Sandcross Primary School
Inspiring Lifelong Success
Wrap Around Care - Melody Club
Melody Breakfast & After School Club
Sandcross Primary School is very happy to be able to offer before and after-school provision for our Nursery school community.
If you have any further questions please email office@sandcross.school
This innovative addition to our care offerings is tailored to meet the unique needs of our youngest learners, providing them with extended care hours right in their familiar Nursery surroundings.
Unlike our 'Harmony' for Reception to Year 6, 'Melody' caters specifically to Nursery regulations, ensuring a secure and nurturing environment. Staffed by Early Years professionals, Melody offers a seamless extension of the school day, where children continue to engage in educational activities within their own designated space.
Available during term time (38 weeks per year), 'Melody' provides flexible options to accommodate families' needs:
Breakfast slot (07:30 - 08:30) at £9, including breakfast.
The Nursery day - 08:30-14:30 - is included as part of a child’s eligible or additional Nursery hours. Additional hours during the school day are purchasable at £7.50 per hour.
Post-Nursery care 14:30 - 15:30 at £7.50.
A special clubs slot from 15:30 - 16:15 at £3.50, applicable for parents with siblings in the school who attend an after-school club.
For extended care, the 15:30 - 18:00 slot is available at £15, including a snack and drink.
15:30 - 17:00 - £10, including a snack and drink.
Bookings can be made via the Arbor Parent Portal up to 12 hours before the session. If you need a last minute session please call the office on 01737 245 467.
We also accept childcare vouchers, making 'Melody' an accessible and convenient option for all our families.
'Melody' promises not just a continuation of the learning journey but a well-supervised, enriching experience that ensures your child thrives beyond the typical school hours, all within the comfort and safety of their Nursery setting.
We require notification if your child has been booked on to and will not be attending Melody Club. We ask for 1 week’s notice for any cancellations – cancellations with less than 1 week’s notice will be charged for the session.
We are unable to take cash or cheque payments for any bookings.
Non-arrivals will also be charged.
Please read all of our terms and conditions before completing your first booking. These can be found below.
Breakfast Club
The drop-off point for Melody Breakfast Club is at the Nursery gate which is situated further up from the school office gate at the front of the school. On dropping off, parents/carers should report to the Melody team where children must be signed in by the accompanying adult.
Breakfast is available to the children between 7:30 am and 8:15 am with a choice of hot food such as bacon or sausage sandwiches, cereal, toast, crumpets with spreads and water or milk.
After School Club
A member of the Melody staff will join the children in the nursery classroom and take over from the Nursery teacher and support staff at 3:15 pm. Registration will take place promptly at 3:25 pm.
All children must be signed out by their parent/carer on collection. If there are any changes to who usually picks up your child, please inform the staff in advance.
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In the event of a child not arriving at the club as pre-booked
The school register will be checked to see if the child attended school
The premises will be checked and if the child cannot be located, the parents/carers will be called along with the Police.
If a child is not collected by the end of the day (6 pm) and no contact can be made with parents/carers or other named persons, Children's Services will be contacted.
The collection point for the After School club is the Harmony gate which is situated further up from the school office gate at the front of the school. Please call the School and select the Harmony Club extension number to notify a member of the Harmony/Melody team that you are there to collect your child.
Children who stay until 4:15 pm receive fruit and crackers, while those who stay for the full session until 6 pm enjoy sandwiches, pizza, fruit, and vegetables. Fridays offer a variety with options like chicken nuggets, potato croquettes, and sausages.
Policies & Procedures
Harmony Club adheres to a number of policies and procedures that are in line with our Sandcross School values and code of conduct. These are reviewed annually.
To view our policies please visit our website www.sandcross.surrey.sch.uk/policies/
Terms & Conditions
Please read and keep it for future reference. Effective from 1st September 2024
Please read the Terms & Conditions carefully before returning the registration/child form. If you have any questions regarding our Terms & Conditions, please contact the school.
Any reference to ‘parent’, ‘parents’, ‘family’ or ‘families’ refers to adults aged 18 and over, with a legal responsibility - or acting as the guardians - to the child/children and/or responsible as bill payers.
1. Registration
a. Parents will need to access Arbor to manage their bookings.
b. Parents will need to read our Terms & Conditions and Privacy Notice when booking.
d. By ticking the box to confirm you have read our Terms & Conditions and Privacy Notice, you are agreeing to all articles mentioned in the Terms & Conditions and Privacy Notice.
e. Parents will be unable to register and/or book with us if they do not agree to the Terms & Conditions and/or Privacy Notice.
f. By completing the registration/child form, you are accepting responsibility for ensuring childcare fees are paid as outlined within these Terms & Conditions.
J. If a child has an additional need requiring an increased staffing ratio or medical training, it is the parent’s responsibility to liaise with the school office to ensure the provision is adequate before the child begins their sessions with Melody. The cost of the additional member of staff and resources will be at the cost to the parent.
2. Term Time Bookings
a. Parents can manage their bookings by accessing their online Arbor account.
b. A confirmation email will be sent to parents upon completing their online booking.
c. Costs and fees can be found when booking online. Costs are available before finalising their booking.
d. Melody Breakfast and After School Club operates a “first come, first served” booking system.
e. All bookings are subject to availability.
f. Harmony Breakfast Club is open from 07:30 until the start of the school day. Children are unable to arrive and attend Breakfast Club before the opening time.
g. Melody After School Club is open from the end of the school day until 18:00. Children must be collected by this time.
h. Parents can book sessions online with a minimum of 12 hours’ notice. This depends on availability. Parents wishing to book a session with less than 12 hours notice must contact the school office.
i. Parents may book a maximum of one academic year (September to July) at a time. Payment must however be made in advance.
j. When the school closes earlier than usual, Melody Breakfast and After School Club will not be open for After School provision.
k. Our definition of a “regular booking” refers to childcare arrangements made on a long-term basis. For example, one school term or one academic year. The place is reserved for your child on the days/sessions required for the period selected when booking online.
l. Our definition of an “Ad-hoc booking” refers to one-off bookings, irregular bookings or casual bookings. For example, one week at a time.
m. Parents will not be able to book sessions when there is an outstanding balance on their account.
3. Term Time Payments
a. Melody Breakfast and After School Club accepts online payment only via Arbor, childcare voucher scheme (CCV) and Tax-Free Childcare scheme (TFC).
b. Parents using childcare vouchers (CCV) and Tax-Free Childcare (TFC) must ensure their payment is received by Melody Breakfast and After School Club by the agreed payment date, as stated within the Terms & Conditions. Voucher payments can take 2-5 working days to process.
c. Melody Breakfast and After School Club do not accept payment by cash or cheque.
d. Payment for all bookings is due in advance.
e. We reserve the right to take legal action to recover the costs of outstanding childcare fees.
f. Melody Breakfast and After School Club do not give any refunds. Any credit is kept on account and applied to future bookings.
4. Term Time Invoices & Additional Charges
a. Fees are strictly payable in advance and regardless of attendance.
b. No charges will be made for Bank Holidays.
c. A credit note will be issued for any cancelled sessions, in accordance with our Terms & Conditions for cancellations.
d. You may incur a 'late collection fee' of £0.50 per minute for the first fifteen minutes, and £1.00 for every minute thereafter, should your child be collected after closing time or by the agreed collection time.
e. If your child attends our ‘reduced slot’ you will incur a ‘late collection fee’ if your child is not collected on time. If your child is collected after 4:25 pm there will be a late fee of £5.00. If your child is collected after 4:45 there will be a late fee of £9.00.
f. All fees will be under constant review. We will endeavour to give you one calendar month’s notice before any changes are made to the fees.
g. If you do not wish to pay any price increase, you may end the agreement with one calendar month’s written notice to withdraw your child from Melody Breakfast and After School Club.
h. If a child has additional needs and is unable to attend safely within the Melody ratios, parents will be expected to pay an additional charge to match the level of support provided.
5. Arrivals & Departures
a. Playworkers are responsible for signing in your child and recording the time of their arrival at the Club.
b. Parents or the nominated person must sign out their child from the Club upon their collection. Our electronic register will automatically record the time of collection from the Club.
c. Children cannot arrive earlier than the stated opening time of the Club.
d. Children must be collected by the Club’s closing time or the agreed collection time.
e. For your child’s safety, we recommend you or a named person accompany your child upon arrival to the Breakfast Club, or Holiday Club, to ensure a Playworker is aware that your child has arrived and to provide you with any updates on the day’s session.
f. Your child will only be released to you or a person named on the booking system. Under no circumstances will your child be released to any person who has not been specified by you.
g. Your child will, under no circumstances, be released to any person who is under the age of 18.
h. Unknown collectors will require a photo ID and the collection password to enter the Club and/or collection purposes.
i. Parents must create a collection password upon registering and booking at Melody Breakfast and After School Club.
j. Parents must notify the Club if they will be late collecting their child.
k. If your child is not collected by 6:00 p.m. without any contact from their Parent, we reserve the right to notify the relevant authorities.
l. Children in Year 5 and Year 6 may walk home alone during daylight hours and only when prior written permission has been given. This may be taken away at the discretion of the school.
6. Absences & Illness
a. If your child is absent, you should notify Melody Breakfast and After School Club at least 30 minutes prior to the club’s opening time.
b. If you suspect that your child has an infectious or communicable disease you must notify the Club as soon as possible.
c. No child with an infectious or communicable disease may attend the Club until fully recovered. We will follow any Health Guidance on infectious disease and exclusions period (a copy of which can be found at the club.)
d. If your child becomes ill while at the club you will be contacted and, should it be necessary, medical attention will be sought.
e. Any child who has been vomiting and/or has diarrhoea must not return to the club until 48 hours after the last bout of the illness
f. All absences will be charged at the full rate. However, in the event of a long-term illness that results in more than two consecutive weeks’ absence, please contact the School Office.
7. Behaviour
a. Staff will strictly follow the Sandcross School Behaviour Policy - please see our website at www.sandcross.surrey.sch.uk
b. In accordance with our Sandcross School Suspensions and Exclusions Policy, we reserve the right to suspend and/or exclude any child who persistently behaves in an unacceptable manner.
8. Data Protection
a. We comply with the requirements of the General Data Protection Regulation 2018 (GDPR), regarding obtaining, storing and using personal data.
b. For security reasons, parents are advised not to share their online account password.
c. Harmony Breakfast and After School Club follow the Everychild Trust Data protection policy.
d. The information you provide us will be processed electronically for administrative purposes and is subject to the terms of the GDPR.
e. We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (e.g. Police, HMRC etc.). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.
f. If some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our provision. (e.g. online bookings and accounting purposes). Any such third party will comply with the strict data protection regulations of the GDPR.
g. Parents can ask to see the information and records relating to their child, and/or any information that we keep about themselves. We will make the requested information available as soon as practicable and will respond to the request within one month at the latest.
h. Parents can also ask for the data to be deleted, but please 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. Therefore, Melody Breakfast and After School Club cannot legally delete everything immediately. If you would like more information on the data we are legally obliged to hold, please speak to the school
9. Cancellations, Closures & Termination
a. Parents must contact the school office to cancel their child’s place at Melody Breakfast and After School Club. If less than 1 week's notice is given you are liable for all fees for this period and any outstanding balances regardless of attendance.
b. No refund will be given but credit will be applied to your Arbor account.
c. Any threatening/aggressive behaviour from parents/carers towards Melody Breakfast and After School Club staff, children, visitors or other parents etc. will result in the parent/carer being excluded from the club/site. This may include the exclusion of the child.
d. You may terminate the agreement if we have breached our obligations under the Terms and Conditions.
e. We reserve the right to terminate your child’s place, with 48 hours notice, at our Club if:
I. Any childcare fees are outstanding,
II. Childcare fees are continually paid late,
III. The child is persistently collected after closing time or by the agreed collection time
f. We reserve the right to take legal action to recover the cost of outstanding fees
g. In the event of emergency closure, Melody Breakfast and After School Club may not open or may close earlier than usual and you will be informed as soon as possible of the closure.
h. Melody Breakfast and After School Club will not be held liable for the closure of the club due to adverse weather, third-party action or unforeseen circumstances
I. There will be no Melody provision after school on the last day of each term when there is an early finish
J. Currently, there is no Harmony provision during INSET days or school holidays. However, this is under constant review.
10. General
As this is a school-run provision, the legal responsibility sits with the school’s leadership team
All school policies relate to and include the Melody wraparound club.
c. A healthy breakfast is provided at our Breakfast Club from 07:30 to 08:20. Your child may have two portions for their breakfast. Children arriving after 08:20 can have a piece of fruit.
d. A light, healthy afternoon snack is prepared and made available to children from 15:30 to 16:00. In winter months, a snack will be made available from 16:00 to 16:30 to allow children time to play outdoors before sunset. Please note: a snack is not intended to replace a meal.
e. We are a “nut-free” Club. Nut-based and melon products are not permitted in our Club.
f. The welfare of your child is paramount to Melody Club and staff are there to support you and your child wherever possible.
g. If you have any concerns about the service we provide for your child, please discuss this initially with a member of the Melody Club team. Alternatively, you can speak to our school office manager who will endeavour to investigate and correct any issues you may have.
h. Please update any changes (such as a change of address or contact numbers) by emailing harmony@sandcross.school
i. Please inform Melody staff or email Harmony@sandcross.school to update any changes to your child’s needs, such as dietary requirements.
j. Parents and visitors are not permitted to use their mobile phones or other devices that can take and store photographs.
k. If your child has a mobile phone, they must inform a Playworker so it can be safely and securely stored until collection.
l. If Harmony Club is closed due to adverse weather conditions or third-party action, parents will be notified as soon as possible.
m. We cannot take responsibility for the loss or damage to any personal belongings brought into the club.
n. All Sandcross School policies and procedures form the foundations of our Terms & Conditions. We advise parents/carers to read our policies and procedures.
o. Terms and Conditions are subject to review and notice of any changes will be confirmed in writing.
11. Staff are:
a. Vetted using the Disclosure & Barring Services (DBS). All staff hold an enhanced disclosure.
b. Staff complete the same level of training and access to appropriate qualifications as all our Sandcross team
c. Committed to safeguarding the children in their care.
12. Equal Opportunities
As public bodies, academies and FE institutions must comply with the public sector equality duty in the Equality Act 2010 and the Equality Act 2010 (Specific Duties and Public Authorities) Regulations 2017. All this information can be found on our school website - www.sandcross.surrey.sch.uk
13. Policies
To view all our policies, please see our website at www.sandcross.surrey.sch.uk