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Cancellation Policy

PURPOSE

  • The purpose of this policy is to ensure consistent and transparent payment systems for bookings made for programs and services provided by Cottonwood Learning

 

ENROLMENT/BOOKING TERMS

Nature Kindy

  • Places are offered for the entire school year.

  • Sessions follow QLD school terms.

  • Enrolment for Nature Kindy can be made via Google Forms for Enrolment accessible on the website.

  • Payment is required Enrolments made two weeks before the term starts. As the place is for the year, invoices are broken up over the 4 terms.

  • A 2 week holding fee will be invoiced in November of each year to secure the place for the following year. This amount is non refundable and will be deducted from Term 1 fees.

  • Payment plans are available by request and approved and in place prior to the due date of each Invoice. Requests are emailed to admin@cottonwoodlearning.com.au.

  • Payment is via bank deposit or other payment options by prior arrangement before a program starts.

 

Nature Playgroup

  • Bookings can be casual basis/week by week or per term (with a discount).

  • Sessions follow QLD school terms.

  • Enrolment for Nature Kindy can be made via Bookeo for Enrolment accessible on the website.

  • Payment is required upfront at the time of online booking via Stripe or Credit card or other payment options by prior arrangement before a program starts.

 

Nature Holiday

  • Bookings are casual and can be per session or all 4 sessions in holiday program

  • Sessions follow QLD school term breaks in April, June and September. No holiday breaks over Xmas.

  • Enrolment and Bookings for Nature Holiday via Bookeo for Enrolment accessible on the website.

  • Payment is required upfront at the time of online booking via Stripe or Credit card or other payment options by prior arrangement before a program starts.

  • For existing Nature Kindy families, an invoice will be sent and payment required 2 weeks prior to the Holiday session starting.

  • Places are not confirmed until payment is received 2 weeks prior to session starting.

 

CANCELLATION

  • Cottonwood Learning organises nature sessions based on enrolled numbers, with adequate staffing and resources. In order to do this efficiently sessions need to be booked and paid for 2 weeks in advance.

Nature Kindy

  • If absent or sick families are to notify staff via text to the Session Phone. A make up day will be provided where available, the week prior, during or after the absence during school terms. As our fees, costs and staffing are based on ratios, we unfortunately cannot offer refunds if your child is absent due to illness, but we are happy to provide a makeup session where available.

  • Withdrawal of Place for child. Families are required to provide admin or manager with four weeks written notice when withdrawing their child from the program. The email must state the date of the child’s last day of attendance. Fees will be charged up to the end of the four weeks from the date at which notice was received in writing, whether or not the child has attended the program during those four weeks.

 

Nature Playgroup

  • If absent or sick families are to notify staff via text to the Session Phone. A make up day will be provided during the term.

 

Nature Holiday

  • There is a no refund policy for cancellation of booking within 7 days of the holiday period. This is due to there being only 4 sessions, with each session generally booked out, and organisation of staffing, ratios, and activities. When a family cancels without giving enough notice, they prevent another family from participating in our program.

  • If a child is unable to attend and notice is given prior to 7 days before the holiday period, then a swap for an alternative day can be made or a refund.

  • A make up day will be provided where available, during the holiday period.

 

Minimum numbers

  • If a program is cancelled by Cottonwood Learning where minimum numbers not being met, families will be entitled to either a full refund, change of booking or a booking credit.

 

Severe weather

  • Severe weather compromises the safety of all participants at Cottonwood Learning. The severity of the weather event can pose different challenges for different sites and may include but not be limited to thunderstorms, high winds with the risk of branches falling, flash flooding or extreme tides. If severe weather is forecast and a new venue cannot be found, the session may be cancelled and we aim to provide families with as much notice as possible, but at latest, prior to 7 am on day of the session.

  • Sessions cancelled by Cottonwood Learning due to severe weather events will not be charged, families will be entitled to either a full refund, change of booking or a booking credit.

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