Amberley O.S.H.C.

Children are our future, We are dedicated to their success!

2.14 Bookings and Cancellations

Amberley OSHC management seeks to implement processes to ensure that the OSHC service operates efficiently and effectively and that future planning considerations for Amberley OSHC are met through maintaining appropriate records and procedures for children’s bookings and cancellations.  This will ensure future needs of Amberley OSHC can be assessed through the maintenance of appropriate waiting lists and or availability of places.

Relevant Laws and other Provisions

The laws and other provisions affecting this policy include:

  • Australian Government Department of Education Children’s Services Handbook
  • NQS Area: 4.1; 6.1.1, 6.1.3; 7.3.1, 7.3.2, 7.3.4, 7.3.5.
  • Policies: 2.3 – Educator Ratios, 2.4 – Arrivals and Departures of Children, 3.5 – Excursions, 9.2 – Enrolment, 9.3 – Communication with Families, 10.4 – Fees.


Before and After School Care

When bookings are made by authorised parties for children to attend Amberley OSHC, it shall be required that:

  • The priority of access requirements are followed with priority given to school age children;
  • A complete enrolment form is received for that child prior to their attendance at Amberley OSHC;
  • Parents are made aware of Amberley OSHC policies and procedures and have been provided with appropriate information in respect of the booking processes.

Nominated Supervisor, Certified Supervisors and appointed educators shall be trained in the taking and management of bookings and these shall be recorded on appropriate forms and lists.

A permanent booking shall be defined by a regular pattern of attendance throughout each term on one or more occasion per week or in a joint custody situation, each fortnight.

All fees associated with permanent bookings should the child not attend care due to illness or for any other reason shall be required to be paid in full.  CCB will apply in accordance with allowable absence provisions.

No casual bookings will be taken unless it is deemed an emergency by the Nominated or Certified Supervisor.

Amberley OSHC shall comply with reporting of bookings requirements as described by the Australian Government Department of Education.

Bookings are required by all families who seek to use Amberley OSHC on a permanent or casual basis.

At the end of each calendar (school) year, the service will manage permanent bookings for before and after school care in one of the following way: at the end of each school year, all permanent bookings for before and after school care are cleared and become vacancies.  Families will be required to complete a new booking form with notification of booked days for the coming school year

Changes to bookings and/or cancellations will only be taken:

  • from a parent/authorised persons;
  • verbally or in writing

If a message is received via the child, the parent/guardian will be contacted to confirm the change of arrangements.

Changes to Before and After School bookings must be made one (1) week prior.

Cancellation of bookings for before and/or after school care must be made 48 hours prior to the session starting or a fee, equal to the fee for that session will be charged (up to Management Committee’s discretion).

If the child’s booking hasn’t been cancelled and the service makes attempts to locate the child, a non-cancellation fee may be charged in addition to the prescribed fee for that session (up to Management Committee’s discretion).

Vacation Care

In addition to the above, Vacation Care and Pupil Free Day bookings shall:

  • Be completed on an appropriate booking form distributed with the program;

Cancellation of bookings for vacation care must be made within 3 weeks prior to the end of each term or a fee, equal to the fee for that session, will be charged.

Cancellations on the day of the excursion will be charged the full fee for the session and the full excursion cost.

All permission slips must be signed and returned before the beginning of Vacation Care to guarantee your place.

Allowable Absences

Cancellations that attract the prescribed fee for that session will be counted towards the family’s Allowable Absences for the year, as per the current Child Care Service Handbook.

Cancellations that attract the prescribed fee for that session, that are over and above the yearly Allowable Absences, will require specific documentation as per the current Child Care Service Handbook.  Failure to provide the required documentation will result in the full fee for that session being charged to the family’s account.

Absence days can be taken for any reason (provided the day being reported as an absence is a day on which care would have otherwise been provided).  Absences cannot be recorded for a child before the child has begun care or after a child has left care.

Additional Absences

Absence days taken for the following reasons, after the initial 42 absence days have been used, are called ‘additional absence days’.

  • Illness (with a medical certificate);
  • Non-immunisation (with written evidence);
  • Rostered days off/rotating shift work (with written evidence);
  • Temporary closure of a school or pupil-free days;
  • Periods of local emergency;
  • Shared care arrangements due to a court order, parenting plan or parenting order (with copy of documentation);
  • Attendance at preschool (specific conditions apply);
  • Exceptional circumstances.

There is no limit on the number of these days for which CCB may be paid as long as:

  • They are taken for the reasons specified above, and
  • Supporting documentation (where required) is provided, and
  • They are days on which care would otherwise have been provided.
Reviewed and updated February 2014, Updated 9 February 2015, Updated 12 May 2015, Reviewed and Updated 9 May 2017, Updated 4 September 2017

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