Registration
Terms and Conditions
Terms and Conditions
These Terms and Conditions take effect from 20 August 2026
General
I consent to the terms outlined therein.
I agree to remit payment within seven days of receiving the invoice or statement. I understand that my child's enrolment may be suspended if payment becomes an outstanding debt. I understand that I will be responsible for all debt collection fees and legal costs in recovery of my outstanding fees.
I agree to sign the daily register (AimyPlus – tablet) to accurately record the start and/or finish times for my child. I agree that only individuals listed as authorised are permitted to collect children. No child will leave the programme unaccompanied without prior permission and supervisor agreement.
I acknowledge that personal possessions are my child's responsibility while attending the programme. While the programme will exercise due care, the programme and staff are not liable for accidental loss or damage to any personal property.
I will ensure my child dresses appropriately for the weather and play activities.
I give permission for my child to participate in all programme activities. To the extent permitted by law, I agree that programme management and staff are not liable for accidental injuries that may occur, especially during active play.
I consent to my child traveling in staff vehicles and participating in local walks and outings conducted by the programme, locally within Napier. I understand that I will be informed of this in advance. You may opt out of this and if you wish to do so, please see the Programme Manager.
I understand that the programme management reserves the right to exclude from the programme any child who is frequently disruptive, ignores programme rules, or poses a safety risk to themselves or others. The programme strives to be fair, positive, and consistent in guiding appropriate behaviour. Please refer to the behaviour guidance policy.
In the event of illness or accident, I authorise qualified medical attention to be secured at my expense. I permit programme staff to administer first aid, sunscreen and seek necessary medical assistance, accepting liability for any incurred costs. A staff member may administer medication to my child upon my written request or following a phone call.
I understand that programme management is committed to the safety and wellbeing of children in its care and may seek professional guidance in cases of suspected child mistreatment or abuse. Please refer to child wellbeing policies.
I acknowledge that photographs of my child may be taken during the programme, these may be used for promotional purposes and on social media, unless advised otherwise. You may opt out of this and if you wish to do so, please see the Programme Manager.
The programme will take reasonable precautions to protect personal information from misuse, loss, unauthorised access, modification or disclosure. Under the Privacy Act 2020, individuals have the right to access and request correction of personal information held by the programme.
My personal details may be viewed by staff from the Ministry of Social Development or Te Kahui Kahu (Social Sector Accreditation) for accreditation and funding audit purposes.
I understand that enrolment is only finalised upon completion of the AimyPlus enrolment form. (Please take care in filling this out fully and correctly.) I agree to keep programme management informed of any changes to personal information provided and will supply complete information regarding any custody orders or any allergies or medical conditions my child has.
Only confirmed online bookings ensure placement. Children arriving without a confirmed online booking may be unable to attend if day numbers are reached. If there is space available a fee will apply (see “Payment Information and Charges” section for fees). Note: A completed WINZ declaration is not a confirmed booking.
Spaces are limited and fill up quickly, so early booking is essential. Bookings close once numbers are reached. If confirmation is not received by then, please contact us immediately.
The full-day programme runs from 7.30am to 5.30pm, late pick up fees will apply (see “Payment Information and Charges” section for fees).
Signing children in and out daily needs to be completed by an authorised pickup/drop off person.
The Hill After School Care and Play Trust does not allow children to bring outside devices to the programme, this includes but not limited to devices like phones and tablets. If a child brings a device to The Hill After School Care and Play Trust, it will be stored safely and given to the parent when they arrive to collect their child.
Children need to bring their own packed lunch and drink bottle in a comfortable bag. Morning and afternoon tea will be provided.
A need to notify us of any medical conditions requiring medicine or emergency treatments must be completed via enrolment or holiday booking. Please be specific.
Notify us of any behavioural conditions that we may need to know to offer the best care for your child.
Ensure children have appropriate clothing and footwear for planned activities, such as warm clothing, sneakers, hat, and swimwear.
Activities may change due to events beyond our control, such as bad weather. Changes may occur without prior notification, but notice will be provided as much as possible.
HASCAP (Hill After School Care and Play) is run by a trust, this is “The Hill After School Care and Play Trust”, we run separately from Napier Central School, although we do work very closely with the school.
If you have any issues or concerns, please talk to one of the team or the Programme Manager, if you wish to make a formal complaint this needs to be in writing to the Programme Manager. If you are not satisfied with the outcome, then you may write to the trust via the Programme Manager or the school office.
A copy of our policy and procedures is on site; you are welcome to view at any time.
Payment Information and Charges
The Hill After School Care and Play Trust’s current standard fees are published separately in our Fee Schedule and are available to families when enrolling and on request. Please see the Programme Manager.
Invoicing
Invoices will be sent out weekly via the email used in enrolling on AimyPlus.
Payments
Payments can be made directly into our account via internet banking or automatic payment.
Bank: Westpac
Account Name: The Hill After School Care and Play
Account Number: 03 0698 0012336 00
Oscar Fee Subsidy
We are an accredited OSCAR programme. If you would like more information regarding subsidies, please contact your local WINZ office to collect your forms and give them to us to complete our section.
Minimum Charges
Minimum charge of 1 hour applies for afternoon care and 30 minutes for before school care.
Late Pick-Up Fees
A late fee of $2.50 per minute will be charged for any child collected after 5:30pm
Not Booked Attendance Fees
If a child attends the programme without a prior booking or arrangement, an additional fee of $5.00 per occurrence may be charged.
This would be at the discretion of the Programme Manager when charged and taken on a case-by-case basis.
Non-Attendance for Booked Sessions (Cancellation Policy Holiday Programme Only)
More than 7 days’ notice: No charge applies.
7 days’ notice or less: 50% of the fees for the booked sessions will be charged.
24 hours’ notice or less: 100% of the fees for the booked sessions will be charged.
Late Payment Fees
Fees are due within 7 days of invoice. Accounts unpaid 15 days after the invoice date may incur a late payment fee of $10.
If the account remains unpaid 30 days after the invoice date, a final late payment fee of $10 may be applied.
Late payment fees are capped at $20 per invoice and apply only to the parent-paid portion of fees.
The Trust will work with families experiencing genuine financial hardship to agree a payment plan and may waive late fees in these circumstances.
