WELCOME to Eastern Coromandel Community Services Kids Club OSCAR Programme

• OSCAR programmes are for children aged from 5 to 13 (or children aged up to 18 years if they are eligible to receive a Child Disability Allowance).
• Limited to 30 children per day.
• Our staff are police vetted, and a certified First Aider will be on site each day.

ENROLMENTS & BOOKINGS

Please make your booking at least 1 day prior to commencement. Please no walk-ins – this impacts our staffing rosters, safety ratios (adult: children) and available resources.

FEES AND BOOKING TERMS

• Holiday programme fees must be paid at the time of booking.

• Fees are nonrefundable.

• Non-payment of fees will lead to exclusion of children concerned and debt collection services will be notified.

Cancellations, Sickness or Unexpected Absence

• If your child is unable to attend, the fee will still apply.
• Fees are non-refundable.

This helps us cover staffing and programme costs that remain the same even when a child is absent.

Booking Changes / Swaps

• You’re welcome to make changes to your booking with at least 24 hours’ notice, within the same holiday programme.

• Changes are subject to availability of spaces on alternative days.

• Same‑day changes or swaps cannot be accommodated, as staffing and activity plans are already in place.

• If your child is unable to attend on the day, the full fee still applies.
  

WORK AND INCOME

Our OSCAR Programme is approved and audited by The Ministry of Social Development (MSD) and registered with Work and Income.

WINZ Subsidies are available for eligible families.

Please complete: Childcare and Oscar Subsidy Applicationto begin and thereafter, Oscar Subsidy Declaration every holiday programme (4 weeks prior to the start to allow for processing).

Any parent expecting Work and Income payments must show evidence of application and pay 1% of the fee until payments are received by the programme. Any remaining balance will be paid by the parent.

PHOTOS

We use photos of the Kids Club children participating in our Holiday Programme in two ways:

1. Regularly, to share our days of fun with parents on our closed Facebook page – Whangamata Kids Club
   
2. Occasionally, to promote Kids Club programmes
   

Opt out if you do not want photos of your child taken or used for promotional purposes.

ILLNESS

It would be appreciated if you could keep your child at home if they are unwell. Should they become ill while in our care the parent/caregiver will be called to arrange for the child to be collected within an hour.

In the event of an injury or accident staff will provide initial first aid and contact a parent/caregiver. If needed, an ambulance will be called at your expense.

If your child is unable to attend the programme on a day he/she is booked in, please advise us immediately so the space can be used for someone else to attend.

In the event of an emergency, the Supervisor will move your child to a safer location.

COLLECTING YOUR CHILD

Children must be collected on time. Parents will be charged $5 if collection time has passed 3:30pm.

Each child is required to be signed out by an approved person and verified by a staff member to ensure we are aware your child has left for the day.

If a person arrives to collect your child whose name is not on the Enrolment Form, then we are obliged to keep your child in our care until permission is given. We would appreciate prior notification if this situation arises.

TRIPS - CONSENT

By submitting a booking for the Holiday Programme, parents/caregivers are required to tick and agree to this programme’s Terms & Conditions. This confirmation serves as consent for their child to participate in trips and excursions in and around Whangamata.

Details of planned trips will be provided prior to the school holidays. These may include local outings on foot within Whangamata, as well as travel by van to destinations further afield. All trips are supervised by programme staff and follow our safety and risk‑management procedures.

SUNSCREEN

Sunscreen is provided by Kids Club and will be applied as required and in accordance with the sunscreen labels. Children requiring a different sunscreen due to skin sensitivity or allergies must provide their own.

PROPERTY

The ECCS Kids Club staff will take all reasonable care of your child and their property during their attendance but we cannot accept responsibility for any loss or damage arising by way of accident, injury or theft, or otherwise.

COMPLAINTS PROCEDURE

It is the goal of the Eastern Coromandel Community Services Kids Club to provide the best quality service to you and your whānau.

If you are unhappy with Kids Club, please write, or speak directly to the people involved. Issues and misunderstandings can often be resolved in this way.

If you feel unable to do this, please contact Jess Morrison who will respond to the complainant in writing. From there we may arrange a meeting with the people involved. The manager may notify the board to investigate and provide a decision.

jess.morrison@communityservices.org.nz

PRIVACY STATEMENT

We collect your personal information in order to provide care for your child/red in our OSCAR programme. Besides our staff, we may share this information with Te Kahui Kahu, who regularly audits our organisation to meet the requirements of OSCAR Accreditation.

We keep your information safe by storing it in a secure server and only allowing our programme managers to access it. We keep your information for as long as you are using our programme at which point we securely destroy it by erasing all digital records.

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information, or to have it corrected, please contact us at kidsclub@communityservices.org.nz