We specialise in running Quality OSHC Services
WEB: www.happyhavenoshc.yolasite.com
Facebook: search Happy Haven OSHC
Director: Jamie Hutchison Email jamie.hutchison546@schools.sa.edu.au
Director: Nick Smith Email nicholas.smith998@schools.sa.edu.au
INTRODUCTION
Welcome to Happy Haven Out of School Hours Care, shortened to “OSHC”.
We are a professional team of qualified & part qualified experienced staff who provide a
quality, fun, safe, recreational child care program for the families of our community.
This care is provided outside of school hours, ie before school, after school and during
school holidays, for school aged children. Primarily we are a service designed for working
and/or studying parents and high risk respite, however, the benefits for families whom
require care just for respite needs is enormous, both for the parents and the children. We
encourage families to utilise our service for respite reasons. We do have a Priority of Access
Policy in effect at our service please come along and visit us to see if we have vacancies.
Vacancy availability changes term by term, week by week.
All OSHC services must adhere to educator:child ratios when at the service and on
excursions, as a minimum we must have a 1:15 ratio. These ratios are determined by a risk
assessment conducted by the service. Educators need to have or be working towards a
children’s services qualifications or equivalent.
While attending this service, the children take part in interesting and enjoyable educational
and recreational activities in a supervised, informal and safe environment. Activities include
cooking, art and craft, games and sport, special visitors and excursions. We have a weekly
program that we use as a guide for providing activities for the children. We base that
program on meeting children’s interests, developmental needs, requests, skills and abilities
and community celebrations / events. Our program provides children with the opportunity to
develop their individual skill & abilities, and enhance their self esteem through the various
recreational activities/routines/experiences provided. Children learn through play, as well
as through educational programmes.
Parents/caregivers, friends and relatives of families attending our service are encouraged to
participate in any of the following ways;
-
Volunteering on the Advisory Committee
Joining in celebrations eg Christmas parties
Surveys and feedback forms
Activity suggestions or any other suggestions/ comments in the suggestion box
To ensure your experience is fun, problem free and enjoyable please take the time to read
this booklet and be familiar with the Policy & Procedures folder, located near the parent
information section. Please feel free to contact the service if you have questions or would
like to offer feedback.
Welcome to Happy Haven OSHC, we know you will thoroughly enjoy your time with us.
Jamie Hutchison & Nick Smith
Co-Directors
The Pines OSHC
WEB: www.thepinesoshc.yolasite.com
PH: 8258 8337
Mobile Phone: 0403 369 532
OSHC Location:
Postal Address:
The Pines School
Happy Haven OSHC
42 Andrew Smith Drive
P .O. Box 1617
Parafield Garden
Virginia 5120
SESSION TIMES
Before School Care (BSC) 6:30- 8:30am
After School Care (ASC) 3:00-6:00pm
Vacation Care (Vac Care) 6:30am- 6:00pm
FEES
Fees need to be paid weekly, payment will be by Direct Debit
unless negotiated with the Director.
BSC
ASC
Early Finish
Pupil Free Day
Vacation care
$15.00 per session
$19.00 per session
$22.80
$49.50
$49.50 per day
Late Fee- $20.00 for the first 15 minutes and $50.00 there after
Fail to notify - $5.00 per family this is applicable where the service is not notified that a
child will not be attending a booked ASC session or where a child arrive at the service
without a booking being made.
Rejected Direct debit payment- $10.00
Hats charges- $7.00
Extra Lunch- $7.00
Casual Booking Fee- $1.00 per booking made if making a booking and providing less than
5 business days notice.
Enrolment Fee- $20.00
ENROLMENT & FEE REDUCTION
Enrolments will be accepted according to the Australian Government “Priority of Access
Guidelines’(see info page at the end of this document). Enrolment forms must be completed
prior to children starting in the program. These are available from the OSHC service or on
our website. Our website www.happyhavenoshc.yolasite.com contains information and
forms for all enrolment and booking related enquiries.
Parents are required to register with Family Assistance Office (FAO) to be eligible to receive
CCB (child care benefit) & CCR (chid care rebate). Once registered with the FAO, you will
receive a Customer Reference Number (CRN), this number is for the parent or guardian
claiming CCB and another CRN for your child. The FAO can also advise the family of their
eligibility and their payment choices.
FAO can be contacted on 136 150.
When you register with Centrelink you will be required to complete an application form.
What is CCB?
CCB is a payment provided by the Australian Government that covers 24-50 hours of
childcare per week. Eligible parents or guardians must:

Meet Australian residency requirement

Be enrolled/enrolling in an approved service (Happy Haven is one of these)

Meet child immunisation condition
The amount of CCB you receive varies depending on your income, type of care, amount of
care, number of children in care, and whether or not you pass the work, training and study
test.
What is CCR?
CCR is designed to help working families with the costs of childcare. The rebate covers 50
per cent of out of pocket expenses not covered by the CCB (up to $7500 per year per child).
You can choose to have the rebate paid to us on a fortnightly basis, thereby reducing the fees
you pay us, or you can elect to have the rebate paid as a lump sum quarterly into your bank
account
Why do i need to report the total number of children in care? And how do I notify the
service of this?
Your CCB is calculated based on the number of children in care, therefore if a child attends
an alternative child care service then you need to notify us so that we can apply for correct
entitlement. The same applies if a child is absent from care (and not being charged). This is
reported either by filling in the applicable section on the booking form (either OSHC or Vac
booking form) or you can simply tell one of our staff and they will record the information for
you.
Is there a fee to enrol into the service?
Yes, see the fee schedule for the fee amount. This fee is charged to set up your family on our
system, this is a once off fee as long as there isn’t a break in service of more than 365 days.
This fee will be debited with the first direct debit processed after care has commenced.
JET eligibility
If you are entitled to JET funding, you MUST notify the service at the beginning of the
funding period. JET funding cannot be backdated therefore you are required to provide us
the approval letter from the FAO.
SESSION TIMES
What times will sessions run?
Each service has different operating hours. Please see the service information pg 3
FEES & ACCOUNTS
How much does it cost for me to send my child to Happy Haven OSHC?
See the individual services fee schedule for session fees pg 3. Families may be entitled to
subsidies from the Family assistance office (CCB and CCR). Families need to be assessed
for these fee reductions through the FAO. Families are encouraged to speak to one of our
educators for a fee estimate taking into account your individual circumstances.
When are my fees due and how will I be advised what my fees are?:
Fees must be paid weekly. The service will email out accounts weekly (by Wednesdays) to the
email address listed for the enrolling parent**. This account will take into consideration
your CCB and CCR and will be for bookings for the previous week as well as any
outstanding money owed.
**note: educators will print an account upon request from the account holder.
How can I make payments?
Fees must be paid by Direct Debit, families will need to fill in a direct debit request form.
Direct Debits are processed every week on Thursdays (except where Thursday falls on a
Public Holiday, in this case it will be processed the next business day)
How much will be directly debited?
Accounts will be sent out on the Wednesday prior to the direct debit, this will outline the
total amount due to come out. Families can elect to have a maximum limit that can be
debited (just talk to one of our educators). If families are experiencing any difficulty with
payments and are needing to defer a payment, this needs to be done by 5pm the Tuesday
prior to the direct debit. You can ring at any time to check the balance of your account.
Other than the session fees, what other fees might I be charged?
Late Fee- A late fee will be charged in the event a child is collected after our close time.
These charges are outlined in the fee schedule for your service. As a courtesy you are asked
to contact the service and notify the staff that you are running late, staff will then be able to
reassure your children that you are ok but just running a little late.
Fail to notify- If you fail to notify the service of a child’s absence for ASC session you will
be charged a fee. Similarly if you your child arrives for a session and you have not made a
booking you will also be charged this fee.
Rejected Direct debit payment- In the event a direct debit payment is rejected a fee will be
added to the account and will be payable the following week.
Hats charges- On Vacation Care Days and PFD’s children will be issued a hat and the fee
will be added to your account if your child doesn’t have a hat to wear.
Extra Lunch- Children who arrive to a Vacation Care day or PFD without lunch and on a
day that lunch isn’t being provided by the service, a fee will be added to your account and
we will arrange a suitable lunch for your child.
Casual Booking Fee- If making a casual booking and provide less than 5 business days
notice a casual booking fee is applicable.
Enrolment Fee- See the fee schedule for the fee amount. This fee is charged to set up your
family on our system, this is a once off fee as long as there isn’t a break in service of more
than 365 days. This fee will be debited with the first direct debit processed after care has
commenced.
When might fees go up and how will I be notified?
Fees are reviewed each term and you will be notified 4weeks in advance of any increase via
the service’s newsletter (Note: this will be emailed out to the email listed on the enrolment
form), Service newsletters will also be on the service’s website. Fees are adjusted every 12
months in line with the C.P.I. increases in June/July. It is anticipated that fees will not
increase at every review.
Will I be charged if I have a permanent booking that falls on a Public Holiday?
No, whilst many other services do, we do not charge families for public holidays
BOOKINGS & CANCELLATIONS
We recommend families have permanent bookings, this ensures that both you and your child
know exactly when and where they are, however we also acknowledge that at times there is a
need to book additional days.
It’s very important that families notify us of any days that are booked and won’t be attended,
notifying us will avoid confusion, worry and additional fees and if enough notice given you
may even save money.
How can I make a permanent OSHC booking?
Families can make a permanent booking by completing a booking form either online (via our
website) or at the service. Bookings can take effect immediately, or have a commencement
date in the future. This booking form will remain in place until either a cancellation form is
received or a new booking form is provided. (ie. Will carry on term to term, year to year)
How can I cancel a permanent OSHC booking?
Families are required to give us one weeks notice (5 business days) for no fee to be charged.
If you give us less than 5 business days notice then a full session fee will be charged. Please
remember that your CCB will be taken off these cancellation fees for up to 42 days per
financial year, provided the last day of care charged for was attended. Any days charged for
after the child’s last day will be charged at full fees (as per Centrelink requirements)
Can I swap an OSHC booking for a different day?
If you provide 5 business days notice, then you are most welcome to swap a day for another
day or session. If this is a permanent swap then you must complete a new permanent booking
form.
Can I have a casual OSHC booking and how can I make a booking?
Yes families are welcome to make casual bookings with us at any time, provided that we
have the educators and space to accommodate them. Families will be advised if this is not
possible. Booking in for a casual session can be done using the parent communication book,
contacting the service via phone or email or using our website to submit a casual booking
request. We ask that you provide the service with as much notice as possible, the more notice
you provide the better chances you will have of us being able to accommodate your request.
Casual booking fees apply for bookings made with 5 business days or less notice.
Can I cancel a casual booking?
Once a casual booking is made, then families must comply with our cancellation policy. This
states you are required to provide 5 business days notice of a cancellation for no charge.
How do I book in for Vacation Care?
Our program comes out week 5 on the Friday of every school term. Families can book in
from this time. While families can make bookings at any time after this, we encourage
familes to book early to avoid missing out. Once we book out for a session families will be
advised and asked to make alternative arrangements.
When and how can I cancel a booking for Vacation Care?
Bookings for vacation care need to be cancelled by the date nominated on the cover letter
that accompanies that program and is also stated on the booking form. Cancellations can be
done by using the parent communication book, contacting the service via phone or email or
using our website to submit a casual booking request.
What about if there is an emergency and I need my child/ren to attend?
If you are enrolled in our service you can simply phone us on the service’s main phone line
and make the necessary arrangements. If our staff are not able to take the call, you can leave
a message on the answering machine. You will need to be clear about who and when the
booking is for. Our staff will contact you if there are any issues with this request, however it
is our intention to support families during emergency situations.
You are asked to contact the school front office and request they get a message to your
child’s class and advise them they need to attend for After School Care sessions.
Can I just notify the school that my child won’t be at school and OSHC for a day?
No, the school are not able to accept bookings or cancellations on behalf of the OSHC
service. You must notify us directly.
What happens if my children are booked in and don’t attend?
For ASC sessions if children are booked in and don’t arrive we have a responsibility to
follow up their whereabouts. For this reason we MUST be notified or you will be charged a
Fail to Notify fee.
If you are booked in for a before school care session, PFD or Vacation care day, we ask that
you notify us however failure to do so will not incur an additional fee as we can safely
assume that the children are being cared for by parents or an authorised person.
Is there a limit to the number of hours or days we can book in for?
No, however depending on how many hours you have been approved for by the FAO, will
determine how many hours will be covered by Centrelink subsidy. Hours outside of these
approved limits will be charged at full fee.
Families are usually approved for 24 hours or 50 hours. Meaning that if approved for
50hours, families would be able to book in for every session Monday to Friday (Before
school and After school) and have CCB applied for all their hours.
More than 50 hours per week is available to families in certain circumstances who need
extra assistance. Families need to contact the FAO to discuss this in more detail.
How many absence days am i permitted? And what happens once they are all used?
CCB is paid for each child for up to 42 absences per financial year from all approved child
care services, not from each service.These absence days can be taken for any reason with no
evidence required. Should you go over the 42 approved days you will need supporting
documentation and this should also be discussed with the service. Failure to provide
appropriate supporting documentation will result in you being charged the full fees.
Child care rebate and JET assistance are not paid for absences if you use more than 42
absence days for the financial year and you do not meet the conditions for additional
absences.
PROGRAM
While attending this service, the children take part in interesting and enjoyable educational
and recreational activities in a supervised, informal and safe environment. Activities include
cooking, art and craft, games and sport, special visitors and excursions. We have a weekly
program that we use as a guide for providing activities for the children. We base that
program on meeting children’s interests, developmental needs, requests, skills and abilities
and community celebrations / events. Our program provides children with the opportunity to
develop their individual skill & abilities, and enhance their self esteem through the various
recreational activities/routines/experiences provided. Children learn through play, as well
as through educational programmes.
POLICIES & ACCREDITATION
Our service is operated and guided by a series of policies incorporating the school’s policies
and our own service policies. Our policy folder is available on the bench next to the sign in
and out attendance sheets. Individual copies of particular policies or a comprehensive list of
policies can be photocopied upon request.
All policies and procedures are strictly in accordance with ACECQA’S national framework,
DECD requirements and other leading expert agencies eg cancer council.
OUR STAFF TEAM
Our team are highly trained and skilled educators, we
have educators who have a Diploma in OSHC,
Educations degrees, and others who are working
towards qualifications. All Educators are screened to
ensure suitability to work with children and they all have
Responding to Abuse and neglect training.
Our qualified team must also have and maintain Applied
First Aid, Anaphylaxis and Asthma Management
training.
Health & Safety
Emergency procedures practiced?
We practice these on a regular basis to ensure both Educators and children are familiar with
the expectations during emergency procedures. If you happen to arrive during one of our
practice runs, you will be asked to stay until we have completed our official duties.
If a child requires first aid during the session how will families be notified?
The way families are notified will depend on the nature of the injury... For all serious
incidents (Where medical treatment is required, including head injuries) Parents/
Emergency contacts will be advised as soon as possible. Where first aid was required for a
minor injury families may be notified by text, email or at the time of collection.
While we record all first aid we don’t report all entries to families (sometimes we deal with
lots of very minor stuff) and we would expect that children will pass on minor incidents to
their parents. If you have any questions we encourage to you to contact our team for more
information.
Health support plans for medical conditions and where OSHC is required to
administer medication.
We are required by Law to have health support plans and medication authorities that are
signed by a medical practitioner for all health related matters. Families are asked to update
these on a regular basis at least every 18 months) or when circumstances change. We are
therefore NOT able to administer ANY medication to children without this consent.
In some circumstances we are able to apply for additional funding for children with health
support needs and medical conditions, however would need supporting documentation to out
an application together.
What happens if health support plans are not provided?
Care can be refused if Educators feel that we are not able to appropriately/adequately care
for your child without health support plans in place.
In the event of an ambulance being called who is responsible for costs?
Families are responsible for all medical related costs including transportation via
ambulance. We strongly suggest having ambulance cover.
Reporting Hazards
Families are asked to support our educators in ensuring the safest possible environment is
provide all the time and can report any safety issues or concerns to the Educators.
If my child is sick will they be allowed to attend OSHC?
No, Children who are not well should remain at home and in the care of family. We do not
have appropriate facilities to care for sick children, in addition having sick children at
OSHC presents an undue risk to other children and educators.
Are families advised if other children have been at OSHC and were unwell?
Advice to families will depend on the nature of the illness. If there’s been a confirmed case
of an infectious disease in the centre, we will display an infectious disease notice and fact
sheet so that parents are aware of the symptoms to look for.
GRIEVANCE PROCEDURE
While we endeavour to have a harmonious environment, we appreciate that at times there
will be grievance’s that need to be addressed. Our policy outlines the process and
expectations from all stakeholders involved. Throughout all interactions we encourage
respectful, professional and a willingness to communicate.
OTHER FREQUENTLY ASKED QUESTIONS
When I drop off or collect my child do I need to sign anything?
Yes, It is a legal requirement that children are signed into the service and they also need to
be signed out on collection. Failure to do so could see Centrelink cease to apply for CCB
entitlements.
Can children have mobile phones at OSHC?
Children are not permitted to use mobile forms as a form of communication whilst at OSHC.
This means no text messages, phone calls, Facebooking etc. to anyone including parents. If a
parent/guardian needs to contact their child or vice versa, this must happen through the
OSHC landline. Mobile phones can be used by children to play games, listen to music etc. as
long as this doesn’t break our no-communication rule.
Can children bring items from home?
Yes they can, however we discourage this practice and take no responsibility for any lost,
damaged, stolen belongings. Where the item becomes an issue eg causing supervision issues,
safety or friendship issues children may be asked to pack away the item.
GUIDING CHILDREN’S BEHAVIOUR
Children attending the program are expected to respect the rights of others and will be
encouraged to choose acceptable behaviour during all sessions. OSHC is strongly committed
to providing a positive environment for children in which to learn and develop positive self
esteem. Every effort will be made to ensure that all interactions within the service are
respectful, genuine and caring. Our Guidance of children’s behaviour is focused on
reinforcing and encouraging the good and acceptable behaviours of children. Rewarding
children with acknowledgement and praise for choosing to behave acceptably and sometimes
rewarding children with “Points” every effort is made to “catch them being good”. Please
read our complete Guiding Children’s Behaviour policy. Below is a brief outline on how we
guide unacceptable behaviour.
If a child’s behaviour is considered unacceptable and they do not choose to behave
appropriately, then the following steps will be implemented:
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REMINDER about how to behave acceptably in that particular situation and
informed about the CONSEQUENCES if they choose to behave unacceptably.
IMPLEMENT Consequences. (See consequences section below)
REFLECTION TIME If they continue to behave unacceptably or in an unsafe way
they will be asked to go to the office, to fill out a behaviour agreement form. This
gives them the opportunity to reflect on why they are behaving this way, the feelings
behind the unacceptable behaviour and it guides them to choose acceptable ways to
deal with the problem/feelings/reasons. This is to show the seriousness of the
behaviour, allow time to cool off and think about fixing things up. We call this time
Reflection Time.
If behaviour continues the consequence may include restricted play. Restricted play
can include limiting the choice of activity or play area.
If the behaviour continues PARENTS/CAREGIVERS WILL BE NOTIFIED and the
behaviour discussed. An individual behaviour plan will be developed for the child
between the child, their parents/guardians and OSHC Director.
Repeated or serious behaviour may result in suspension or exclusion from the
program
Encouragement of good behaviour and rewarding good behaviour with praise will
continue throughout the above steps.
Depending on the seriousness of the behaviour educators may choose to skip any of
the above steps.
If parents discipline their own child within the service then no form of corporal punishment
or unacceptable language is to be used. If this occurs, then the staff member will report the
situation to the Director.
Parents/caregivers are to approach a staff member if they are concerned about another child’s
inappropriate behaviour.