Family Handbook

Family Handbook kidzklubadmin Thu, 05/07/2020 - 16:52

01 Welcome

01 Welcome kidzklubadmin Thu, 05/07/2020 - 16:56


On behalf of Kidz Klub we would like to welcome you to our service. Our outside school hours care (OSHC) service offers centre-based care for school-aged children during the school terms and vacation care for the school holidays.

02 Philosophy

02 Philosophy kidzklubadmin Thu, 05/07/2020 - 17:40


We believe before and after school care should provide a service where all children and caregivers feel welcome and enjoy coming. We understand the importance of play in the middle years and the role that play has in developing personally, socially, emotionally, physically, and cognitively. We believe that Kidz Klub should be homely and offer children a variety of experiences. These experiences should be drawn from a wide variety of sources and can include games, toys, arts, crafts, drama, sport and living skills. Our program aims to ensure that all children attending have the opportunity to develop and participate in activities that meet their needs allowing them to grow in their sense of self-worth and sense of belonging to the community.

03 Objective

03 Objective kidzklubadmin Thu, 05/07/2020 - 17:41


Kidz Klub is designed to provide quality care for children aged 5-12 whose caregivers have work, study commitments and other reasons for being unable to drop off/pick up their children before and after school.

04 Aims

04 Aims kidzklubadmin Fri, 05/08/2020 - 07:52


To develop and implement a balanced program that:

  • is stimulating, interesting and exciting
  • allows children to explore and develop new skills
  • promotes children’s independence and social skills
  • helps children appreciate and care for others
  • helps children appreciate and care for their environment
  • provides free choice activities that are age and skill-appropriate which include but are not limited to:
    • Art and Craft
    • Reading, storytime and other literacy-based activities
    • Indoor and physical activities

05 Staffing

05 Staffing kidzklubadmin Thu, 05/07/2020 - 17:09


Staff ratio is in accordance with the National Standards of one (1) staff per fifteen (15) children. Accreditation Kidz Klub is an approved service with the NSW Department of Education and Communities.

06 Accreditation

06 Accreditation kidzklubadmin Thu, 05/07/2020 - 17:47


Kidz Klub is an approved service with the NSW Department of Education and Communities.

07 Days of Operation

07 Days of Operation kidzklubadmin Thu, 05/07/2020 - 17:42

Days of Operation

Kidz Klub operates before and after school care and vacation care in line with the NSW public school’s eastern division term dates. Kidz Klub does not open on registered NSW public holidays. Fees are not charged for days that the service is not open.

08 Hours of Operation

08 Hours of Operation kidzklubadmin Thu, 05/07/2020 - 17:43

Hours of Operation

Before School Care:
6.30 am – 9.00 am

After School Care:
3:00 pm – 6:30 pm

Vacation care:
6.30 am – 6:30 pm

09 Enrolment

09 Enrolment kidzklubadmin Thu, 05/07/2020 - 17:23


Applications and enrolments are completed and managed online. The full enrolment form, including uploaded copies of birth certificates and immunisation records, are required prior to your child’s attendance at Kidz Klub. You will also be asked to print and sign the finished enrolment form to bring to the Kidz Klub on the day your child starts. If you have outstanding money owing from a previous booking, it must be paid in full before your child is able to attend again. It is your responsibility to ensure that enrolment details are kept up to date through My Family Lounge.

10 Changes to Bookings

10 Changes to Bookings kidzklubadmin Thu, 05/07/2020 - 17:44

Changes to Bookings

All changes to permanent bookings need to be requested through My Family Lounge. To do so, you go to your current enrolment at the bottom of your account details page. 2 weeks’ written notice is required for withdrawing your child from care. Any days missed due to illness, extra holidays etc, cannot be made up.

11 Vacation care bookings

11 Vacation care bookings kidzklubadmin Thu, 05/07/2020 - 17:46

Vacation care bookings

All bookings must be made prior to 12:00 pm the day before. If you book after 12:00 pm the day before, you will be charged an additional $5 booking fee. If you book and are absent you will be charged unless you notify of the absence prior to 06:30 am the day before. Notification prior 06:30 am the day before will have the booking removed and no charge made.

12 Attendance, Sign In & Out

12 Attendance, Sign In & Out kidzklubadmin Thu, 05/07/2020 - 17:14

Attendance, Sign In & Out

All children must be signed in using the electronic sign-in system by an authorised person using their own unique login each morning and signed out using the same system each afternoon. Signing in and out is a legal requirement used to verify all subsidy claims and also to ensure an accurate record of who is in the centre in the event of emergency and evacuation. Signing in and out is a transfer of responsibility for the child.

The sharing of login IDs is prohibited as they are linked to individuals for legal purposes. Please make sure you set up all additional authorised pickup people on your account through the My Family Lounge so that they have their own ID. Children are not allowed to enter your login details or touch the electronic sign in for security reasons so please don’t let them do it on your behalf.

For after school care children, you must notify Kidz Klub of your child’s absence before 2:30 pm on the day they have booked or else you will be charged a $10 fee for failing to notify. By 2:30 pm the bus runs and staff for the afternoon are finalised.

Kidz Klub closes at 6:30 pm. If you are unavoidably detained, you should ring the Centre prior to 6.30 pm and make alternative arrangements to ensure their children are picked up prior to closing. Should children be present after the 6:30 pm closing time, a late fee of $10.00 per 5 minutes will be applied for each child. There will be no waiver of this late fee policy.

Bookings for care will be cancelled without refund where children are repeatedly picked up late.

In line with the Department of Education’s policies, should a child leave the service without authorisation, staff will contact the Police followed by the child’s primary or emergency contacts. For safety reasons to both the runaway child and the other children at the service, staff will not be able to leave the service to look for the child.

13 Fees & Charges

13 Fees & Charges kidzklubadmin Thu, 05/07/2020 - 17:34


Please refer to the Kidz Klub website for current fees.


We are able to apply Centrelink subsidy to your account. This requires you to authorise Kidz Klub to receive subsidy via your myGov account. Your contract with Kidz Klub is for the full fee amount and should Centrelink refuse, withdraw or change the subsidy amount, you are required to pay all differences to make up the full fee. Kidz Klub are not responsible for subsidies, are not notified of any changes and have no control over them. It is your responsibility to keep track of your subsidy and follow up any discrepancies with Centrelink directly.

Please note: If you decide to withdraw from Kidz Klub, your child must attend on their last day. If your child is absent on their last day, all previous subsidies for absences will be reversed to the last day your child attended. You will then be directly charged the total amount reversed.

Payment of fees

Casual booking fees must be paid by the beginning of the day of care unless previous arrangements have been agreed to by Kidz Klub. Vacation care bookings must be paid for in advance. You are required to pay for all days booked at the beginning of the first day of attendance for vacation care.

Permanent booking fees are to be paid a minimum of one week in advance and include all days booked. Fees are still payable when your child is absent due to illness, extra holidays and teachers strikes. Kidz Klub operates based on NSW public-school terms. If your child’s school has extra holidays, your fee is still payable on these days.

There are two fee payments methods accepted a Kidz Klub for permanent bookings.

  • Option one is to set up a direct debit with Kidz Klub’s direct debit provider for regular, agreed payments throughout the term.
  • Option two is to pay for one whole term in advance via cash or electronic means.

Failure to pay fees as per the requirements will result in termination of enrolment until payment is cleared at which stage there is no guarantee that a position will be available. All debts will be passed on to our solicitors for recovery.

Statements are available on request but will also be emailed once a month. It is your responsibility to ensure you check your email and spam folder for your statements. If you feel you have missed a statement or are not receiving them, please notify Kidz Klub as soon as possible to work out issues. For this reason, it is also important that you keep your contact details updated on your account.

Please understand that fee payment is your responsibility regardless of receiving statements.

14 Behaviour Management

14 Behaviour Management kidzklubadmin Fri, 05/08/2020 - 07:33

Behaviour Management

To build an environment that is safe, caring, positive and respectful for the wellbeing and safety of every child, caregiver and staff member of Kidz Klub we have established rules, and expectations for positive social behaviour. Positive behaviour is encouraged, and self-discipline skills developed through positive role modelling and direction. Rules are developed based on government regulations, caregivers and child input and staff evaluations of procedures and day to day operations.

Consistent unacceptable behaviour

Where a child demonstrates consistent unacceptable behaviours, Kidz Klub management will discuss the issues with the primary caregivers and the child. An action plan involving behaviour management will be discussed with all staff, primary caregivers, school, and other professionals as required.

15 Behaviour on Buses

15 Behaviour on Buses kidzklubadmin Thu, 05/07/2020 - 17:48

Behaviour on Buses

It is important you discuss the following bus policy with your children as continued failure to follow the policy will result in your child being unable to travel on the Kidz Klub bus. Students must:

  • Behave safely at all times
  • Respect the needs and comfort of others
  • Behave appropriately at all times (e.g. no use of offensive language, fighting, spitting, placing feet on seats or throwing things in or from the bus)
  • Protect bus property and report any vandalism
  • Follow staff instructions (e.g. instruction on where to sit)
  • NOT eat or drink (other than water) on the bus

16 Mobile Device Policy

16 Mobile Device Policy kidzklubadmin Fri, 05/08/2020 - 07:49

Mobile Device Policy

For child protection and privacy reason, there are to be no mobile phones or data connected devices used by the children at Kidz Klub. This includes within the service, on buses and while on the excursion. If there are any issues with children not turning up for the school bus in the afternoon, staff will contact the primary caregivers directly to discuss, it is not acceptable for caregivers to contact their children via devices once they have been signed into Kidz Klub care. If you wish to speak to your child for any reason, there is no issue ringing the service directly where we will allow your child to speak with you once your identity has been confirmed.

17 Centre Routine

17 Centre Routine kidzklubadmin Fri, 05/08/2020 - 07:34

Centre Routine

Before School Care

06.30 am
Centre opens. Breakfast is offered to those who require it until 07.45 am Free play and electronics allowed.

07:30 am
Structure area opened. 08:00 am Structure closed. Electronics away. Group games held in the ball area 08.15 am Children line up in school lines for the bus.

08.20 am
Buses leave for school.

After School Care

03:00 pm to 3:50 pm
Children picked up from school, return to Kidz Klub and have afternoon tea. Free play all centre.

04:15 pm
Homework and quiet time.

04:30 pm
Children participate in a choice of activities ranging from art, craft, board games, music games, ball activities, free play in the play structure, TV and electronics and outdoor games.

05:30 pm
Late afternoon tea snack.

06.30 pm
Kidz Klub closed and all children to be collected.

18 Homework

18 Homework kidzklubadmin Fri, 05/08/2020 - 07:46


Kidz Klub encourages and provides a time for children to do their homework at the service but please understand that we cannot force them to do it. Due to staffing ratios for care, staff are not able to offer individual assistance or tuition and can only assist where we can.

19 Illness

19 Illness kidzklubadmin Thu, 05/07/2020 - 17:52


For the health and safety of all children attending Kidz Klub, we have a policy for children who are ill to not attend the service while they are still feeling unwell, showing signs of illness or are still contagious.

If your child becomes unwell while in attendance, we will try and contact you first to organise pick up of your child. If we are unable to contact you, we will contact the next authorised person you have listed until we are able to get in contact.

Please note: All contagious illnesses will require a clearance letter from a medical practitioner before your child can resume attending Kidz Klub. Under no circumstances will we be able to accept your child back at Kidz Klub without the clearance.

20 Allergies

20 Allergies kidzklubadmin Thu, 05/07/2020 - 17:53


Where a child has an allergy, caregivers are required to supply a formal action plan from their doctor explaining the signs and symptoms the child will experience when exposed to an allergen and steps to take to ensure the child’s wellbeing. If a food allergy exists, primary caregivers are to supply any alternate or specialised foods required.

21 Medications

21 Medications kidzklubadmin Thu, 05/07/2020 - 17:53


If you wish for medication to be administered to your child while attending Kidz Klub, please ensure the following:

  • All prescription medication must have a pharmacy printed label including the receiving child’s name, dosage and times. It is also possible to provide the medication with another family member’s name as long as it is accompanied by an authorising letter from your doctor stating the dosage and times for the receiving child.
  • Over the counter medications can only be administered with an accompanying letter from your doctor stating the dosage and times.
  • All medication must be provided in the original packaging and blister packs that contain the medication name and dosage on them, or a pharmacy prepared blister pack with the child’s name on it.
  • Caregivers must also complete a medication form each day medication is required even if it is a regular medication. If we do not have information regarding the last administration dose and time, we will not be able to administer.
  • Please do not leave any medications in your child’s bag as all medication needs to be looked away while in our service.

We are unable to administer any medication that:

  • are not in identifiable packaging as stated above, so no clear plastic bags with loose tables or in generic tablet containers.
  • do not contain the child’s name, dosage and time, or is not accompanied by a doctor’s letter with the same information.
  • has not been correctly signed in by carers.
  • is different from the medication stated by a doctor. If the doctor’s letter says Panadol, we can only administer Panadol and no other brand of paracetamol.

Please note: Staff can administer paracetamol only if your child has a temperature above 37.5 degrees Celsius and you have agreed to the administration during the enrolment process. We cannot administer paracetamol if a child tells us they have a headache as we are not medical professionals and cannot diagnose so you will be contacted as per the illness procedure.

22 First Aid

22 First Aid kidzklubadmin Thu, 05/07/2020 - 17:51

First Aid

We always have at least one fully trained first aider at the service at all times. Injuries that require first aid are recorded along with the first aid steps provided. Caregivers are required to sign this record on the collection of their child to acknowledge they have been informed of the incident.

In the case of a more serious accident, caregivers will be notified and medical assistance sought if required. Any costs incurred for medical assistance are to be met by the primary caregivers.

23 Sun Safety

23 Sun Safety kidzklubadmin Thu, 05/07/2020 - 17:57

Sun Safety

It is a requirement that your child attends Kidz Klub with a sun-safe hat during school time and school holidays. We often play outdoors, and a hat is required. Children will also be expected to apply sunscreen to themselves before going outside.

24 Nutrition

24 Nutrition kidzklubadmin Fri, 05/08/2020 - 07:42


The centre is focused on delivering high quality, nutritionally balanced snacks for children. Our menu consists of foods and portions sizes recommended by health organizations. If your child has any food allergies or you have questions regarding our menus, please discuss with us.

School Term

Breakfast is available for children attending before school until 07:45 am. Breakfast consists of various cereals, toast and spreads. Children are able to bring their own food, but staff will not be able to cook or reheat any food brought.

Afternoon tea is offered to all children attending after school. The menu for afternoon tea is wide and varied and suggestions always welcome. As well as afternoon tea, children have access to prepared fruit or vegetables throughout the afternoon.

Vacation Care Kidz

Klub does not provide food during vacation care except for breakfast prior to 07:45 am. Caregivers are responsible to provide all food for your child’s day. Please remember a vacation care day is usually longer than a school day so please ensure you pack more food than you would for school. You must also pack a drink bottle which can be refilled which is mandatory for excursions.

Peanut Policy

Due to severe life-threatening allergies, peanuts or products containing peanuts will not be supplied or allowed at Kidz Klub. Staff, caregivers and children are not to consume or bring into the centre any product that contains nuts.

25 Child protection

25 Child protection kidzklubadmin Fri, 05/08/2020 - 07:32

Child protection

Kidz Klub staff and management are legislated mandatory reporters and have a responsibility to take action to protect children who exhibit certain behaviours or disclose information that is deemed as being at risk. Any such behaviours or information will be reported to the Department of Family and Community Services for the wellbeing of the child.

26 Confidentiality

26 Confidentiality kidzklubadmin Fri, 05/08/2020 - 07:50


All required records are kept for a legally specified period of time. Kidz Klub will protect the privacy and confidentiality of all clients, staff and management of the service by ensuring that records and information are kept secure and only accessed by those with legal authority. All matters pertaining to the Kidz Klub are considered confidential and will not be discussed with unauthorised personnel. This includes:

  • Information about any child or family enrolled at Kidz Klub
  • Information about any Kidz Klub staff member or their family
  • Information relating to the running of Kidz Klub

The right to privacy will be respected at all times.

27 Family Involvement

27 Family Involvement kidzklubadmin Thu, 05/07/2020 - 17:50

Family Involvement

Kidz Klub is committed to providing the best possible service that we can. We would like to encourage you to be involved by offering new ideas & concepts to help us improve. If you have suggestions or questions you can approach staff, leave an anonymous letter or email us at [email protected]

28 Grievance Procedure

28 Grievance Procedure kidzklubadmin Fri, 05/08/2020 - 07:47

Grievance Procedure

If a caregiver has a complaint or would like to comment about the service, they are encouraged to talk to Kidz Klub management who will arrange a time to discuss their concern and come to a resolution to address the issue. Alternatively, you are able to email the Kidz Klub email or use the contact link on the website.