Bruntsfield Parent Council Clubs

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EVERYTHING YOU NEED TO KNOW ABOUT OUR CLUBS

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Please note that clubs are suspended until 2021 due to Covid-19. 

A Brief Guide to Bruntsfield Parent Council Clubs

The Bruntsfield Parent Council runs after-school activity clubs throughout the school year, in the Autumn, Spring and Summer terms. All children in Years P2 – P7 are eligible to participate in the activity clubs (sorry, no P1s). While tutors are paid to deliver clubs, all clubs administration and support is carried out by parent volunteers.

Please note that we are not a child care provider (contact Kidzcare or Skool Is Out for this) and we are also separate from  Active Schools. Active Schools is run by the council and offer e.g. lunchtime activities such as minikickers, basketball, yoga and more.

We currently run around 24 different types of activities, comprising sports, dance, music, theatre, art and science/technology.

The Parent Council has direct responsibility only for after-school activity clubs where families book places directly through our website.  Families accepting places at after school activity clubs are agreeing to the Code of Conduct & Discipline Policy.

Getting Started

We use the booking system ‘ClassForKids’ for club management and registration. To apply for club places you should first register on the ClassForKids website. If you have general questions about clubs which are not answered on this website contact [email protected]. For technical questions, especially regarding ClassForKids, contact [email protected].

The Registration Cycle

Registrations for Autumn, Spring and Summer term clubs take place in the preceding term (see registration and term dates). The registration process is divided into roughly three or four stages:

1. In the Initial Application Phase, which lasts one to two weeks, parents submit applications via Class4Kids for places in particular club sessions.

  • Applications are not first-come-first-serve.
  • No invoices will be issued at this point.

2. In the Allocations Phase, the parent volunteer club organisers have 7-10 days to allocate places and issue invoices.

3. In the Billing Phase, parents then have until the Invoice Settlement Deadline to pay all bills and confirm club places.

4. Afterwards there are usually a few days at end of the registration process when a selection of unsold places are available on a first-come/first-serve basis.

When club sessions are over-subscribed, club organisers may choose to run a waiting list. Places in under-subscribed sessions may become available, first-come/first-serve, after the Initial Application Phase. Where parents do not settle invoices by the Invoice Settlement deadline, their clubs places may be reallocated to other families either first-come/first-serve or via the waiting list.

Late registrations, after the termly registration process has closed, are solely at the discretion of individual club organisers. Homework Club generally accepts late registrations, especially if supported by the school or a class teacher.

Any questions about the availability of places and allocations for specific clubs should be directed to the club organiser.

Financial Issues

Please note that it is generally not possible to receive a refund if you do not wish to take up a place after the invoice has been settled. However, the Parent Council Clubs Treasurer will issue class credits or refunds in any cases where club sessions are unable to take place.

Parents receiving income or other forms of public support are eligible for concession pricing (25% of standard price). If you are eligible for concession pricing, please indicate this through the respective registration question on the ClassForKids platform when you sign up for a club. You will receive invoices for the standard price through ClassForKids, but we will email you voucher codes that allow you to pay the concession price. Please do not pay before you have received your voucher code! Contact [email protected] if you have questions about this.

All questions related to invoices and payments should be directed to the Parent Council Clubs Treasurer.

Participating in Clubs

After the registration process is complete, club organisers may e-mail parents with any additional details. The organisers will also contact parents if a club session is ever cancelled at short notice.

Please observe the Code of Conduct & Discipline Policy governing all after-school clubs.

For children enrolled in the Kidzcare after-school childcare club, Kidzcare is responsible for their attendance at the after-school activity clubs.

Club sessions at Bruntsfield School

Children check in with the Bruntsfield PC doorkeepers who will be taking attendance of children attending in-school clubs.

Children arriving for club sessions after the close of the school day should not arrive more than five minutes early. Children departing club sessions should exit the building and be collected by their families no more than five minutes after the end of their club sessions.

Club sessions at Morningside United and Christ Church

Access to the Morningside United (MUC) and Christ Church (CC) sites is controlled by our doorkeepers or tutors. Parents are not able to wait within MUC. Parents are responsible for ensuring that their children get to MUC or CC, and for collecting them after their club sessions finish.

Child Absence from Clubs

Please email the following email address if your child will be absent from a club session, e.g. due to illness:

[email protected]

All our doorkeepers have access to this email address and will check it regularly during the day. It will help the process if you mention the club(s) that your child will miss in the subject line (e.g. art, badminton, choir…). In the main email body please state your child’s name, the date and the club session. Please inform us even if your child has been off school and the school has been informed- we can not easily share pupil absence information with the school.

This email address can also be used if a child is running late or if there are problems with pick-up, but please do not use it for other purposes.

PARENT COUNCIL CLUBS POLICIES…

  • All children must leave the school unless their club starts immediately after the school day. This is particularly the case on a Friday.
  • Children must be collected within five minutes of the end of a club unless they have parental permission to leave on their own as in their club registration.
  • If a child is attending more than one club with any time gap, they must leave the building and wait on the start time of their next club. We have no permission to use the school for lunch and no access to additional rooms. Parents must be available to collect unless they have parental permission on their club registration. Again, this is particularly the case on Fridays.
  • Verbal abuse of our doorkeepers and club teams will not be tolerated.
  • We will monitor this on a regular basis and reserve the right to exclude children from clubs where parents do not respect these points. Refunds will not be given in these circumstances.

The initial stage of the clubs-registration process is not first-come, first serve. Parents/carers have a one- to two-week ‘window’ to apply for places which are then allocated by the club organisers.

Allocations are made on a club-by-club basis. The allocation criteria vary between clubs:

  • In some very popular and over-subscribed clubs, the organizers ‘rotate’ places so every child will eventually have a turn in the club.
  • For other clubs, where participants develop skills with experience, the allocations process prioritises returning children. Once all returners are placed, new children will be invited to join.
  • Within particular club sessions, organizers may try to maintain a balance of year groups and gender.

After the allocations process is completed, the remaining places in most clubs will likely be available first-come, first serve. However, organisers may instead choose to operate waiting lists for highly popular clubs or club sessions so that they can prioritise the allocation of any subsequently cancelled places.

Clubs places are subject to the following policies for cancellations and refunds.

Cancellation Policy

Once payment is made, the Parent Council is unable to offer refunds or issue credits to parents who subsequently decline or cancel a club place. The Parent Council took this decision, with regret, in September 2014 due to its ongoing commitment to pay the club tutors and the additional administration involved in issuing refunds and re-allocating places.

Credits & Refunds

However, the Parent Council Clubs Treasurer will issue credits or refunds when already-paid-for classes are cancelled by the tutor or the venue (e.g. a pool closure). A credit operates as if the parent had made a payment to Parent Council. It reduces the sum to be paid for future clubs: for example, credit for a cancelled swimming class can be used as a payment towards a fencing invoice. If classes are cancelled in the summer term and if the parent has only P7 children, then the PC Treasurer can issue a refund cheque instead.

Because each credit has to be processed by volunteer member of the Parent Council by hand, parents should contact the Treasurer within 14-days of the cancelled club session to request a credit. Please provide the Treasurer with:

  • The child’s name
  • The name of the club or club session that was cancelled
  • The cancelled session date(s) for which credits are being claimed

When the credit has been processed, parents should receive a confirmation email, most likely headed “Bruntsfield Parents Clubs Payment receipt.”

Additional Notes

Please note the Parent Council has a long-standing policy of reserving the right to cancel one class per term without credit/refund if necessary. In the event of a club being unable to run for the remainder of the term for any reason, however, then credits for the remaining classes in the term can be applied for, as per the above credit policy.

In the case of a full school closure leading to all clubs being cancelled on the day, the Parent Council will seek to hold a replacement class. In the event that the venues and/or tutors are unable to provide this class, then due to its ongoing commitment to pay the club tutors and the additional administration involved in issuing refunds (at up to 5 minutes a refund and up to 200 individuals in clubs any one day… you can do the maths!) then depending on the number of classes affected it is likely that the Parent Council will be unable to offer a credit/refund for the sessions cancelled.

Please direct any additional questions to the Parent Council Clubs Treasurer.

Parents/carers have at least four weeks to book and pay for club places during the registration process the term before. Because of this, the club coordinators discourage applications outside the regular registration period unless there are exceptional circumstances – for example, a registration request from a family that has arrived at Bruntsfield since the close of registrations.

Individual club organisers retain discretion to accept late registrations, usually on behalf of children who have participated previously in the club or are otherwise known to them. In particular, Homework club is able to accept late applications at any time.

Please note that club fees for places taken up after a term has begun are payable in full. However, places in the Homework club may be pro-rated at the discretion of the Treasurer.

Bruntsfield Primary School Parent Council Discipline Policy

Parents agree to abide by this policy when they enrol their child in an after-school club.

If a child’s behaviour is consistently disrupting the smooth running of the Club, the following actions will be taken:

  1. The Club tutor will speak to your child. If the behaviour persists the Club tutor will speak to the Club Organiser.
  2. The Club Organiser will email or phone you outlining the problem and ask for your support.
  3. If the difficult behaviour continues your child will not be invited back to the Club in the next term.
  4. In extreme cases, where behaviour poses a risk to your child or others, children may be immediately excluded from that club or activity.
  5. If there are any incidents of bullying the school Anti-bullying Co-Ordinator will also be informed.

Please note that there will be no refunds if children are excluded from a club, because of misbehaviour, for one or more sessions.

Please remind your children to follow the Bruntsfield School “Golden Rules” in the clubs:

  • Do be gentle
  • Do be kind and helpful
  • Do listen
  • Do work hard
  • Do be honest
  • Do look after property
  • Do play co-operatively