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Fee Payment Policy

Cromwell Kids Fun Club is a non-profit organisation providing quality care for children aged 5-12 years

For a booking to be confirmed, you will receive an invoice of payment. To secure your child’s or children’s space at the Cromwell Kids Fun Club holiday programme we require part payment of each invoice. A 50% deposit prior to the start of the holiday programme is required and then the following 50% deposit is due before the programme finishes. You will be sent an invoice with the appropriate dates on it for payment. All bills are to be paid prior to the programme finishing. Any bookings in the middle of the programme need to be paid for that day.

Cromwell Kids Fun Club policy states that failure to pay by the due date will incur a 10% penalty fee and no further bookings will be accepted until payment is made in full. Future bookings may require prepayment before the child is able to attend.

There is a late fee should you children be picked up late or after the time frame of their booking eg: after 3.30 pm for a short day and after 6 pm for a long day. The fee is $50.00 every 15 minute increments and is at the discretion of the Co ordinator. Parents should ring into the Kids Club mobile phone - 022 564 1977 to let the Supervisor know if you are running late.

Cromwell Kids Fun Club takes no responsibility for children bringing personal items and or money to the School Holiday Programme.

Making Changes/Cancelling

Any changes or cancellations made AFTER Confirmations have been sent will incur a $30 administration fee. Changes to timetables will be considered on a case by case basis provided we can fill the spaces. If the space is unable to be filled then you will still be liable for those charges. Full or part cancellations need to be given a 2 week notice prior the holiday programme starting date to allow refund. NO refunds will be given after that.

WINZ/OSCAR Forms

If you are applying for a WINZ Subsidy, please EMAIL your form to admin@cromwellkidsfunclub.com and it will be signed and returned within 3 days. Please note that WINZ does not necessarily cover the entire amount and you will need to pay any shortfall.

Parent Complaints

Parents will be informed (on enrolment) that there is a Complaint Procedure. In general, if any parents have complaints about CKFC or its staff, they should:

Approach the Supervisor who will attempt to rectify the situation. The Management Committee may be approached initially if preferred.

If the parent or caregiver is dissatisfied with the outcome, they should contact the Management Committee to discuss the issue.

Further complaints must be made in writing containing details of the grievance and desired outcomes. The Management Committee will respond to the complaint within 14 days. Where possible, a mutually agreeable outcome will be sought.
The Supervisor will keep the Management Committee informed of any complaint(s) received by themselves or any other member of staff.
Please email any Feedback or Complaints through to admin@cromwellkidsfunclub.com.

BEHAVIOUR POLICY

BEHAVIOUR MANAGEMENT POLICY

Cromwell Kids Fun Club Inc.

(updated August 2026)

Rationale

Children and Staff have the right to feel safe at Kids Club. We promote positive behaviour by setting clear behaviour expectations and structuring inclusive activities.

Purpose

To provide clear guidelines to Staff when managing children’s behaviour.
To help ensure consistency of practice throughout the Kids Club when promoting positive behaviour and responding to unacceptable behaviour.
To contribute to ensuring a safe physical and emotional environment for all Children and Staff.

Guidelines for Behaviour Management

All participants of the CKFC will be expected to behave appropriately with the following emphasis;

Respect for each other
Respect for staff
Respect for equipment and property
Listen to instructions and carry them out accordingly

When a child misbehaves or ignores the agreed program rules, staff will:

Remind the child in an assertive but non-aggressive manner of what is expected of them and the consequences of ignoring a program rule.
If the child continues with the behavior, he/she will be reminded again and warned that repeat behavior will result in a consequence.
If the child continues to misbehave, they will be removed from the activity, supported by a staff member to regulate their emotions and accompany a staff member to carry out a task or different activity (e.g. tidying up, setting out a new activity etc.)
If, when they are reintroduced into the program, unacceptable behaviour is still ongoing, then parents are notified with a written warning outlining what is acceptable and what is not. Parents will be spoken to and given a copy of the warning.
If a child continuously behaves in a manner that endangers themselves or others, and despite the above measures, parents / caregivers will be called and required to pick their child up from the programme immediately and the child will be removed from the remainder of the holiday programme.
If a child or children refuse to go with the group to an outing or activity, the parent will be called immediately to come and collect their child/ren. Depending on the circumstances, the child may not be able to return to the programme for the rest of the holiday programme duration. This will be at the discretion of the staff and committee of the Cromwell Kids Fun Club. If it is decided that the child will not be able to return to the programme for the rest of the holiday period, the parent will be contacted and communicated with via phone or via email to advise accordingly.
If a child has been removed from a previous programme and the family wants them to return to a future programme, the family will need to email chairperson@cromwellkidsfunclub.com to outline what will be different this time around that will ensure the child complies with our behaviour policy. It will then be at the discretion of the Committee whether the child is able to attend a future programme and if so, what days and times the booking will be for.

BEHAVIOUR CONTRACT

Behavior Contract

I understand the terms of this agreement and I will ensure my child/ren understands and will follow all rules of the Cromwell Kids Fun Club.

My child/children will at all times:

Communicate in a respectful manner with staff and others
Participate in activities in a respectful manner
Respect and comply with the rules of the Fun Club to ensure their safety and others.

PARENTAL CONTRACT

Please sign this contract to complete enrolment, if you have any questions about the program or wish to see a copy of the program policies prior to signing please do not hesitate to ask the Bookings Officer.

I/We agree and acknowledge;

I have read and understood the enrolment information,
I have read and understand the Cancellation and Payment policies as outlined above,
I have read and agree to the Behavioral Contract above,
I understand that my child/ren may be enrolled on a day when there are off-site activities planned and consent to my child participating in these activities,
The supervisor has my permission to arrange any necessary urgent medical treatment at my cost,
If my child/ren bring a bike or scooter, they MUST wear a helmet at all times whist using it at the program.

Privacy Act 2020: The information that you have provided is necessary for the safe and effective operation of the OSCAR Program. You are welcome to review information relevant to your child’s enrolment at any time.

You have the right to access your information and ensure it is correct. Information will we disposed off when no longer required. Your information might be revied for auditing purposes by Government departments.

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