Terms and Conditions - Woodland Pre Schools, Hong Kong

A. Introduction

These Terms and Conditions reflect the practice of international schools across the region and they form the basis of a legal contract for educational services. The terms and conditions are intended to promote the education and welfare of each Child and the stability, forward-planning, proper resourcing and development of the School.

Our website and other School marketing materials are not contractual documents.

Fees & Notice:
The rules concerning fees and notice are of particular importance and are set out at Section C below.

B. Admissions Entry to the School

Application and Admission
Applicants will be considered as candidates for admission and entry to the School when the Application Form has been duly completed online via the Woodland Pre-Schools (Woodland) website and received by us and with the non-refundable Registration Fee.

Enrolment Agreement
You will receive an enrolment agreement before your child starts school. Fees and all required documentation are due before your child starts school. If these are not received within two weeks of your child’s start date, your child’s place in the school could be offered to another child.

Admission will be subject to the availability of a place and the Child and Parents satisfying the admission requirements at the time. Children may be placed on the waitlist if no places are available and Children are generally allocated a place in order of application, but the School reserves the right to allocate places at its discretion, as vacancies become available. “Admission” occurs when Parents accept the offer of a place and make payment of all requisite School and admission related fees. “Entry” is the date when a Child attends the School for the first time under this Agreement.

C. Fees

Invoices are issued termly, as followed:

Mid-Jun for Term 1 (Mid-Aug – Dec)
Mid-Nov for Term 2 (Jan – Mar)
Mid-Mar for Term 3 (April – Jun)

Fees are due via Direct Debit / Auto Pay upon receipt of your invoice which is issued prior to each school term. A 14-day grace period is offered, however, after 14 days a 5% late fee will be charged. After 28 days your child’s place will be revaluated and may be allocated to another child on the waiting list unless satisfactory payment arrangements have been made.

Refund Policy

Rollers, Wrigglers & Playgroup Programmes
Deposit and / or Tuition Fees are refundable in respect to whole months only (not part there-of) subject to giving thirty days (30) written notice prior to the last date of your child’s attendance. Make-up classes and refunds are not available for periods of absence, such as holiday, sickness, travel or Government closure. All accounts are calculated to the end of the month. There is no pro rata for other finishing dates. Payment of full tuition fees are required in order to hold your child’s place in the school. Your deposit is outlined and included in your first invoice. Deposits are non-refundable should you fail to accept the placement offer for any reason whatsoever.

Stepping Stones, Pre-School and Prep for Primary programmes
Deposit and / or Tuition Fees are refundable in respect to whole months only (not part there-of) subject to giving sixty days (60) written notice prior to the last date of your child’s attendance. Make-up classes and refunds are not available for periods of absence, such as holiday, sickness, travel or Government closure. All accounts are calculated to the end of the month. There is no pro rata for other finishing dates. Payment of full tuition fees are required in order to hold your child’s place in the school. Your deposit is outlined and included in your first invoice. Deposits are non-refundable should you fail to accept the placement offer for any reason whatsoever.

D. School Operations

School Opening Hours
Our term time office hours are 8 a.m. – 5 p.m. Monday – Friday.

During school holidays our office hours are 9 a.m. - 4 p.m. Monday – Friday.

Doors will open 5 minutes prior to your class starting. Due to insufficient space we do not have a waiting area, so please arrive promptly for your lesson.

School Closure
All Schools will be closed on weekends and declared public holidays. In the event the Education Bureau (EDB) declares / recommends closure, all affected Schools will be closed - No refunds in terms of fees and make-up classes. Third party vendors (bus transport services) affected by declared / recommended closure will be cancelled. There will be no refunds of fees.

Absence & Make-Up Policy
Make up classes and refunds are not available for periods of absence, such as holiday, sickness, travel or Government closure (i.e. Typhoon / Rainstorm).

Typhoons & Rainstorm Warnings
Our school procedure during a typhoon or rainstorm is as follows:

The school will be CLOSED FOR THE DAY when:

  • A typhoon signal No. 3 or higher is hoisted before 6:00 am; or
  • A red or black rainstorm warning is hoisted before 6:00 am; or
  • When the Education Bureau or Social Welfare Department announces closure of all schools
    due to considerable risk to children from heavy rain or flooding.

Note: School will reopen for the afternoon if typhoon signal No.3, or the red rainstorm warning is lowered by 10.30am.


  • A typhoon signal No. 3 is hoisted during the morning session; or
  • A red or black rainstorm warning is hoisted during the morning session.Note: Children who are enrolled in our Full Day Programme will remain in school until the end of the afternoon session.The Woodland Schools homepage will be updated in the event of closure and parents / guardians will receive an SMS message.

When the amber signal is in force, please listen to the radio or watch television for announcements on the weather, traffic and road conditions. Announcements are made regularly to update you on the conditions and school procedures. We do advise if the rain is very heavy in your area, or if there is flooding, to keep your child at home as the weather can deteriorate quickly. Please listen to the radio, watch television, or visit the Hong Kong Observatory website at www.hko.gov.hk for regular updates on the weather.

The school will remain open during a Typhoon No. 1 and amber signal unless advised to close by the Education Bureau or Social Welfare Department. These announcements will be broadcast on local radio stations and on television.

Please note all outdoor activities will be postponed if the Air Quality Health Index (AQHI) reaches 8.

Protocol For Accompanied
The parent / caregiver who brings your child to class must remain with them for the entire duration of each accompanied class; they may not be swapped for another caregiver at any point during the class. Whilst we understand the desire to have Mum / Dad / Grandparent / helper experience the class, it is very disruptive to all children to have these kinds of ‘swaps’ going on.

Required Notifications
Please notify the school in writing if:

  • your telephone numbers, emails or addresses change,
  • if both parents are out of Hong Kong, please inform the school. Please also ensure you have left a local contact.

(This is for emergency reasons and also ensures staff will give additional attention to your child and be aware of any behavioural changes),

  • your child has received additional immunisations,
  • your child has developed any allergies,
  • your child is visiting a friend/going home with another child or adult after school, or
  • your child is being collected by an adult who is not registered with the school to collect your child after school.

Domestic Helpers
Many children attending our schools are brought to school by domestic helpers. Please inform them of the relevant information contained in the Welcome Pack or in the Terms and Conditions.

It is the parent’s responsibility to take their child’s temperature before class and complete the Temperature Record Sheet. Children attending accompanied classes will receive a Temperature Record Sheet from their teacher and Stepping Stones and Pre-School children need to complete the Temperature Record Sheet at the back of their Home School Diary, which will be sent home on the first day of school.

Should your child be unwell, suffering from such ailments as a temperature, rash, vomiting or diarrhoea within a previous 24- hour time frame, please do not send him/her to school unless cleared by the doctor.

Children showing signs of sickness can be asked to leave school if they are thought to be infectious. If your child is not feeling well, a day at home resting can give them the time to build up their strength.

E. Child, Parent and Staff Welfare

Health Policy
Please inform the school of any allergies your child may have so that a record can be kept. As a precaution for children who may have nut allergies, we do not allow nuts or nut products into school. If your child has a severe allergic reaction, and requires an Epi-pen, please send written instructions to the school regarding the administration of such medication. Parents to complete the Medical Treatment Plan.

Please remember to exchange the Epi-pen upon its expiry.

Medical Care
Parents and/or Guardians must comply with the School’s quarantine regulations as varied from time to time. Parents and/or Guardians are also asked to inform the School if they or the Child have travelled to or have been in transit in a country with a known contagious or communicable disease, illness or virus, particularly when the Parent or the Child have been at risk of exposure to such.

Child’s Health
The Head of School may at any time require a medical opinion or certificate as to the Child’s general health where the Head of School considers that necessary as a matter of professional judgment in the interests of the Child and/or the School.

Emergency Medical Treatment
The Parents authorise the Head of School to consent on behalf of the Parents to the Child receiving emergency medical treatment including blood transfusions within Hong Kong, general anaesthetic and operations at a Hong Kong government or private hospital where certified by an appropriately qualified person as necessary for the Child’s welfare and if the Parents cannot be contacted in time.

Allergies & Lunches
For Pre-School children attending extended day or afternoon clubs, lunch boxes should be sent to school in either a cooler bag for cold food or a thermal bag for hot food. The school does not re-heat food, but lunch boxes wrapped in cooler/thermal bags, will keep food at a regulated temperature and avoid the unnecessary use of microwave oven.

Toilet Training
Each classroom is assigned to a specific bathroom with child sized toilets.

To assist the children with toilet training we ask them at regular intervals if they need to go to the toilet. To develop their toilet training skills, we ask that they come to school in pull-ups with clothes that are easy to pull up and down. In your child’s bag, please place plenty of spare clothes and pull-ups. If your child wears underwear at home please send them to school wearing underwear, otherwise it confuses the child.

Child Collection Procedure
Parents are required to complete a child collection form prior to their child’s first day at school in order to be issued with a “collection card” for each child attending school. This card must be produced by the authorised collecting person before a child is released from our care. This applies to all children whether they are collected at school, or, for those riding on our buses, collected off the School bus.

In the event that a card is not produced, and we do not recognise or cannot verify the identity of the collecting person, we will not release the child from school or the bus. If you have misplaced your child’s collection card, please contact the school office for a replacement.

In addition to the above measures and to ensure a swift and safe exit for the children, parents are kindly asked to arrive on time, to avoid calling out your child’s name, and not to crowd your child’s designated point of exit (which will be highlighted to you when you first bring your child to class). Please be advised that children will be dismissed strictly one at a time.

The collection card has the child’s photograph on the front. Details for the collection cards should be completed as per the Collection Consent Form, which should be returned along with photographs before the child’s first day.

Photographs and Email Addresses
Parents consent to the School using their Child’s work, photographs of the Child and other material for purposes such as publicising the School and its children’s accomplishments. Parents further consent to the School's affiliate sending newsletters and other information and promotional materials to the Parents' email addresses as provided to the School, for purposes of marketing its education or related services.

Personal Data
The School collects, uses, discloses, processes, transfers and / or retains personal data concerning Children, Parents / Legal Guardians for all matters connected to the Child’s enrolment in the School in accordance with its Data Protection Policy. Parents / Legal Guardians hereby consent to the collection, use and / or disclosure of the Child’s and their personal data in accordance with the terms of the Data Protection Policy.

Save where the School is found to be grossly negligent or guilty of gross misconduct causing personal injury, loss or damage, the School shall not be responsible to the Child or Parents / Legal Guardians / Local Guardians for any personal injury suffered, or damage to or loss of any property belonging to the Child or Parents / Legal Guardians / Local Guardians, on School premises. The School cannot be responsible for any personal injury and/or loss or damage suffered by the Child or Parents / Legal Guardians / Local Guardians outside of the School’s premises.

F. Behaviour and Discipline

Conduct and Attendance
We attach importance on promoting positive behaviour, and how fundamental it is in the education of the children in our care. We are committed to establishing an environment in which children feel supported, valued, respected, encouraged and nurtured. Developing meaningful positive relationships is essential to building a culture of care and mutual respect at Group, School and classroom level. We believe children thrive when their personal, social and emotional needs are met, and where there are clear and developmentally appropriate expectations for their behaviour.

We encourage our children to attend each session they are enrolled for, as this will give them the greatest opportunity to utilise the environment which has been created to support their social, emotional, physical and cognitive wellbeing.

School Discipline
The Parents hereby confirm that they accept the authority of the Head of School and of other members of staff on the Head of School’s behalf to take all reasonable disciplinary or preventive action necessary to safeguard and promote the welfare of each child and the School community as a whole. The School’s disciplinary policy which is current at the time applies to all children when they are on School premises or in the care of the School, or otherwise representing or associated with the School.

Parental Behaviour & Conduct
Parents accept that they have a responsibility to act as role models for their child/ren, and those of the School community. Parents confirm they accept the role, responsibility and ultimate authority of the Head of School within the School community.


As of May 2020

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