OSHC Adventures – Terms & Conditions

These Terms and Conditions outline the agreement between OSHC Adventures (Provider Approval PR-40024476) (“OSHC Adventures”, “we”, “our”, or “the Service”) and families enrolling their children in our Before School Care (BSC), After School Care (ASC), and Holiday Care programs.
By submitting an enrolment form or making a booking, you acknowledge that you have read, understood, and agree to these Terms and Conditions.

1. Enrolment & Authority

  • Families must complete an enrolment through our approved platform (Xap Smile App or Guardian Portal at www.xap.rocks) before a child can attend any OSHC Adventures service.

  • The parent/guardian completing the enrolment confirms they have lawful authority to enrol the child and provide consents.

  • Families are responsible for ensuring all details—child’s name, DOB, CRN, medical information, authorised contacts, and custody information—are true, current, and complete.

  • Any updates to enrolment details (e.g. medical conditions, allergies, custody orders, or contact information) must be made immediately through the Xap platform or by contacting admin@oshcadventures.com.au.

2. Bookings

  • All bookings (permanent, casual, and holiday care) must be made through the Xap Smile App or Guardian Portal.

  • Permanent bookings secure ongoing care and are recommended for families who require regular sessions.

  • Casual bookings may be made up to 24 hours in advance, subject to availability.

  • Holiday Care bookings are confirmed once submitted and cannot be cancelled or refunded due to staffing and excursion planning requirements.

3. Cancellations & Absences

Before and After School Care & Holiday Care:

  • Cancellations made more than 3 days (72 hours) before the booked session will not be charged.

  • Cancellations made within 3 days (including on the day) will incur the full session fee

  • Cancellations or absences for Holiday Care sessions will incur the full session fee unless a medical certificate is provided.

  • If a child is absent without notification (“no-show”), the full fee will be charged.

  • CCS entitlements apply to allowable absences under Services Australia guidelines.

4. Fees & Payments

  • Session fees are detailed in our current Fee Schedule, available via the Xap platform and on our website.

  • Invoices are automatically issued each Wednesday through Xap.

  • Payments must be made via direct deposit to:
    Account Name: OSHC Adventures
    BSB: 013 533
    Account Number: 154024355

  • Please include your child’s name or family account number in payment references.

  • Late payment may result in the suspension of bookings. Continued non-payment may lead to referral to a debt recovery agency.

  • Families are responsible for ensuring their CRNs and DOBs are correct to avoid CCS delays.

5. Early School Closure / Pro Rata Fees

  • If a school day finishes earlier than usual (for example, on the last day of term), the After School Care session may begin earlier, and a pro rata session fee will apply to reflect the extended care time.

6. Child Care Subsidy (CCS)

  • All OSHC Adventures programs are approved for CCS.

  • To receive CCS, families must:

    • Provide valid Centrelink CRNs for both parent and child.

    • Submit and confirm enrolment in myGov.

    • Keep all details up to date.

  • CCS enrolments automatically cease after 14 weeks of non-attendance under Services Australia policy. Reconfirm through myGov if care resumes.

7. Arrival & Collection

  • Children must be signed in and out via the Xap Kiosk by an authorised nominee (parent or emergency contact).

  • Only authorised individuals listed on the child’s enrolment may collect them from care.

  • Late collections will incur a $1.00 per minute per child fee after session closing time.

  • Repeated late collections may result in review or suspension of enrolments.

8. Health, Illness & Medication

  • Children who are unwell, contagious, or showing symptoms of illness must not attend care.

  • If a child becomes unwell during a session, parents/guardians must collect them promptly when notified.

  • OSHC Adventures follows exclusion periods for infectious illnesses as outlined by the Department of Health.

  • Families must provide current medical action plans for conditions such as asthma, anaphylaxis, or diabetes before attendance.

  • Staff may administer medication only with a completed Medication Authority Form and in accordance with our policies.

9. Safety, Behaviour & Supervision

  • All children are under the supervision of qualified staff who follow OSHC Adventures’ Child Safe Environment Policy, Behaviour Guidance Policy, and Child Safe Code of Conduct.

  • We aim to support positive behaviours, but if a child’s behaviour presents ongoing safety concerns, parents may be contacted to collect the child.

  • Continued behavioural issues may lead to suspension or cancellation of enrolment.

10. Excursions, Activities & Photography

  • Families will be informed of all excursions in advance, including destination, time, cost, transport, and supervision ratios.

  • Participation in excursions requires consent via the booking form or written approval.

  • Program activities may include viewing G or PG-rated content and participation in age-appropriate physical and creative activities.

  • Photos may be taken for internal display, newsletters, and program communication. Families may opt out by notifying admin@oshcadventures.com.au in writing.

11. Personal Belongings

  • OSHC Adventures does not accept responsibility for loss or damage to personal belongings.

  • Families are encouraged to label all items clearly.

12. Emergency, Medical Treatment & Authority

  • In the event of an accident, illness, or emergency, staff may administer first aid and contact emergency services if required.

  • Families authorise OSHC Adventures to seek medical assistance and agree to cover all associated costs.

  • Staff will release children into the care of the ambulance or medical personnel if necessary for their well-being.

13. Privacy & Confidentiality

  • OSHC Adventures complies with the Privacy Act 1988 (Cth) and the Education and Care Services National Regulations regarding record confidentiality.

  • Information is only shared where required for:

    • The care and education of your child,

    • Medical treatment,

    • Fee management,

    • Legal or regulatory compliance.

  • Our full Privacy Policy is available at www.oshcadventures.com.au/privacy.

14. Policy and Terms Updates

  • OSHC Adventures may review, amend, or update its policies, procedures, regulations, and Terms & Conditions from time to time to ensure continued compliance with legislation and best practice in education and care.

  • All amendments take effect once published, and families will be notified of significant changes that may impact enrolment, fees, or service operations.

  • The most recent version of our policies and Terms & Conditions is always available on request from the service or by contacting admin@oshcadventures.com.au.

15. Service Changes & Closures

  • OSHC Adventures may close or adjust operations due to emergencies, staffing shortages, or low attendance.

  • Families will be notified as early as possible of any changes.

  • No fees apply if the service initiates a closure.

16. Public Holidays & Pupil Free Days

  • No sessions operate on public holidays.

  • Care on pupil-free days is subject to demand and availability and must be pre-booked.

  • Pupil Free Days may not go ahead due to low booking numbers.

17. Acceptance of Terms

By enrolling your child and making a booking with OSHC Adventures, you agree to:

  • Abide by these Terms and Conditions;

  • Follow all OSHC Adventures policies and procedures; and

  • Ensure prompt payment and communication regarding your child’s enrolment, health, and attendance.

For any queries regarding enrolments, fees, or policies, please contact:
📧 admin@oshcadventures.com.au