Useful info for parents

We have put together this list of information that may be useful for parents using our camps. You can also check out our FAQs page for more answers.


Childcare vouchers

Childcare vouchers is a scheme in which a parent will have part of their salary paid into a “Voucher” account, by their employer and is done so tax free.

We accept all forms of childcare vouchers. If you require account details please contact us.

Please remember when doing so, to provide a reference of your surname and the title or abbreviation of the club your child is attending. This is not always possible so dont worry if you are not given the option.

Terms & Conditions
After-school Club Prices

The charges per pre booked session (inclusive of refreshments) are specific to each club and can be obtained from Head Office.
Ad Hoc places are available but need to be booked and paid for over the phone via Head Office.  To guarantee a regular place at an After School Club, you will need to book for a certain number of fixed days each week for a whole term.


All parents/carers must complete our online Registration Form in full before a child can be accepted at a club. Any changes to the information contained on the Registration Form, whether it be contact details, medical details, change of address, etc., must be notified in writing by the parent/carer as soon as possible to our Head Office.

Payment for Sessions Booked/Attended and Penalties

Occasional bookings must be paid for on the day, by calling our Head Office on 01865 594324

Failure to settle all fees and/or penalties when due may result in Oxford Active Ltd taking action (including legal action) to recover all outstanding debts.

Full fees still apply if your child is sick or unable to attend for any reason (e.g school residential trips or holidays) unless you have advised us, in writing, the term before.

Changes to booked sessions

Once a regular booking is made, it will be carried forward to the next term unless otherwise instructed, in writing, the term before you wish to make any changes. If the club is forced to close because of circumstances beyond our control (e.g due to snow/floods or Strike action), we will not be able to refund fees.

Booking additional /occasional sessions

All additional sessions requested by parents / carers are subject to availability as we must ensure that we have sufficient staff on site. No parent/carer should consider a booking as being accepted until payment has been made and the booking confirmed by one of our staff at Head Office.

All adhoc bookings can only be made 7 days in advance.

Children who turn up at the club to attend additional sessions without the parent/carer first booking through Head Office will be taken to the school office, where a parent will be called to come and collect them

Responsibility for Payment

The responsibility for payment of all fees, charges and penalties lies at all times with the person who has made the booking.

Failure by Oxford Active Ltd to make a written or verbal request for payment of fees does not constitute an excuse or reason for late or non-payment.

Penalties for Late Collection

It is the responsibility of all parents/carers collecting children to do so promptly at the end of the session.

Failure to do so will expose the parent carer to the payment of a financial penalty and will constitute a breach of the terms and conditions, Oxford Active Ltd to exclude the child from subsequent sessions.

Persistent late collection of your child will incur a penalty charge of £5 for every 15 minutes or part of 15 minutes after closure of the club

The penalty must be paid before the child is able to return to the club.

Where the penalty is outstanding, and further sessions have been booked and paid for by the parent/carer, Oxford Active Ltd reserve the right to exclude the child, until the penalty is paid, without issuing a refund for sessions unattended.

Childcare Tax Credit Scheme

Oxford Active Ltd co-operates with the Inland Revenue in verifying all claims made under the childcare element of the Working Tax Credits Scheme.

Sickness policy

Any child who has suffered from diarrhoea, sickness, high temperature/fever or conjunctivitis must be kept away from the club for a period of 48 hours after such condition has ceased. Should any child suffer from any of the above whilst at the club, the staff will contact and ask the parent/carer to come and collect the child as soon as possible.

Unacceptable Behaviour Policy

Oxford Active Ltd aim to provide an environment in which children can develop self- discipline and self-esteem in an atmosphere of mutual respect and encouragement. However there are times when unacceptable behaviour becomes a problem for the well being of all children at the club, and further action is necessary.

In cases of persistent unacceptable behaviour Oxford Active clubs will adhere to the following guidelines:
  • Recurring behaviour problems are tackled by explanation and discussion with all children at the Club, in order to establish an understanding of the cause and offer a
  • If unacceptable behaviour persists, parents/carers will be informed by means of an unacceptable behaviour report
  • The report will explain that further unacceptable behaviour will result in a single written warning, coupled with immediate exclusion from the club for a period of one
  • Subsequent unacceptable behaviour will result in total exclusion for the remainder of the Term and may result in the child losing the place
  • Fees paid by parents for an excluded child are not
Reservation of Rights

The after school/holiday club reserve the right to change these terms and conditions at any time and will give written notice of such changes to parents / carers.

Legal: Waivers, Exclusions, Jurisdiction

No failure or delay by Oxford Active Ltd in exercising any of its rights or remedies shall prejudice or affect its ability to do so unless it has provided a specific waiver or release in writing. These terms and conditions are governed by English law and subject to the jurisdiction of the courts if England and Wales.

Oxford Active Ltd shall not be liable for any direct or indirect loss suffered by parents / carers as a result of club closures under the terms of the agreement, including but not limited to loss of profits, increased costs or expenses or wasted expenditure.

Oxford Active Ltd accepts no liability for the administration of medicine in accordance with parents / carers written instructions. Medicines will not be administered in the absence of written instructions.

Oxford Active Ltd accepts no liability for loss or damage (including consequential loss) to property brought to club premises caused by the actions of children or third parties or for accidental damage caused by club staff.

Oxford Active Ltd accepts no responsibility for injury caused from pre-existing medical conditions which are not notified to the club


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