FAQ:
When using the Tax-free Childcare payment method it takes few days for the payment to come through, is there a time limit?
No , drop me an email if you think it may clear after the reminder request date. You may get another reminder but please ignore if you are waiting for the payment to clear.
Is it possible to cancel a booking?
On contracts – A months notice is need to change the whole contract. These can be made to our bookings@ email address. Random / ad hoc days changes cannot be made on the contracts.
Ad-hoc bookings – can not be cancelled once booked.
Can one adjust the contract sessions once the contract is created (beside add ad hoc days)? Are there end dates, i.e. end of term? Does one need to cancel a contract and make a new one if different days are needed?
Contracts, once made run till half a terms notice is given then admin will cancel the contract. If a contract is made in error this can be cancelled if you inform bookings@ email within 48 hours.
Are there some criteria for sessions/contract to be approved?
Some sessions are kept back for looked after children and committee children. After this sessions are given on first come first serve basis.
Have WOSC payment details changed ?
No WOSC account has stayed the same and so have our childcare voucher provider codes.
Can you book as far in advance as you want ?
Yes , dates are on till end of 2026. These dates are subject to dates given by William Westely Primary School.
When can i book ad-hoc up till?
Term-time you can book up to 48 hours before the session you require starts. If you need an emergency booking after the 48 hour cut off , you would need to call club to see if your child/children can be added on manually ( this can no longer be done via the school office).
Holiday club – Bookings close 7 days before the holiday club week starts, to allow us time to have the correct staffing levels.
Will you still have activity planners for holiday club?
Yes these will be added to our Facebook page and website .
When do i pay for my contract booking?
You will be invoiced every month.
When do i pay for my ad-hoc sessions?
You will be invoiced for the session , or you can make a payment as you book your ad-hoc session if you prefer.
My child care voucher scheme is not named?
Please email bookings@wosclub.co.uk and this can be added to the system.
Will i get a reminder to book each half term?
No , reminders for bookings will now stop due to having contracts and live ad-hoc session available.
What happens if i forgot to book my child in for the half term?
You will need to go in and book any available ad-hoc sessions. Once will are full though we can not taken any additional children.
Where will i find trip permission slips?
These will be messaged to you via KidsHQ when the trip dates have been added to the system.
Additional information
Trip dates may have extra fee added closer to the time of the holiday club to help cover costs.
First aid slips will also be send through the KidsHq to stop slips being missed or left behind. Head injury’s will still have a phone call to parents to inform them as well as the slip.
Please let me know any other questions you may have and i will try my best to answer them for you on bookings@wosclub.co.uk. Please our booking admissions , booking and fees policy below :
Whittlesford Out of School Club CIO
Admissions, Booking & Fees Policy
Updated December 2025
Introduction
Whittlesford Out of School Club CIO is registered with Ofsted under registration number EY547274. We provide high-quality childcare for up to 47 children between the ages of 4 and 13. While we primarily serve the children of William Westley C of E Primary School, we welcome children from all schools.
Places are offered on a first-come, first-served basis. The number of available places per session is dependent on staff-to-child ratios and the capacity of our facilities.
Registration
New registrations and regular session bookings are accepted throughout the year, subject to availability.
When booking your child’s place, parents or carers will be directed to the online registration and consent section, which includes the following information:
- • Availability of places
• Admissions and Fees Policy
• Registration and consent forms
If a place is available, new parents and children will be invited or may request to visit the Club for an induction. Children may attend the Club once registration is complete and payment has been received. If online registration is not completed, your child will not be able to attend.
If no sessions are available, parents are responsible for monitoring the booking system for any openings.
All parents and carers are responsible for keeping their registration and consent details up to date.
Club Attendance, Places and Cancellations
Parents must complete the online registration and consent sections before their children can attend the Club.
- Regular Advanced Bookings:
Bookings can be made via our online system for multiple months in advance. Once booked, sessions must be paid for even if the child does not attend. Please notify the Club if your child will be absent so that staffing ratios can be adjusted for safeguarding purposes.
- Temporary / Ad Hoc Bookings:
Temporary or occasional bookings are accepted subject to availability. Once booked, these sessions are also chargeable, even if the child does not attend.
Booking Procedure
Whittlesford Out of School Club uses an online booking system, which is updated annually alongside the William Westley Primary School term dates.
• Payment must be made in full and on time to secure a place.
• New registrations and regular bookings are welcome all year, subject to availability.
• Payment is required within 7 working days of a booking request; otherwise, future bookings may be declined.
• Changes not agreed with the Club may result in your child being collected early and a £15 late collection fee applied.
• Holiday Club sessions must be booked as full or school-day sessions only; hourly extensions are not permitted and depend on availability.
Payment of Fees
Fees are payable in advance at the time of booking and can be paid via BACS, childcare vouchers, direct debit, or Tax-Free Childcare. Cash payments are not accepted.
Accounts must not exceed £100 in outstanding fees. Any account reaching or exceeding this limit will be blocked from further bookings until payment is cleared.
Payments are processed weekly (every Monday) but may take up to 7–10 days to appear in your account. We appreciate your patience.
A late collection fee of £15 per 15 minutes applies. All sessions are chargeable whether attended or not, and refunds are not available.
Session swaps may only be approved in exceptional circumstances at the discretion of the Club Manager or Admin Lead.
Fees are reviewed twice yearly. Parents requesting a variation in payment terms should contact the Admin Lead at bookings@wosclub.co.uk.
If fees remain unpaid, a written reminder will be sent. After two reminders, the account will be blocked. If no payment or contact is made, all future bookings will be cancelled.
Where repeated late payment occurs without explanation, the Admin Lead will issue a formal warning. Continued non-payment will result in your child’s place being withdrawn.
Contract Bookings and Cancellations
All sessions are non-transferable unless agreed by the Manager or Admin Lead under special circumstances. A minimum of one month’s notice is required to cancel or change contract bookings. One-off changes cannot be accommodated.
Contract bookings are subject to availability and will be confirmed by the Admin Lead within 7 days. Once confirmed, changes can only be made with one month’s notice.
Payment Methods
Preferred payment methods are BACS or Direct Debit. Bank details are as follows:
Whittlesford Out of School Club CIO
Sort Code: 09-01-29
Account Number: 14319503
Please use your child’s full name as the payment reference.
Payments may also be made using childcare vouchers. Please ensure your WOSC account balance is sufficient to cover fees. If insufficient funds are received, your booking cannot be guaranteed.
If you experience difficulty with payments, please contact bookings@wosclub.co.uk to discuss options.
Please note: all sessions and vouchers are non-refundable.This policy was adopted by: Whittlesford Out of School Club CIO
Date: Updated December 2025