ORMI KIDS - TERMS AND CONDITIONS FOR 2025 (T&Cs)

OUR COMMITMENT IS:

To uphold and maintain our vision and values

To provide a professional, warm, fun and caring service in a safe, supportive environment for children

To create a welcoming environment in which children engage and strengthen their social connections

To encourage children to participate and make valuable and meaningful contributions

To ensure there is open and positive communication between Ormi Kids and the families that participate

To partner with Ormiston Primary and Ormiston Junior College Schools to help achieve their mission

To provide activities which support the values of the NZ Curriculum and which educate and extend children

To respect and value all people regardless of their culture, beliefs and background. We warmly welcome and embrace the diversity of this community and nation.

STAFF

We understand that our programmes are only as good as the staff who run them. All Ormi Kids staff are trained and skilled children’s workers and receive ongoing support and professional development opportunities. Our preferred staff to child ratio is 1:10 on site and 1:8 off site. In addition to this, there is always a minimum of two staff on duty at all times. Please see our policies and procedures manual (available on site) for further information.

OPERATIONAL HOURS

The after school care programme will operate from 2:55pm to 6pm, Monday to Friday during term time. The programme will not operate on public holidays. Holiday programmes operate from 7am to 6pm, Monday to Friday. The programme will have a short shut down period around the time of Christmas and New Year.

SITE CONTACTABILITY

The number to contact our friendly staff while on site at Ormi Kids is: 0204 222 012.

2:15pm - 6pm for after school care

7am - 6pm for holiday programme care

The number to contact our staff who deal with all enrollments, bookings and enquiries is: 0204 555 015.

10am -1:45pm Monday to Friday

FEE STRUCTURE

The fee structure will be announced prior to the commencement of each year and will be clearly shown and described on all programme promotional flyers. Parents will be given one full term’s notice for any changes to fees and pricing structure thereafter. The rate charged for after school care is dependent on ‘regular’ and ‘casual’ booking basis. The fee structure is designed to make it more financially beneficial for parents who require more care.

BANKING DETAILS

All payments can be made into the following account:

Account name: Silvereye Kids Limited

Account Number: 12-3615-0048549-00

PAYMENT OPTIONS

Online banking - Fees can be paid directly via electronic financial transfer (EFT) to Ormi Kids or by automatic/online bank payment authority.

Direct debit - A direct debit (weekly or fortnightly) with Flo2cash, the financial institution and provider to Enrolmy (with whom Ormi Kids does our enrolments, bookings and invoicing) is available upon request. A direct debit authority form will need to be completed, returned and submitted for approval. Third party terms and conditions apply.

Cash - Payment by cash is not encouraged, a receipt will be issued with every cash payment. No cash is kept on site for safety reasons.

Credit card - Payments via credit card are also available. There is an applicable credit card transaction fee of 1.85% which is charged on the total amount. Third party terms and conditions apply.

PAYMENT PLANS

Ormi Kids acknowledges that the issue of unpaid invoices and debt collection can be a sensitive issue and accordingly undertakes that it will use its best endeavours to handle all debt collection matters with the necessary goodwill towards the parents involved and in a fair and equitable manner. To help families in temporary and “unavoidable” financial difficulties where invoices are unable to be paid in full, payment plans are available upon request in order to enable parents to pay off debt and maintain payments for ongoing care. Payment plans are offered solely at the discretion of the management team. Where a payment plan is defaulted on, Ormi Kids reserves the right to suspend or terminate all bookings until the debt is paid in full and parents and caregivers will be given 48 hours notice in writing.

DEBT COLLECTION

Ormi Kids reserves the right, at all times, to use the services of recognised debt collection agencies, such as Veda and Baycorp, to collect outstanding monies owed in situations where all reasonable debt collection measures have been used without success. The cost of any action taken by the programme to recover unpaid fees and invoices will be met by the parents of the child concerned.

REFUNDS

No refunds are given for absences. A discretionary non-notification penalty charge of $10 may be charged if parents have not contacted the office via text or email to advise of their child’s absence prior to 1:45pm for after school care.

ADMINISTRATIVE FEES

A $10.00 discretionary administrative fee may be applied for any additional administrative requirements. This will be communicated to the client before being added to the invoice.

SESSIONS, FEES & CANCELATIONS

Ormi Kids offers both regular and casual after school care sessions to help meet the needs of our parents. To take advantage of our regular booking rates, 48 hours notice in writing is required for any changes or cancellations. Casual bookings are perfect for those odd occasions where childcare is a must. Bookings remain open until midnight the night before care is required and cancellations on the day of care are free before 10am, thereafter full charges apply. Bookings are secured with a $100 per child deposit. Please note that regular rates with casual benefits are not offered.

DISCOUNTS

Ormi Kids is committed to making after school and holiday programme care affordable for the families in our community by offering discounts where possible. Sibling discounts are available for regular after school care bookings only and not casual care bookings, more information on this is provided in the after school care programme brochure. Early bird discounts for holiday programme care are available and more information on this is provided in the holiday programme brochure. Sibling discounts are NOT offered for holiday programme care. Ormi Kids does not give discounts or reimbursements for early collections.

DEPOSITS

All families enrolling their child are required to pay a $100.00 deposit, per child. The deposit will secure a child’s booking and be refunded when Ormi Kids’ care is no longer required and all outstanding invoices are paid. Deposits should be referenced as "deposit" along with the child's name when making an online payment. When a child no longer requires care and all invoices are paid, the deposit or portion thereof becomes refundable. For this to be processed, parents are to notify the office that care is no longer needed. If a child hasn’t been booked in for six months or more, an email will be sent to the primary contact’s email through Enrolmy to confirm whether care is needed or if the deposit is to be refunded. Ormi Kids will make three written attempts to contact the primary contact in this regard. In order for the deposit or part thereof to be refunded, bank details need to be sent to the office by the primary contact. If the primary contact has not made contact with the office within a year of the first email and hasn’t supplied their bank details for the deposit or part thereof to be released, the deposit or part thereof, will be allocated towards administration fees.

OVERDUE INVOICE & PENALTY FEES

Payments will be deemed to be overdue 7 days after the date of the invoice. An invoice reminder will be sent 7 days after the issued date of invoice. If no payment is made within 14 days after the date of the invoice, all bookings will immediately be temporarily suspended until the outstanding balance is paid in full. No child will be permitted to book and attend a holiday programme with unpaid or unsettled after school term fees. No child will be permitted to book and attend term time care with unpaid or unsettled holiday programme fees. A weekly discretionary non-payment penalty and administration charge of $5 per unpaid invoice, regardless of the amount, may be charged where invoices have become overdue by 14 days. Should debt collection regularly be required for the account, to assist in avoiding debt accumulation, Ormi Kids reserves the right to require invoices being paid in advance for term time care.

ENROLMENTS AND BOOKINGS

All bookings and enrolments for after school care and holiday programmes are done online using Enrolmy. Parents log on to Enrolmy using their username and password, then select the days and sessions they would like their child to attend. A system generated email will be sent out to families to confirm their booking. It is the responsibility of each child’s parent to ensure all personal details are accurate and kept up-to-date. A child may not be booked into a programme without the enrolment process being completed as this is an MSD requirement.

HOLIDAY BOOKINGS

Venue - Ormi Kids will operate its holiday programme from the Ormiston Primary School multipurpose space (hall), 291 Ormiston Rd, Flat Bush, Auckland 2016. Change of circumstances - Should circumstances change after completing a holiday booking, parents are to contact the office before the holiday programme starts and Ormi Kids will do its best to accommodate any changes. Once the holiday programme begins, all bookings are final as our 48 hours cancellation policy only applies to term time care.

Absenteeism - Should a child be booked in on a day and not attend, a full charge for non attendance will apply and swaps are not permitted.

Drop offs and collections - Children booked in for an 8:30am to 3pm session may be dropped off no earlier than 8:15am and collected no later than 3:15pm as a ‘grace’ window of 15 minutes is allowed. Any child who is booked in for an 8:30am to 3pm session and is still in our care after 3:15pm will automatically be charged for the full day, 8:30pm - 6pm session. Children booked in for an 8:30am to 6pm session may be dropped off no earlier than 8:15am and collected no later than 6pm. Late penalties will apply for any child collected after 6pm. Any child dropped off before 8:15am will be offered breakfast and automatically be charged for our early, breakfast session, regardless of whether they eat breakfast or not as supervised care has been provided.

Payments and bookings - Any child not attending Ormi Kids during term time will be required to pay their holiday programme invoice off in full by the latest twenty four hours before the first day of the holiday programme. Should payment not be made by the latest twenty four hours before the commencement of the holiday programme, Ormi Kids reserves the right to suspend or terminate the booking and the parent will be notified in writing.

Non bookings and walk-ins - Ormi Kids does not permit walk-ins and right of admission is reserved, regardless of whether a child is booked in for other days or programmes. Ormi Kids will endeavour to accommodate walk-ins however due to staffing, excursion fees, transport limitations and Ministry of Social Development OSCAR restrictions, attendance may be denied. If a parent is not present with the child, the programme supervisor will call the child’s parents and request them to collect their child. Measures will be taken by the programme supervisor to ensure the child is kept safe and not embarrassed while waiting to be collected.

GRACE WINDOW

A ‘grace’ window of 15 minutes for after school care is allowed, meaning any child in our care after 4:15pm will automatically be charged for our full 6pm session. The after school care 4pm session ‘early pick up’ rate is only payable for confirmed early pick up bookings. This ‘grace’ window applies to the holiday programme half day session as well, explained above in holiday programme bookings. The ‘grace period’ does NOT apply for children who are collected after 6pm during after school care and holiday programmes.

SEVERE ILLNESSES

Where sudden and severe illnesses and injuries occur resulting in a ‘regular booked’ child being hospitalised for a period of three or more consecutive days, a 50% discount will be offered. This will be based on the goodwill of the company and a doctor’s certificate must be produced. For all other illnesses and circumstances resulting in non attendance, regardless of whether a doctor’s certificate is produced, parents will be charged in full.

GIVING NOTICE

To take advantage of our regular booking rates, 48 hours notice in writing is required for any changes or cancellations. Casual bookings are perfect for those odd occasions where childcare is a must. Bookings remain open until midnight the night before care is required and cancellations on the day of care are free before 10am, thereafter full charges apply.

LATE COLLECTION

If a parent is late picking up their children, a late fee of $10 for every 10 minutes per child or part thereof will be charged to cover staff costs.

WORK AND INCOME (WINZ)

Ormi Kids is an OSCAR approved provider by the Ministry of Social Development (MSD) allowing low income families to apply for WINZ subsidies. Application forms are kept in the office and the Management team will be available to assist parents if required during office hours from 10am-1:45pm Monday to Friday. Parents receiving WINZ are required to take full responsibility for their account and must deal directly with Work and Income regarding any issues or disputes. Families who have applied for WINZ and are waiting for approval are required to pay their invoices off on time and in full. Should WINZ process any back payments that will result in a credit on the account, this will be credited towards the child's account.

SIGNING OUT OF CHILDREN

Children are required to be signed in and out for after school care by a nominated caregiver listed on the enrolment form, this is for each child’s safety.

UNAUTHORISED PICK-UPS

Please text and advise our office 0204 555 015 (before 1:45pm ) and site phone 0204 222 012 (after 1:45pm) if there is a change in the person who will be collecting your child. If a person arrives to collect your child whose name is not on the authorised pickup list as listed on the enrolment form, we are obliged (for your child’s safety) to keep your child in our care until the primary guardian has been contacted for consent.

SUN SAFE

Ormi Kids has a detailed sun safe policy in place. During the summer months, parents/caregivers will be required to provide a suitable hat and SPF 30+ broad-spectrum sunscreen for their children. Any child who has not correctly applied sunblock will be encouraged to remain indoors.

SICK CHILDREN

Although senior staff are trained in first aid, we do not have the facilities to look after sick children. If a child arrives at the programme visibly unwell, the programme reserves the right not to accept that child. If a child becomes unwell during a programme, caregivers will be notified and requested to pick their child up as soon as possible. We will endeavour to make the child as comfortable as possible until a nominated caregiver arrives. Ormi Kids has policies and procedures for accidents and emergencies and for children requiring medication.

PUBLIC HOLIDAYS

When a child is enrolled for a regular after school care booking on a specific day of a week and that specific day includes a public holiday, fees are payable for the day of that holiday. There is no charge for public holidays that occur within a school holiday, and the programme will not operate.

CHILDREN WITH SPECIAL NEEDS OR ABILITIES

An open door policy exists for children with special needs. Ormi Kids must however be able to meet the needs of that child and continue to meet the needs of the other children participating in the programme according to the MSD OSCAR guidelines. Each case will be considered individually and every effort will be made to include the child within the limits of the resources of the programme however we are not in a position to provide one on one care. If a caregiver is currently in support at school for that child, then for safety and other reasons, that caregiver is required to be present at all times with the child at the programme. Any costs associated with having a caregiver at the programme will be the responsibility of the parents or legal guardian.

BEHAVIOUR MANAGEMENT

Ormi Kids has behaviour management policies and procedures in place that are in line with those of the schools. These ensure our programme is a pleasant and safe place for all children. We encourage children to be polite, co-operative and considerate towards others and above all to have respect for themselves, peers, staff and the environment. If a child’s behaviour is consistently unmanageable, disrespectful or is harmful to other children and staff, a stand down period may be implemented or parents may be asked to remove their child from the programme.

CHILDREN’S PERSONAL PROPERTY

We do not encourage children to bring their own toys, belongings, valuables or devices to the programme. Our programme is fully equipped with a wide range of indoor and outdoor games and materials. Ormi Kids will not be held responsible for damages or liable for the loss of money, valuables or personal possessions that belong to a child regardless of the reason.

CHILD SAFETY

Ormi Kids has a detailed child protection policy in place. The programme is committed to the prevention of child abuse and to the protection of children and young persons.

COMPLAINTS

Our aim is to provide a high quality OSCAR programme. There may however be an occasion when you feel we could have done better. If this is the case please approach the site supervisor at Ormi Kids. Should the site supervisor be unable to resolve the issue, please contact the office during office hours on: 0204 555 015 or send us an email: office@ormikids.org.nz and a person from the management team will be happy to assist you with your concerns.

PHOTOGRAPHS AND SOCIAL MEDIA

Photographs of children or items of children’s work completed at Ormi Kids programmes may be used at a later date for marketing and promotional purposes including social media sites. The site supervisor will manage taking of all photographs and will ensure they are safely and correctly stored, this includes uploading onto social media sites.

PRIVACY ACT 2020

The information that you have supplied for enrolments is necessary for the safe and effective operation of the Ormi Kids After School and Holiday Programme Care. All personal information requested will be safely stored and destroyed at the completion of your child’s time in the programme, you are welcome to review information pertaining to your child’s enrolment at any time. In the unlikely event of a privacy breach, Ormi Kids will follow the guidelines set out by NotifyUs and the Privacy Commissioner.

DEVICES (This includes laptops, tables and mobile phones)

Ormi Kids supports the combining of traditional learning with e-learning in what is referred to as blended learning. Children are encouraged to use devices for homework and e-learning only. Ormi Kids takes NO responsibility for the safe care of personal devices and sharing of devices is discouraged. A device table with chairs, allowing for correct posture and clear visibility of the screen will be provided for students. Using devices during free play times which include activities such as online and offline gaming, all forms of social media communication, web browsing, watching movies and videos etc. is discouraged and strictly limited wherever possible. During after school care sessions, the following guidelines will apply:

3:15pm to 3:40pm - Only age 11+ students may use devices during afternoon tea time.

3:40pm to 4pm - Devices are to be safely stored away and not to be used as active indoor and outdoor activities are encouraged. Students who have online homework may however use their device during this time.

4pm - 4:30pm - Devices may be used for homework and e-learning.

4:30pm to 5:15pm - Devices are to be safely stored away and not to be used as participation in our planned Octane, Adventure and Explore programme is encouraged.

5:15pm to 6pm - Devices may be used.

During holiday programme care, the following guidelines will apply:

Devices may be used during “free play” sessions for a maximum of 30 minutes per session. Free play sessions usually happen three times within a 7am to 6pm daily session. Free play sessions will be announced by the site supervisor and typically occur once in the morning, once around lunch time and once in the afternoon.