It covers After-school program enrolment and the ongoing care that follows, including school pickup, sign-in and sign-out, and authorised pickup checks. If you have an accepted proposal or booking confirmation from me, this agreement sits alongside it. If something differs, I will point it out in writing before the start date so there is no confusion at the school gate. By starting care, you are confirming you have read these terms and you will follow the pickup and sign-out process exactly as written below.
What I do
Your booking covers the set school days you book for the term, and it runs week to week as recurring care. Each booked day I collect from school, confirm attendance against my roll, supervise care and activities, serve snack with allergy checks, and only sign your child out to an authorised collector.
Your proposal sets the details and includes: Enrolment intake handling; School pickup supervision; Daily sign-in and sign-out; Authorised pickup checks; Snack and allergy handling; Incidents and parent updates.
* Enrolment intake handling * School pickup supervision * Daily sign-in and sign-out * Authorised pickup checks * Snack and allergy handling * Incidents and parent updates
How quickly I respond
I treat messages based on what is at stake. For urgent health or safety issues (for example, a pickup confusion at the gate, a missing authorised collector, or an incident), I will contact you straight away using the parent contact details you gave me. For same-day changes that affect pickup, I aim to reply as soon as I see the message, but I cannot promise I will read messages while I am in active supervision.
For admin questions (invoices, future days, forms), I reply within my Normal Response level, which I will confirm during intake. If I miss a service level, I will tell you what happened, what I have done to fix it, and what to expect next.
Payment
After-school program enrolment is billed as recurring weekly care. Each week is invoiced at the start of that week, and nothing is paid up front beyond it. Every invoice is payable within 7 days of its date.
If you add an extra day, I will confirm availability and the cost in writing before I add it, and I will invoice it with your next weekly invoice unless I confirm another timing in writing. If an invoice becomes overdue, I may pause future care dates until the account is brought up to date. I will not do that without first contacting you so you can fix it quickly.
Price changes
I review pricing from time to time to keep up with costs and to make sure the service is sustainable. If I need to change your weekly rate or any listed fees, I will give you written notice before the new price applies. The notice period will be the one I state in that message.
If your needs change mid-term (for example, different booked days, regular late pickups, or a change that affects staffing and supervision planning), I will price the change and confirm it with you in writing before it starts. Until you agree in writing, your existing booked days and rates stay as they are.
Pickup details
For care to run smoothly, I need the right access details up front: your child’s school name and pickup point, the pickup time window, and any school-specific sign-out steps I must follow. I will confirm the meetup point and pickup routine in writing during intake so there is no guessing at 3pm.
I also need an up-to-date authorised pickup list and at least one parent contact who can answer the phone during pickup time. If you need to share sensitive information (for example, gate codes or account logins for a school app), do not send it in a form or a normal email. I will tell you the safe way to provide it.
What I need from you
You will give me one main parent contact and keep your phone number(s) current. You will also keep your authorised pickup list up to date in writing. If a collector is not on the list, I will not sign your child out to them, even if they know your child and even if they say you told them it was fine.
You will tell me in writing about anything that affects safe care or pickup, including changes to booked days, allergy notes, medical or care needs, court orders that affect collection, or a change to your child’s usual end-of-day plan. If you message a same-day change, make sure you receive my written confirmation back. If you do not, assume the change is not in place.
Insurance
I keep the insurances that make sense for the work I do, including cover for my services and day-to-day supervision activities. If you want to see confirmation that I hold current cover, ask and I will provide it.
You are responsible for your own family’s cover for things outside my control, including your child’s personal items (bags, devices, special toys) and any circumstances that happen before school pickup and after you have signed your child out. If there is something you are concerned about, tell me during intake so we can agree on a practical plan in writing.
If something goes wrong
If there is an incident, injury, near miss, or property damage during care, I will record what happened, what I did, and who was involved, and I will update you the same day. For urgent health or safety concerns, I will contact you straight away.
If something of yours is damaged while your child is in my care, tell me as soon as you can and include a photo if possible. I will do the same if I notice damage. We will then agree in writing on the next step, which may be repair, replacement, or another practical fix. I am not responsible for normal wear and tear or for items you send that are not suitable for after-school use.
Not for direct hire
The care you are booking depends on consistency, planning, and training time that sits behind the scenes.
This also applies for a period after care ends. I will confirm that period in writing during enrolment intake. If you want different arrangements (for example, a change of schedule or different days), talk to me first. I am happy to look at options, but I need it agreed in writing so expectations stay tidy.
How it renews
Your booking runs as recurring weekly care for the booked school days you hold for the term. It renews automatically each week unless you or I end it in writing. This keeps billing and pickup lists steady, so there is no last-minute confusion.
If you need to end care, you will give the notice period I confirm during enrolment intake, in writing, so I can close out billing and update my pickup and sign-out lists from the right date. I will also give you the same notice if I need to end care from my side, unless something happens that makes it unsafe or not workable to continue.
What I’m responsible for
I am responsible for providing after-school care with proper supervision and for following the sign-out process I describe in this agreement. I take authorised pickup checks seriously. If I do not recognise a collector, I ask for photo ID and I match the name to the authorised pickup list before I sign your child out. If there is a mismatch, I contact the parent contact.
I cannot take responsibility for delays or disruptions that are outside my control, such as school schedule changes, lockdowns, severe weather, or a school-directed change to pickup arrangements. I also cannot guarantee that every minor bump or disagreement between children can be prevented, but I will manage behaviour, separate where needed, and report incidents clearly.
Ending care
Either of us can end this arrangement by giving notice in writing. The notice period will be the one I confirm during enrolment intake. Care and billing continue during the notice period unless we agree a different end date in writing.
When care ends, you will pay any invoices for weeks already started and any agreed extras already provided. I will confirm the final day you have booked, make sure my authorised pickup and sign-out list is updated from that date, and provide any outstanding incident notes or admin you reasonably need to wrap up. If you need records for your own admin, ask and I will tell you what I can provide.
Signature
