Registration, booking and payment policy
To use the club children must be registered by completing a registration form and paying the annual fee. By registering with the Club, parents/guardians are deemed to accept the rules of the Club as set out in the handbook and the Club's policies.
Annual fees are payable each year for September to August. A letter requesting payment of the fee will be sent out at the beginning of August each year and payment must be made by 1st September. Failure to pay the annual fee by this date will result in your registration being cancelled and any allocated places will be lost.
Parents or guardians who register children then become members of the Club are entitled to vote and stand for membership of the Management Committee.
The Management Committee have the right to reject applications for registration and - for good and sufficient reason - to terminate the registration of any member. In such circumstances, the reasons for doing so will be given to the member concerned in writing and they shall have the right to be heard by the Committee before a final decision is made.
Booking a Place
To book a permanent place at the before or after school club a waiting list form must be completed which will be passed to the Book-keeper. If a place is available for your chosen sessions you will be sent an offer letter and acceptance slip. The acceptance slip should be returned by the date specified to secure your place. If you are not already registered you will also be asked to complete a registration form and to pay the annual fee. Please note once a permanent place has been booked 4 weeks written notice will be required to cancel or amend your sessions. Any places that are booked and used prior to the end of the school year in July will automatically be held over to the start of the new school year in September.
Offer letters for places for children starting in a reception class in September will be sent out shortly after the Easter holidays. All places will start at the beginning of the school year in September.
Parents are liable for payment for absences through sickness, cancellations or changes. Absences such as holiday, school trips etc. are charged at half fees providing 4 weeks written notice is provided. School inset days are not charged and in the event of both schools closing or hosting an inset day simultaneously, the club will make every effort to convene the Holiday Club subject to staff availability and there being sufficient demand for places.
Casual sessions can only be booked depending on if a place is available. These can be booked by contacting Kate Cole (Play Manager). You will need to be registered with the club and have paid the annual fee in order to book these. Please note any extra sessions such as these are payable on the day, you will be sent a receipt/invoice for your records.
Holiday club booking forms are sent out approximately 4 weeks prior to commencement. You must be registered and have paid the annual fee to book a place. These places are allocated on a first come first serve basis. You will be sent either a copy of the form signed by the play manager, text or e-mail to confirm your booking. We cannot accept any cancellations or amendments to bookings for holiday club places once they have been booked, this includes sickness. Any additional extra sessions booked will be payable on the day.
Fees and Payment
The Management Committee reserves the right to change fees but undertakes to advise parents/guardians of registered children of any change as early as possible but undertake to give at least one month's notice for all but exceptional circumstances.
The fees as of July 2017 are shown below:-
Before School Club
After School Club
Hol. Club - Full Day
Hol. Club - School Day
Hol. Club - Fridays only
(7.30am - 8.45am)
(3.15pm - 6.00pm)
(7.30am - 6.00pm)
(9.00am - 3.30pm)
(7.30am - 5.00pm)
Invoices are posted or e-mailed by our Book-Keeper at the start of the month for term time sessions and prior to the start of each holiday play scheme.
Each child's attendance is conditional upon continued payment of fees.
Fees are expected to be paid one month in advance and invoices will have the payment due date printed on them. Payment received after this date will be deemed to be late and will be subject to the late payment policy below.
Payment can be made by cash, cheque (payable to 'Mangotsfield Out of School Club'), online or telephone banking (bank details are printed on the invoices) or with Childcare vouchers. We currently accept Bristol City Council, South Gloucestershire Council, Accor(Edenred), Busy Bees, Kiddi Vouchers, Fair Care and Care 4. Please contact our Book-keeper Rachael Martin for further details. If paying by cash please ensure you obtain a receipt.
If your child is starting school in a reception class for September in order to retain a place during the settling in period 50% fees are payable (providing the place is not used). Any sessions that are used will be charged at the full rate. These fees are payable in advance prior to September and upon receipt of your acceptance slip an invoice will be sent out to you during August requesting payment.
Fees are considered overdue if not received by the due date shown on the invoice.
When fees are outstanding the following course of action will be taken:-
A letter will be sent detailing the outstanding amount and requesting payment within 7 days. An administration fee of £5 will be added to your account (this will be shown on your next invoice).
If payment is still not received by the specified date, your place will be suspended and your child/children will not be able to attend the club until payment in full is received.
Cases will be referred to the Club's treasurer and Management Committee. The Club's treasurer will then issue a final demand for payment.
If payment is still not received by the date outlined in the club treasurer's letter then registration will be cancelled and places will be lost. The Club's policy is to pursue and recover all outstanding debts and it uses all legal means at its disposal, including use of the small claims court. As a non-profit making organisation, failure to settle outstanding fees impacts all other users in the Club in the form of increased fees.