Education Terms & Conditions

Terms and Conditions – PLEASE READ CAREFULLY

​

• A place in any course is only confirmed once the course fee is paid in full before the start of the course unless it’s an automatic re enrolment for Youth Classes.
• Cancellations must be received five (5) business days ahead of the class. Cancellations received after this period will incur a $35 administrative fee.

•Bookings can only be processed for the current term and fees cannot be transferred to future terms.
• No refunds will be given after class commencement.
• EAC reserves the right to cancel any course. In the event of EAC cancelling the course, students will receive a full refund.

•Students enrolled in any Youth Term Class will be automatically re-enrolled for the subsequent term to secure their placement, unless written notice of withdrawal is received before the end of the current term.

• Unless otherwise stated, all fees include GST.
• In the event of Tutor illness, EAC will endeavour to prevent class cancellation by providing a substitute tutor. If EAC is unable to provide a substitute tutor, the class may be postponed at short notice with students being contacted promptly.
• Materials are included in all Children’s classes, unless otherwise stated.
• Parents/caregivers must escort children from the carpark to the class and must SIGN IN on arrival and SIGN OUT on pick up. Please advise the tutor if someone else is collecting your child.
• EAC reserves the right to exclude any student from a course who is constantly disruptive, does not adhere to class rules or poses a significant risk to the safety of themselves or others. EAC aims to be fair and consistent.
• For comments, concerns or complaints, please contact the Manager. All complaints will be treated as confidential.
• In the event of an accident or emergency, staff will, to the best of their ability, perform appropriate first aid and if necessary, call an ambulance. Parents will be contacted immediately. Any urgent medical attention will be at the parents’ cost. Children will not be transported by private vehicles unless there is a serious emergency.
• EAC cannot accept responsibility for lost or damaged possessions that students bring to class.
• All information provided is for EAC administration only. It is confidential and will not be shared or sold to any third party.
• Occasionally we take photos during classes for our website, newsletter, print advertising and/or Facebook. We will never reference you/your child by name or provide any information regarding your child. You MUST notify us in writing if you DO NOT grant permission. Email to youth@estuaryarts.org.

​

Automatic Re-Enrolment and Cancellation Policy (Youth Term Classes)

1. Automatic Re-Enrolment
   Students enrolled in any Youth Term Class will be automatically re-enrolled for the subsequent term to secure their placement, unless written notice of withdrawal is received before the end of the current term.

2. Cancellation and Refunds
   a. Cancellations must be submitted in writing no later than five (5) working days prior to the commencement of the new term in order to qualify for a full refund.
   b. Cancellations received after this period will incur a twenty percent (20%) administrative fee deducted from the total class fee.
   c. No refunds or credits will be issued once the term has commenced.

3. Failure to Notify
   Failure to provide written notice of cancellation by the stated deadline will be deemed acceptance of re-enrolment, and the participant will be liable for the full term fee.

 

Child Check-In and Check-Out Policy & Procedure

​

Purpose

To ensure the safety and wellbeing of all children attending Estuary Arts Centre after school art classes and school holiday programmes, this policy sets out clear procedures for parents/guardians when dropping off and collecting children aged 5–14 years.

Policy

1. Children must be escorted into and out of a class by a parent, guardian, or authorised caregiver.

2. The parent, guardian, or authorised caregiver must check in their child using the tablet or printed form.

3. Only persons listed on the enrolment form as authorised to collect the child will be permitted to do so.

4. Photo ID may be requested if staff are unsure of a collector’s identity.

5. Children will not be released to anyone under 16 years of age.

6. If parents are delayed, staff must be informed as soon as possible.

7. In the event of an emergency where an unauthorised person needs to collect a child, written or verbal authorisation (confirmed by a staff member) must be provided by the parent/guardian.

 

Procedures                                                                                                            

Check-In (Arrival)

• Parents/guardians must escort their child into the centre.

• A staff member will have the attendance register ready at the check-in point.

• Parents/guardians must:

  • Check their child on the register at time of arrival.

  • Already disclosed at the time of enrolment any relevant information (e.g., allergies, medical needs, special arrangements).

• Children must remain in the care of their parent/guardian until officially checked in and handed over to staff.

 

Check-Out (Departure)

• At the end of class/programme, parents/guardians must enter the centre to collect their child.

• The authorised collector must:

  • Check out the child at time of collection.

  • Provide ID if requested.

• Staff will only release children to authorised persons listed on the enrolment form, unless prior arrangement has been communicated and approved by staff.

• If no authorised person arrives within 15 minutes of programme end time:

  • Staff will attempt to contact the parent/guardian.

  • If unsuccessful, emergency contacts will be called.

  • In cases of continued non-collection, the centre’s Late Collection Policy will apply.

 

Late Collection

• Parents must collect children promptly at the end of each session.

• A late fee may apply for repeated late collections.

• If a child remains uncollected after 30 minutes, and no contact has been made, staff may need to notify relevant authorities for the child’s safety.

• Parents / caregivers will be charged a flat rate of $40 per hour for late collection.

 

Responsibilities

• Parents/Guardians: Ensure accurate completion of enrolment details, including full disclosure of medical or learning needs and authorised collectors.

• Staff: Maintain accurate attendance records and enforce check-in/out procedures.

• Children: Stay with staff until checked out by an authorised adult.