HOURS OF OPERATION

PLAYORAMA Session Times Enrolment Procedures General Information Session Format Donations Please Parents Role What to Expect Feedback

 

 

Introduction

This information is designed to provide parents/guardians and guardians with important information about how the Vacation Care Program operates and what is required of parents or guardians who use the service.

 

We hope that this information assists in providing a positive school holiday experience for you and your child. It should be read in its entirety and if you have any questions please feel free to contact the Vacation Care Coordinator

Ph: 9404 4811

 

The programs offer supervised, secure and enjoyable activities, designed to meet the care and recreational needs of primary school aged children during the school holiday periods.

 

The programs use qualified staff and met the National Standards for Outside School Hours Services relating to: staff ratios, facilities, administration, programming and health and safety.

 

In addition, parents using the Vacation Care Program are eligible to receive a fee subsidy for having their child/ren on the program under the Commonwealth Governments Child Care Benefits Scheme.

 

Further information on families entitlements under the Child Care Benefit Scheme can be obtained by contacting your nearest Centrelink office or visiting the following website www.facs.gov.au.

 

Aims o

Our Philosophy

Our Philosophy is to provide a quality Vacation Care Program, which is clean, safe, stimulating and develops the “whole” child.

• An environment that provides children with choices.

• To foster the social, emotional, physical, intellectual development of each child.

• For the children to develop respect for others, equipment and their environment.

• To provide high quality care which meets the standards of the National Out of School Hours Care Guidelines

• To involve parents and staff with appropriate and continuing interaction

• To provide continuing training of staff

• To foster the YMCA philosophy—we build strong families, communities and people.

 

Aims and Goals

To provide the children with a healthy, happy, loving, caring and trusting environment, where each child develops a strong sense of independence and belonging.

 

To provide each child the opportunity to develop the following areas:

• Social and emotional skills, physical skills, fine motor, gross motor and Intellectual/cognitive skills

• For children to develop independence and self discipline

• For the children to develop effective communication and problem solving skills

• For all children to have equal access to the program regardless of race, ability, age or physical abilities.

• To offer families a positive alternative to caring for children in the home or leaving them in informal care arrangements

• To increase recreational and social access for children with additional needs

What happens to information collected by the YMCA

The YMCA requires information from families using the School Holiday Program to provide the best possible care for your child/ren and to administer Child Care Benefit. The information collected by the YMCA is kept in accordance with the Information Privacy Act 2000 and the Health Records Act 2001. All of the information collected is stored securely, remains confidential, and only accessed by the appropriate staff members.

 

For further information or questions on what happens to your information or if you would like to gain access to your records please contact the coordinator on9404 4811.

 

Vacation Care Venues

 

Mill Park Leisure & Services Centre

Morang Drive, Mill Park

FAO venue CRN 555 011 096X

Telephone – 9404 4811

 

Riverside Community & Activity Centre

Doreen Rogen Way, South Morang

FAO venue CRN 407 005 735X

Telephone – 0408 404 990

  

Laurimar Community Centre

Hazel Glen Drive, Doreen

FAO venue CRN 407 005 735X

Telephone – 0409 970 028

 

The Whittlesea YMCA Vacation Care Program operates at four venues. The FAO venue CRN numbers must be quoted when registering for Child Care Benefit at the Family Assistance Office on 13 61 50.

 

The telephone numbers provided operate during school holiday times only. Please

contact the coordinator on 9404 4811  for all program related enquires.

 

Responsibility of parent/guardians

To enable the YMCA to provide the best possible service to parents and guardians using the Vacation Care Program and for the YMCA to meet the requirements associated with offering the Child Care Benefit Scheme, we rely on the cooperation of parents and guardians to complete several tasks.

 

For parents/guardians to receive reduced fees using Child Care Benefit Scheme (CCB) or to claim CCB as a lump sum at the end of the financial year, you are required to:

• Contact the Family Assistance Office (FAO) to advise of your intention to use the Whittlesea YMCA Vacation Care Program (Phone: 13 61 50).

• Register your child/ren for all of the venues that you intend to use by quoting the FAO venue CRN numbers, listed above. Please register for your two preferred venues whether you think you will use them or not.

• Sign your child/ren in and out of the program each day

Parents are required to notify Whittlesea YMCA Vacation Care Program if the following occurs:

• You have used allowable absence days in other approved child care services during the school term or other School Holiday Program during the current financial year.

• You have other children in approved care services when you have a child/ren attending the School Holiday Program.

• Your contact details have changed or are incorrect.

• Your children will not be attending any future Whittlesea YMCA Vacation Care programs

Who can use the Vacation Care

The CCB guidelines states that “ The Outside School Hours Care and vacation care program are funded mainly for primary school aged children, but can assist children outside this range in special or emergency situations.” (Department of Family and Community Services OSHC handbook).

 

The program is open to all children of parents who are eligible under the Commonwealth Governments Child Care Benefit Scheme and or priority of access guidelines. Due to the high demand for places and State Government requirements, the YMCA is unable to accept children who have not yet started school. (except for the January program where children are 5 years of age and will be attending school the following year)

Alternatively if your child has finished grade 6 in December they can only access the January Program in the following year and not any subsequent programs.

 

Children with additional needs are welcome to attend the School Holiday Program. Whittlesea YMCA Vacation Care is committed to providing care to children from diverse backgrounds, which includes children with additional needs and those with a physical or intellectual disability.

 

Please contact the Vacation Care coordinator, if you are planning to enrol a child with additional needs in to the program.

 

Arrival & Departure Procedure

Parents/guardians over the age of 18 years must sign their child/ren in and out of the program each day. This is a legal requirement for Child Care Benefit purposes and is part of the YMCA’s funding agreement in offering Child Care Benefit.

 

Children must not be dropped at the Centre prior to opening times and will not be accepted until the official opening time. The YMCA will not accept responsibility for children arriving or leaving unaccompanied outside operating hours.

 

Enrolment Process

Brochures and application forms are sent out to families who have used the program within the last twelve months. Brochures can also be collected from the centres, and council

 

The following timetable will apply for all programs except for the January programs where the date YMCA will work back from will be 23rd December. Please refer to each specific holiday program brochure for extract payment and closing dates.

• 5 weeks prior to program - Brochure mailed out and available

• Drop in the enrolment form as soon as possible for it to be proceeded

• 2 weeks prior to program - Attend on of the confirmation sessions to pay and confirm booking

• 2 days prior to commencement  - Any bookings not cancelled in writing by this time will still have to pay for, even if the child /ren will not be attending

• 3 working days prior to program - Second round payments due

 

The YMCA makes every effort to place your child in the program of your choice however all places are subjected to availability and priority of access guidelines

Completing and submitting an application does not guarantee a place on the program

 

Enrolment Process - How Places are allocated

Places will be allocated to families who wish to use the School Holiday Program in the

following order:

• Families with a child at risk.

• Families who are working, studying or looking for work. (50 hrs approval from Family Assistance Office)

• Families who are applying for respite. (20 hr approval from Family Assistance Office)

• Other.

Providing families

• Have no outstanding fees from previous programs.

• Have submitted the application form by the official closing date.

• All applications received by the official closing date are stamped and dated as they a received at Mill Park Leisure Centre and put into the above respective priority of access groups. Places are then allocated in order of the date received on the application forms providing they meet with the priority of access guidelines and enrolment schedule.

 

Families and children not registered with the FAO to the program they intend to use.

• If children are not registered with the FAO for the program they intend to use the following will apply:

• Families will be required to pay the full daily fee for the child/ren until the YMCA receives the assessment notice from the FAO.

• No refund will be given

• A credit may be given to a parent for the following program

 

Before program commences

Refunds will only be given to cancellations before the program commences if payment has been made, is in writing and received to the YMCA 5 days before the program commences. If no cancellation is received payment must be made.

 

After program commences

Once the program has commenced refunds for booked and paid places will not be issued under any circumstance. This includes, non attendance due to sickness or other reasons or if your child/ren has been suspended from the program for any reason.

 

 

Cancellations, Refunds and Absences

For Child Care Benefit purposes, cancellations and absences will be marked as an allowable absence unless a medical certificate is presented, in which case, they will be marked as an approved absence.

 

Children are allocated 30 allowable absences a year for all approved child care centres. Parents/guardians are not eligible to claim Child Care Benefit once they have exceeded the 30 allowable absence days.

 

It is the parents responsibility to inform the YMCA of the number of allowable absence days their children have used at other approved child care centres.

Parents/ guardians are required to sign to confirm their child’s absence from the program to be eligible to claim Child Care Benefit as a reduced fee.

 

Late Fee and Late Collection Policy

Parents/guardians who pick up their child/ren after the program’s operational closing

hour of 6.00pm will be charged $1.00 per minute. This charge is to cover the additional staff wages and the extra expense of keeping the venue open.

 

Parents/guardians are required to notify the centre immediately if they are going to be late collecting their child. If parents are going to be more than 30 minutes late, they will be required to make alternative arrangements for the collection of their child/ren.

 

If after 30 minutes parents/guardians have not made contact with the centre, the staff will contact the emergency contact person to arrange collection of the child/ren. If, after 60 minutes, no contact has been made with the parents/guardians or emergency contact person the child/ren. If no contact has been made after four hours the Department of Human Services Child Protection Service will be contacted.

 

Hours of operation

The School Holiday Program operates for 13 weeks of the year in school holiday periods.

Operational hours for all venues are from 7.30 am to 6.00 pm (Mill Park and Riverside) and 8.00 –6.00pm (Thomastown and Laurimar) Monday to Friday during the school holiday periods.

 

Illness and Infectious Disease

School Holiday Program Staff may be able to provide care for children with some mild illnesses for example a mild cold. However staff reserves the right to refuse access to the program if they deem a child to be unwell.

 

Health Department regulations do not permit children with an infectious illness to attend the School Holiday Program. A child with an infectious illness/ condition jeopardises the health of other children, staff and other families. A medical certificate may be required before a child can return to the Vacation Care Program after an infectious illness.

 

Parents are advised that non immunised children:

• May be excluded from care in the event of an infection outbreak

• May not be eligible for fee assistance through the Child Care Benefit Scheme

Behaviour Management

The YMCA follows a positive Behaviour Guidance Policy. Rules are set by staff in conjunction with the children at the start of each program. Children are expected to behave in a way that is appropriate to meet the aims and objectives of the program.

 

The YMCA  reserve the right to remove any child/ren from the program where the child:

• Acts in such a way that threatens the physical and or emotional health of any child, staff member or themselves

• Repetitively and or deliberately does not follow the instructions given by staff

• Has an illness or other health related issue that may be dangerous to other children, staff members or themselves

• Deliberately damages any property or belongings

Staff will follow and document a three warning system for children who misbehave on the program. The following behaviour management policy will apply:

• After the third warning parents/guardians will be notified by telephone to come and collect the child from the program immediately

• Parents will be given written notification that their child will be not be able to attend the program for the next two days they are enrolled

• If a fourth instance occurs the child will excluded for the rest of the program

• Written agreement between parents and the YMCA may be required for future attendance on other holiday programs

What to bring

• Lunch and snacks for morning and afternoon tea

• Drink bottle and drink. (water is available at all centres)

• Appropriate clothing and covered footwear, no thongs please

• Wide brim or legionnaires style hat and sunscreen

No money, toys, computer games, mobile phones or scooters to be brought to the programs

 

Please be sure all clothing and equipment, such as bags, clothes and lunch boxes are clearly labeled with your child’s name

 

Medication procedure

Parents/guardians must fill in a Medication Form at the School Holiday Program venue when medication is required to be administered while the child is in care.

Medication will only be given from the original container with the child’s name stated on the label and the required medication levels provided and it is within the expiry date.

Medication will be given by an appropriate staff person and checked by a second staff member.

All Medication is to be clearly labeled and in the original container.

 

Sun smart

The YMCA adopts a Sun smart policy. All children are required to wear hats, appropriate clothing and covered footwear and sunscreen when outdoors during all programs.

Parents/guardians are to provide children with hats, sunscreen and appropriate clothing to suit the weather conditions and activities that the children are doing.

 

Outdoor activities will be reduced between the months of October to April between the hours of 11.00 am and 3.00 pm. Staff will be expected to be positive role models and wear appropriate sun protection clothing, footwear and apply sunscreen

 

If parents/guardians do not provide the necessary sun protection items, their children may not be able to participate in the outdoor activities or attend excursions.

 

Staffing

An intensive recruitment procedure ensures staff working on programs have the skills and knowledge appropriate to care for children and can implement YMCA’s Operating and Procedure Manual. Staff ratios and qualifications are in accordance with Commonwealth

Government Standards.

 

The following process is used in the recruitment of staff:

• Interested applicants submit a resume and complete an application form and are invited to attend an interview

• Interview consists of : providing applicants with information about the YMCA’s Vacation Care processes and the role and  expectations of staff working on the program

• Applicants are given a scenario, which is aimed at assessing the ability of staff to work in small teams, leadership potential, communication skills and problem solving techniques

• Applicants are then assessed against set criteria based on the role of working on the program and ability to relate and work with children,

• Staff complete a Victorian Police check

• If staff pass both assessment and police check they are then required to complete a compulsory three hour induction session. This session informs staff of OH&S Programming tips, Infectious disease control, Duty of Care and supervisory skills

• Staff are then selected to work on a program based on the requirements of the program

• Additional training and information sessions are conducted through out the year to assist staff continually improve the standard of care the YMCA is providing

Payment of Fees

School Holiday Program places are in great demand. All fees must be paid for by the due dates or your booked places will be allocated to other families waiting for care.

Parents/guardians who have not paid their account will not be able to access any program until their accounts have been settled in full.

Child Care Benefit is based on the income each family earns. The amount families are required to pay may change and is subject to the information the YMCA receives from the Family Assistance Office. If you notify the Family Assistance of a change in income either before or after the School Holiday Program your fees may change even if you have already paid your account.

 

Custody and Access

Children will only be released from care when an authorised person has signed the child out of the program. This is a requirement of the Commonwealth Government. An authorised person is a parent/guardian or other person listed on the child’s enrolment form as authorised to collect the child.

 

If there is an order by court, magistrate or an officer of the Police Force that exempts a particular individual having access and/or communication with the child a copy of the order must be provided to the coordinator to protect the safety and care of their child/ren.

 

Feedback and Enquires            

The YMCA welcomes all types of feedback and enquiries from families on any aspect of the program. The YMCA reports quarterly to council on its role related to the provision of Child Care services with in the Municipality.

 

Surveys are conducted each program and we encourage parents to complete and return these surveys to assist us in continually improving the program.

Any complaints raised will be taken seriously and will follow the Children’s Services Complaints Handling Procedure. If parents have a concern relating to the Vacation Care Program it should be discussed in the first instance with the Programs Leaders

.

Enquiries regarding the YMCA’s Vacation Care Programs can be directed to :

Youth and Family Services Coordinator Rachel Thorpe phone : 9404 4811 or click here to leave your feed back.

 

Payment of Fees

Parents/guardians experiencing extreme financial hardship should contact the coordinator. The School Holiday Program provides a stimulating, active care and recreational experience for primary school aged children.

To enable your child to participate fully in the program, children need to be signed in to the program before 10.00 am and collected after 3.30 pm unless other arrangements are made.

 

Welcome to the YMCA and City of Whittlesea’s Family Holiday Program. The program caters for families living within the City of Whittlesea requiring affordable family activities during school holiday periods.

ELIGIBILITY CRITERIA
To access the program families must meet the Eligibility Criteria for the program:
1. Written referral from local agencies
2. Hold a current Health Care Card
3. Receive a Centrelink Allowance
Upon enrolment, families must bring along relevant supporting documentation such as pension, health care or disability card.

The program can accommodate children between the ages of 4-13 years.

WHAT TO BRING
Parents are advised to bring:
Sunscreen
Bottled Water
Hats
Appropriate clothing suitable for both the weather conditions and activity.
For full day trips we advise parents to bring along a packed lunch and snacks.

BOOKING PROCESS
All bookings are processed through the Mill Park Leisure and Services Centre. Please complete the registration form and return to the Mill Park Leisure Centre. Bookings will be processed and allocated in accordance with the eligibility criteria. You will be notified of which activities you will be attending. You will be required to come into the Centre and pay for the activities/trips that you will be attending. You will be required to be at the Centre 15 minutes prior to departure time.

A member of the YMCA staff team will accompany the group to all activities.