Registration
Terms and Conditions
Terms and Conditions
Updated 23rd April 2025
Conditions of Enrolment:
A placement in one or more of our programmes or continued enrolment is at the discretion of Ilam OSCAR. Children enrolled in years 1 - 8 will be considered and priority for enrolment will be:
Current year 1 - 6 Ilam School pupils
Siblings of current year 1 - 6 Ilam School pupils enrolled at an Intermediate
Past Ilam OSCAR pupils enrolled at an Intermediate
Past Ilam School pupils enrolled at an Intermediate
Past Ilam OSCAR pupils enrolled in Year 9 under the age of 14 years will also be considered
Once Ilam OSCAR receives your enrolment request, an email will be sent to you confirming your place.
Payment of Fees - Before and/or After School Care (during term-time):
Fees are as advertised but are subject to change. Whilst Ilam OSCAR will attempt to give a term’s (ten weeks’) notice of any change, usually by email and on the website, this may not always be possible. We will, however, ensure we give at least five weeks’ notice of any changes. The fees are as listed on aimyPLUS and become effective from the date of the advertised change.
For daily absences (due to sickness, unexpected appointments, family commitments, etc) please notify Ilam OSCAR via text message to the programme Supervisor on 022 424 7490. In these cases, parents will still be charged for the booking due to pre-organised staffing ratios. If you know in advance that your child will not be attending on a specific day or days (due to family holidays or other planned events), please email oscar@ilam.school.nz at least one week in advance of your booking. If we receive at least one week’s notice, parents will not be charged for the booking. This includes absences due to school activities (e.g. activity clubs and school camps). It is a parent’ s/caregiver’s responsibility to inform OSCAR of any absences.
For school related periods of absence, such as camp or extracurricular activities, Ilam OSCAR will request this information from Ilam School in order to amend bookings accordingly. However, ultimately, the responsibility lies with the parent/caregiver to inform Ilam OSCAR of any such absences, in order to avoid being charged. One week’s notice is required in these circumstances.
In the event that your child has a booking with us, but has been picked up from school by an authorised person and we have not been advised, we will charge a Finder’s Fee of $25.00 per incident.
We do not operate on public holidays, therefore, there is no charge for these days. Likewise on other days that Ilam OSCAR either chooses to close or is unable to operate due to an unexpected school closure, such as a snow day or an earthquake.
Charges are applied as advised on the enrolment form. For example, if you have booked your child in until 6.00pm, you will be charged for this time regardless of when you pick them up. (This is because staff are rostered on and paid according to the times on the enrolment forms.)
An invoice will be created for payment when you make your booking. An invoice will be generated for the payment cycle that you select i.e. weekly, fortnightly, monthly or for a full term. This will be generated for payment two weeks prior to the session start date. Payment will be due one week prior to the session starting. (Exceptions are made for Work and Income NZ clients as funds are paid in arrears).
Alternatively, if you are making a casual booking and you would like an instant confirmation of the booking, you may choose to pay by credit card via PayNow. A merchant fee will be charged and is payable by the caregiver.
If we receive at least one week’s notice of cancellation, parents will be refunded these sessions and they will be credited against your account for future bookings.
Failure to pay invoices on time may result in bookings being cancelled with the result that any future bookings will not be confirmed until invoices are paid up to date.
If payment is not received by the end of the next billing period, we have the right to withdraw your child from our OSCAR programme.
Payment of Fees - Holiday Programmes and Teacher Only Days
An invoice will be created for payment when you make your booking. An invoice will be generated for the payment cycle that you select i.e. weekly, fortnightly or monthly. This will be generated for payment two weeks’ prior to the holiday programme start date. Payment will be due one week prior to the holiday programme starting. Any cancellations need to be advised one week prior to the start of any holiday programme or you will be charged in full.
Alternatively, if you want an instant confirmation of the booking, you may choose to pay by credit card via PayNow at the time of booking. A merchant fee will be charged and is payable by the parent/caregiver.
Any reductions or cancellations to holiday programme bookings will incur a $25.00 administrative fee. Cancellations must be made in writing to oscar@ilam.school.nz with at least one week’s notice before the start of the holiday programme, otherwise full payment must still be made. Venue staff cannot accept verbal cancellations.
All Bookings:
These are to be made through the aimyPLUS site. Once your booking is confirmed, any changes will need to be advised to oscar@ilam.school.nz. One week’s notice is required. We may be unable to change bookings during term-time due to numbers and ratios. More than one change during term-time where there is a decrease in the booking amount will incur a $25.00 administrative fee. Please note: you may need to allow three working days for confirmation of your booking. A confirmation email/text/phone call must be received before the child attends the programme.
Alternatively, you may choose to pay by credit card when making a casual/holiday programme booking in aimyPLUS. A merchant fee will be charged and instant confirmation will be received.
If a child arrives at Ilam OSCAR without a booking, the first contact person in aimyPLUS will be contacted and a casual charge of $25.00 will apply, irrespective of the pick-up time.
Late Collection of Children:
During term-time, if a child is collected later than the booking time of 4.30pm, parents/caregivers will be reminded after the first occurrence. If late collection occurs again, your child will be booked in for the 3pm to 6pm session at a cost of $23.00. We recommend that you book the 3pm to 6pm session if you are unable to collect by 4.30pm.
If a child is picked up later than 6pm, a late pick-up fee of $25.00 will be charged for every 15 minutes, irrespective of previous pick-up times. This is to cover the cost of extending the employment of staff.
If your child is not collected by 3pm during the school holiday programme or on Teacher Only Days, you will be charged a late pick-up fee of $25.00.
Health and Safety:
The programme Supervisor has permission to arrange any urgent medical treatment, if needed, at your cost.
You agree to always pick up your child by the time you have advised and if you are unable to make it there by then, you will need to inform the Supervisor as to who will be collecting your child. They must be someone named on aimyPLUS as an Authorised Pick-up.
If your child does not arrive at the after school programme by 3.15pm, we will take the following action:
If they are an Intermediate pupil, they will be rung in the first instance.
A text will be sent to the first contact listed in aimyPLUS.
Check with the siblings/classmates in attendance at Ilam OSCAR as to whether they were at school today.
Check with the school office and/or teacher as to whether they were at school today.
Advise the Ilam School Principal of their non-arrival.
Search the school grounds including classrooms/toilets/playgrounds and other buildings.
If there is no response to the text, we will call that number and if there is no response, call the next contact listed.
In coordination with Ilam School, a decision will be made to call the Police.
You give permission for staff to apply basic First Aid and sunscreen to your child.
You will complete a medical consent form if you require staff to administer any medication to your child while they are in our care.
Please keep us informed as to the identity of the persons who will be collecting your child.
You will complete the swimming competency section on aimyPLUS as part of your child’s enrolment in the programme.
You consent to us taking your child on public buses and on private coaches for off-site excursions.
You consent to Ilam OSCAR discussing your child with any relevant parties (for example, the Ilam School Principal) for matters relating to their behaviour, or health and safety. This will allow us to provide a collaborative approach to any issue.
Termination of Place:
One week’s notice must be given in writing to oscar@ilam.school.nz if you wish to end your child's place on the programme. Failure to provide the required notice will incur a fee equivalent to one week’s fees for your child’s programme/s.
Ilam OSCAR has a zero tolerance to bullying, hitting, inappropriate language, and disruption to the programme. If your child consistently fails to follow reasonable directions more than once in a term, or has repeated behaviour issues, they may be removed from the programme.
Where appropriate, immediate removal from the programme may occur if the demonstrated behaviour is of a type previously identified or of such significance that it is in the best interest of the other users of the programme, or for the programme itself.
Work and Income (WINZ) Clients:
For any new WINZ applicants, clients must pay in full at the time of the initial invoice until their application has been granted.
Unless a regular plan payment is already in place and agreed by the Manager/Administrator, a holding deposit must be paid at the time of booking confirmation to secure bookings for the upcoming term or holiday programme. This will be at a percentage of the total booking amount, as indicated by the previously agreed subsidy amount, or as an estimate of the predicted subsidy amount.
Once WINZ subsidies have been paid to Ilam OSCAR, clients will be invoiced for the remaining amount and invoices must be paid within one week.
Failure to pay invoices on time may result in your child being withdrawn from the programme.
Any administrative charges incurred will be charged directly to the client and will not be eligible for a subsidy.
Last minute changes to bookings will not be eligible for a subsidy unless a casual booking arrangement is already in place.
Photo Consent:
By ticking YES on the aimyPLUS child enrollment page, you consent to photos of your child being used for display purposes in the Ilam OSCAR Room and being shared with current staff of Ilam OSCAR and Ilam School. You also consent to images of your child being shared on marketing materials for Ilam OSCAR.
‘The Fine Print’
Whilst effort will be made to conclude any dispute in a consultative manner and to the satisfaction of all parties, ultimately in the event of an agreement not being reached, the decision of Ilam OSCAR management will be final.
Any associated costs and/or fees due to Ilam OSCAR in the operation, collection and enforcement of the Ilam OSCAR terms and conditions by Ilam OSCAR or their agents, will be met by the parent/caregiver who enrolled their child.
The address provided by the parent/caregiver on the enrolment form shall be deemed their 'address for service' of any letter or document unless another address is advised in writing to oscar@ilam.school.nz. It is the parent’s/caregiver’s responsibility to inform Ilam OSCAR of any address changes.
Service will be deemed fulfilled for any document sent by normal mail, two days after mailing.
