Early Birds and Night Owls
13th July 2018
Dear Parents & Carers,
EARLY BIRDS AND NIGHT OWLS BOOKINGS FROM 16TH JULY
As you are aware, the new on-line booking system for Early Birds and Night Owls goes live on Monday 16th July. This is to inform everyone that the system will be activated and live at 8.30am. Whilst we appreciate that the introduction of the new system, and the initial reduction in places at Night Owls, has caused some concerns we are striving to ensure a fair and smooth system for all.
We are continuing our recruitment process for staff for extended provision and will update parents and carers when we are able to release any more places for Night Owls.
If there are any questions or concerns on Monday regarding the system we would appreciate your patience and understanding. If possible, please email firstname.lastname@example.org rather than phone so that we can deal with any queries efficiently and quickly.
MRS R COLLINS
Breakfast club & after school club
Please note that the system for booking and paying for Early Birds and Night Owls will be changing from the Autumn Term 2018, please see below for all the information regarding the booking and payment process.
EARLY BIRDS AND NIGHT OWLS BOOKINGS ON SCHOOLGATEWAY
As you may be aware, parents may pay on-line for extended provision through SchoolGateway, which can be accessed via our school website. At the moment the booking side is handled through the school office, from 16th July onwards ALL bookings for Early Birds and/or Night Owls from September 2018 onwards can only be booked through SchoolGateway. This will give parents the facility to book at the weekend or during school holidays rather than having to stick to the office opening times, you will also be able to log on and see instant availability for upcoming weeks.
You may book as many sessions as required at anytime, payment must be made at the time of booking. If payment is not made, then the booking will not be complete and you will not have reserved your child’s space in Early Birds or Night Owls. If you would like to pay with childcare vouchers then we must receive these from you in advance of your booking so that we can credit your account and therefore allow you to book as payment will be credited to your account. It may be the case that for the first term in September you will have to pay online as we must have time to process your vouchers and credit them to your account, we cannot accept responsibility if places are not available due to the childcare vouchers being delayed.
Any bookings must be made at least 72 hours before, in order for registers and food arrangements to be completed. We will not be able to accept last minute bookings due to staffing levels and the new system. Any changes or cancellations will need to be made via the school office , you can contact us via phone or email (email@example.com). Changes or cancellations made outside 5 working days can be credited back to your account.
Any outstanding balances from the Summer Term will be added to your account and need to be cleared before any new bookings can be made. We will no longer be offering a sibling discount in Early Birds or Night Owls, but we will however be keeping the cost of the sessions the same for the new academic year. So Early Birds will remain at £4 per session from 7.45-8.45. Night Owls will remain at £5 from 3.15-4.30pm, and £8 from 3.15-6pm.
Due to staffing levels we have had to reduce the amount of places available in Night Owls each day, vacancies in Night Owls have been advertised for several months but we are still currently in the recruitment process for the positions available. Bookings will be a first come first served basis and you are responsible for booking your child’s space in Early Birds and Night Owls. Once again bookings will only be confirmed once your have completed the payment step on the online booking system. Please note that current spaces in Early Birds and Night Owls will not ‘role over’ from the previous term, and it is your responsibility to make the booking and reserve your child’s place.
If you click on the link for SchoolGateway at the bottom of our Priors Wood Website page (www.priorswoodschool.com) and use the club option to book your child’s space. You can also download the app to your mobile from your app store.
Please do not hesitate to contact us if you have any questions about the new club booking system.
The school runs a Breakfast Club and After School Club managed by members of our own staff, both are led by Mrs Jeni Trupia and assisted by other members of school staff.
Early Birds runs from 7.45-8.50 a.m. every morning. Breakfast typically includes toast, cereal and milk, yoghurt, fruit and a drink, and would be available from 7.45 until 8.15 a.m. The current charge is £4.00 for each session. If you will have more than one child attending the cost for the second child is £3.50.
Night Owls runs each afternoon straight after school. Children can either stay until 4.30pm (£5) or until 6pm (£8). There is a discount of 50p for siblings.
For both Early Birds and Night Owls children are able to take part in various activities including outdoor play in a safe and restricted-access area, use of computers and games and other planned activities.
The clubs are run on a tight budget so you need to book and pay for your children each half term in advance. Details for booking, registering and making payment can be obtained from the office staff.
From 3rd November all casual bookings and changes to existing bookings for both Night Owls and Early Birds should be emailed directly to firstname.lastname@example.org. Emails will be checked daily Monday to Friday a member of the office staff will confirm your place by return email. (Please note that emails are not monitored over weekends or holidays). Please note we require a mimimum of 24 hours' notiice for new or casual bookings to ensure that sufficient staff are available and that food is ordered accordingly.
If your child is booked in to Night Owls to 6pm please remember that they MUST be collected by that time. If, in exceptional circumstances, you are delayed please make sure you have an alternative emergency contact to collect your child by 6pm on your behalf. In those circumstances please contact Night Owls staff on the school mobile number (07928 832 615) to advise them. If children are collected after 6pm we will have to make an additional charge of £5.00 per 10 minutes (or part of) that you are late.
Absence or changes notified at least one week in advance will be credited, however changes to bookings or absences with less than a week's notice will have to be paid for as staff will have been booked and food ordered.
The out of office hours number for Early Birds & Night Owls is 0792 883 2615. Please use this number if you need to contact Mrs Trupia and her team when Early Birds & Night Owls are in progress.