referred to our debt collection servicers who will recover fees and expenses. Additional fees will still be accrued during this process.
Late collection of children will incur a charge per minute and begin at the end of the session time that has been booked. If you are going to collect your child from school on a booked day, you must inform us by 14:30 to allow us to adjust collection arrangements.
You can call no later than ½ hour before the session finishes at 6.30pm to arrange a late pick up. There will be a flat rate late pickup which will allow you to collect up to 30 minutes late. THIS FEE IS PAYABLE ON ARRIVAL. Persistent un-booked late pick up may lead to a termination of place. If you are late for a short session a late fee plus the correct fee session will apply.
School holidays are not included in the calculation of monthly fees. Holiday Club is to be paid for separately.
Kids in Charge will close on weekends, all statutory holidays (including Christmas Day, Boxing Day and New Years Day), two weeks at Christmas and two weeks in summer. There may be additional closures due to low demand however parents will be advised in advance. School holidays are not included in the term time contract and are not charged for.
The club is open throughout the School term of 39 weeks. Parents/guardians will be charged for 39 complete academic weeks. Bank holidays, inset days, polling days and unexpected closures are chargeable at normal daily rate and will be included in the terms invoice.
Day care can be booked on Inset days if there is a demand for opening. A top up fee will be charged.
For three days throughout the year, Kids in Charge reserves the right to be closed for staff training and these days are included in the fees. Parents will be advised of these days so they can make alternative arrangements.
TERMINATION OF PLACE
Once started, you shall be entitled to terminate the agreement after six months usage at any time upon giving notice in writing. Kids in Charge require 20 TERM TIME DAYS notice, excluding school and bank holidays and weekends in writing, prior to any termination of your child’s place. All notice periods start from the date your written confirmation is received (emails to be sent to email@example.com). If correct notice is given, the deposit will be repaid one calendar month following the last day of the notice period.
Deposit will not be returned if service is discontinued within 3 months from start date without prior agreement. Administration fees are non-refundable.
Kids in Charge have the right to receive full payment during the notice period whether the child attends the club or not.
Kids in Charge have the right at any time to give written notice to terminate or change the agreement with immediate effect, if you fail to pay fees within 7 days of the due date.
Due to high demand session use is monitored and Kids in Charge reserve the right to withdraw booked sessions from children not regularly using them to make spaces available for others who are on our waiting list. Advance notice will be given.
Kids in Charge accepts no liability for any loss suffered by you, arising directly or indirectly as a result of being temporarily closed or non-admittance of the child to the club in the event of an emergency.
Kids in Charge accept no responsibility for your child whilst in your care on the club’s premises e.g. prior to the agreed arrival time or after the agreed pick up time.
Every reasonable effort will be made by the staff to ensure a child’s belongings are not lost or damaged. However, please refrain from bringing in personal property as Kids in Charge cannot be held responsible for loss or damage of any items. No jewellery should be worn unless compulsory for religious beliefs or any similar reasons.
Kids in Charge have a system of rewards (see behaviour policy) however we reserve the right to ask you to withdraw your child with immediate effect in the event that the child is considered to be continually displaying inappropriate behaviour. Where appropriate, all efforts to work with families will be made before such action is taken.
Kids in Charge reserve the right to administer basic first aid and treatment when necessary. Parents/guardians will be informed of all accidents and required to sign our accident record forms. If we are unable to contact the Parent/guardian, Kids in Charge is hereby authorised to act on their behalf and administer necessary treatment, as agreed by signing the Confirmation of Acceptance in the application form. Every effort will be made to contact parents/guardians before we act on the above procedure.
Parents/guardians MUST inform Kids in Charge immediately of any changes to contact details or health status supplied to the club. Parents must inform Kids in Charge of any dietary requirements of their child/ren in writing.
It is the policy of Kids in Charge not to administer any medication, unless prescribed by a doctor and full instructions given as stated in our administration of medication policy. (See policy)
Parents are requested to inform the club if there is any childhood ailment or illness. No child can be accepted to kids in charge with Diarrhoea, vomiting or any other infectious illness. 48 hours must have elapsed after the diarrhoea or vomiting has stopped before the child can be readmitted to the breakfast or after school club or holiday play scheme. Parents will need to produce a GP note or produce a letter stating when the last bout of sickness occurred.
Allergies, Asthma, Medical conditions
Parents/guardians must inform the club immediately if their child has/develops an allergy, asthma or a medical condition and to provide the club with full information regarding the condition and treatment. An emergency medicines form must be completed and training must be given.
SAFEGUARDING AND SECURITY
All play staff have a ‘duty of care’ towards children i.e the duty to act as a caring parent would.
Under no circumstances will a child leave the club with anyone unknown to the play workers unless previously arranged and authorised by a parent/guardian. No person under the age of 18 will be allowed to collect a child without a prior written agreement.
Kids in Charge require sufficient details of the person collecting the child. Proof of identity will be required, a photograph should be supplied. Parents are asked to provide a password for collection security.
If a child discloses information that is of concern regarding a child’s health or wellbeing Kids in Charge is required by law to investigate and report this to social services, school or any other service that is responsible for safeguarding children, Parents have a right to be informed about any such process with the limits of legislation and government guidelines. Please see our safe guarding policy for more details
Policies & Procedures
Our complete policies and procedures are available on the Parents Information table and on our website.
Children will be expected to respect the equipment and property of Kids in Charge at all times.
All children are required to help with tidying and washing up.
Parents will need to consent to use of the internet where available.
Additional activities may be charged for but prior notice will be given.
All children are expected to participate in educational reading/homework activities at After School Club once per week.
Children may be required to walk (supervised) from school to After School Club in the event of a vehicle being unavailable or in severe weather conditions.
A separate booking application form is required to book a Holiday Club place. Every attempt will be made to meet individual requirements.
There is a £30 administration fee to register for Holiday Club if you are not already registered for Breakfast or After School Club. A holding deposit is required to secure a place which will be adjusted against your bill only (see termination).
All fees must be paid a month in advance of use. During the summer holidays fees are due no later than the 1st August unless otherwise stated. If a booking is made after this date, then payment in full is required.
Half term and end of term Holiday – If a cancellation is made after the booking has been placed, your deposit will be forfeited or may be put to another holiday at a Manager’s discretion. However, if a cancellation is made within 2 weeks of the start or during the holiday club, your deposit will be forfeited as well as 25% of the fees.
Summer Holiday – Due to the upfront bookings we make to secure discounts and places for the children, cancellation does attract a fee if cancelled after June.
Cancellations made in the first two weeks of July, your deposit is forfeited. Cancellations made from the third week in July, deposit is forfeited AND 50% of total bill is payable with immediate effect.
Inset Day – No refund is available for inset days.
Some trips are included in the fees for holiday club. Parents will be informed of any additional costs.
Some trips will be allocated maximum numbers and as such names must be placed on a list to book. Some trips have age and number limits so it may not be possible to always have siblings on the same trip. Kids In charge reserves the right to group children accordingly on this basis.
All off site trips must have signed consent. Children without consent will not be able to attend trips. We cannot provide on-site care for children not attending a trip. Some trips require early departure from club. Children who arrive late will not be able to attend the trip and no refund will be made.
Food and drink
Kids in charge do not provide lunch but will provide a nutritious breakfast, drinks, mid morning snack and afternoon snacks (hot and cold).
Breakfast in all holidays is Free for a maximum number of 12 children Breakfast must be booked. Unused free sessions of any type will become payable at the published amount.
By signing these terms and conditions you are agreeing to abide by them.
Kids in Charge reserves the right to change the terms and conditions set out above at any time.