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Parent Handbook

Everything you need to know

Our policies, procedures, and commitments to your family — all in one place.

Our PhilosophyBehaviour ManagementChild ProtectionHealth & SafetyAttendance & CollectionProgramme Hours & ActivitiesEmergency ProceduresComplaints Process

Our Philosophy

Our programmes are designed to be a “home away from home” — safe, caring, and stimulating environments where children thrive.

  • Child-directed choice: Children choose their own leisure activities from a mix of structured and unstructured options, ensuring play is genuinely enjoyable.
  • Inclusive environment:We accommodate children with varied needs and interests. Children with special needs will not be excluded provided we are confident their needs can be met without compromise to other children's safety.
  • Whānau partnership: We develop strong partnerships with families through regular feedback and communication.
  • Social & emotional development: We focus on informal social interaction and peer connection in a relaxed, supportive setting.
  • Rights-based approach: Our philosophy is rooted in the UN Convention on the Rights of the Child, particularly Article 31 — the right to rest, leisure, and play.

We abide by the Social Sector Accreditation Standards (Level 3) to ensure quality and are accredited by Te Kahui Kahu on behalf of the Ministry of Social Development.

Behaviour Management

We believe in positive guidance and clear, consistent expectations. Staff will never use physical force, demeaning language, or shaming as a form of correction.

Our approach

  • Initial guidance: Staff explain why a behaviour is unacceptable and provide appropriate alternatives.
  • Stepping system:A clear warning system — two warnings before an appropriate consequence such as a quiet “thinking spot” for reflection.
  • Time-out: Not a punishment, but a brief quiet time to reflect. Always followed by a conversation.

Communication with parents

  • Parents are notified at collection if a child has persistently misbehaved during the session.
  • If behaviour is severe or poses an immediate safety risk, we may ask parents to collect their child straight away.
  • All incidents are recorded including the time, details, and signatures of those involved.

Repeated or serious behaviour

For ongoing concerns, we arrange a meeting with the parent, child, and programme leader to develop a written behaviour agreement. If no improvement follows, as a last resort, management may exclude a child from the programme temporarily or permanently.

Child Protection

We are committed to the prevention of child abuse and to the protection of children. The wellbeing and safety of children will always be our primary consideration.

  • All staff and volunteers are police vetted before working with children.
  • Staff are trained to recognise and respond to signs of abuse — including physical, sexual, emotional abuse, and neglect.
  • We maintain a working relationship with Oranga Tamariki (Ministry for Children) and will report any concerns through the proper channels.
  • No child will be hit or in any way physically, verbally, or emotionally abused at our programme.
  • Staff engage in child protection training annually.

If you have any concerns about a child's safety, please speak to our programme director or contact Oranga Tamariki directly on 0508 326 459.

Health & Safety

Food & nutrition

  • Breakfast is provided in the morning; afternoon tea is provided at after school care.
  • We hold a Food Safe Certificate (National Plan 3). Staff wash hands before handling food and use tongs as required.
  • Children can refuse any food they do not wish to have.
  • All food is stored correctly and use-by dates are checked weekly.

Hygiene

  • Regular hand washing is required by children and staff throughout the programme.
  • High-contact surfaces are sanitised regularly.
  • A daily cleaning schedule is followed and signed off each day.

Sun safety

  • Children must wear sunhats, appropriate clothing, and approved sunscreen while outside during Terms 1 and 4.
  • Staff model sun-safe behaviour.

Supervision & ratios

  • We maintain a ratio of 1 adult to 15 children at the centre, and 1 to 8 on trips.
  • No staff member under 16 may be solely responsible for supervision of any child.
  • Children are not permitted to play in car parks, alongside unfenced boundaries, or near roads.

Pets

To support health and safety, our centre is a pet-free zone.

Smoking

No smoking is permitted on school grounds or off school grounds whilst in view of children.

Attendance & Collection

Sign in & sign out

  • Before school: Children must be signed in by their parent/caregiver on arrival. Staff sign children out at 8:30am when they go to class.
  • After school: Children must be signed out by their parent/caregiver when collected.
  • Holiday programme: Children must be signed in and out by their parent/caregiver.

Collection

  • Children must say goodbye to a staff member when leaving — this ensures staff know who has been collected and by whom.
  • Children will not be released to anyone not listed on their enrolment form unless we are notified by the parent/caregiver.

Late collection

  • If a child is not collected by 6pm, we will attempt to phone parents. If no contact can be made, emergency contacts will be called.
  • Staff will remain with the child until they are collected.
  • Late collection fees apply at $1 per minute.

Missing children

If an expected child does not arrive for after school care, staff conduct a thorough search including checking with the teacher and school office. If the child cannot be found, parents and emergency contacts are called immediately.

Programme Hours & Activities

Hours

  • Before school care: 7:00am – 9:00am, Monday to Friday (term time)
  • After school care: 3:00pm – 6:00pm, Monday to Friday (term time)
  • Holiday programme: 7:30am – 6:00pm, Monday to Friday (school holidays)

We do not operate on public holidays.

Daily activities

  • A planned arts and crafts project (sometimes child-initiated)
  • Organised sporting activities
  • Quiet game or activity space
  • Free use of games and equipment
  • Free outdoor play on fine days

Emergency Procedures

  • Evacuation: In the event of a fire or earthquake, everyone assembles on the netball courts. Staff direct children calmly, take attendance sheets, and conduct a roll call.
  • Earthquake: If inside and unable to evacuate, children get under tables and cover to avoid glass. Stay indoors with windows and doors closed.
  • Lockdown: All children and adults go to the nearest programme room (prefab or hall) and follow lockdown procedures.
  • Drills: Emergency evacuation drills are carried out once a term and weekly during holiday programmes.

First aid

A first aid kit and mobile phone are available at all times, including on trips. All adverse events are documented and reported as required.

Complaints Process

We are committed to providing a safe, respectful, and supportive environment for all children. Any concerns or complaints are taken seriously and handled fairly and sensitively.

Making a complaint

  • Parents, caregivers, staff, children, or community members may raise a concern or complaint about the programme.
  • Where appropriate, concerns should first be raised with the staff member or Programme Supervisor.
  • Complaints may be made verbally or in writing.

How we handle complaints

  • If a concern cannot be resolved informally, it is treated as a formal complaint.
  • Formal complaints are acknowledged and investigated by the Programme Supervisor or Programme Director.
  • All parties have the opportunity to be heard and may have a support person present.
  • The complaint, investigation, actions taken, and outcome are documented.
  • Records are kept confidential and stored securely.

Serious complaints & child safety

  • Any complaint involving child safety, abuse, neglect, unsafe practice, or serious misconduct is acted on immediately.
  • Steps are taken to ensure children's safety while the matter is investigated.
  • We follow our Child Protection Policy and all legal reporting requirements.

Escalation

  • If a complaint cannot be resolved at service level, it may be referred to service management or governance.
  • For approved OSCAR services, unresolved complaints may also be referred to the Ministry of Social Development.

You can also raise a concern confidentially via our Protected Disclosures process →

Have a question about our policies? We're happy to chat.

kidsknection@outlook.com027 236 8382