Policy And Procedures

WILLOW TREE ACADEMY POLICY AND PROCEDURES

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.

• Solar Power ; Loadshedding does not affect us.

• 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 from – 7:00 am

Classes Start at – 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, 14 January 2026 – Friday, 27 March 2026 (Closes @ 12:00 pm)

Term 2 : Wednesday, 08 April 2026 – Friday, 26 June 2026 (Closes @ 12:00 pm)

Term 3 : Tuesday, 21 July 2026 – Wednesday, 23 September 2026 (Closes @ 12:00 pm)

Term 4 : Tuesday, 06 October 2026 - Wednesday, 09 December 2026 (Closes @ 12:00 pm)

Dates Closed:

• Public Holidays:

Human Rights Day  Saturday, 21 March 2026

Good Friday   Friday, 03 April 2026

Family Day   Monday, 06 April 2026

Freedom Day  Monday, 27 April 2026

Workers' Day  Friday, 1 May 2026

Special School Holiday  Monday, 15 June 2026

Youth Day   Tuesday, 16 June 2026

Women's Day  Sunday, 9 August 2026

Public Holiday  Monday, 10 August 2026

Heritage Day  Thursday, 24 September 2026

• 4 Term – Public School Holidays:

End of Term 1 : Monday, 30 March 2026 – Tuesday, 7 April 2026

End of Term 2 : Monday, 29 June 2026 – Monday, 20 July 2026 

End of Term 3 : Thursday, 24 September 2026 – Monday, 05 October 2026

End of Term 4 : Wednesday, 09 December 2026

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 at all during the week. We are busy with classwork or studying. If a cell phone is seen during the week, it will be confiscated, and the parent can collect it from Principal Roelien.

All learners registered on ‘Think Digital Academy’ has a Laptop or Tablet to use for classwork and homework.

If your child needs to contact you 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 on a Friday or during ‘Holiday Program’ when there is no classwork or homework 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

Willow Tree Academy Rules should be followed, at all times. If there are disciplinary problems, the learner will be taken aside for correction and placed in a ‘time-out’. The staff members will attempt to enforce consistent, fair discipline when necessary, so that each learner will learn respect and self-discipline. Parents will be contacted with more difficult cases.

Basic rules:

The following basic rules apply:

NO BULLYING – BULLYING WILL NOT BE TOLLERTATED AT ALL AND WILL BE SEEN AS A SERIOUS OFFENCE

NO FIGHTING – FIGHTING WILL NOT BE TOLLERTATED AT ALL AND WILL BE SEEN AS A SERIOUS OFFENCE

Buildings:

• No running in any building

• No playing in any building

• No shouting / excessive noise in any building

• Tidy-up after yourself where you have been sitting

Playground:

• No excessive shouting

• No climbing trees

• No throwing sand in or out of sandpit

• No playing on tables or chairs

• No standing on swings

• No pushing each other on swings

• Only one learner at a time on a swing

• Only one learner at a time on the trampoline

Bathroom:

• No playing in the bathroom

• No climbing on toilet seats or hanging on doors or towel racks

• Only one learner at a time in a bathroom

• Learners must always flush the toilets after they have used it, and wash their hands

Dress Code:

• No breasts showing

• No bum hanging out under short-shorts or miniskirts

• No tummies showing

• If your child is wearing a skirt or dress, please put pants on underneath, especially for those playing on the jungle gyms and trampoline

• No offensive or obscene prints on shirts

• No underwear showing or shining through

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 Account Holder 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

WILLOW TREE ACADEMY AFTERCARE SERVICE POLICY AND PROCEDURES

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

The aftercare staff is responsible for a learner immediately on arrival of the learner and this responsibility will only end when the parents or a designated guardian signs to collect the learner, 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 Aftercare 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.

LUNCH / REFRESHMENTS / AFTERNOON SNACK

• Lunch will be served by 2:00 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 3:30 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, 05 January 2026 – Tuesday, 13 January 2026

End of Term 1 : Monday, 30 March 2026 – Tuesday, 7 April 2026

End of Term 2 : Monday, 29 June 2026 – Monday, 20 July 2026

End of Term 3 : Friday, 25 September 2026 – Monday, 05 October 2026

End of Term 4 : Thursday, 10 December 2026 - Tuesday, 15 December 2026

Start of Term 1 : Monday, 04 January 2027 – Tuesday, 12 January 2027

Dates Closed:

• Public Holidays:

Human Rights Day  Saturday, 21 March 2026

Good Friday  Friday, 03 April 2026

Family Day  Monday, 06 April 2026

Freedom Day  Monday, 27 April 2026

Workers' Day  Friday, 1 May 2026

Special School Holiday  Monday, 15 June 2026

Youth Day  Tuesday, 16 June 2026

Women's Day  Sunday, 9 August 2026

Public Holiday  Monday, 10 August 2026

Heritage Day Thursday, 24 September 2026

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 at all during the week. We are busy with 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.

All learners registered on ‘Think Digital Academy’ has a Laptop or Tablet to use for classwork and homework.

If your child needs to contact you 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 on a Friday or during ‘Holiday Program’ when there is no classwork or homework 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

Willow Tree Academy Aftercare Service Rules should be followed, at all times.

If there are disciplinary problems, the learner will be taken aside for correction and placed in a ‘time-out’. The staff members will attempt to enforce consistent, fair discipline when necessary, so that each learner will learn respect and self-discipline. Parents will be contacted with more difficult cases.

Basic rules:

The following basic rules apply:

NO BULLYING – BULLYING WILL NOT BE TOLLERTATED AT ALL AND WILL BE SEEN AS A SERIOUS OFFENCE

NO FIGHTING – FIGHTING WILL NOT BE TOLLERTATED AT ALL AND WILL BE SEEN AS A SERIOUS OFFENCE

Buildings:

• No running in any building

• No playing in any building

• No shouting / excessive noise in any building

• Tidy-up after yourself where you have been sitting

Playground:

• No excessive shouting

• No climbing trees

• No throwing sand in or out of sandpit

• No playing on tables or chairs

• No standing on swings

• No pushing each other on swings

• Only one learner at a time on a swing

• Only one learner at a time on the trampoline

Bathroom:

• No playing in the bathroom

• No climbing on toilet seats or hanging on doors or towel racks

• Only one learner at a time in a bathroom

• Learners must always flush the toilets after they have used it, and wash their hands

Dress Code:

• No breasts showing

• No bum hanging out under short-shorts or miniskirts

• No tummies showing

• If your child is wearing a skirt or dress, please put pants on underneath, especially for those playing on the jungle gyms and trampoline

• No offensive or obscene prints on shirts

• No underwear showing or shining through

LATE COLLECTION

Aftercare operates from 1:00 pm to 5:30 pm; any late collection thereafter will be billed as follows: 

R 150.00 - Learners collected between 5:30 pm and 6:00 pm

R 200.00 - 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 R50.00 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 Account Holder will the service be terminated.

• November and December do not count as notice months.