Registration – Ralston Out of School Care

Children *

	Child First Name *	Child Surname *	Child DOB *	School Year *	Child home address (including postcode) *
1
1

Add Child

Primary Care giver 1 First Name *

Primary Care giver 1 Last Name *

Primary Care giver 1 Main contact number *

Primary Care giver 1 Work contact number (Optional)

Primary care giver 1 Email address *

Password *

Confirm Password *

Primary Care giver full Name 2 (optional)

Primary Care giver 2 Main contact number

Primary Care giver 2 Work contact number

Primary Care giver 2 Email address

Do you have any contact restrictions for your child *

If yes, please give details

Emergency Contact Message

EMERGENCY CONTACTS This person/s will be contacted if we cannot reach the primary care giver/s during an emergency

Emergency contact 1 full name *

Emergency contact 1 contact number *

Emergency contact 2 full name

Emergency contact 2 contact number

Collection Message

COLLECTION FROM THE SERVICE Please give a list of people who you authorise to collect your child from the service People authorised to collect my child (Full names and relationship required)*:

Collection List

Please tick the box to agree and understand that the service closes each evening at 6pm and that there will be a late fee charged if my child is not collected by 6pm.* *

I agree to the statement above

We have a closed Facebook page where we share information and pictures of the service. This allows you to give us feedback too! If you are not already a member and would like to be, please let us know below your email address and we can add you to the page.

MEDICAL INFORMATION

Child Doctor Name *

Doctor surgery name and address *

Does your child suffer from any conditions requiring medical treatment, including medication *

If yes please give brief detail

Is your child allergic to any medication *

If yes please state what medication this is

Has your child received a tetanus injection in the last five years *

Please tick the box below to agree for us to give your child emergency medical treatment, including anaesthetic, as considered necessary by the medical authorities present. I understand the extent and limitations of the insurance cover provided. *

I agree with the statement above

Please state any other relevant information regarding your child’s health including details of any serious illness *

Does your child have any additional support needs? *

If yes, please give brief detail of their additional support needs

Allergies Message

ALLERGIES & DIETARY REQUIREMENTS

Does your child have any allergies? *

If yes, please let us know what the allergy is and what is recommended to treat these allergies

Does your child require the use of an EPI pen in relation to allergic reactions? *

If yes you will be required to supply ROSC with an EPI Pen?

Does your child have any food intolerance or dietary requirements?* *

If yes please give detail

Please tick the box below that you agree to inform the service as soon as possible of any change in medical/allergy circumstances during my child’s attendance at ROSC.* *

I agree with the statement above

OTHER IMPORTANT INFORMATION

Please detail any other important information that is relevant to your child.

PERMISSION FORM

Please tick if you give permission for the following*:

Suncream to be applied (Children without suncream will not be allowed outside on hot days) *

Face paints *

Nail varnish *

Water play (on water play days children will be required to bring in a change of clothes, notice will be given) *

Photographs shared on closed Facebook page *

Photographs for advertising and outside agencies *

Internet (supervised access) *

Attend any day trips with Ralston Out of School Care. This includes walking, using public transport and using hired vehicles. I acknowledge the need for obedience and responsible behaviour on their part. *

PRIVACY NOTICE

At Ralston Out of School Club we respect the privacy of the children attending the Club and the privacy of their parents or carers. The personal information that we collect about you and your child is used only to provide appropriate care for them, maintain our service to you, and communicate with you effectively. Our legal basis for processing the personal information relating to you and your child is so that we can fulfil our contract with you.

Any information that you provide is kept secure. Data that is no longer required* is erased after your child has ceased attending our Club.

We will use the contact details you give us to contact you via phone, email, social media and post, so that we can send you information about your child, our Club and other relevant news, and also so that we can communicate with you regarding payment of our fees.

We will only share personal information about you or your child with another organisation if we:

- Have a safeguarding concern about your child

- Are required to by government bodies or law enforcement agencies

- Engage a supplier to process data on our behalf (e.g. to take online bookings, or to issue invoices)

- Have obtained your prior permission

You have the right to ask to see the data that we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all such requests within one month. You can also ask for the data to be deleted, but note that: We will not be able to continue to care for your child if we do not have sufficient information about them. Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so can’t delete everything immediately.

If you have a complaint about how we have kept your information secure, or how we have responded to a request to access, update or erase your data, you can refer us to the Information Commissioner’s Office (ICO).

Note * We do need to retain certain types of data (such as records of complaints, accidents, and attendance) for set periods of time after your child ceases to be in our care, but we delete as much personal data as we can as soon as possible.

Please tick the box below to confirm that you have read this Privacy Notice and that you give your permission for us to contact you regarding relevant matters. *

I agree to the statement above

CONTRACT

All parents/ guardians and children agree to adhere to the service rules stated below:

Pick up/Drop off

- Ralston out of School Care cannot provide care for children before 8am and after 6pm. The signatory is responsible for collecting the child unless some prior arrangements have been made in writing with the service via email. If the parent/ guardian designated to collect the child is unavoidably delayed the signatory is responsible for informing the ROSC before the services closes. Failure to adhere to this requirement may result in our child protection policy being implemented and Social Work services being contacted.

- All children must be picked up by an adult over 18 years of age who is on the pick-up list. If the child is to be picked up by someone not on our contact list, parents must

notify the service by telephone call or email. Persons not on the list will not be able to collect the child without prior consent.

- All children must be brought to the ROSC doors for the morning session by a parent or guardian.

- No Child is allowed to leave the service alone.

Attendance

- Parents must inform staff if a child will not be attending ROSC after school either by email or phone call. No ill/sick children to attend the Service due to risk of infection. Any contagious illnesses should be communicated to ROSC.

- If your child attends any after school activities or clubs, the parent must notify the service of the dates and times we should expect their child in ROSC.

- If your child leaves school early due to sickness, an appointment etc you must still contact us by either email or phone call. The school is not responsible to let us know and they do not communicate this information with us.

- At least 4 weeks’ notice is required for any alteration to the times and or dates of the place. Changes to placement will take effect on the 1st day of the month following formal notification of the change in service.

- Fees for the service will be spread over the 11 months from August to June and require to be paid online via debit/credit card, in advance between 1st and 10th of each month. As with all places in Ralston Out of School Care parents of children in primary one will also be charged from the beginning of August to guarantee the placement. Where a Childs account falls into 2 months arrears ROSC reserves the right to suspend the service until the account is brought up to date in full.

Behaviour

- If a child’s behaviour is seen to be dangerous to his/herself or others, the service has the right to exclude the child from attending the service until such times as appropriate measures have been taken by parents/ guardians to discontinue this behaviour. Failure to put in place adequate measures may result in the ultimate termination of the service.

- Children must respect the building, furniture, or equipment within ROSC.

- Children should clear up after themselves.

- ROSC promotes positive behaviour. Children will not be allowed to cause harm to others such as hitting or name calling.

- As a responsible employer ROSC adopts a zero tolerance policy which states that staff are protected against harassment bullying and discrimination.

Miscellaneous

- Children are not allowed to bring hot meals, hot drinks, and fizzy drinks into the Service, this includes holiday cover and in-service days.

- Children should ensure they bring all belongings to ROSC after school as staff cannot return to classes for forgotten items.

- Please do not use the staff car park. If using rear loading bay to drop off and pick up your child from ROSC , this is done at your own risk as you will not be covered by your insurance as this is a goods entrance only, not a car park.

- Primary 6 and primary 7 children are allowed to have supervised access to their mobile phones. Any child wanting access must complete a phone access form and contract before they are allowed to use their phone in the service. No child should have their phone out without asking a member of staff and having a completed form.

- If any personal details or contact details change for your child, child's primary carers or emergency contacts, you must let us know so we can update this information.

Your Registration form along with these rules constitute the terms of contract agreement between you and Out of School Care.

Failure to comply with the conditions of this contract may lead to the contract being terminated and the loss of the placement with Ralston Out of School Care.

Please tick the following box below to agree you understand and accept the contract stated above. *

I agree to the statement above

Please tick the box below to agree and that you understand that monthly fees are due between the 1st and 10th of each month, from August 2026 – June 2027.* *

I agree to the statement above

The method of payment I will be using is (please tick appropriate method): *

Bank transfer
Child care voucher

Additional Notes

Additional Notes - Term time fees are paid 11 months of the year from August 2025 to June 2026 and will be paid via bank transfer or voucher in advance before the 10th of each month. Late payment of fees may incur a charge. - Any extra term time session will be charged at £10 per morning session and £20 per afternoon session and will be dependent on spaces. - Our standard playscheme day rate will be £24 per day. This will be reviewed at the end of August 2025.