This working agreement sits alongside that accepted proposal, and it explains how pickup, handover, safety information, and monthly billing work in day-to-day life.
I will deliver the care myself. By starting services, you are confirming you have read and accepted the terms below.
What I cover
After-school program care runs on school days, on the days and times you book for your child. Each booked day follows the same flow: I collect your child from the agreed school gate, walk to the care location, supervise snack and a calm block, support homework where relevant, then hand over to an authorised adult with a brief end-of-day update.
* School gate pickup * Walking transfer to care * Supervised snack * Homework support * Calm activity block * End-of-day parent update
Service levels
You can count on three response levels from me. Safety first: if you message about a same-day pickup, a delay, an authorised adult, or an allergy concern, I treat it as Urgent and I reply as soon as I can while staying with the children. For day-to-day admin like timetable questions or an invoice query, I treat it as Standard and reply within my next working window. For non-time-critical items, I treat it as Planned and reply within a reasonable time we agree.
If I miss a level and it affects care, I will explain what happened, confirm the plan for the next day, and adjust the schedule or charge only if we both agree in writing.
Payment
After-school program care is recurring. I invoice each month at the start of that month. Nothing is paid up front beyond the month being invoiced.
Every invoice is payable within 7 days of its date. If something in an invoice looks wrong, tell me in writing within that 7-day window so I can check it against your booked days and correct it if needed. If payment is late, I will contact you to agree a plan and, if needed, I may pause future booked days until the account is up to date. I will not surprise you on the day with a cancellation without first messaging you to resolve it.
Price changes
I review my prices from time to time, usually once per year, because costs and school routines can change. If I need to change your price, I will tell you in writing before the new price starts, and I will make sure you have enough time to decide whether you want to continue.
A new price only applies from the next billing period after that notice. It does not change past invoices. If your schedule changes mid-period, I will confirm in writing how that affects the price for the next invoice, so there is no uncertainty about what you are paying for.
Access and details
For pickup and handover to work smoothly, I need the practical details that let me identify the right child and the right adults, every time. During enrolment, you and I confirm in writing the school name and the exact gate I will wait at, plus any entry steps at the care location if relevant.
If you need to share a door code, key safe code, or any similar access detail, share it with me in a secure way we both agree. Do not put it in a standard email, a form, or a group message. If an access detail changes, tell me in writing before the next booked day so I can plan the handover safely.
What I need from you
You are responsible for keeping your child’s file up to date and for making sure I can reach the right person at the right time. Before the first day, I need your completed family file and the supporting documents I request for enrolment. I use that file to confirm the pickup point, authorised adults, allergies, and end-of-day contact details.
Tell me in writing about changes that affect care, including new phone numbers, a different end-of-day plan, a new authorised adult, or updated allergy instructions. If you are running late, message me as soon as you know. I keep your child with me until the latest pickup time recorded in your file.
Insurance
I keep appropriate insurance in place for the after-school program care I provide, including the time I am responsible for your child from school gate pickup through to handover.
You are responsible for keeping your own family insurance that you normally hold as a parent, including cover that applies to your child and their belongings. If there is an incident, I will share the factual information you need to make a claim on your side, and I will provide my insurer details where needed for that process. If you want proof of cover before starting, ask and I will share what I can in a sensible, readable format.
If something goes wrong
If something is damaged, lost, or there is an incident during a booked day, I will tell you as soon as I can and I will follow up in writing with the basic facts: what happened, when, who was present, and what I did at the time. If it relates to an allergy or a health concern, I will prioritise your child’s immediate safety and then contact you.
If the issue was caused by my mistake, I will put it right in a fair way. If it was caused by something outside my control, I will still help you document it and work out a practical plan so the same situation does not repeat at the school gate or at handover.
No direct hiring
The service you are buying includes my availability, planning, and continuity. For that reason, while this agreement is running, you agree you will not ask me to provide the same childcare directly outside this agreement in a way that replaces the booked arrangement.
If you want to change the way care is arranged, talk to me first. If you decide to end the recurring plan and later want a different setup, I am open to discussing it, but it needs to be agreed in writing. This restriction continues for a period after the agreement ends, and I will confirm that period with you in writing so it is unambiguous for both of us.
How this keeps running
After-school program care is booked as a recurring monthly arrangement. Your place renews each month, and I invoice at the start of each month for that month’s booked days.
Either of us can end the recurring arrangement with written notice. I will confirm the notice period with you in writing when you start, because it depends on how the school term is running and what has already been reserved. If you end the arrangement, you pay for care delivered up to the end date and for any month already invoiced up to that point, adjusted only where we both agree a change in writing.
What I am responsible for
I am responsible for your child from the moment I take over at the agreed school gate until the moment I hand over to an authorised adult. I take seriously that the biggest risk in after-school care is a rushed handover at the end of the day, especially in bad weather or when the school exit is busy.
I cannot take responsibility for problems caused by missing or outdated information in your child’s file, last-minute changes that are not confirmed in writing, or a delay caused by you or an authorised adult arriving after the latest pickup time recorded in your file. I also cannot cover school holiday care, car or scooter transport, or any pickup change that has not been confirmed in writing.
Ending the arrangement
You can end after-school program care by giving written notice, following the notice period we have agreed in writing for your recurring plan. I can also end the arrangement with the same notice if I can no longer provide care safely or reliably, or if payment remains outstanding after I have contacted you to resolve it.
When the arrangement ends, you pay any invoices covering care already delivered, and I will send a final statement if anything needs adjusting. I will hand back any keys or access items you have given me, and I will confirm in writing the last day I am responsible for pickup and handover so there is no doubt at the school gate.
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