WILLOW TREE ACADEMY MASTER TERMS & CONDITIONS
PURPOSE OF WILLOW TREE ACADEMY
To provide a safe environment for all enrolled learners, during the ‘school’ day. To assist learners with their registered curriculum, in addition to cognitive learning of basic skills and even critical thinking skills, the emotional and social well-being of the child is paramount. Helping children develop in these areas is a key expectation and goal.
Children will remain in the care of Willow Tree Academy until such time they have been collected by the parents, transport, or guardian. The ‘school’ day starts at 8:00 am and ends at 1:00 pm , Monday to Friday, with two 30 min break times during the day.
Drop-off may commence from 7:00 am and last collection will be at 1:30 pm.
Children will automatically be placed into our Aftercare Service if not collected by 1:30 pm and remain at aftercare until such time they have been collected by the parents, transport, or guardian. Aftercare Fees are R150.00 per day per child ; fees will automatically be added to your monthly bill if the service is made use of.
Our programme is run by Principal Roelien.
SERVICES OFFERED
• Gr. RRR to Gr. 12 ‘Impaq Homeschooling’ and ‘Think Digital Academy’ Curriculums Supported at
Willow Tree Academy. Assisting learners with ‘British International’ and South African (CAPS) curricula.
• Invigilation of the registered curriculum, assessments, tasks, tests, and/or exams.
• Free Wi-Fi Available.
• Small classes, with ‘one-on-one’ attention and assistance.
• Qualified and/or registered tutors, special needs and child psychology qualification also applicable.
• Extra-Mural Activities, at an additional cost.
• Aftercare Program, with Holiday Program; at an additional cost, if not part of chosen finance option.
SAFE ENVIRONMENT
Willow Tree Academy staff is responsible for a child immediately on arrival of the child and this responsibility will only end when the parents or a designated guardian collects the child, during this time, every reasonable precaution will be taken to provide a safe environment.
Minor injuries will be dealt with in an appropriate manner. Staff on duty have First Aid and CPR Training.
Serious injuries will be handled as follows:
• Paramedics called in.
• Parents immediately notified.
• If hospitalization required, then child will be taken to nearest hospital / clinic.
• Parents will be responsible for all costs.
I agree that Willow Tree Academy, their agents, officers, directors, employees, volunteers, and representatives are not responsible for any death, illness, injury, loss or damage of any kind sustained by any person or learner while they are on the premises of Willow Tree Academy, and all related activities.
The main entrance will be the only entrance and exit point for learners and parents.
Staff will take the register to determine which learners are present.
WILLOW TREE ACADEMY PROGRAM
Operating Hours:
Monday to Friday from 7:00 am till 1:30 pm
Drop-off May Commence – 7:00 am
Classes Starts – 8:00 am
1st Break – 09:00 am till 09:30 am OR 09:30 am till 10:00 am
2nd Break – 11:00 am till 11:30 am OR 11:30 am till 12:00 pm
Classes Ends – 1:00 pm
Last Collection – 1:30 pm
Dates Open:
· 4 Term – ‘Public School Terms’:
Term 1 : Wednesday, 13 January 2027 – Friday, 19 March 2027 (Closes @ 12:00 pm)
Term 2 : Tuesday, 06 April 2027 – Friday, 25 June 2027 (Closes @ 12:00 pm)
Term 3 : Tuesday, 20 July 2027 – Wednesday, 22 September 2027 (Closes @ 12:00 pm)
Term 4 : Tuesday, 05 October 2027 - Wednesday, 08 December 2027 (Closes @ 12:00 pm)
Dates Closed:
· Public Holidays:
Human Rights Day Sunday, 21 March 2027
Public Holiday Monday, 22 March 2027
Good Friday Friday, 26 March 2027
Family Day Monday, 29 March 2027
Special School Holiday Monday, 26 April 2027
Freedom Day Tuesday, 27 April 2027
Workers' Day Saturday, 01 May 2027
Youth Day Wednesday, 16 June 2027
Women's Day Monday, 09 August 2027
Heritage Day Friday, 24 September 2027
· 4 Term – ‘Public School Holidays’:
End of Term 1 : Monday, 22 March 2027 – Monday, 5 April 2027
End of Term 2 : Monday, 28 June 2027 – Monday, 19 July 2027
End of Term 3 : Thursday, 23 September 2027 – Monday, 04 October 2027
End of Term 4 : Wednesday, 08 December 2027
CLOTHING AND POSSESSIONS AT WILLOW TREE ACADEMY
• Learners may have a change of clothes, a hat and water-bottle.
• All clothes and possessions must be clearly marked with your child's name.
• Each learner must have a suitable bag for all items.
• No toys from home are allowed at Willow Tree Academy as staff cannot be responsible for the toys.
Any toys or cell phones brought to Willow Tree Academy is the sole responsibility of the learners.
Cell Phone Policy:
Cell phones are NOT allowed at Willow Tree Academy or Aftercare Service at all during the week. We are busy with classwork, homework or studying.
If a cell phone is seen during the week, it will be confiscated, and the parent can collect it from Principal Roelien, on the Friday of that week.
All learners registered on ‘Think Digital Academy’ must have a Laptop or Tablet to use for classwork and homework.
If your child needs to contact a parent/legal guardian during the day, for whatever reason, they can come to Ma’am Roelien, and she will contact a parent for the learner.
Cell phones may ONLY be brought to Willow Tree Academy or Aftercare Service on a Friday or during ‘Holiday Program’ when there is no classwork, homework or studying to be done.
Any cell phones brought to Willow Tree Academy is the sole responsibility of the learner, Willow Tree Academy staff cannot be held responsible for any lost or damaged cell phone.
DISCIPLINE & CODE OF CONDUCT
Willow Tree Academy is committed to creating a safe, respectful, and nurturing environment for all learners. Staff members enforce consistent, fair discipline to foster mutual respect, self-discipline, and emotional growth.
Disciplinary Process
· Minor Infractions: When behavioural issues arise, staff members will guide the learner through a gentle conversation to correct the behaviour, followed by a brief "time-out" or quiet reflection period if necessary.
· Repeated or Serious Infractions: Parents will be contacted to collaborate on supporting the learner’s behavioural development.
Zero Tolerance Policy
Willow Tree Academy maintains a strict zero-tolerance policy for behaviours that compromise the safety and well-being of others. The following are classified as serious offenses:
• Bullying : Any verbal, physical, or psychological bullying is strictly prohibited.
• Physical Aggression : Fighting, hitting, or intentional physical harm will not be tolerated under any circumstances.
Rules & Expectations:
Buildings:
• Walk safely—no running inside.
• Maintain indoor voices and respectful noise levels.
• Keep indoor spaces reserved for learning and structured activities (no rough play).
• Tidy up and clean your space before moving to another activity.
Playground:
• Enjoy outdoor play safely and respectfully (avoid excessive shouting).
• Play safely on swings: one learner per swing, seated at all times, with no pushing.
• Use the trampoline safely: one learner at a time.
• Keep sand in the sandpit area.
• Use furniture as intended—do not climb or play on tables and chairs.
• Refrain from climbing trees.
Bathroom:
• Maintain privacy: one learner per bathroom stall at a time.
• Use facilities properly—do not climb on toilet seats, doors, or towel racks.
• Keep bathrooms clean and free of play.
• Practice good hygiene: always flush the toilet and wash hands thoroughly with soap and water.
Dress Code:
• Learners are required to wear neat, comfortable, and modest attire.
• Clothes featuring revealing cuts, visible underwear, or offensive text/graphics are prohibited.
• Safety Requirement: Learners wearing skirts or dresses must wear shorts or pants underneath to allow safe play on jungle gyms and trampolines.
I agree that Willow Tree Academy, their agents, officers, directors, employees, volunteers, and representatives are not responsible for any death, illness, injury, loss or damage of any kind sustained by any person or learner while they are on the premises of Willow Tree Academy, and all related activities.
COMMUNICATION
Good communication is essential for good relationships.
If you are arriving after 1:30 pm a phone-call or message will be appreciated.
Please contact Willow Tree Academy to inform the relevant staff about:
• Attendance / Absence
• Aftercare Service Attendance Needed
• Change in a child's co-curricular activities
• Change in a learner's extra-mural activities
• Medication to be administered
• Any changes at home which could affect a learner’s behaviour at Willow Tree Academy.
To ensure our team can maintain a balanced schedule and provide the best possible support, parents are kindly asked to direct all inquiries to tutors and administrative staff strictly during regular business hours.
Business Hours :
Monday to Friday
07:00 am till 5:30 pm
Saturday & Sunday
CLOSED
Public Holidays
CLOSED
Any messages or communications received outside of these hours will be addressed on the following business day.
PARENT GRIEVANCE PROCEDURE
At Willow Tree Academy, we value open, respectful communication and believe that strong parent-school partnerships are essential to our learners' well-being. Should a concern or grievance arise, we ask parents to follow the multi-step process outlined below.
Escalation Steps
Step 1: Direct Discussion
· Speak directly with the specific staff member involved at a mutually convenient time.
· Most concerns can be quickly resolved through open, direct communication and mutual understanding.
Step 2: Escalation to Leadership
· If the matter remains unresolved after Step 1, or if direct communication is not appropriate for the nature of the
concern, the grievance should be submitted in writing to the Principal & Owner, Ma’am Roelien.
Step 3: Review & Feedback
· Management will investigate the matter thoroughly and arrange a meeting with the parents to discuss findings,
propose solutions and provide formal feedback.
CANCELLATION OF SERVICE
• One month’s written notice must be given if a learner is to be removed from Willow Tree Academy.
• Please e-Mail your termination to info@willowtreeacademy.co.za
• Only once a ‘confirmation of receipt’ e-Mail has been returned to the Principal Debtor will the service be terminated.
• November and December do not count as notice months.
REQUIRED DOCUMENTATION
Please ensure the following documentation is attached :
• Most recent report card
• Birth Certificate
• Immunization card, if possible
• Any assessments and reports from specialists within the last year
• Visual test report, if completed
(if no report, tests may be completed through Willow Tree Academy – cost to be advised)
• Audiologist report, if completed
(if no report, tests may be completed through Willow Tree Academy – cost to be advised)
• Dyslexia test report, if completed
(if no report, tests may be completed through Willow Tree Academy – cost to be advised)
• Copies of parents’/guardians’ ID documents
• Copy of Medical Aid Card
WILLOW TREE ACADEMY AFTERCARE SERVICE MASTER TERMS & CONDITIONS
PURPOSE OF AFTERCARE SERVICE
To provide a safe environment for all enrolled learners, whose parents cannot or prefer not to collect him/her immediately after regular ‘schooling’ hours. The aftercare programme offered, commences directly after the end of the ‘school’ day, at 1:00 pm and runs till 5:30 pm. It can be used full time or on a casual “day-to-day” basis.
Our programme is run by Principal Roelien.
ADDITIONAL SERVICES OFFERED
• Healthy Lunch
• Refreshments / Afternoon Snack
• Help with homework, tasks, projects and studying for tests / exams.
• Creative, social, and other play activities.
• Holiday Program
SAFE ENVIRONMENT
Willow Tree Academy staff is responsible for a child immediately on arrival of the child and this responsibility will only end when the parents or a designated guardian collects the child, during this time, every reasonable precaution will be taken to provide a safe environment.
Minor injuries will be dealt with in an appropriate manner. Staff on duty have First Aid and CPR Training.
Serious injuries will be handled as follows:
• Paramedics called in.
• Parents immediately notified.
• If hospitalization required, then child will be taken to nearest hospital / clinic.
• Parents will be responsible for all costs.
I agree that Willow Tree Academy, their agents, officers, directors, employees, volunteers, and representatives are not responsible for any death, illness, injury, loss or damage of any kind sustained by any person or learner while they are on the premises of Willow Tree Academy, and all related activities.
The main entrance will be the only entrance and exit point for learners and parents.
Staff will take the register to determine which learners are present.
Parents, guardians or transport is required to sign the learner out, on the Aftercare Register, and the Aftercare Staff will indicate the time the learner was collected.
4. LUNCH / REFRESHMENTS / AFTERNOON SNACK
• Lunch will be served by 1:30 pm daily. Lunch menu available upon request.
• Refreshments are provided in the form of clean drinking water, available always, and water-based cold-drink.
• Each learner will be encouraged to eat a piece of fruit as an afternoon snack, at around 3:00 pm.
HOLIDAY PROGRAM
During all ‘school’ holidays Willow Tree Academy Aftercare Centre will be open and operational, doing Holiday Program.
As such, Aftercare is billed in full over 12 months.
Operating Hours:
Monday to Friday from 7:00 am till 5:30 pm
Dates Open:
· 4 Term – ‘Public School Holidays’:
Start of Term 1 : Monday, 04 January 2027 – Tuesday, 12 January 2027
End of Term 1 : Tuesday, 23 March 2027 – Monday, 05 April 2027
End of Term 2 : Monday, 28 June 2027 – Monday, 19 July 2027
End of Term 3 : Thursday, 23 September 2027 – Monday, 04 October 2027
End of Term 4 : Thursday, 09 December 2027 - Wednesday, 15 December 2027
Start of Term 1 : Monday, 03 January 2028 – Tuesday, 11 January 2028
Dates Closed:
· Public Holidays:
Human Rights Day Sunday, 21 March 2027
Public Holiday Monday, 22 March 2027
Good Friday Friday, 26 March 2027
Family Day Monday, 29 March 2027
Special School Holiday Monday, 26 April 2027
Freedom Day Tuesday, 27 April 2027
Workers' Day Saturday, 01 May 2027
Youth Day Wednesday, 16 June 2027
Women's Day Monday, 09 August 2027
Heritage Day Friday, 24 September 2027
LATE COLLECTION
Aftercare operates from 1:00 pm to 5:30 pm; any late collection thereafter will be billed as follows:
R 170.00 - Learners collected between 5:30 pm and 6:00 pm
R 220.00 - Learners collected after 6:00 pm and onwards
Late collection fee is payable in cash, upon collection, to the staff member on duty.
IF the Late Collection Fee is not paid in cash upon collection, it will be added to the monthly bill, with an additional R70.00 service fee charged.
SIGNING OUT
Parents, guardian or transport is required to sign the learner out on the Aftercare Register and the Aftercare Supervisor will indicate the time the child was collected.
CANCELLATION OF SERVICE
• One month’s written notice must be given if a learner is to be removed from
Willow Tree Academy Aftercare Centre.
• Please e-Mail your termination to info@willowtreeacademy.co.za
• Only once a ‘confirmation of receipt’ e-Mail has been returned to the Principal Debtor will the service be
terminated.
• November and December do not count as notice months.
Willow Tree Academy
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