Holiday Programmes

Y-Kids

The YMCA provides fantastic holiday programme

options over the school holiday period. We know

it can be a challenge to ensure your kids stay

entertained throughout the holidays. The YMCA is

here to help by keeping your kids busy with a

range of experiences for children of different

ages, genders and cultural backgrounds.

From day trips around the city to arts and crafts

projects, from sports competitions and outdoor

games to week long holiday camps, we’ve got you

covered! Our day programmes operate from 9

locations around the Greater Wellington Region.

Holiday Camps run all week long from the

picturesque Camp Kaitoke and offers your child a

chance to experience independence, self reliance

and the opportunity to make great friends

DONT DELAY- BOOKINGS ARE ESSENTIAL

Visit your local YMCA venues for more details or

check us out at www.ymcawellington.org.nz

1. Mount Cook School

160 Tory Street, Wellington City

2. Churton Park School 90 Churton Drive, Churton Park

3. Mana College

1 Awarua Street, Elsdon, Porirua

4. Ngati Toa Domain Hall

61 Pascoe Ave, Plimmerton

5. Postgate School *

1 Straithes Drive North, Whitby

6. Moera Community Hall,

107 Randwick Cres, Moera, Lower Hutt

7. Belmont Hall

709 Western Hutt Road, Lower Hutt

8. Silverstream School

27 Whitemans Road, Silverstream

9. Camp Kaitoke **

184 Marchant Road, Kaitoke,

Upper Hutt

10. YMCA Masterton

371 Queen Street, Masterton

* Postgate School is the venue for our

Speciality programmes

** Camp Kaitoke is the venue for our

residential camps and outdoor education

centre

All our programmes are WINZ & OSCAR approved which

means there are subsidies available for those that qualify.

If you qualify for subsidies you need to bring us your forms

nice and early so they can be filled in.

This programme is supported by funds from the Ministry of Social Development

3 Book online at www.ymcawellington.org.nz

HOLIDAY PROGRAMMES WELCOME TO YMCA SCHOOL HOLIDAY PROGRAMMES

This parent handbook contains info on:

Hi,

I’m Fiona McCaskill the YMCA Holiday Programmes Operation Manager.

I have had the pleasure of working with the YMCA for nearly 2 years now

after the holiday programmes shifted from the Porirua City Council.

With over 15 years’ experience working with children and young people and

a degree in Psychology I try to incorporate the knowledge and skills I have

gained into providing fun, safe and engaging holiday programmes.

I am passionate about our communities’ children and making sure that

quality services are readily available. I hope that every child and young

person in our holiday programmes has an awesome time, tries new

experiences and feels a sense of belonging as part of the YMCA.

See you in the holidays

Fiona McCaskill Hi

I’m Melissa Sims, the YMCA Y Kids and Volunteer Programmes Coordinator.

My role focuses on OSCAR Holiday Programmes, volunteerism and

delivering Y dance/movement programmes for Under 5s and children with

special needs. I believe in ensuring that children are provided with quality

recreational opportunities to enhance their confidence, growth and

development.

In qualifying with a Bachelor’s Degree in Sport Science and Coaching; a

Post-Graduate Diploma in Sport and Leisure Studies; a Certificate in OSCAR,

as well as gaining over 12 years’ of experience working within the sport,

recreation, education and dance sectors, I have become super passionate

about making a difference to the lives of children and young people.

I am currently developing and extending our Y Volunteers

programme. Here, we aim to recruit, train and educate people to develop

new skills and give back to the community. We will be beginning the young people’s volunteer

programme in early May and tying it in with our great youth programmes.

I look forward to seeing you soon!

Melissa Sims

Fiona McCaskill

HP Operations Manager

Contact Information 4

What your child should bring and should not bring to a HP 5

A day in the life of a HP 5

Our staff and philosophies 6

Fees bookings and enrolments 7

Online Booking Info 8

Important information for Parents 10

Terms & Conditions 11

Melissa Sims,

Y-Kids & Volunteer

Programme Coordinator

HOLIDAY PROGRAMMES CONTACTING HOLIDAY PROGRAMMES

Each site where a programme is based will have a working phone readily available for use by staff

for OSCAR purposes.

In case you need to get hold of your child or staff member during holiday programmes – please take

note of your centre phone number.

A mobile phone will be available for use in emergencies while on excursions. Where phone

coverage is not available, strategies for communicating in an emergency will be documented in the

Risk Analysis Management Systems.

ABSENCES All absences must be advised by a phone call or text

message to the Holiday Programme Centre Supervisor.

48 hours’ notice will result in NO charge. Please note this is

business hours only during week days 7.30am—5.30pm

Supervisors Contact Numbers:

Belmont 027 717 0922

Carterton 027 228 3950

Moera 027 703 5705

Mount Cook 027 782 0794

Silverstream 027 244 2608

Ngati Toa 021 0829 9267

Churton Park 022 187 9406

Postgate 021 0829 8765

Mana 021 0829 9340

YMCA Head Office

BOOKINGS and Changes 04 568 3252 ext 811

[email protected] or

www.ymcawellington.org.nz

Accounts & Billing Rebecca White

04 568 3252 ext 708

[email protected]

Holiday Programme Operations Manager Fiona McCaskill

027 644 2020

04 568 3252 ext 811

[email protected]

Y-Kids/Volunteer Programmes Coordinator Melissa Sims

04 568 3252 ext 804

027 704 5993

[email protected]

Y-Kids Manager Emily Robinson

04 568 3252 ext 712

027 600 5496

[email protected]

5

Book online at www.ymcawellington.org.nz

WHAT SHOULD MY CHILD BRING?

A full lunchbox including morning and

afternoon tea and lunch.

Children burn up lots of energy during our

holiday programme activities and often require

more fuel to keep them going – so please pack

enough food!

On occasions food may be supplied as part of the

daily service, e.g. food as part of an activity.

Parents must notify the YMCA service of any food

allergies or nutritional requirements in writing at

the time of enrolling.

Drink bottle

Especially when we are off on day excursions

Sunhat and Sunblock

Appropriate clothing and shoes.

It is important to check the day’s activities to see

what gear the children will need

Medication

If your child requires medication to be

administered by YMCA Staff you will be asked to

complete a Medication Form for the programme

supervisor. Please show clearly the child’s name

and administering instructions.

Please do not bring: Jewellery, pocket knives,

mp3 players. We are sun smart, so please leave

singlet tops at home. If you would like your child

to bring your cell phone, it will need to be

handed in to the Supervisor to look after it until it

is needed.

Please do not send money with children on trip

days to buy food. This includes movie days

-if you like you can include a movie treat in their

lunch box.

A DAY IN THE LIFE OF A YMCA SCHOOL

HOLIDAY PROGRAMMES

Super excited about Holiday Programmes? Maybe wondering what is going to happen once you

are there?

From day trips around the region to arts and crafts projects, from sports competitions and

outdoor games, we’ve got you covered!

YMCA School Holiday Programmes run every school holiday period between the hours of

8.30am to 3:30 pm Monday to Friday. Before care (7.30am-8.30am) and after care (3.30pm –

5.30pm) options are available at an additional cost.

Just remember that none of our services operate on Public Holidays.

*Morning tea and lunch is fitted into the

activities & travel time

A day in the life: In house days

7.30am Before Care

8.30am Games and morning activities

9.00am Roll call; plan for the day; fitness

9.30am Themed Activities begin

10.40am Morning Tea

11.00am Themed Activities continue

12.00pm Tidy Up

12.15pm Lunch

1.15am More themed activities

3.15pm Tidy Up

3.30pm After care and Afternoon Tea

5.30pm Centre closes

A day in the life: Excursion days

7.30am Before Care

8.30am Games and morning activities

9.00am Roll call; plan for the day;

fitness; getting ready for trip

9.30am Off to our day trip

2.30pm Picked up from activity and

back to centre

3.00pm Games and activities

3.30pm After care and Afternoon Tea

5.30pm Centre closes

HOLIDAY PROGRAMMES

The YMCA is a values based organisation. Our values are Honesty, Responsibility, Respect and Caring. These values drive our programme content, how we manage behaviour, our commitment to sustainability, and the way we interact with participants, their whanau, our volunteers and staff.

OUR STAFF

Here at the YMCA Greater Wellington we have very strict guidelines when it comes to staff. We search for people who are fun, energetic, creative, adaptable and compassionate. With this criteria in mind we aim to assemble a great group of people who help your child to enjoy themselves, make new friends, and try new activities.

We work on a 1:10 ratio during in house centre days; 1:8 on excursion days and 1:6 when swimming.

We have a minimum of 1 qualified first aider on site, with all supervisors being over 20 years of age.

All staff 17 years + are police vetted. All staff are reference checked.

PHILOSOPHY

The YMCA Wellington OSCAR programmes aim to provide a safe and stimulating atmosphere, giving children from a vast range of cultural and socioeconomic backgrounds the opportunity to enjoy their time at our OSCAR programme.

This service gives children the opportunity to experience a diverse range of activities in an environment that promotes the core values of the YMCA; caring, honesty, respect, responsibility.

The YMCA of Greater Wellington fosters the development of the whole child like no other organisation and aims to cultivate long lasting relationships with the child, the family and the wider community.

YMCA aims to endow the child with a most enjoyable out of school experience and safety is a paramount consideration; thus the YMCA ensures all policies and procedures are kept up to date and operates in line with CYF Standards and the YMCA’s own OSCAR Code of Practice.

The Policies and Procedures are formally reviewed every two years. Children with special needs will be included in the programme, providing that the supervisor is confident that the child’s needs can

be catered for without negatively affecting the other children and also to ensure that the child will benefit from being at the programme. We can sometimes arrange 1:1 support if required.

Free Play – A Point of difference YMCA Greater Wellington recognises the importance of Free Play in School Holiday Programmes and supports Article 31 of the United Nations Convention on the Rights of the Child:

“That every child has the right to rest and leisure, to engage in play and recreational activities appropriate to the age of the child and to participate freely in cultural life and the arts”. Some views on Play:

Freely chosen - means that children themselves choose when, how and what to play. As such it is not part of a set programme and does not have any steps that need to be completed. Personally directed - means children themselves decide the rules and roles they take within their play. Intrinsically motivated - means that play is undertaken for its own sake, and not performed for any reward, certificate or status. YMCA Wellington Region is currently working towards ensuring our Holiday Programmes establish enriched play environments and include free play as a valued and important part of every day, so that children:

Learn to make decisions, control emotions and impulses, negotiate and deal with conflict, make friends and develop other social skills

Experience joy, fun and a sense of wellbeing

Learn skills and develop mastery

Develop physical, strength, fine and gross motor skills

Develop risk awareness, consequence and judgement

7


FEES, BOOKINGS & ENROLMENTS

The cost of the programme is clearly marked on

the brochure for a daily attendance.

Attendance for the full week may be offered at a

discounted rate depending on the programme

attended. This will be advised at the time of the

booking or on the brochure.

Fees must be paid at time of registration to the

YMCA before the start of the programme. This

can be done online, via internet banking or

credit card, by cheque, by cash at our offices, or

at any branch of ANZ.

All our programmes are WINZ & OSCAR

approved which means there are subsidies

available for those that qualify. If you qualify for

subsidies, you need to bring us your forms nice

and early so they can be filled in. If your WINZ

application is not accepted you are liable for the

full cost of the programme.

No payment means the child is not confirmed

and they will not be allowed to attend.

If your account is overdue and requires debt

collection, you, the client, will be liable for any

and all legal and collection charges necessary to

recover this amount. Your child will not be

allowed to attend programmes until the debt is

cleared.

Absences notified 2 full working days prior to

attendance for holiday programme may be

credited or refunded. Failure to inform the

YMCA will incur the full cost of the intended

booking. Refunds/credits will not be given for

absences due to illness on the day unless a

medical certificate is provided or at the

discretion of the supervisor.

All absences must be notified as soon as possible

to the supervisor of the centre even if it is on the

day of the absence. A phone fee will be applied

at the discretion of the supervisor for any phone

calls made to verify non-attendance.

Should a child not attend the service due to a

family emergency or other extenuating

circumstances a credit may be arranged at the

discretion of the YMCA for the day/s to be

attended in the next holiday programme. This

credit will not be extended further than the

following holiday programme.

Any correspondence regarding credit or refund

requests must be directed to the Y-Kids OSCAR

Manager. Should a refund be agreed to YMCA

may deduct a $25 administration fee.

ENROLMENTS

An enrolment form must be fully completed by a

primary caregiver prior to a child being

accepted on the programme. All sections must

be acknowledged to be completed.

Parents must notify the programme immediately

should any of the details on the enrolment forms

change.

Please note: Centre Supervisors do not process

enrolment forms or handle finances, so please

avoid bringing in forms and cash to onsite

holiday programme venues.

ADDITIONAL CHARGES

Cancellations/Change Day’s

No charge Cancellations or changes to

existing bookings notified to the

Centre Supervisor with 2

working days notice will result in

NO charge. Please note this is

business hours only during week

days 7.30am—5.30pm

Full Charge Cancellations or changes to

existing bookings with no notice

given or if notice is under 2

working days will result in full

charge.

Additional Charges

Absentees due

to Illness

Refunds/credits will not be

given for absences due to illness

on the day unless a medical

certificate is provided.

Late pick up fee A late fee of $20 per child for the

first 15 minutes, and $1 per

minute after this point, will

apply if children are not

collected prior to programme

closing time. Exceptional

circumstances will be taken into

consideration.

1.

HOLIDAY PROGRAMMES ONLINE BOOKINGS

Online bookings are the fastest and easiest way to register for our Y-Kids Programmes. You can pay via credit card, internet banking or register with a WINZ application.

You can find the online booking portal at: www.ymcawellington.org.nz

There are links to the portal through the home page and throughout the rest of the website. From the online portal you will be able to register your details once and then choose additional programmes when care is required. Below are the basic steps to follow once in the portal

Either register a new account or sign

into your existing account

Either choose children already loaded

into the portal or register a new child

Choose your venue

Select Days

Select Add On’s

Add on’s include before and after care

as well as “You Choose Days” and

clothing. Note: some or all of these add

on’s may or may not be available

2. 3.

4. 5.

6.

7.

9

8.


Confirm the programme

itinerary or go back to edit

Confirm that your details are

correct or quick edit if necessary

Choose to proceed to check out or create another order for

another child or a new venue

Choose your payment method Read Terms and Conditions

Once you have confirmed your order you will receive a booking summary on your email. If you do not receive a

booking summary please contact us. Under the ‘Current Registrations’ Tab you will be able to keep track of current and historical bookings as well as the status of your current booking. Please note booking status will change to ‘Registration Confirmed’ as payment is received. Allow 2 working days for this. Please contact [email protected] if the system is not working alternately you should contact us as per page 4 of this booklet

Confirm Payment Details

9.

10. 11.

12.

7.

HOLIDAY PROGRAMMES IMPORTANT INFORMATION FOR PARENTS

It is important that parents understand the

following information when signing their

children up for a YMCA Holiday Programme.

Signing In/Out All children must be signed in and out of the

p r o g r am m e u p o n pi c ki n g u p o r

dropping off your children. The YMCA is not

responsible for children once signed out of the

programme. If you require your child to make

their own way to or from the programme please

complete a consent form (available from your

centre).

Activities We aim to follow a programme and give

acceptable notice of all changes to activities and

programming, however this is not always

possible. Please understand activities may

change without notice if circumstances demand.

The YMCA is not obliged to offer any

compensation for this occurring as limited

numbers and other circumstances must be met to

run all sessions.

Absentees All absences must be advised as soon as

possible to the Holiday Programme Centre

Supervisor. For all cancellations please contact

the main office 04 568 3252 ext 811, Alternatively

you can email [email protected].

Please note charges may apply.

Financial Queries For all invoicing or financial queries please

contact our Y-Kids administrator on 04 568 3252

ext 708 or email [email protected]

Polices & Procedures A copy of our OSCAR policies and procedures

are available at each Holiday Programme

Centre. This document includes our Child

Collection Policy, Refund Policy and Complaints

Policy.

Consent If you give permission for your child to be

photographed, photos will be displayed in house

and we reserve the right to use them in our

advertising and marketing

CYF & OSCAR Our YMCA Holiday Programmes have been

approved under CYF & OSCAR standards. All

care will be taken to provide a safe and well

supervised environment for children attending

the programme in accordance with these

standards.

Bookings & Payments We encourage our customers to book and pay

using our online registration system.

If you are an existing customer and know your

customer code please use this.

Payments can be made via internet banking to:

Account # 06 0507 0076522 03

Particulars: Childs name Reference: Venue & age

group

Alternatively send a cheque to:

YMCA

PO Box 30247,

Lower Hutt

11


TERMS & CONDITIONS

Please note by signing a YMCA Holiday

P r o g r a m m e r e g i s t r a t i o n f o r m o r

registering for Holiday Programmes online you

are agreeing to the following terms and

conditions.

Signing In/Out To sign your child in/out when you drop off or

collect him/her as well as to advise the YMCA in

writing if your child is to be collected by any

other person than those detailed on the

enrolment form. There is a late pick up fee that

will be charged at a rate per child of $20 for the

first 15 minutes and $1 per minute thereafter if

your child is not collected before the programme

finish time.

Payments To pay for all booked sessions and understand

that access to the programme may be withdrawn

if fees are in arrears. To give notice as per page 7

of this handbook in regards to intent to cancel or

alter your booking. You also understand that

there may be fees involved in doing this.

Absentees due to illness Refunds/credits will not be given for absences

due to illness on the day unless a medical

certificate is provided. Cancellations or changes

to existing bookings with 2 working days notice

given will result in no charge.

Risk You understand that with all kids programmes

there are risks involved. The YMCA manages

risk by having and implementing our Out of

School programme Policy and Procedures

document. This document has safety procedures,

as well as rules and boundaries for all children

that must be complied with. If you wish to see a

copy of this document please ask at your center.

The YMCA is not responsible for loss and

damage to children’s possessions.

The Holiday Programme cannot accommodate

sick or injured children. Parents or emergency

contacts will be advised to collect children who

are unwell or need moderate medical attention.

In serious cases an ambulance will be called.

Parents are to accept responsibility for any costs

that are incurred as a result.

Behaviour If your child continually acts inappropriately, or

places other children in danger you will be

contacted. If problems continue, access to the

programme may be withdrawn.

YMCA insures that: All care will be taken to provide supervision of all

children attending the programme in accordance

with policies and procedures and at the judgment

of the Y-Kids Manager, Holiday Programme

Operations Manager, Y Kids Programme

Coordinator, programme supervisor and staff.

Documents

Holiday Programmes