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  • How do I enrol with Wilston Kids Care?
    Thank you for enquiring about Enrolment at Wilston Kids Care. This page guides you through the steps to secure successful enrolment at our OSHC Service. Please click here for all information regarding enroment at Wilston Kids Care. If you would like more information please contact our Admin Team on ​
  • When will I go off the Waitlist and get a permanent position?
    When a position becomes available. We currently have a license for 229 children for Before School Care and 260 children for After School Care and Vacation Care. Our office team will communicate to families when a position becomes available, and a formal offer is made.
  • How do I add another Authorised Person (Hub Guest) to sign my child in or out?
    Open the Home App Click “Account” tab at the bottom right hand side Click the “Contacts” menu item Click the "+ Add" icon in the top right corner of the page Follow the prompts and click "send invite" once all information is entered The hub guest will now have 24 hours to set up their password Hub Guest Steps Hub Guest will receive an email to create password (may be marked as junk or spam) Please note, Hub Guests do not have access to the Xplor Home app. They will sign your children in/out via the iPads at the Service.
  • How do I remove a Hub Guest or emergency contact from my account?
    To remove a contact that is no longer authorised to collect your child/ren, we require this in writing. Please email and we will remove this contact on your behalf.
  • Why do I need to authorise someone else to pick up my child?
    When arranging and authorised person to collect your child on behalf of a parent we require this in writing to meet the obligation under the National Law and Regulations (Regulation 99). All authorisation’s must be updated by the parent in the Xplor Home app. ​ If they are picking the child up for the first time, please contact the Service and advise the office team the name of the person picking up your child. They must be a Hub Guest in your Home app and have set up their password before collecting ro dropping off your child. Once they attend the Service they will be required to report to the Wilston Kids Care office to present their ID for verification against the enrolment records. As the Hub record (roll) is a legal document, children under the age of 18 must not use the Hub (iPad) at any time. You must also never give your phone number and PIN/email and password to any other person as these are a way to identify you under the Family Assistance Law. It is a very quick process for you to set up a Hub Guest through your app, please see the "How do I add Hub Guests to sign my child in or out" FAQ for further instructions.
  • What are the different types of bookings Wilston Kids Care offers?
    Enrolment Type Definitions: A permanent Before School Care and After School Care booking is where a child with a current enrolment attends regular booked days/sessions every week during Term Time. A casual Before School Care and After School Care booking is where a child with a current enrolment attends on an irregular basis (based on vacancies and absences) every week during Term Time. A Vacation Care booking is a casual booking falls under the 14-day (2 weeks) notice period from 2 January 2024, and is based on holding/reserving a position during the upcoming Vacation Care period
  • How do I mark my child absent via the Xplor Home app?
    Open the Xplor Home app (no longer My Family Lounge) Click on bookings at the bottom of the screen Select the date you need to mark absent Click the '(+) New' button at the top right Select 'absence' Select the start and end date over which the absence will apply Please add to the comment section if this is regarding Before School Care (BSC), After School Care (ASC), or both. Click 'Request' to send the absentee Note: All absentees must be marked via the app no later than 2:45pm on the day of the booking. For all absent days from the Service families are required to notify us via the Xplor Home app if their child is away from school for the day and/or they don’t require Before and After School Care. This ensures we account for every child and ensure they are safe. Safety of children is paramount to what we do. Failure to report children who are away at our Service will lead to us enact our Missing Child protocols and where necessary contact PoliceLink. This may result in an additional service charge. Continued failure to report children away may result in the review of the enrolment.
  • What is cessation of care?
    As outlined by Federal Government guidelines, “a childcare service is taken to have permanently ceased providing care for a child on the day the child last physically attends a session of care. This means that Child Care Subsidy will not be paid for absences submitted after a child last physically attends a session of care. If a family has confirmed their child's last day at a service, but that child does not attend their last booked sessions of care, no Child Care Subsidy will be paid for any days after the child's last physical attendance at the service”.
  • How do I cancel a permanent booking?
    If you want to permanently cancel a permanent (regular) booked day or days, you must email: so our administration team can process your request. All cancellations or changes are required to be placed in writing for record keeping purposes. Please note there is a 7-day notice period in place for these cancellations as part of our terms and conditions of enrolment and entry. Fee payment will be applied when cancelled inside of the 7-day period. This enrolment type does not have “once off” cancellation option.. Please note, due to Centrelink's Cessation of Care guidelines it is best that your child attends on their last booking. For more information on Cessation of Care please see "What is Cessation of Care"
  • How do I cancel a Casual or Vacation Care booking?
    To cancel a Casual or Vacation Care bookings you will need to email Wilston Kids Care ( within the appropriate time frames listed below. Casual Before and After School Care (Term Time) - Casual Before and After School Care bookings can be cancelled via email if more than 24 business hours’ notice is given. Please email: so our administration team can process your request. This enrolment type is on offer for families with irregular booking patterns during term time. Casual bookings are charged at a higher rate. Vacation Care and Pupil Free Day - Vacation Care and Pupil Free Day bookings can be cancelled via email to: so our administration team can process your request. Please note there is now a 14 -day notice period in place from 2 January 2024, for these cancellations as part of our terms and conditions of enrolment and entry to Vacation Care. Fee payment will occur if you cancel inside of the 14-day period. This decision is not negotiable. This means that, going forward, families are kindly requested to provide Wilston Kids Care with a minimum of 14 days' notice for any cancellations. Please be advised that beyond this date, we regret to inform you that we will be unable to process any further cancellations, and charges will apply if your child does not attend the booked Vacation Care. We understand that this adjustment may present some changes for your family, and we would like to offer insight into the rationale behind this modification. Wilston Kids Care collaborates with external vendors and plans excursions well in advance of the vacation care period. These commitments necessitate upfront payments to secure the services. Furthermore, food arrangements and the scheduling of our dedicated educators are completed several weeks ahead of Vacation Care to ensure compliance with Queensland Employment Standards and deliver the highest quality care for your children. By extending the cancellation notice period to two weeks, we aim to better manage our expenses, enabling us to uphold the standards of our Vacation Care Program and continue providing a high-quality experience for your children. Regarding the commencement of the notice period in 2024, please be advised that our facility will be closed from Monday, December 18, 2023, and will resume operations on Tuesday, January 2, 2024. During this Christmas/New Year period of closure, we regret to inform you that we will not be able to process any cancellations as we are closed for business. The notice period will officially begin on Tuesday, January 2, 2024, once our operations resume. Please note that the initial two weeks of this notice period are non-negotiable and cannot be cancelled. In the event that your child does not attend during this time, charges will be applied. It is important to understand that we have made advanced payments for various commitments such as incursions, excursions, activities, resources, and food for the month of December and January. Unfortunately, we are unable to recoup these costs, which is the rationale behind implementing the two-week notice period. For Vacation Care periods throughout the year for April/Easter, June/July, and September school holidays, the two-week (14 days) notice period will still apply.
  • How do I update my direct debit details?
    If you need to update your payment details this can be done by the Primary Carer (i.e., Account holder, parent who is linked to your Child Care Subsidy) on the Xplor Home app but following the instructions below. Open the Xplor Home app Click on the "Finance" tab on the bottom the screen, second from the right hand side Ensure you have selected Wilston Kids Care Click "Change Direct Debit" Follow the prompts to update your payment details.
  • How do I pay my account?
    All accounts payments are via our Debit Success direct debit system which is fully automated. All accounts are required to be paid via a weekly or fortnightly payment cycle and must be up to date each week. Your direct debit details are completed on enrolment through Xplore Home web. Please see "How do I update My Direct Debit?" for instructions on updating you direct debit details.
  • What is Child Care Subsidy?
    From 2 July 2018, the new Child Care Subsidy will replace the two current childcare rebate payments. This transition cannot happen automatically. To transition, you will need to complete an online Child Care Subsidy assessment using your Centrelink online account through MyGov. ​ The New Childcare Subsidy Package includes a new Child Care Subsidy, which replaces the current Child Care Benefit and Child Care Rebate. The Child Care Subsidy will be paid directly to services. There are also changes to the annual cap which will make childcare more affordable for most families. ​ Three things will determine a family’s level of Child Care Subsidy: A family’s annual adjusted taxable income will determine the percentage of subsidy they are eligible for. An activity test will determine how many hours of subsidised care families can access, up to a maximum of 100 per fortnight; and The type of childcare service will determine the hourly rate cap. Some basic requirements must be satisfied for an individual to be eligible to receive Child Care Subsidy for a child. These include: the age of the child (must be 13 or under and not attending secondary school); the child meeting immunisation requirements. the individual, or their partner, meeting the residency requirements. More information about individual subsidy rates and annual cap changes is available in the New Child Care Package brochure. Learn more about the new subsidy and how to transition.
  • How do I read my statement?
    Please click here to be redirected to a guide on how to read your weekly Statement.
  • What activities require permission forms?
    All Wilston State School based extra-curricular activities that run out of school hours. For example, swimming, jujitsu, tennis, coding, drama and many more. Activities that are run by Wilston Kids Care do not require an Activity Permission Form.
  • Why do I need to complete the form and not just tell you in person?
    Under the National Law and Regulations to which our Service is governed, all children attending an excursion, or an extra-curricular activity must have a Permission Form giving written consent that they can participate. This is a rule to ensure safety and account for children leaving the Wilston Kids Care premises or moving to another location. Without parental written permission as required under the National Law and Regulations, the child is unable to attend the activity.
  • How do I complete the Activity permission form?
    The activity permission form is an electronic form that can be found on our website in the forms section. Please click here to be redirected to the form. This form is different from the Vacation Care Excursion permission forms.
  • What start and end dates do I use?
    If your child’s activity is only running for several weeks, for example when external vendors such as Qld Reds Rugby attend, you would document the start date your child is eligible to participate, and the end date to which your child finishes the activity. If your child is participating in a permanent yearly activity such as tennis or swimming, you can put the start date as their first day of attendance, and the end date as the end of Term 4 2020. This way, the activity form stays in place all year, and only needs to be amended if there are any changes.
  • How often do I need to complete the form?
    The forms need to be completed each calendar year preferably before Term 1 starts and whenever there are any changes to their activity. For example, your child moves up a class in swimming therefore their lesson times change.
  • Can I put all children on the one form?
    No. We do require an individual form for each child. However, we have made these forms as quick and easy to use as possible whilst still within the parameters of our regulatory requirements.
  • How do I cancel an activity?
    To advise Wilston Kids Care that your child is no longer attending an extra-curricular activity, all you need to do is send an email to the Admin team on Please me mindful this does not advise the external vendors of the change. For example, to cancel a swimming lesson, you will need to contact Wilston Crocs and Wilston Kids Care.
  • When can my child begin at Vacation Care?
    Your child can begin to attend Vacation Care on the year they enter Prep from the 1 January of the calendar year. Please note, all new enrolments to Wilston Kids Care must attend an orientation session prior to their first booking.
  • What can my children wear to Vacation Care?
    Sun safe clothing (e.g., shirts, or dresses with sleeves) including a board brimmed hat that provides your child with full coverage and sun protection. Caps are not accepted. Children are to wear enclosed shoes to Wilston Kids Care to ensure their safety when climbing and participating in the Educational Program. Wilston Kids Care recommends that you pack a spare change of clothes as children get actively involved in the Educational Program.
  • What food do I need to provide for Vacation Care?
    Morning Tea and Afternoon Tea. Wilston Kids Care recommends you pack more food than during term time as they participate rigorously in the Educational Program. The Service provides children with breakfast, if attending the Service before 7:45am and progressive lunch for all children from 12pm to 1pm. To view our Vacation Care Menu please click here. Wilston Kids Care conducts a mealtime head count three times a day (morning tea, lunch, and afternoon tea) to ensure all children are given the opportunity to eat their meal.
  • When is the Vacation Care Program released?
    The Vacation Care Program and bookings are released approximately three weeks before the holiday period. Wilston Kids Care will email all families and post on our Facebook page on the release date to inform families that the Program and bookings are live.
  • How is Wilston Kids Care's Educational Program planned and implemented?
    In school age care setting, the Educational Program supports learning through a Leisure Play Based Curriculum Framework- My Time Our Place. The Educational Program ‘includes all interest based, spontaneous and planned experiences for children at the service designed to support their wellbeing and facilitate learning opportunities. Services are required to ensure the Educational Program: is based on the approved learning framework and delivered in accordance with the curriculum framework- My Time Our Place is based on the developmental needs, interests, and experiences of each child is designed to consider individual differences and needs of each child connects to the five learning outcomes for each child. For more information regarding our Educational Program please refer to our Family Handbook.
  • What should be considered in developing educational documentation?
    What to document and why? Observing and documenting for all the children in the school age setting allows us to gradually build up a comprehensive picture of each child’s interests, strengths, and relationships, as well as an insight into areas they may be avoiding or skills they need help to develop. It will give us a clearer picture of the social interactions, creative ideas and the concerns of the children participating in our Educational Program. It will take some time and a concerted team effort to gather documentation on all the children in our care across the week. Children who attend sporadically on a casual basis are much harder to capture documentation for. Educators are keen observers. Educators notice not only what children are doing, but also what and how they are playing and what they are saying during play. This puts them in a strong position to develop an Educational Program based on their observations. An Emergent Curriculum is one which: · is child initiated but framed by an educator. · collaborative between child and adult - (builds on existing interests). · allows children to create, extend themselves and discover more. · is flexible, constantly developing and not done well in advance. ·uses various forms of documentation. Documentation serves different purposes at different times. The criteria for quality documentation, depends on the context in which it is being used. What seems to remain constant is that quality documentation focuses on some aspect of learning, not just ‘what we did.’ It prompts questions and promotes conversations among children and adults that deepen and extend learning. There are good reasons to document observations in the school age care setting: · to inform program planning. · to deepen our understanding of the children. · to make learning visible and share it with others. Observing to inform program planning Documentation makes children’s and educators’ thinking visible. It allows children and educators to revisit it, reflect, uncover meaning and plan future directions. In an emergent approach the links to the Curriculum framework are: · children’s interests such as discovering birds making a nest. · educators’ interests such as artworks. · developmental tasks: emergent curriculum is responsive to children’s development and learning. · things in the physical environment, including manufactured and natural resources. · people in the social environment, including staff, families, and community members. · curriculum resource materials that can be adapted. Making learning visible and sharing it with others Educators may make some documentation visible to showcase the learning which has occurred and to find ways to connect with others. When we document a child’s learning story, we give the child a voice and have a valuable tool for opening a meaningful discussion with that child’s family. It is also a means to engage with other educators, such as teachers in the child’s school. Children also love to go back and reflect on documented moments. There are numerous ways to document for others to see. Wall displays Documenting and displaying the children’s project work allows them to express, revisit, and construct and reconstruct their feelings, ideas, and understandings. Pictures of children engaged in experiences; their words as they discuss what they are doing, feeling, and thinking, and the children’s interpretation of experience through the visual media are displayed as a graphic presentation of the dynamics of learning. Documented wall displays or ‘panels’ is a Reggio Emilia concept which aims to place emphasis on the process, not just the end product. Making images of learning visible and being together in a group is a way to foster group identity and learning. This type of documentation promotes conversation or deepens understanding about one or more aspects of a learning experience. It can serve as a memory experience, allowing children and adults to reflect on, evaluate, and build on their previous ideas. Sharing documentation with learners can take many forms: a photocopied sheet of paper, words, scrapbook pages, or a carefully arranged panel. Learning stories A learning story is an alternative to other forms of observations. In learning stories, educators capture significant moments throughout the day with photos and then tell the story of the child’s learning. In the school age care setting children can set the scene by telling their own story, to which educators can make links regarding the learning. Linking learning to the outcomes in My Time Our Place (Curriculum Framework) is a great way to become familiar with the Framework and making the learning visible. Children’s voices (their words, thoughts, and feelings) The Curriculum Framework encourages educators to create a culture of listening to and working collaboratively with children. There is a strong synergy between children’s being and belonging and children’s active involvement by being part of a democratic process, and having an impact on what the environment, programs and partnerships look, sound, and feel like. The information we gather from children is integral to the development of an Educational Program that meets their needs and interests. A range of ways can be used to gather and document children’s voices in school age care settings including: · All about me’ sheets, where children and families document important information about themselves, such as likes, dislikes, hobbies and such. · setting time to have informal and formal discussions with children. · children interviewing other children. · suggestion boxes and surveys. · recording children’s comments and thoughts about experiences as part of the evaluation process. · children’s portfolios. · creating opportunities for joint planning, including setting up of the care environment. · photographing children and asking them to write about the experience. · children writing their own learning stories. · joint problem-solving opportunities. Careful consideration needs to be given to children who may be non-verbal or have difficulty expressing themselves to ensure their voices are heard in your care setting. In summary We Involve school aged children in documentation that enables them to influence the Educational Program in response to their own strengths, ideas, abilities, and interests, and be able to show how this occurs. At Wilston Kids Care, we have an effective process for ensuring each child's participation and engagement in our Educational Program. This may be demonstrated by Educators engaging in critical conversations with children and documenting the actions taken as a result of these conversations. Ensuring ‘each child’ is included in our Educational Program doesn’t necessarily mean a large volume of written documentation. The focus is on ensuring that our Service is inclusive of all children. For example, it may have been noted that many children are interested in a project, and this is reflected in the Educational Program. When Educators support each child’s interests, learning and developmental needs, they can effectively communicate their understandings of the child and include them within the Educational Program
  • How can I see what my child is doing Wilston Kids Care?
    At Wilston Kids Care we use a digital documentation platform called Xplor Playground that documents your child’s learning progress through learning stories (observations) and photographs that capture those micro moments through the lens of a Leisure Play Based Curriculum Framework. Our Educators document your child's learning through play every day using the online documentation system called Xplor Playground. You can view your child’s learning progress at any time through photographs and learning stories that capture important learning moments as your child participates in the many activities that occur during Before and After School Care (term time) and Vacation Care (during the school holiday period). To view the documentation of your child’s learning please log onto you Xplor Home app and navigate to the learning tab. The Xplor Playground platform allows our Educators to capture your children’s learning experience connecting it to learning outcomes within the My Time Our Place Curriculum Framework. At Wilston Kids Care we want to share these great moments of your child’s learning with you, as they experience it through our Educational Program. You can get involved by making comments (in the comment section) or giving specific feedback to us about your child that we can use to further plan.
  • Where can I find the Educational Program?
    The Educational Program can be located and accessible for our families on our Educational Program display in the stage area and on Wilston Kids Care website.
  • How much does Before School Care cost?
    Preps: Permanent- $18.00 per session Preps: Casual - $19.50 per session Grades 1 to 6: Permanent- $15.50 per session Grades 1 to 6: Casual - $17.50 Please note, all fees are subject to Child Care Subsidy rebate if you are eligible.
  • How much does After School Care cost?
    Preps: Permanent - $22.50 per session Preps: Casual - $26.00 per session Grades 1 to 6: Permanent- $22.50 per session Grades 1 to 6: Casual - $24.50 Please note, all fees are subject to Child Care Subsidy rebate if you are eligible.
  • How much does Vacation Care cost?
    Full Day - $55.50 per session (not inc. extra special event or excursion costs) Please view our Vacation Care Program for day-to-day costs. Please note, all fees are subject to Child Care Subsidy rebate if you are eligible.
  • Do you have any additional fees or charges?
    Failure to inform attendance: Double the casual booked rate Failure to inform absence: $25.00 per child after the third reminder Late pickup: Closing time of the Service is 6:00pm. Parents who collect their child/ren after this time will incur a late fee of $1.00 per minute. Our software charges a late fee from 6:00pm automatically rather than the Administration team charging them manually on the weekly statement.
  • Are your fees eligible for Child Care Subsidy (previously CCB/CCR)?
    The government, via Centrelink, provides assistance for parents with children in care. The system allows for CCS (Child Care Subsidy) based on an income assessment, and an activity test. For a full explanation, please read the flyer (link below) or contact any Centrelink office. Phone 136 150. IMPORTANT: Please note that the CCS requires a primary carer to be identified with Centrelink and, for the Wilston Kids Care system to interact for benefits, the same carer must be identified as Parent/Guardian 1 on the enrolment form. ​ Should you have any difficulty with CCS do not hesitate to contact our office for assistance.
  • Do you need my child’s Medical Action Plan and Medication?
    If your child has a diagnosed medical condition, they must provide us with (prior to attending): A copy of the medical Action Plan prepared and signed by their GP (if there is one in place); Any reports or information about their medical condition. Once we are notified of a child who has a Medical Action Plan, the family must fill out a Risk Minimisation Plan that details important information we must know to be able to support your child’s health and wellbeing. The Risk Minimisation and Communication Plan is a Regulatory requirement and a required document under the National Law and Regulations.
  • My child is sick, how long should they be excluded from your care?
    The aim of exclusion is to reduce the spread of infectious disease. The less contact there is between people who have an infectious disease and people who are at risk of catching the disease, the less chance the disease has of spreading. Excluding ill children, educators and other staff is an effective way to limit the spread of infection in education and care services. For more information on this please refer here.
  • How do I give feedback on Service Operations?
    We value and appreciate feedback into the services’ operations especially in the areas of: Centre Policies and Procedures; The Services Quality Improvement Plan; The Centre Philosophy; Pedagogical (Educator) professional practice; Customer service and service delivery. Families are encouraged to be part of the self-assessment process and provide us valuable feedback we can use to continuously improve our Service. We then keep everyone informed about how the service is progressing in working towards achieving the identified goals. Please speak to a member of the Admin team to be directed to the best person for your feedback.
  • How do I give feedback on the Educational Program?
    If you have feedback relating to the Educational Program and you would like to provide input into the Curriculum decision making opportunities, so we can use to further plan for your child, we would love to hear from you, either verbally or via email at: This feedback will go directly to the Educational Leader to review and process.
  • When is Wilston Kids Care open?
    Operational hours of Wilston Kids Care Before School Care 6:30am to 8:30am After School Care 3:00pm to 6:00pm Vacation Care 6:30am to 6:00pm Pupil Free Days 6:30am to 6:00pm ​ We do not operate on weekends or public holidays. Wilston Kids Care is also closed for two weeks over the Christmas period.
  • What is Outside School Hours Care?
    Outside school hours care (OSHC) services are usually located at or close to primary schools, providing care for primary school age children outside school hours and during school vacations. Education and care is also often provided on student free days.
  • Where is Wilston Kids Care located?
    The main office of Wilston Kids Care is located on the grounds of Wilston State School next to the undercover play area. Wilston Kids Care also operates from B Block both mornings and afternoons with activities occurring throughout many areas of Wilston State School.
  • Is the food you serve healthy?
    In relation to menus, we promote healthy eating principles and apply rules developed by QCAN (Queensland Children’s Activity Network) particularly emphasising menu choice, variety, and the development of healthy eating patterns. Each child is actively encouraged in their selection of vegetables, salads, and fruit as per the Australian Dietary Guidelines: Recommended daily intakes for school aged children. For more information on this please refer to:
  • Who governs and provides over-arching leadership to Wilston Kids Care?
    Wilston Kids Care is managed day to day by the Coordinator of Operations who is supported by a General Manager, who provides expert advice, management, and leadership around the strategic operational governance (including compliance) of the Wilston Kids Care Service. ​The General Manager and the Wilston P&C operates in close consultation with Wilston State School. Wilston Kids Care has initiated several key initiatives to create a collaborative within the shared environment. ​Wilston Kids Care has initiated procedures to align their policies with the Wilston State School to provide a consistent environment for children attending both services. The General Manager manages the Operational, Financial, Human Resources and Compliance for the business and works directly with the Approved Provider (P&C Executives) to oversee the Service. The General Manager is also a Nominated Supervisor under the National Law and Regulations that has day to day management control of the Service. ​ The General Manager is also a Nominated Supervisor under the National Law and Regulations that has day to day management control of the Service. To contact the General Manager please email:
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