Appleton Roebuck Pre-School Groups
Admissions and Charging Policy for Appleton Roebuck Out of School Club
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STATEMENT OF INTENT
Appleton Roebuck Pre-School Groups, on behalf of Appleton Roebuck Out of School Clubs has a clear procedure for admissions and for issuing Out of School club bills and collecting payments. This policy sets out the criteria and procedures for parents, carers, staff and the management committee.
AIM
The aim of this policy is to clarify the admissions process and the procedure for billing, making payments and dealing with any late payment issues that may arise.
OUT OF SCHOOL CLUB ADMISSIONS
The club is registered to take 24 children. The club will accept school aged children between 4 and 12 years old, Monday to Friday following Appleton Roebuck Primary School term dates.
The Club is open to every family in the community. All children must be within the eligible age group for attending school. When all the places are filled, a waiting list will be established with the following priority order:
1. Siblings of children already attending
2. Existing users who require the greatest number of sessions each week during term time.
3. Children attending Appleton Roebuck Primary School.
4. Children living in the area attending other schools for example Tadcaster Grammar School.
A waiting list will be used. This will be operated on a first come, first served basis.
REGISTRATION
When a parent/carer contacts the Club enquiring about a place for their child, they will be given all the relevant information they require including details of the Admissions and Charging policy, and informed of whether there is currently a suitable place available for their child.
If a place is available the parent/carer and, where possible, the child will be invited to visit the Club and speak to members of staff. If the parent/carer agrees to abide by all the terms and conditions of admission, including the level of fees and arrangements for payment, they will be asked to complete and sign the Registration Form to confirm their child’s place.
There is a one off registration fee of £10.00 per child for registering with the Out of School Club. This covers the cost of all administration, each child’s personal folder and any other paperwork relating to each individual. The registration fee will be added to the first invoice.
BOOKING PLACES
A registration form must be completed for your child(ren) BEFORE a booking can be made.
It is vital that parents and carers notify the club about the places needed in advance. Children who have not been booked in will not be able to attend the club and will remain in the care of the school. Booking forms are available from the club and at the club's website.
Out of School Club places
ñ Regular places
These places are to be booked termly and invoiced at the end of each calendar month.
ñ Casual places
Casual bookings can be booked and with a minimum of 24 hours’ notice and will be invoiced in the following invoice run after booking.
ñ Emergency / on the day places
These places are at the discretion of the Manager/Senior member of staff on duty and will be invoiced in the following invoice run.
If a regular or casual place has not been booked in advance or an emergency/on the day place not been confirmed by the Out of School Club Manager, the club will inform the School who will phone parents to come and collect their child, who will not be able to stay for that session.
Cancellation of School Clubs
If a school club is cancelled we will need to know that you wish your child to attend the Out of School Club and be able to confirm that we have space. We will prioritise in the following order:
1. Children who are booked to attend the Out Of school Club after the school club was due to finish
2. Children with Siblings attending the club
3. Other children registered with the club
FEES
Fees are indicated below and will be reviewed before the beginning of each academic year. Any changes will be notified to parents in writing.
Out of School Club – Prices per session per child. Each session type includes a snack.
Type of Out of School Club booking / Full sessionup to 6pm / Part Session
up to 4:15pm / Part Session
from 4:15pm
Regular / £8.00 / £4.00 / £6.00
Regular bookings are to be made covering a whole term and are invoiced a month in arrears. Payment terms are within 14 days of the date of the invoice.
Casual / £9.00 / £4.50 / £6.50
Casual bookings can be booked with a minimum of 24 hours notice and will be invoiced in the following invoice run after booking. Payment terms for invoices are within 14 days of the date of the invoice.
Emergency/
on the day
(Less than 24 hours notice) / £11.00 / £6.50 / £8.50
These places are at the discretion of the Manager/Senior member of staff on duty and will be invoiced in the following invoice run.
Late Collection Fees
If you are late collecting a child, you will be charged a late collection fee as follows:
ñ £4 per child for collection between 6pm and 6:15pm. After 6:15pm, the fees will go up by 50p per child every additional minute.
ñ £1.25 per child for late collection at the end of a part session of the Out of School Club (late collection being between 4.15 – 4.40pm). If collection takes place after 4.40pm the full cost for the second session will be charged; if collection is after 6pm, additional fees apply as stated above.
METHODS OF PAYMENT
We accept the following methods of payment. Our preferred methods of payment are by electronic means.
ñ Bank transfer
ñ
Bank Transfer into the Appleton Roebuck Pre School Groups Bank Account using the details below. Please note that payment by Bank Transfer must include your child’s name in the reference field to ensure we can identify your payment on our bank statement. Also note that bank transfer does NOT incur a bank charge.
Bank Name: CAF Bank Ltd
Bank Account Name: Out Of School
Sort Code: 40-52-40
Account Number: 00024454
ñ Electronic Childcare Vouchers
When making your payment online, please reference the invoice number and the name of the child(ren) where possible. We currently accept vouchers from
ñ Fidelity
ñ Edenred
ñ Computershare
ñ RG Childcare
Please let us know as early as possible if you would like to set up payment using a different company.
ñ Cheque / Cash – please consider using alternative means of payment
Make cheques payable to Appleton Roebuck Pre-School Groups and put in a sealed envelope together with the name of the child(ren) and invoice number and addressed to the Out of School Manager Fees. These can be either handed to the Club staff or to the school office. Should a cheque “bounce” the parent or carer will be expected to pay the bank charges incurred.
ABSENCES AND CANCELLATIONS
For Regular Out of School Club bookings
ñ 2 weeks written notice is required for the cancellation of a place or session. Failure to do so will result in fees being due for the 2 weeks regardless of the circumstances.
ñ Full fees are payable for any time that your child is absent either due to illness, holiday with the exception of school trips if 2 weeks written notice is provided.
For Casual Out of School Club Bookings
ñ 24 hours written notice is required for the cancellation of a place or session. Failure to do so will result in fees being due regardless of circumstances.
Cancelled sessions will be offered to other children.
LATE PAYMENTS
If the fees are not paid on time, the Club will notify the parent/carer in writing and request payment at the earliest possible opportunity. Parents/carers are encouraged to speak a member of staff or the Manager if they have any query about the fees policy, or if, for any reason, they are likely to have difficulty in making a payment on time. Parents/carers are strongly advised to arrange a meeting at the earliest possible opportunity, to avoid jeopardising their child’s place at the Club. If fees are paid persistently late or not at all with no explanation, the manager will investigate the matter and discuss different payment plans.
The Manager has the right to issue a formal warning to the parent/carer and inform them that continued late payment will result in their child’s place at the Club being forfeited. If all options have been explored and the fees are not paid the club may be forced to terminate the child’s place.
INVOICE DISPUTES
Should you not agree with the amount on the invoice, please speak in the first instance to the Manager. If you do not feel your query has been addressed you may send a dispute letter to the Out of School Club Manager, with a copy of the invoice, outlining the disputed amount and the reason for the dispute. Any such dispute letter must be received at the latest 14 days after the invoice date to be considered. If no dispute letter is received within this period, the invoice is deemed to be accepted, and liable for payment in full.
On receipt of such a dispute letter, the Out of School Club Manager will investigate the situation and provide a prompt response, including supporting information as appropriate. In the eventuality that the invoice is confirmed to be incorrect, a revised invoice will be sent.
SUPPORT WITH CHILDCARE COSTS
Appleton Roebuck Pre-School Groups currently accept the following childcare vouchers:
ñ Fidelity
ñ Edenred
ñ Computershare
ñ RG Childcare
Please contact us as early as possible if you wish to pay by a different company and we can arrange to set this up.
The following websites can provide you with further advice about help that your employer can provide with childcare costs and childcare tax credits. If you are eligible for childcare tax credits, they could assist with up to 70% of the childcare costs you are claiming for.
Gov.uk website
https://www.gov.uk/help-with-childcare-costs
https://www.gov.uk/childcare-tax-credits
Money Advice Service – an independent service set up by the Government to give people free, unbiased money advice
https://www.moneyadviceservice.org.uk/en/articles/tax-credits-and-other-help-with-childcare-costs
https://www.moneyadviceservice.org.uk/en/articles/help-from-your-employer-with-childcare-costs
HMRC
http://www.hmrc.gov.uk/taxcredits/start/who-qualifies/children/childcare-costs.htm
This calculator on the HMRC website can help you decide if you are better off using your employer's childcare voucher scheme and how it may affect your tax credits.
HMRC Tax Credit helpline: 0345 300 3900
North Yorkshire County Council's Family Information Service
This website provides further information on help with childcare costs.
http://www.northyorks.gov.uk/index.aspx?articleid=6546
Or you can telephone them on 0845 6011630
This policy was adopted at a meeting of Appleton Roebuck Pre-School Groups
Held on (date) …………………………..
Signed on behalf of the Management Committee ………………………………
Role of signatory (e.g. Chairperson) ………………………………………………
Review date…………………………………………
Review Date / Changes made / By whom / Date Shared with staffMay 2013 / Policy written / Laura Davis
July 2013 / References to Breakfast Club removed. Number of children club can accept updated to 24.
Added in that registration fee is payable on return of forms for casual users. / Laura Davis
February 2015 / Updated with new notice periods, new bank details and clarification of situation with cancellation of school clubs / Rita Jarvis
Appleton Roebuck Pre-School Groups, Parish Rooms, Daw Lane, Appleton Roebuck, York, YO23 7DN
email:
Registered charity number: 1072624