TERMS & CONDITIONS

Terms & Conditions for Weekly classes are below, and those applicable to WholeArtEd Parties can be found on our Party Webpage.

HOLIDAY PROGRAM ~ Terms & Conditions 

FREE LUNCHTIME SUPERVISION

Participants who are booked into multiple Holiday Activities on the same day will be supervised classes. Participants staying during the lunch period will need to bring a nut-free lunch, water bottle and all required utensils. Participants staying during the morning tea period will need to bring a nut-free snack, water bottle and all required utensils. We are unable to provide any food, drink, heating/ refrigeration, plates, cups or cutlery due to Public Liability limitations.

ENROLLING A CHILD IN THE GRADES/YEAR LEVELS SPECIFIED

It may be possible for children outside the specified age to enrol in an activity if it is partially full, but this is strictly by pre-arrangement, and Parents/Guardians must contact the Organiser on 0416232031 to discuss this before making a booking.

School Year Levels are specified for each Holiday Class based on the prior knowledge, fine motor skills and maturity to avoid a situation where children:

• Are frustrated by steps that are too difficult or easy
• Endanger the safety of themselves and others
• Require such close supervision that the Instructor is unable to provide a reasonable proportion of time to assist other classmates.

If it is found that a child below the specified age has been enrolled in an activity (without pre-arranged permission) and their need for individual assistance is causing concern that the rest of the class will not complete their Activity, parents/guardians will be called to pick up their child. In the event a child younger than the specified age arrives on the day without pre-arrangement, they may not be able to participate, and refunds will not be given, as this enrolment may have prevented individual or group bookings from others.

RESPECTFUL CONDUCT

All classes provided by WholeArtEd will be run by an Instructor with a valid Working With Children’s Check who has decades of professional teaching experience with children who have a range of behavioural challenges. If, however, a child is exhibiting behaviours that are:

• Disrespectful and disruptive towards the Instructor and/or fellow participants
• Endangering the safety of themselves or others
• Requiring such close supervision that the Instructor will not have enough time to assist other students to complete their activity.

they will be moved to a supervised adjoining area, and parents may be contacted to pick them up from the class. Refunds will not be given in this circumstance.

PARTICIPANT TRANSFERS & CANCELLATIONS

• TRANSFERS – Bookings are transferable and can be passed onto another child within the specified age range if WholeArtEd is emailed about the transfer and an online registration form has been filled out for the new participant. Please note, some classes include unique or personalised details chosen at the time of booking, and we may not be able to change/provide these for a child receiving a transferred ticket at the last minute.

• CANCELLATIONS & CREDIT NOTES – (As specific materials may have been purchased/imported, prepared in a way that cannot be refunded/reused, and a processing fee is charged for each ticket, the administration fee will be deducted in certain specified situations below.)

       ~Cancellations up to 7 days before the class…

will be converted to a credit note towards another WholeArtEd Holiday/Term Class/Party to be used within 12 months.

       ~Cancellations between 7 days – 48 hrs before the class…

will be converted to a credit note towards another WholeArtEd Holiday/Term Class/Party to be used within 12 months. (A 15% admin. fee will apply.)

      ~Cancellations 48 hours or less before the class…

will be converted to a credit note towards another WholeArtEd Holiday/Term Class/Party to be used within 12 months. (A 20% admin. fee will apply.)

Credit notes/refunds are not given for missed classes where no notice beforehand has been given.

PROVIDER CANCELLATIONS & CHANGES

Classes that do not meet minimum enrolment numbers will be cancelled. We aim to notify Participants of cancellations 24 hours before the class date, however, certain cancellations may arise within this 24-hour timeframe:

• In a situation where only one child is present for a Holiday Activity and all other enrolled students have not arrived due to last-minute illness or non-attendance, WholeArtEd will either
  • contact Parents to pick their child up as soon as it becomes clear that other enrolled students are not attending.
  • seek permission in writing (text or email) from that child’s parent/guardian permitting them to attend without the presence of other students if they are unable to pick them up.

• If a WholeArtEd Instructor is unable to teach, or other major unforeseen occurrences arise a full refund will be given.

WEEKLY CLASS  ~ Terms & Conditions 

SIGNING IN AND OUT

Children need to be physically signed in and out of their Classes and are the responsibility of their parents/guardians until they walk in each week. The door will be opened no earlier than the official start time of the class. Children will need to take their shoes off inside the door.

If someone different will be picking up your child, please ensure they are listed or added as an authorized Person on your Family Portal account. Children are not to leave the undercover porch area until signed out.

LATE PICK UP POLICY

Parents who regularly arrive 15-30 minutes late to pick up their child will receive an invoice for extra supervision time as a prorata amount of class fees.

FOOD & DRINK

Weekly class students cannot eat food or chew gum inside the WholeArtEd building, but are encouraged to bring plain water in labelled bottles. No nuts or food containing nuts is permitted to be eaten or carried on our Premises.

CLOTHING & PROPERTY
WholeArtEd provides smocks, but Art-making can be messy at times. WholeArtEd cannot be held responsible for school uniforms and other clothing being damaged or for Phones and property that your child brings onto the premises. For this reason, we strongly suggest children wear appropriate attire, do not bring valuables to class, and if phones are necessary, they are kept in pockets.

GENERAL RISK
WholeArtEd’s Art room contains items that may cause damage and personal injury, such as clothing dye, sharp scissors, hammers, inhalable dust particles and vaporous/hot glues. As a condition of enrolment, Parents/Guardians accept that there are risks with hands-on activities, tools and materials that their children will be expected to follow safety directions when they or Instructors are using such items.

UP TO DATE EMERGENCY DETAILS, MEDICAL CARE & SPECIAL NEEDS INFO
Parents/Guardians are responsible for keeping up-to-date records on the WholeArtEd Website Family Portal including:

• Names & Contact Details of Primary & Alternate Emergency Person available during class times.
• Allergy & relevant medical details
• Physical, Psychological, Learning Special Needs Information

CLASS SUITABILITY & CONDUCT

All classes provided by WholeArtEd will be run by an Instructor with a valid Working With Children’s Check who has decades of professional Art Teaching experience including implementing strategies to assist children with a wide range of social, learning & behavioural challenges. We have found that many of our students facing these challenges have excelled in art-making & creativity thinking.

WholeArtEd welcomes all children who are motivated to develop their art skills; however, if a child:

• requires so much assistance/close supervision that the Instructor is unable to provide a reasonable proportion of time to help other classmates
• endangers the safety of themselves or others
• exhibits disrespectful, disruptive or destructive behaviour with the Instructor, fellow participants, art supplies, artworks or the Art room

then the student may:

• be encouraged to continue the term in another class more suited to their skills/focus/social dynamic.
• be required to be picked up early from a session by parents.
• have their enrolment cancelled. WholeArtEd reserves the right to discontinue a student’s enrolment if there is concern that the issues above may recur and/or diagnosis/therapy is not being undertaken to assist the child in overcoming the relevant issue. In this case, 70% of the fees for the remaining classes in the term will be refunded to offset the loss of a full term’s full enrolment.

Students are expected to help clean and pack up their work areas as a team.

TRIAL SESSIONS

Trial Sessions are offered to new students to confirm their interest before any fees are charged. If the child does not continue, the trial class is free. If the student continues after their trial class, they are charged for the trial class and the remaining classes in the term.

CLASS FEES & REFUNDS

Refunds are not given after term fees are paid or if students miss classes due to holidays or sickness, but Catch-up classes are given & transferring enrolment into another class or to another student may be possible at WholeArtEd’s discretion. Term fee payments cannot be transferred to another term

PAYMENT INSTALMENT PLAN

Payment Instalment Plan (P.I.P.) can be arranged by arrangement with Danielle. Students cannot attend class unless the P.I.P is up to date.

ILLNESS

For the health of others, please refrain from sending children to class who may be contagious and book a Catch-up session in a time frame that enables recovery time. You can communicate a student’s absence via text and fill in the online Catch-up Request form later. We may call parents to pick up children if we cannot ensure that other classmates are effectively protected from repetitive sneezing/coughing with tissues/masks. (Hayfever and Asthma excluded.)

CATCH-UP CLASSES

We understand that children miss classes due to illness and holidays, and that is why we offer Catch-up classes, but not too many that our small classes are swamped with extra students (as occurred before a Catch-up class quota was implemented).

A maximum of two Catch-up classes can be arranged per term and must be booked in the same term as the absence occurs. There is always more demand for Catch-up sessions at the end of each term, therefore, it is recommended you book them as soon as you are aware of a holiday/event/illness that affects your child’s class attendance.

The ‘Absence Notification & Catch-up Request’ form can be accessed via the Family Portal (‘person’ icon) on the top right of the www.wholearted.com.au website. This form gives families a chance to give their date preference for Catch-up sessions in a class with similarly-aged students

CLASS CANCELLATIONS & CHANGES

Class timetables may need to be altered due to changing demand, but WholeArtEd will endeavour to liaise with families to work out the best solution for the majority of families before fees for the next term have been accepted.

If a WholeArtEd Instructor is unable to teach one or more sessions of a timetabled weekly class or a major unforeseen occurrence arises, parents have the choice of receiving:

a) a credit note for the next term for the classes that were not provided in the previous term plus one $5 voucher towards a Holiday Program.

B) a refund for the full amount of classes that were not provided if the child is not continuing classes with WholeArtEd in the following term.

UNCLAIMED WORK

Due to space constraints, Artwork and Sketchbooks must be collected by the end of the School Holidays after the student’s last paid weekly class. WholeArtEd cannot guarantee it will store the work of non-current students. 

PHOTOGRAPHY & MEDIA
By enrolling in WholeArtEd activities, Parents/Guardians consent that photos and video recordings of artworks, and the process of them being made during classes may include non-identifiable sections of children (such as the back of their head, hands or out-of-focus clothing) for the purposes of promotion & advertising.

WholeArtEd’s Registration Form enables Parents/Guardians to state their decision about whether their child’s identifiable likeness can appear in promotional photos/video recordings for social/printed media. Names will not be published or linked with photographs or videos.

These Terms and Conditions are subject to change.

Last updated: 24.6.2025