Wrap Around – Terms, Conditions & Service Agreement

Wrap Around Operation

Unless stated standard Qacademy Wrap Around Care operates from 7:00am – start of school (breakfast) or end of school – 6:00pm Monday to Friday during advertised school term time excluding Bank Holidays.


The daily fee for a child attending the Qacademy camp MUST either be paid in advance or via on-line bank transfer at the time of invoice. (Please ask for further bank details) providing spaces are available, or via invoice for block bookings.

Please note that places cannot be reserved until a Qacademy registration form and payment has been received. Registration forms can be done online at www.qacademy.co.uk. There is also a Registration Fee of £15 per child which should be paid upon the registration for the care or at the point of your first booking.


If you wish to collect your child early on any given day, please make us aware prior.

 Late collection

By registering your child with Qacademy you agree to collect your child on time. Collection after 6pm is unfair to other children and staff and also adds to our running costs. Late pick ups prior to 6pm will be charged at an hourly rate of £5. Late collections after 6pm will be charged at £1 per minute with no exceptions. Any late fees should be paid when collecting your child, or will be added to your monthly invoice. If this is not possible the late fee must be paid by the end of that working week otherwise your child’s place will be withdrawn from further wrap around care.


Any cancellations within 48 hours notice are non-refundable and/or will be charged via invoice.

This is also applicable for picking children up prior to the time that they are booked in until. For example; if you book a child into Qacademy until 6pm and pick up at 4.30pm, then you will still be charged until 6pm.

*Both these charges are due to budgeting for the care, the planning, resources, food and staffing required for the childcare.


Parents and Carers will be required to provide Qacademy with their child / children’s dietary requirements so that we can make approapriate plans to provide breakfast and a light tea where appropriate.


Once the fees have been paid there are no refunds for days on which your child / children do not attend. Extenuating circumstances are taken into consideration at the discretion of the Qacademy management team.

If you wish for a refund prior to the start of your wrap around care, due to staff and resources already being in place, refunds will only be given if a minimum of 48 hours notice is given in writing (preferably via email).
Termination of Contract

The contract may be terminated by the Qacademy management team due to consistent / extreme poor behaviour on the part of the child, falling behind on payments or failure to comply with our terms and conditions. Please note that any verbal or physical abuse of staff by you or any adult representing your child will lead to your child’s place being terminated with immediate effect. At any time the parent / carer may terminate the contract, however the ‘No refunds’ policy still applies.

Child information

We require certain information about your child and parents/carers. You can provide this information on the registration form on our website. Qacademy is dedicated to keeping this information safe.


Children attending Qacademy may be photographed by our trained staff. Photographs may be used as part of our marketing material including online. Children’s names will never appear alongside a photograph on any of our marketing material or other publications. Photographs with children in them will never be given to anyone and remain property of Qacademy. Parents/carers, visitors and children are not permitted to take photographs/videos at any Qacademy setting. If you do not wish for us to take photographs of your child to be used for marketing purposes then please inform the management in writing before they attend.
We will use children’s photos for decoration within the wrap around setting for the wrap around cares private use – again, if this is not what you would like then please make us aware.

First Aid and Medication

Staff at Qacademy will be trained in first aid in line with statutory requirements. Qacademy will act in the best interest of your child should your child require first aid. Settings will be able to manage most medications with the appropriate direction and paperwork being completed in advance of your child attending.