Please read this message in its entirety as there is homework below that you as a parent/guardian are responsible for completing, and if all tasks a are not done within your Small Friend’s first week in our world then this delay could well affect your family budget. These are also tasks of which we cannot do for you so please read on to get your To Do’s sorted.
Big People To Do List
Ensure all of your Small Friend’s documentation is with us.
Set Up Parent Xplor Home accounts and add ALL Contacts.
Add your banking details to your Xplor Home account.
Your Child Care Subsidy assessment is processing or has been approved.
Confirm Enrolment.
Please also note that missing documents such as your Small Friend’s Australian Immunisation Record, or incomplete tasks could mean we can not continue with enrolment.
1. Documentation
The following documents must be either uploaded when you complete your Small Friend’s enrolment form; emailed to Natassja; or presented to us in person within the timeframes mentioned below.
Australian Immunisation Record This document needs to be presented before your Small Friend’s first day, either by uploading whilst completing their enrolment form, or present it for us to take a copy on the first day.
Please be aware of federal government legislations and policies regarding your child’s immunisation record. No Jab No Play - Your child must be immunised to enrol with us. No Jab No Pay - Immunisations must be up to date at all times if you wish to claim the Child Care Subsidy. If you’re late with getting your child’s AIR up to date, Centrelink will turn off CCS payments, and have been known to not backdate CCS payments if the time between your child’s birthday and their updated immunisation appointment is too long. This could mean that you will have a considerable fee IOU with us.
Birth Certificate Please ensure a copy is with us within a week of your Small Friend’s first day. If you cannot locate it, please send an email to inform Natassja that you need time to find it.
2. Your Xplor Home Account/s
Each parent/guardian must have their own Xplor account to sign your Small Friend in/out using our QR code, and ALL family members and friends who you authorise to drop off and/or pick up your Small Friend must be added as a Contact/Hub Guest to your Xplor account top sign in using either their email address and a password, or mobile number and a 4 digit pin code. We use the Xplor Home App to :
Sign your Small Friend in and out each day
Give you one cyberspace to view your fee charges, account statement and/or Child Care Subsidy details
Check your Small Friend's bookings, and accept or decline any Booking Requests you send through via the Xplor Home app
Provide a central cyber space where you can message us to let us know you’re running late, or that your Small Friend is going to be absent
Send out village messages to Xplor Home inboxes and/or email inboxes … so please keep those notifications on.
We don’t use the Xplor Home app for …
Our Small Friends observations, as we choose to use our Small Friends Framework working with Evidence For Learning app for this part of our day.
Recording certain daily goings on such as sleep times and toilet training records, as you can check in with us at pick up time if you need to.
Sharing all the moments in time that happen in with our house…. you need to follow us on Facebook and Instagram to see all of our smiles!
Please check your inbox for messages from Xplor, if you cannot see them please check your junk box before emailing Natassja to let her know that you need an invite to be resent. Your welcome invite has a 24 hour life so if you don’t set up your account as soon as you see it, then you will need to email Natassja to request that she generate another invite.
Already Have An Xplor Account? If you have, or are using Xplor Home because you have other children attending, or your Small Friend has attended another service, we will not be able to add your email address to your Small Friends account. To get your connection sorted to us you will need to call Xplor Support on 03 8652 1963, and request that they disconnect you from the other service, Natassja cannot help you with this disconnection.
Contacts/Hub Guests Once you've set up your Xplor account/s it is the Primary Parent’s responsibility to add all family members and friends who are authorised to drop off and collect your Small Friend, as Contacts/Hub Guests within their Xplor App. As a Contact/Hub Guest they will be able to sign your Small Friend in/out with either their mobile number and and 4 digit access code, or their email and password. They CANNOT use a parent/guardians log in details to sign in/out.
We will not allow any of the children in our house to be released into the care of people that we cannot identify, so we expect for the Primary Parent/Guardian to ensure that your family’s Contacts/Hub Guests list is up to date at all times.
Your Contacts/Hub Guests list needs to include ALL of the Emergency Contacts you have on your enrolment form, plus everyone else that will be helping you out. If at any time a Contact/Hub Guest forgets their log in details they can ask us to reset their account. They will then receive a reset email and will have 2 hours to update their log in details.
3. Add Your Banking Details
Your first fee charge will be set up to run the Wednesday after your Small Friend’s first week in our world, so please ensure your banking details for the account you wish to have fees charged to are entered in your Xplor Home app as soon as possible. Should your bank details need to be changed you can do so through your Xplor Home app.
4. The Child Care Subsidy (CCS)
Please note that as your child care provider we have no control over your CCS eligibility assessment as this government assistance process is solely the responsibility of parents/guardians. We must have your Small Friend’s Customer Reference Number and the parent they are connected to for you CCS assessment. If we do not have these 2 numbers we will assume you do not wish to claim the CCS and fees will be charged a full rate.
Have Been Assessed If you have already received CCS approval notification to your myGov inbox stating your CCS percentage and the hours within a fortnight CCS, then this data will come into your Small Friends account as soon as you confirm enrolment in your myGov account.
Yet To Be Assessed To start an assessment you need to log in to your myGov account to start the process online, or call Centrelink on 13 61 50.
We advise that if you have not looked into this process a week out from your Small Friend’s first day that you commit to starting your assessment immediately as CCS eligibility assessments can take up to 28 days to complete, and at certain times in the year even longer.
While waiting for CCS approval you are expected to pay full fees so please be prepared for this cost. Once your first CCS payment comes in you will have a credit in your Small Friends account which can cover fees until the credit is at $0.
Once assessment is completed you will receive notification via your myGov account which will include Customer Reference Numbers (CRN) for your child and the parent to which your child is linked to within the government system. If you haven’t already included these numbers on your enrolment form, we require both CRN’s as soon as possible to update your Small Friend's enrolment.
If you have been approved then you must follow through with the enrolment confirmation tasks as stated in point 5 below so that your CCS data can come through to our accounts software. Once you have confirmed enrolment in Natassja will be able to see your CCS eligibility data; the CCS payments you are eligible for will start applying to fees, and our accounts software will start charging just the Gap Fee.
PLEASE NOTE If you see any changes to your CCS percentage or hours in your Xplor Home details, you will need to contact Centrelink to make enquiries, as we can not do so on your behalf.
5. Confirming Enrolment
If you’re NOT planning to claim CCS then you're all done with regard to the enrolment process.
If you’re planning on claiming the CCS please be aware that enrolment confirmation is solely your responsibility, and neither we nor Centrelink can help with your connection. So to get this one happening you must complete the following steps :
Sign your Complying Written Agreement CWA in your Xplor Home app by following the link in the related email which you will receive.
Log into your myGov account and confirm enrolment there. PLEASE NOTE if you notice that the bookings showing in your Small Friends’s myGov enrolment details are incorrect please do not DISPUTE the bookings within myGov as this will put a stop on your CCS eligibility data coming through to us. Send an email to Natassja with a request what changes need to be made, then once we she has amended the bookings you will be able to complete confirmation.
Please be aware that your approved CCS payments will not apply to fees if you do not confirm enrolment. From the welcome email you receive a week before your Small Friend’s first day, to your first fee charge processed the Wednesday following your Small Friend’s first week, you have just over 2 weeks to get all of the above done and make sure CCS is happening to help with your family budget.
Fee Charges & Bookings
Your first fee charge will run on the Wednesday following your Small Friend's first week in our world.
Fee charges run every Wednesday (no exceptions) for all families. Only families who request a monthly billing schedule can elect a charging day.
We keep all family accounts a week in advance at all times, so your first charge will include an additional week of fees as well as your $50 enrolment fee, and possibly even a $15 Tee charge if you have grabbed a Housemates Tee for your Small Friend!
Please be aware of our Wednesday charge day and ensure you have funds available, as reversals due to insufficient funds will incur a dishonour fee as per your direct debit agreement. This fee is collected by Debit Success to cover their costs for reversed transactions.
Public holidays that full on a Monday are are not charged. Public holidays that fall on other days within the week are charged.
Days Of Absence All days of absence whether they be for illness or holidays are charged as per your Small Friend's bookings. We can allow for day swaps if we have vacancies, however please be aware that :
you need to give us no less than 48 hours notice for a day swap, and contacting us on a weekend will not allow a swap for a Monday booking.
we can only allow a swap to a day within the the current week or to the same day in next week i.e: Monday to the following Monday. Day swaps will not be allowed to any dates beyond a week.
we don’t allow for make up days, so please do not ask.
if your Small Friend is going to be away for more than 3 weeks you may email an enrolment suspension request for Natassja to consider. Only one holiday suspension will be allowed per calendar year.
Booking Extra Days We ask that you use your Xplor Home app to request extra days. In a busy house requests need to have plenty of notice, and as the Xplor app does not show availability you need to check whether your booking has been confirmed or declined by checking the notifications in your app.
Our Cyber Connections
You’ve Got Mail We keep in contact with our Small Friends Village via our Xplor Home app and emails, so we ask that you keep your notifications on so that you don’t miss any important messages with regard to the running or our house.
What’s On In Our World Daily and weekly information is posted up on the whiteboard at our front door, and displays in our foyer for you to check in with when you drop off/pick up your Small Friend. Four jam packed editions of Our News are published to our website every term, which we ask for all of our villagers to read so you’re in the know as to all the AMAZING moments in time we have planned each term!
Our Moments In Time We choose to share how AWESOME our world is beyond our walls, so to be part of our days please tap the links below now to Like and Follow us on our social media spaces. Make sure you turn on your notifications for our social spaces so that you can always see the AWESOME moments in time from our world posted through the week on our Facebook wall! In these cyber spaces we also post information about our world including our awesome program and upcoming special days, incursions and outings.
Please remember that our public cyberspaces is where we share all of our moments in time, and no other platform including Xplor Playground is used for this purpose.
If you DO NOT wish for images of your child to be shared then you should have selected Disagree for the media question on your Small Friend’s enrolment form, if you didn’t then please send a No To Media request email through to Natassja.
Feel free to tap the links here to make sure you’re ready to Follow Us in the socials, and have a look at the flicks in our Vimeo gallery!
Your Small Friend’s Week
To ease your Small Friend’s transition from home to school, we may need to work with you to gauge how long their first few sessions may be. Once we have them settled in for their first day and you have said See You Later, please make sure your mobile is turned on as we determine the length of their stay on their confidence when you go, and need to be able to contact you should we need to adjust their pick up time.
Home to Small Friends Booklet During your Small Friend’s first week you will receive a Home to Small Friends booklet which we would love for you to complete as soon as you can so that we can know a little more about what makes them so AWESOME!
Growing Up In Our House Transitioning to full days in our world is something we do so that we can ensure that your Small Friend feels confident and comfortable about heading to Kindy, and that they can be part of a whole day in our house since our morning program is very different to our afternoon. Depending on the age of your Small Friend will determine the Off To Big Kid School Plan we’ll put in place. On enrolment if your Small Friend is :
2 Years Old Can book mornings or afternoons for up to 6 months, which means their permanent morning/afternoon booking/s will switch to full days 6 months after their first day. There are no exceptions to this rule so please don’t ask.
3-4 Years Old Their permanent morning/afternoons booking/s can run for 4 weeks from their first day, then they will move to full days.
5 Years Old Permanent morning and afternoon bookings are not available for these older Small Friends.
Our Booking Options The daily number of morning and afternoon sessions available is limited, and a maximum of 2 morning/afternoon sessions is allowed per enrolment. If a short day spot is not available you can request to be added to our wait list for the next available spot, or consider a full day booking.
Full Day 7.45am – 5pm Drop offs are not allowed before 7.45am under any circumstances. Our closing time is 5pm and we ask that you ensure that your Small Friend is picked up by this time. Any pick ups past 5pm will incur a late fee charged at $15 for the first 10 minutes, and then $10 for every 10 minutes after or part thereof.
Morning 8am – 12pm Please do not drop off before 8am or pick up after 12pm.
Afternoon 1 – 5pm Please be aware that our front door will not be answered before 1pm.
Daily To Do’s…
Full Day — Your Small Friend needs to bring in a piece of fruit or a vegetable for shared morning and afternoon tea, plus a cut lunch stored in a lunchbox …no insulated lunch bags please.
Morning/Afternoon — Your Small Friend needs to bring in a piece of fruit or a vegetable to share.
A water bottle with their name clearly marked. Water only please…no sugary drinks or milk.
A change of clothes with name marked on each piece of clothing.
We do supply hats to wear for our adventures out in our backyard, however your Small Friend is more than welcome to bring their own if they wish.
We need for your Small Friend to have their first application of sunscreen for the day applied before drop off. Should you arrive and realise you’ve forgotten this To Do, we will have sunscreen available in our foyer for you to apply. We will then reapply during the day to ensure your Small Friend is safe from those UV rays out in our backyard.
When it comes to lunchboxes we ask that your Small Friends lunch be packed into a lunchbox only and not placed in an insulated lunch bag. Your Small friend’s lunch goes straight into the fridge, and whilst we have enough room for 40 lunchboxes in our fridges, we don’t quite have room for the extra space bags take up.
Please ensure you’ve labelled your Small Friend’s bag and personal items. If they don’t have a bag tag on their backpack/bag we will attach one or our I’m A Small Friends tags. Writing your Small Friend’s name on their bits and bobs with a permanent marker is more than enough if you do not wish to use personalised labels.
During the hotter months we need for our Small Friends to be wearing SunSmart clothing…PLEASE no tank tops or spaghetti strap dresses. If we feel we need to protect your Small Friends skin from the UV’s we will pop them in a Small Friends Housemate Tee for the day.
Have A Question? If you ever have a query about your Small Friend’s life in our world, or what’s happening in our week please never hesitate to send an email to ourteam@smallfriendsfalcon.com.au or have a chat with us at pick up time. For queries regarding the Child Care Subsidy, your account, fee charges and/or Inclusion Support funding we ask that you send through an email to Natassja.
We look forward to seeing your smiles at our front door!
