All bookings will take place between the dates specified for each program.
These dates are listed on the program brochures and website.
Bookings commence approximately half way through the school term and will close 2 weeks before the program begins.
YMCA Geelong School Holiday Program will not accept bookings after the closure date, unless:
- The family requiring booking is experiencing an emergency situation, and
- That family has an existing registration for the calendar year.
YMCA Geelong understands that some families may not know which days they require this far in advance, therefore it is advised that families book for the days the think they may require, or all days. These days can be cancelled as per the cancellation policy.
Confirmation of Bookings
Families should expect bookings to be processed within 7 days of submitting booking form.
Once bookings are complete families will receive an invoice which is an ESTIMATE of the fees to be charged for use of the School Holiday Program. Invoices are sent via email or post - however if an email address has been provided in the registration form process, this is where it is generally sent.
Families please note that on occasion invoices have been known to go straight to JUNK MAIL. It is advised that this folder be checked regularly.
As stated, the invoice sent prior to the program is an ESTIMATE. Fees are only calculated and 100% accurate once attendances have been lodged with the Child Care Management System (CCMS). Families may see slight changes to their accounts once calculations have been applied, this may reflect in more outstanding fees or even a credit, and some families will see no change at all. Please note that YMCA Geelong does not have control over how these fees are determined.
Under new policy, YMCA Geelong requires all cancellations in writing and with at least 7 days notice prior to the program beginning.
If your cancellation occurs after this cut-off date a medical certificate must be supplied if families do not wish to be charged for that days’ booking.
Families who contact the program outside of the 7 days notice period may expect charges to apply for their child's absence. All absences where children simply fail to attend as per their booking are recorded and families will be charged for these occurances. In instances where a medical certificate has been provided families will not be charged for absent days and the child/ren will be recorded as 'cancelled'.
Payment of Fees
PLEASE NOTE that all activities and costs are considered carefully when planning, and most excursions come at the request of the families and children.
All program fees must be paid in full and up front no later than one week PRIOR to the beginning of each holiday program.
Direct Debit - this option is available ONLY for January programs
Any families experiencing significant financial hardship are advised to contact the Community Programs Coordinator, Kimberley Maher, to discuss their concerns.
Families who receive support from outside agencies such as MacKillop Family Services, Barwon Health, VACCA, and so on must ensure that supporting documentation from the agency is supplied with their booking form.