Below is a summary of key LBASC policies.  A full set of policies is held on-site and can be viewed on request.

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Enrolment: All children must be enrolled with Lyall Bay After School Programme Parent Cooperative (LBASCPPC) before they can attend Lyall Bay After School Care (LBASC). All information on AimyPlus must be provided before enrolment is considered complete.  Parents are responsible for ensuring their child’s enrolment details – including persons authorised to collect a child and emergency contacts - are kept current. Staff will only release a child or children to a person who is identified as an authorised person on the child’s enrolment form.  At the discretion of the Supervisor only, a child may be released to a person not identified on the enrolment form, only if the Supervisor has been advised by the parent/caregiver who completed the enrolment form that the child is to be collected by that person. This covers the rare situation where the parent/caregiver or an authorised person (as specified on the child’s enrolment sheet) is not available to collect the child before the programme finishes for the day.

Children with Special needs: Children with special needs will not be excluded from LBASC, as long as the programme Supervisor and Management Committee are confident that the child’s needs can be catered for without negatively affecting other children attending the programme, and also providing that the child will benefit from being at the programme.  Full information about the child’s requirements (including medication, diet and supervision must be included with the enrolment form. It is the supervisor’s responsibility to ensure that all staff are fully aware of the child’s requirements and that they feel confident to provide the necessary care.

Fees: The current fee structure is on the PROGRAM/FEES page, and is reviewed at the Annual General Meeting (AGM) or at specially called meetings of LBASCPPC. Payment is to be made by Direct Credit to the LBASC Bank Account.  All fees must be settled at least once per term Any debt collection costs incurred recovering overdue fees are the responsibility of the parent/caregiver concerned.

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Parents who are eligible may apply to Work and Income New Zealand (WINZ) for an OSCAR subsidy, to assist them in paying their LBASC fees. In the event that a child who receives the WINZ subsidy is absent, and WINZ do not require LBASCPPC to refund that session’s subsidy, then LBASCPPC will put that money towards administration of the WINZ subsidy. Parents who apply for a WINZ subsidy must pay full fees until the WINZ subsidy application is approved and payments commence. It is the parents’ responsibility to negotiate any back-payment of subsidy by WINZ.

Non-payment of fees: In the event that a parent/caregiver fails to meet their fee payment obligations (settlement at least once per term), the treasurer will send the parent/caregiver an invoice for the monies outstanding, to be paid within 7 days. If the invoice remains unpaid after 7 days, the treasurer will send the parent/caregiver a final demand letter, advising that if the money is not paid in the next 7 days, the LBASCPPC Management Committee will pass the matter onto a debt collection agency, and the parent/caregiver will be liable for the original debt and any collection fees incurred in relation to this. The parent/caregiver will also be advised in this letter, that their child is no longer welcome to attend the Lyall Bay After School Care Programme, and will be refused entry if they attempt to do so.  If the parent/caregiver refuses to pay LBASC after a final demand letter has been sent to them, and their child turns up for after school care, and the parent/caregiver is unavailable to collect the child when advised by the Supervisor/Adult assistant, that child will be taken to the nearest Police station in accordance with the ‘Unexpected attendee’ policy.

Bookings and attendance: All children attending LBASC must be booked at least 24 hours in advance to ensure a place. Parents may make bookings registering at AimyPlus  https://lbasc.aimyplus.comand making bookings. When children arrive at LBASC without having been booked in the Supervisor will do an Express Booking on AimyPlus and determine whether it is appropriate to allow the child to remain at LBASC. If it is not possible to accept the child for the day’s programme, the parent will be contacted with the expectation that they be picked up within 30 minutes. The 'late fee' will be levied after that time.  The Supervisor will check messages on the LBASC cell phone before 3 pm each day.  If a child does not arrive at LBASC when booked to attend, the following steps will be taken: a search of the school grounds; then the parent/caregiver telephoned; if to no avail, Police will be contacted.
 

Parents will use the tablet with the AimyPlus App to Sign their child / Children out of LBASC. If a parent fails to sign their child out on pickup, and the Supervisor is not aware that the child has been collected by an authorised person, the parent/caregiver will first be contacted to confirm that the child is safe. Police will be called for the child’s safety if the parent/caregiver is not contactable or intervention is required. Invoices are sent out to parents / Caregivers at the beginning of the month. If you are booked in for regular days at LBASC and do not attend due to illness or play date you are still required to pay for your session.  If you are needing to change regular bookings or swap a day you can contact kylee on lbascppc@gmail.comto make this change in AimyPlus. Supervision: Children are supervised at all times by adult assistants on a ratio of no less than one adult to every ten children. At least one adult assistant on any given session will hold a current first aid certificate. Off-site excursions are not permitted. Children who attend LBASC must be toilet trained, as the adult:child ratio is not sufficient to follow a specific toilet training regime for any particular child. Children must inform an adult assistant if leaving the area to go to the toilet.

Programme content: The supervisor plans a safe, child-focused, varied and stimulating programme that meets the developmental, emotional, intellectual, cultural and physical needs of the attending children. LBASC’s daily programme content allows for choice, and is available for review in the school hall.

Child Behaviour: LBASC strives to ensure that children and families using LBASC experience an environment where they are safe, secure, respected and their dignity is protected. Staff will at all times maintain a fair, consistent and positive approach to children’s behaviour. Time-out from normal programme activities in the company of an adult, is used as the disciplinary measure, but the child and adult must always remain in sight of another adult assistant. In the event of a serious breach of programme/school rules, the Management Committee may be requested to take further action.  Three verbal warnings will be given to a child for misbehaviour. These incidents will be annotated on the enrolment form and parents/caregiver will be advised of the incident at pick up, and required to acknowledge the warning by initialling same. The service may be withdrawn from families if severe misbehaviour occurs regularly or if a child’s misbehaviour has created an untenable situation for others attending the programme.

Parents/Caregiver Behaviour: Parents/caregivers are to interact in a positive, respectful and appropriate manner at all times. Threatening behaviour towards staff or children will not be tolerated. The child’s space at After School Care will be placed in jeopardy if there is inappropriate behaviour from any parent or caregiver. Afternoon tea: Children are offered afternoon tea, which follows nutritional and food safety guidelines. Parents are required to notify the Supervisor of any food allergies or nutritional requirements their child(ren) has/have.

Health and Safety: It is important that all staff and children work and play in a safe manner. All hazards, accidents or incidents are dealt with according to the Safety Management policies and procedures. No one is to work or play in a manner that may cause harm to himself or herself or someone else. LBASCPPC operates in a sun safe and smoke free environment. On all days of operation, at least one adult assistant will hold a current first aid certificate.
Emergency and disaster procedures: Staff are trained in dealing with emergencies such as fire, Tsunami and earthquake. Drills are conducted once each term.  In the event of a disaster (e.g. earthquake) the supervisor and such staff as required will remain at Lyall Bay School until all children are picked up by the authorised person, provided it remains safe to do so. In the event of a tsunami warning, adult assistants will follow Lyall Bay School evacuation procedures, and head for higher ground on Buckingham Street, either via Tavistock Rd or Lerwick Terrace.
 

Illness and medication: Children that are not well should stay at home, especially if their illness is of an infectious nature. If a child becomes ill at LBASC, the Supervisor will inform the parents so they can be collected immediately. The school hall foyer may be used to keep the child comfortable in the meantime. Medicine will not be administered unless a parent has completed a Medication Consent Form. This includes asthma medication, epi pens and panadol.

Accident/Emergency procedures: A well-maintained First aid kit is kept at the programme. In the event of an accident, appropriate first aid will be administered. If necessary this may involve taking the child to Wellington Hospital Emergency Department. All efforts will be made to maintain required ratios of 1 Adult to 10 children if a child needs to be accompanied offsite for reason of medical emergency. If serious injury occurs, parent(s)/caregiver will be notified, and an ambulance called. All medical costs incurred will be the responsibility of the parent/caregiver.  An accident register is kept at LBASC. Parents will be advised of any incident at pickup and will be asked to register this advice, by initialling and dating the entry in the accident register. Any accident involving serious harm will be reported to OSH as soon as possible after its occurrence and the prescribed accident form submitted to OSH within seven days.

Child protection: LBASC is committed to the care and protection of children. This commitment means that at all times the safety of the child or young person will be given primary consideration. At no time will any child be subject to harm (whether physical, emotional or sexual), ill treatment, abuse, neglect or deprivation. Staff prevent,  recognise, and respond to potential or actual child abuse according to the Child Protection Policy. Child, Youth and Family may sight personal information for Approval and Auditing purposes. 

Staffing: LBASCPPC employs adult assistants and a supervisor who are committed and enthusiastic about caring for children. Previous experience in teaching or childcare is preferred. A full induction programme is provided, and ongoing training for staff is targeted at specific training needs. All LBASC staff and members of the Management Committee must be police checked and cleared, at two yearly intervals.

Complaints: The management committee take any complaints seriously. The complaints procedure is outlined in the Policies and Procedures Manual, and parents are encouraged to bring complaints to the attention of either the supervisor or a member of the management committee. All complaints will be investigated and the complainant advised of the outcome.