December 2018 and January 2019 Vacation Care Terms and Conditions

  1. After The Bell Aus will not accept a child into any of its OSHC programs without a current and complete Enrolment Form, which includes all applicable supporting documentation and the company’s nominated direct debit financier form. Any VAC booking forms that are submitted before a confirmed Enrolment form will be discarded. You are only able to make a VAC booking with a confirmed current enrolment, as directed by the Enrolments Department and your account does not have an outstanding debt.
  2. For January 2019 programs, you understand the Early Bird Rate is only until the first three weeks of the booking period. Additional program charges stated on the Vacation Care flyer are added to the Early Bird/ Normal Rate. Early Bird Rate only applies to Victorian Mainstream programs.
  3. January VAC period Direct Debit from a nominated bank account will not be accepted after 14th December 2018, 4pm After this specified date, payment can only be made via Credit Card (Mastercard & VISA only) through our online VAC Booking Payment System. Booking cannot be confirmed until full payment has cleared. For programs that have a December VAC please refer to the flyer for the applicable direct debit date.
  4. Period for bookings that are under an Approve Respite or NDIS users with After The Bell Aus will only be accepted until the 14th December 2018, 4pm. All respite/ NDIS payment must be finalised and cleared a week before the Vacation Care period commences. If invoice is not finalised care cannot be provided. It is to be noted that Child Care Subsidy is not claimable under NDIS requirements. Families who have Inclusion Support Program Funding can only access the funding if they have an up to date funding plan and that the funding plan includes Vacation Care. If this is not the case, then ISP funding cannot be provided, and additional care cost will be charged for staffing, if they wish for their child to attend the VAC program. All ISP funding must be approved two weeks prior to the first week of the VAC period.
  5. Once a booking is made, only the out of pocket costs based on the full fee amount are confirmed. The amount considering Child Care Subsidy (CCS) is an estimate only, if applicable to the account holder. The exact amount will not be known until the attendances have been submitted to CCMS and have been calculated and confirmed by the Government, which can take up to 2 weeks from the last day of the Vacation Care program period.
  6. Once a booking request form is received, the selected days are confirmed and After The Bell Aus will retrieve the full Vacation Care cost, less any applicable estimated CCS entitlements. After The Bell Aus will debit this amount by means nominated via the Vacation Care online request booking form. After The Bell Aus will continue to use these means and direct debit form provided until the Vacation Care account with After The Bell Aus is at nil balance, this includes any adjustments from CCS, dishonour fees and declination fees. Full payment is required as After The Bell Aus will not accept part payments.
  7. During the first 3 weeks of this booking period the account holder can make changes to their booking, such as cancelling or swapping days, without incurring fees or penalties.
  8. During the last 2 weeks of this booking period (the 2-week period before the commencement of the school holidays) any cancellation made will have 50% of the relevant gap fee credited to the account, which can be used towards the cost of future care used. Swapping of days is permitted but will attract a $10 processing fee. Where the new day is of lower cost than the original day, the difference is credited to the account to be applied towards future care use.
  9. Once the School Holiday period has commenced, any cancellation made for a confirmed booking cannot be refunded or credited. There is also no option to swap days.
  10. Payment for Vacation Care bookings placed during the first 3 weeks of the booking period will be direct debited from the account holder’s nominated direct debit account 14 days before the first week of the Vacation Care period. The account holder will receive a statement a day prior to the direct debit. Should a payment declination occur, this will attract a dishonour fee and the account holder will be notified via email. If the amount owing is not paid in full via an over-the-phone credit card payment by the due date stipulated in the dishonour notice email, the relevant Vacation Care booking will be removed from our system and care cannot be provided, until a new online Vacation Care booking form is submitted and successfully processed with full cleared payment.
  11. Payment for Vacation Care bookings placed during the last 2 weeks of the booking period (2 weeks before the commencement of school holidays) and once the Vacation Care program has commenced can only be made via a Credit Card provided as part of the online Vacation Care booking request. This payment will be taken the same day the booking request is received by our Head Office.
  12. You acknowledge that on selected days there may be a limit of children accepted into the program. The limit set is at the discretion of After The Bell Aus. Once capacity has been reached, your child/ren will be placed on a waiting list and contacted if a place becomes available. 
  13. If a booking is made after the Early Bird period, After The Bell Aus cannot guarantee a place nor can they guarantee all supplies will be available to your child that day to complete the scheduled activity that day. This is due to last minute bookings request.
  14. It is the responsibility of the account holder to contact After The Bell Aus Head Office if they have not received a confirmation / statement of their booking, but understand and acknowledge that full payment will be debited and selected days are booked in regardless.
  15. If paying via direct debit, the payee of the Vacation Care charges must ensure that they have provided After The Bell Aus with a correct banking details and their banking institution is notified that Debitsuccess will be debiting funds from the nominated account. If paying via Credit Card, the payee must ensure they have provided a valid credit card number and card expiration date. If at any stage banking details change, they payee must complete and forward a new Debitsuccess Form to Head Office. After The Bell Aus will not be held responsible for charges incurred due to incorrect account / credit card information provided incorrectly/invalid and non-notification, the dishonour fee will still be applied, even if payment is due to a declination. After The Bell Aus means of notification is via email.
  16. Bookings are immediately suspended and booking request form discarded, upon a dishonoured/ declination direct debit or dishonoured/failed credit card transaction or invalid credit card details provided. Applicable dishonour fees will apply. A new request will be required to be made if you wish to book again with available funds. Places will not be held if payment dishonours/declines/ or cannot be processed due to invalid details provided. After The Bell Aus will notify the account holder of any dishonour/ declination via email. Calls cannot be made during this period due to the volume of enquires in this period.
  17. The Educators at the programs have the right to refuse entry into on After The Bell Aus program if payment has not been made in full, the enrolment process has not been completed and / or if your child/ren are not on the attendance roll, or if applicable have not provided the required medications or devices to cater to your child's health need. It is vital to ensure you have provided an up to date enrolment form and that it has been confirmed/approved by the enrolments department. We ask you to avoid last minute enrolment and bookings, as this can hold up the process in accessing the program.
  18. After The Bell Aus have a one Educator to fifteen children ratio for in-house days (mainstream programs). Though programs that have attendees under twelve children will run as a single staff program for a portion of the day. Outside play is limited or until a two-staff ratio is present. After The Bell Aus has a single staff policy and procedure located in the parent handbook and at the program. The educator will always take children outside in the Licensed areas unless it is on an excursion/ routine outing.  
  19. It is the parent/guardian’s responsibility to ensure they have looked and read the evacuation procedure at the location where their child attends, as well as any important notices, licensed areas, VAC flyer, posters pertaining to where their child will be, as signing the enrolment form and submitting the online booking form acknowledges and accepted licensed areas activities, excursions, incursions, routine outings.
  20. If no CCS information and authorisation of enrolment with CCS is provided, or this information is not correct, the full cost of Vacation Care will be charged. If the required information is provided after the full fee amount has been debited, the entitlements will be applied retrospectively. Should this adjustment result in the account going into credit, this amount will not be refunded, but put towards future After The Bell Aus care. Refunds can be applied for only after the last day of the following Vacation Care period. After The Bell Aus is not obliged to call or email a parent who has provided incorrect or non-activation of CCS information, though one courtesy email will be sent to the account holder’s email address provided on the child’s enrolment form, upon enrolment.
  21. It is the responsibility of the person making the Vacation Care booking request to ensure that the days selected on the booking request form are correct before submission, as subsequent changes will incur an administrative fee. You acknowledge that once you have submitted your child/ren’s Booking Request Form it confirms all days selected and relevant fees incurred and understand once submit it confirms the requested days as booked and await a statement/ confirmation before selected requested care days can commence.
  22. All booking requests have to be made by no later than 12.00pm the day before care is required in order to confirm availability, payment and placement. If care is required on a Monday, the booking request therefore has to be received prior to 12.00pm on Friday, as Head Office is only attended during 9.00am till 4.30pm on business days.
  23. Bookings requests will be only be processed during Head Office business hours, excluding federal and Victoria/QLD/NSW metro Public Holidays and during Victorian EST.
  24. Once the VAC period commences there are no refunds given for cancellations due to change of work circumstances, change of mind or if your child/ren is/are absent due to illness, even if a medical certificate is provided. Policies and procedures are to be followed. There are no refunds for natural events such as floods, power outages due to weather conditions that is out of our hands, closure due to snow and/or fire, closure due extreme weather conditions that effects the operations of the service and cause risk to the duty of care to educators and children. All notifications of closure will be made via email and phone call to the account holder, with as much time notice as possible.
  25. Programs that do not have enough minimum attendances (12 children mainstream and 7 children ASD programs) for their VAC program may be cancelled. After The Bell Aus endeavours to inform affected families no later than one week prior to the commencement of the affected program.
  26. If there are outstanding Before and After School Care and/or past Vacation Care debts, the child’s booking may not be processed until payment is made in full and funds are cleared. This may include late fees, dishonour fees, admin charges and / or debt collection fees.
  27. I agree and consent to all After The Bell Aus debiting systems and all fees that I may incur by using After The Bell Aus Vacation Care incursions, excursions, additional day charges, late payment fees, late Administration fee, dishonour fees, swapping fees, cancellation fees, and late pick up fees.
  28. All incursions and excursions have limited capacity; your place is not confirmed until you received an official email to confirm your booking, along with cleared payment. Incursions include having an external provider coming to the program or high equipment cost for the day.
  29. If your child or children misbehaviour or not follow the program behaviour guidance rules and safety rules in accordance with After The Bell Aus behaviour guidance and occupational health and safety procedures. After The Bell Aus will not he held liable if your child or children is injury, accident, incident, trauma, illness resulting in not following the program behaviour guidance rules, occupational health and safety guidelines and After The Bell Aus policies and procedures. I accept that my child or children can be removed immediately from the program as a result of continued and/or serious misbehaviour. After The Bell Aus staff members will contact the parent / guardian, who will be required to collect the child immediately. Refunds will not be given. Please refer to the Parent / Guardian Handbook for information regarding the behaviour guidance procedures and policies. I accept that After The Bell Aus and its employees will not be liable or accounted responsible if my child or children do not comply with behaviour guidance and occupational health and safety procedures.
  30. I understand and acknowledge that I must ensure that my child/ren have a snack for morning tea, a nutritional lunch and a refillable drink bottle. I will not send my child/ren to the program with food that requires heating or cooking. I understand I must read the program carefully as some programmed days After The Bell Aus are supplying lunch to my child/ren.
  31. I acknowledge that my child/ren must bring a sun smart approved hat during the September to May period. If no hat is supplied, or the hat does not meet sun smart guidelines, I acknowledge that After The Bell Aus will provide a hat fee will be charged to my account every time a hat is provided.
  32. I acknowledge that sunscreen and comfortable clothing appropriate to weather conditions and excursion conditions must be provided. I acknowledge that my child/ren cannot wear thongs or high heels to the Vacation Care venue.
  33. I acknowledge that the following items are not permitted at the Vacation Care venues: Gameboys, Digimons, Nintendo’s, mobile phone, iPods, tablets, DS, PS, spending money (unless program specifies money allowance), toys of value and other electronic games. If any of these items are brought to the program, they will be removed from the child by the Educator for safe keeping until the child is collected at the end of the day. If a child brings an unauthorised item to Vacation Care and educators are not made aware of this, After The Bell Aus will not be held liable for any damage and / or theft. Communication devices such as a tablet is permitted at our ASD/SDS programs or for a child attending our mainstream services with additional needs.
  34. I authorise and consent to After The Bell Aus transporting my child/ren for the purpose of an excursion or program routine outing via the means stated on the Enrolment Form and Parent Handbook. I authorise and consent for After The Bell Aus to take my child or children within the approved Department of Education Licensed area. The Licensed areas are indicated at the program or by the parent/guardian asking an educator at the program. I acknowledge I have read any risk assessment pertaining to the location my child or children are attending and for applicable incursions and excursions.
  35. I agree that due to the structure of the After The Bell Aus Vacation Care and staffing requirements, I acknowledge that my child/ren will not have the choice to remain at the program venue when an excursion day has been scheduled.
  36. I understand that on incursion days’ children are to be at the program by no later than 9.00am, unless another time are specified on the booking form.
  37. I acknowledge and agree to all arrival and departure times on the Vacation Care flyer and understand that the transport provided will depart from the Vacation Care venue on time and understand that the form of transportation schedule may change due to weather or other unforeseen circumstances.
  38. I acknowledge that I have read the Risk Assessment on the website or at the program regarding all excursions or routine outings my child/ren participates in. I understand that I can also view all Risk Assessments pertaining to the current Vacation Care venue I select and the route of travel the transport service will take. I understand and acknowledge that by signing my child/ren into the program on a day where a Risk Assessment has been completed, I have accepted all Occupational Health and Safety risk associated with the relevant activity held on that day and the excursion event. I have accepted all Occupational Health and Safety risk associated with the relevant activity, outing held on that day and any centre base activities in the licensed areas .After The Bell Aus will not be liable or account for any accident, injury, trauma pertaining to your child whilst in care.
  39. I understand that scheduled excursions may not occur during extreme/severe/catastrophic fire danger days; After The Bell Aus will either postpone or provide an alternative activity of equal value where possible, no refund will be provided. All notifications of closure will be made via email and phone call to the account holder.
  40.  I understand and acknowledge Vacation Care days may be cancelled if the CFA has directed After The Bell Aus to close the program. The session rate for the affected days will not be refunded in these occurrences. All notifications of closure will be made via email and phone call to the account holder.
  41. I understand and acknowledge that if the CFA or emergency services has declared a Red Code Day for Emerald and Mater Christi the affected days will be cancelled. The session rate for the affected days will not be refunded in these occurrences. All notifications of closure will be made via email and phone call to the account holder. Please ensure you refer to the parent/guardian handbook for policies and procedures pertaining to fire and natural disaster days.
  42. The After The Bell Aus Parent / Guarding handbook is provided upon enrolment and with updated reviews. The Parent/Guardian Handbook form part of these terms and condition. Additional copies can be obtained by contacting admin@afterthebell.com.au.
  43. I acknowledge that After The Bell Aus is required to disclose information to the Department of Education and other government agencies, as all OSHC services are governed by both Departments. I understand that After The Bell Aus adheres The Department of Education and Training (DET) National Frameworks and to the Privacy Act 1988 and will ensure that information in my child/ren's Enrolment records are not divulged to another person unless necessary for the care or education of my child/ren, to manage medical treatment of my child/ren, where expressly authorised by the parent, prescribed in the National Law and National Law The Act, if required by law or in accordance with the Privacy Act 1988 and Information Act 2000.
Head Office
1220 Burwood Highway
UPPER FERNTREE GULLY VIC 3156
Postal Address
PO Box 7082
UPPER FERNTREE GULLY VIC 3156
Contact Us
03 9758 6744
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