Parent handbook

We're a passionate team with extensive experience in children's programs, specialising in sport and physical activity. Our goal is to deliver a fun, safe, and inclusive school holiday program for children of all ages and abilities. 

All staff hold current First Aid, Working with Children Checks, and Police Clearances.

KGA is delivered Monday to Friday over school holiday periods (excluding public holidays). The program itinerary will vary from program to program. This schedule is a guide and is subject to change.

You must enrol your child via the member portal before they can attend. You will need to add each individual child via the portal if you have more than one child attending.

When you enrol, remember:

• Note any allergy and/or medical information including the severity, symptoms and treatment plan.
•  All information is up to date on your portal, such as address or phone numbers. If any information changes during the duration of the program, please let staff know. 
• An emergency contact other than yourself is noted on your childs account

Bookings & Payment

All bookings are easily made via our online portal using any device, anywhere, anytime. 

Book via the online portal up to 12 hours before your session. Payment must be made at the time of booking, where unpaid bookings are automatically canceled. Reach out to us if you did not receive a booking confirmation email.

Pending availability, same day bookings may be accomodated.

What to pack

Include the following in a bag with all items clearly labelled with the child’s name:

• Drink bottle, water only.
• Lunch and snacks for scheduled breaks (no nut products).
• Hat and sunscreen for outdoor activities.
• Ensure your child is dressed suitable for sports activities with enclosed footwear
• Bathers & towel for aquatics activities (for children 7 years and above)

We have a No Hat, No Play policy. Apply sunscreen prior to attendance. Due to potential allergies, permission is requested to apply sunscreen to your child. Alernatively, bring your own.

What NOT to pack

• Food products containing nuts
• Valuables and/or money
• Toys
• Mobile phones and electronic devices

• You must sign your child in and out on the attendance sheet
• Sign in times are strictly between 8am - 8:30am at our Sports Stadium. Sign out times are strictly between 3:30 pm - 5 pm at the Creche. During pick up time, children will be offered a range of supervised free play activities.
• Late fees of $30 will be applied for the first 30 minutes and then an additional 30 minutes thereafter.
• The responsible adult signing the child in and out of the program must be over the age of 18 years, bring photo ID, and approved on the child’s profile.
• Please notify staff in writing if you approve of another adult to sign your child in or out.
• If you have arranged for one adult to sign-in and another to sign out, you will need to note the nominated sign-out person on the attendance sheet upon sign-in and they will be required to show ID on collection of the child.
• Due to health and safety regulations, parents/guardians are encouraged to stay beyond the sign-in and out desk.

If there is an order by a court, magistrate or an officer of the Police Force that exempts a particular individual from having access and/or communication with the child, a copy of the order must be provided to the Senior Activity Leader.

To enable us to provide a high quality service to families, parents/guardians are required to:

• Enrol your child/ren via the member portal with all personal details updated. Please be sure to note any allergy and/or medical conditions.
• Immediately return to KGA, if requested by centre staff.
• Provide Photo ID in the form of a Drivers Licence or Passport to verify your identity upon collection. Nominated pick-up persons will also need to provide Photo ID 
• Sign the child in and out on the attendance sheet each session. 
• Notify staff in writing via email at play@cockburnarc.com.au if you approve another adult to sign your child in or out. You will also need to note the new sign out arrangement on the attendance sheet on the day.
• Complete a medical disclosure form via your booking confirmation email if your child has any allergies or medical conditions.
• Complete an aquatics form if your child is 7 years and older, to participate in aquatic activities
• Keep your child at home if they are unwell
• Clearly mark all the child's belongings with their name, including nut-free packed lunch and snacks

Health & Care

Let us know if your child has any allergies including the severity, symptoms, and the treatment plan to be followed by completing a medical disclosure form. If your child falls ill while in KGA, you will be contacted immediately.

We encourage the participation of children with a disability and ask that parents/guardians notify us of their access and care requirements. Please note our staff are not required to be trained in handling disabilities outside of standard behavioural training. 

Carers / Support Workers are welcome to join participants, although they must advise prior to the day, and provide a valid Working With Children's Check upon arrival.

Illnesses

We do not permit children with an infectious illness to attend. Such medical conditions requiring exclusion, include:

• measles
• COVID - 19
• mumps
• chicken pox
• diarrhoea
• vomiting
• head lice
• conjunctivitis
• ring worm/tinea
• gastroenteritis
• hand, foot and mouth

A medical clearance may be required before a child can return to KGA after an infectious illness. The decision to exclude or re-admit a child who has been ill will be at the discretion of management.

Immunisations

We recommend immunising your child against preventable diseases to minimise the risk of contracting an infection. Parents are advised that non immunised children will be excluded from care in the event of an infection outbreak. If there has been a confirmed case of such disease, we will notify you.

Please note: Under Health Department direction, a child not immunised against measles (MMR vaccination at 12 months) must be excluded from a child care setting for two weeks once any case of measles is diagnosed. A case of measles must be notified to the local authority.

In an emergency or incident, we will contact the parent/guardian immediately.

We provide a safe, supportive environment that encourages positive behaviour. Staff model and reinforce respectful behaviour and redirect inappropriate actions. If a child becomes excessively disruptive, unsafe, or unresponsive to guidance, parents will be asked to collect them.

We will contact the parent/guardian to collect the child if:

• Our intervention strategies and techniques be unsuccessful
• The child becomes excessively disruptive, unruly in a physical or verbal manner and does not adhere to staff directions
• Presents a risk to themselves, other children, staff and/or property.  

Behaviours that are not tolerated include:

• Repeated physical violence, such as hitting, biting, kicking, and throwing toys/equipment at others.  
• Repeated verbal abuse such as name calling, swearing and offensive terms.  
• Behaviours that put the child, others at risk
• Disobedience toward staff directions/instructions which pose a risk to safety
• Damage to facilities or property that is intentional and outside the realm of accidental.

Cockburn ARC reserves the right to refuse attendance to children who demonstrate intolerable behaviour and pose a risk to themselves, property and/or others.

We're an unlicensed venue under the Education and Care Regulatory Unit (ECRU). This service is not an approved education and care service and does not require a provider and service approval, therefore the child-care subsidy is not available.

The program is a license-exempt program and therefore, the Child Care Rebate does not apply. 

One of our activities includes swimming in the pools and playing on the indoor 25m aquatic inflatable course. For the safety of your child, please note:

• Ages 5-6 will not be included in aquatic activities. 
• Parents/guardians of children aged 7 and up, will be required to complete an aquatics form prior to or upon sign in. Failure to do so will result in a child being unable to participate in aquatic activities.
• If the question on the aquatics form regarding confidence in deep water (approx. 2m) is ‘No’, the child will not be able to participate in aquatics activities. 
• All children will be required to complete a competency swim test at the start of aquatic sessions. Should they be deemed not-competent, the child will be removed from the water immediately for their own, and others safety.

Swim Competency Outlined

It is recommended that children have reached at least level 4 in swimming lessons to participate in aquatic activities.

The skills that are needed for a level 4 swimmer include:

• Swim 10 m freestyle with face in water
• Swim with independence 
• Tread water without assistance 
• Be confident in deep water (2m)

Unsure of your child's level? Take a look at the key skills needed for each Department of Education Swimming Levels.

Cancellations are allowed up to 24 hours before your booking via the online portal. You’ll receive a credit for future sessions (no refunds). A medical certificate is required with 24 hours' notice to qualify for a medical credit. Please note, credits are not transferrable.

Steps to cancel:

• Go to your online portal
• Locate your booking under 'My Bookings'
• Select the minus '-' sign to the right of the booking. From here, you'll be able to cancel your booking.

See terms and conditions for further information relating to cancellations.

Late collection

In the case of late collection, the parent/guardian will be asked to come and collect the child. If the parent does not come or cannot be found, staff will then call the nominated emergency contact.

Collection times are strictly between 3:30 pm - 5 pm. Late fees of $30 will be applied for the first 30 minutes and then an additional 30 minutes thereafter.
 
If you cannot make your booking on the day, please let us know immediately.