Admission

Monifieth Out of School Care Club (MOOSCC) welcomes applications from the parents/carers of children and young people aged from 4 to 12 (Children aged 4 must have received their confirmation letter of an allocated school place). 

We will work in partnership with parents/carers in caring for your child.  Our staff will have both the time and the training to welcome you and your child to our club.   It is vital all appropriate information is shared between the club, the family and relevant external agencies.  The club should be advised of any change of circumstances immediately, and your magicbooking account must be updated and kept up to date. 

You will be provided with sufficient information about the club and its operation to enable you and your child to make an informed choice about the club.  Both you and your child are encouraged to visit the club prior to registration. 

There is an annual registration fee of £60 per registered magicbooking account.  Anyone joining outwith the August registration period will be charged at a pro-rated amount. 

Places are allocated on a first come first served basis.  

Information provided by you about your child will be treated confidentially under the Data Protection Act and stored securely. 

New Registrations

• Registrations must be made via our online booking system https://mooscc.magicbooking.co.uk
• Once registered, MOOSCC will review all the information provided on registration.  
• We will invite the parent and child along to the club for a visit prior to completing the registration. The visit will be essential if you have listed an allergy, medical condition, medication, SEND/ASN information to allow staff to get a better insight to your child’s individual needs. 
• Once all necessary information has been received and the meeting/visit held, we will issue a letter to advise your registration is now complete and you can proceed to make bookings online. 
• On completion of your registration, your registration fee will be added to your first online booking and this should be paid before the booking starts. 

Annual Re-Registration Fee

•     Once your current registration expires we will add your new re-registration fee to your latest booking, and you will receive an email once it’s added.  You can then log in to your account and view the “Invoices/Credit Notes” section of the booking which will confirm details of the charge. 

Bookings

• All bookings must be made through https://mooscc.magicbooking.co.uk at least 24 hours in advance.
• All bookings are subject to availability.
• The person making the booking accepts the booking conditions on behalf of the account holder.
• All bookings must be paid prior to attending the first session of the booking, unless you have set up a payment plan at the time of submitting the booking.
• Sibling discount will only be awarded where both siblings are attending the same date and  session and the session was booked on the same booking reference number. This is awarded at 5% discount for the 2^nd and additional child/children. 
• Parents must inform MOOSCC, in advance, by email or phone if their child/ren are arriving late at after school club due to attending an extra-curricular club within school. 
• All bookings must be made prior to arriving onsite. If you arrive at a site and have not booked, your child will not be accepted until a booking is made.  This is for several reasons including:
• MOOSCC is bound by National Care Standards requirements which specify the minimum child to staff ratio. 
• In order for the club to be correctly staffed it is imperative that bookings are made in advance. 

Late Bookings

• Staff will try to accommodate emergency bookings where possible but please be aware that refusals may be necessary. 
• Late bookings must be paid for immediately via bank transfer or childcare voucher. 

Arrival on site for bookings

•     For Breakfast Club bookings and Holiday Club/In-Service Day bookings children must be brought into the Club by their parent/carer and recorded on the attendance register noting the time of arrival, before they become our responsibility. 

Children Arriving at club without a booking

•     If children arrive at After School Club without a booking then we are unable to accept the child/children into our care as we are not authorised by the parent to care for them.  Therefore, the child/children will be taken to the school office as they will still be under the care of the school and the school will be responsible for contacting the parent/carer to arrange collection. 

Booking Changes  

•     We will accept session swaps (i.e. a new booking for another session) within the same week or following week provided 48-hours notice is given for the session to be cancelled and space is available in the new session required.  If less than 48-hours’ notice is given, then this will be classed as a late cancellation and no credit can be given.  We can not cancel an existing booking to replace with a swapped session.  If the new session is lesser value that the session no longer required no credit can be given for the difference. 

Booking “Cooling Off” Period

•     We will allow a 12 hour cooling off period for any bookings.  Therefore, If you make a booking and realise there was a mistake or is no longer required then this can be fully cancelled with no charge as long as it is within 12 hours of booking.  Please contact moosccadmin@aoosc.com to ensure the credit is processed. 

 Cancellation Notice and Charges

• 7 full days notice must be provided for cancellations to be credited or the full fee must be paid.   
• It is the parents/account holder’s responsibility to cancel sessions.  You can cancel your sessions on your magicbooking account at any time. 
• Any booked sessions which are not attended are still charged. 
• If you are unable to cancel your booked session online then you must inform us at all times (term-time and holiday club) if your child is not attending a booked session. If your child is not attending a holiday club session with MOOSCC when booked, please inform the club by 9.30am as this may impact on the activities planned. 

Payments and Overdue Balances

• MOOSCC accepts payment directly to our bank account either by bank transfer or standing order.  Full bank details are available on your booking confirmation invoice.  Please remember payments from either of these methods will take up to 3 working days (please allow further time for weekends and bank holidays) to clear in our account therefore please make the payment with enough time prior to the booking starting. 
• MOOSCC also accepts payment via childcare vouchers and HMRC Tax Free Childcare accounts which will also take up to 3 working days to clear in our bank account. 
• When paying by Childcare Vouchers or Tax-Free Childcare, please use your child’s full name as the payment reference and ensure the value of vouchers covers the bookings you are paying for. 
• If you have a credit balance which was created by using childcare vouchers/tax free childcare and you will not use this on future bookings, MOOSCC can only refund this directly to your employer or to your HMRC account.  
• You will be unable to make further bookings if your account is overdue. 
• Monifieth Out of School Club reserve the right to add a late payment surcharge of £10 to any late payments. 
• Having an overdue balance may lead to the termination of your child’s place within the club. 
• Monifieth Out of School Care Club may deal with any unrecovered fees through the Small Claims Court.  Any fees associated with the debt collection will be passed on to the debtor. 

Collection

• Please ensure that the child is collected prior to your booked session end time.  If you anticipate being late for collection time, then please contact MOOSCC asap to advise so that arrangements can be made.  Please also see the section regarding late collection charges. 
• Children can only be collected by a person who has been authorised to collect them which is done by the account holder adding the names of the collectors to their magicbooking account. 
• Collection from the Club by anyone under the age of 16. 

The Management Committee and staff would prefer that children are collected by an adult. However, we do appreciate that this may not always be possible. Therefore, we feel that the following concerns of the Committee and staff are noted: –  

• The lack of School Crossing Supervisors at the time of collection and the build-up of traffic at peak times.  
  • The length of time spent at home before an adult is present.  
  • The lack of parental contact with the Club regarding general information or any problems arising with the child.  
  • Are the children going directly home? 

It must also be noted that once the child has been signed out of the Club by the designated person (not a member of staff) the Club can no longer accept any responsibility for the child.  

In cases where the child is to be collected by someone under 16 years of age parents will be asked to sign a declaration stating that they have been advised of the Club’s policy regarding this matter.

Late Collection

• 1 Hour Session – If this session is booked and the child is collected late then your magicbooking account will be updated to a full session charge. 
• Full session – Any late collections (after 5.45pm) will incur a £10 late collection fee. 
• Holiday Club full day or half day – Any late collections will incur a £10 late collection fee. 

Safeguarding and Welfare

• If your child does not arrive at a booked After School Club session and we have not been advised of their non-attendance by you, the parent/carer, we will begin our Missing Child Procedure. 
• We are committed to safeguarding all the children in our care from harm and abuse.
• Monifieth Out of School Care Club are obligated to report any suspected child abuse or neglect to the relevant authorities. 
• Parents must inform Monifieth Out of School Club of any conditions that may affect their child (medical, learning, behavioural, etc). If full information is not provided, this may result in Monifieth Out of School Club excluding them from certain activities or if it felt necessary, excluding them from using Monifieth Out of School Club.  In such circumstances no refund or credit will be paid. 

 Child Conduct – Child Behaviour Policy 

Due to the number and age diversity of the MOOSCC members, certain types of behaviour are unacceptable as they disrupt the harmony of the club and prevent the majority of the children enjoying their club experience.   

These are but not limited to: –

• Swearing
• Bullying
• Fighting
• Vandalism
• Rudeness
• Shouting
• Pushing/shoving
• Running away from staff or group. 
• Ignoring instructions 
• Arguing with staff or other children.
• Inappropriate behaviour or actions which make others feel uncomfortable.

It should be noted that Bullying is a form of abuse, MOOSCC would take any such report very seriously.  

Actions deemed unacceptable or inappropriate for MOOSCC will be dealt with using the following sanctions, applied in a stepwise manner. 

1. The child will be spoken to about their actions and a conversation will be had about making good choices.  
2. Staff will try where possible to provide a distraction for the child.  
3. If the behaviour continues, they will be asked to stop and warned that they would be moved away if the unacceptable behaviour continues, this is of importance if their behaviour is dangerous to themselves or others in the nearby vicinity.  
4. The Staff will encourage the child to come to a separate area and advised of the consequences if the unacceptable behaviour continues. If the child refuses to move to a safe area and the dangerous behaviour continues staff will need to contact a parent/carer immediately, this is to maintain the safety of everyone at club.
5. Staff will talk with the parent/guardian to advise them of the situation with the child’s behaviour.  If the child has to be collected from the session, then this must be done immediately. 
6. Following any incident all behaviour will be closely monitored.  If there is improvement in behaviour continued support will be discussed and agreed.  The situation will be continuously monitored.  However, if there is no improvement and repeated similar incidents are still occurring, the parent will be advised that unless their child’s behaviour improves considerably, then an immediate exclusion period will be imposed, the length of any such exclusion will be dependent on the nature of the incident.  

• All incidents will be recorded on Magicbooking, with full details of the incident/s and any actions taken. 
• If there are more than 3 recorded incidents within a single term or holiday period, immediate suspension will be mandatory. 
• In the event of threatening behaviour, bad language, physical contact or any other serious or dangerous incident, then suspension or exclusion will be immediate and at the Manager or Senior Practitioner’s discretion.  We will contact the parent/guardian and ask that the child be collected immediately. 
• We will only suspend or exclude a child from the Club as a last resort when all other behaviour management strategies have failed or if we feel that children or the staff are at risk.  Suspensions and exclusions will be fair, consistent, and appropriate to the behaviour concerned, and will take account of the child’s age and maturity as well as any other factors relevant to the child’s situation. If appropriate, we will seek advice from other agencies. 11.  Before the child can be allowed to return to the club, following any exclusion, the Manager/Management Committee will meet with the parents/guardians and where appropriate the child. This will allow for conversation where further strategies can be discussed (any strategies/adaptations must be in keeping with the clubs’ limitations) any additional monitoring period can be agreed if necessary. An agreement will be drawn up between the club, the parent/guardian and where appropriate the child, detailing the club’s behaviour policy and our expectations.  
• If your child exceeds our warnings per term, or we feel that their behaviour is that significant that the staff and children are put at risk, or if we have tried all strategies’ and feel our setting is not meeting your child’s needs, we reserve the right to terminate your child’s space. The Management Committee has the right to revoke membership of the club at any time as stated in both the club constitution and rules. 
• The Management Committee will be kept fully informed of the circumstances to maintain its duty of care to all children and staff. 

Suspensions

• We will only suspend or exclude a child from the Club as a last resort, when all other behaviour management strategies have failed or if we feel that children or the staff are at risk.  
• Suspensions and exclusions will be fair, consistent and appropriate to the behaviour concerned, and will take account of the child’s age and maturity as well as any other factors relevant to the child’s situation.  
• If appropriate, we will seek advice from other agencies.  

Medication

• If your child requires medication of any sort, including an inhaler, the following must be in place before your child can attend: 
• Permission to Administer medication form, please contact the club who will email this to you 
• Our own supply of medication (clearly labelled and in date) at the club as we have no access to any medication stored in school. 
• Please note: If the above is not in place, your child will not be able to attend the session

Forced Closures

•     If Monifieth Out of School Club is forced to close due to an external factor such as bad weather, infectious or contagious disease outbreak, power cut, teacher strikes or other industrial action, by order of Local Authority or Environmental Health, customers will still be liable for fees incurred during the entire period of closure 

Schedule Changes

•     Monifieth Out of School Club may need to amend activity programmes, schedules, services, dates, times and/or venues on occasions that may be out of our control. This will be without refund or compensation to the customer. 

Photography

•     Monifieth Out of School Club often take photographs and videos at our venues which can be used for marketing and promotional purposes, including on social media. If you would rather your child was not included in any photographs, please ensure your child’s consents are up to date. 

Complaints

•     If you or your child were not entirely satisfied with the services we provided, we would appreciate the feedback.  Please see our complaints procedure for official steps.  If you feel 

the complaint outcome is insufficient or would like to escalate your grievance further, please email the management committee at committeemooscc@aoosc.com

Liability

• Monifieth Out of School Club does not accept liability for personal injury or death of any participants unless directly caused by the proven negligence of the company or its servants. 
• Monifieth Out of School Care Club take no responsibility for any items that are lost/stolen or damaged at the club. 

Lost Property

•          Monifieth Out of School Care Club will endeavour to return items that can be identified. Unclaimed lost property will be distributed to local charities at the end of each term.  

Parent Abuse of staff

•     The threat or use of physical violence, verbal abuse, intimidation, or harassment towards our staff is likely to result in a termination of all direct contact. Such incidents may be reported to the police, and this will always be the case if physical violence is used or threatened.

Data Protection

• Monifieth Out of School Care Club collect personal details for you and your child to register and enable us to process your booking.  It is your responsibility to ensure that you have the necessary permission to pass on the personal details of everyone required.   
• For Monifieth Out of School Care Club policies and procedures, please contact: committeemooscc@aoosc.com  
• Parents must agree to the terms and conditions of our booking system to book with us. 

E-mail enquiries

      •      E-mail enquires will be responded to within 48 hours of receipt during club operating hours.