CONTENTSFor the definition of a ‘substitute day’ refer to the Glossary in this Handbook.
Approval required
Services must contact their Ministry regional office for approval to operate at times other than those for which they are licensed.
Examples
A service might request a substitute session when their afternoon session conflicts with a community event (e.g. the A&P show).
A service might request a substitute day when there is a special event or hui taking place.
Funding
Funding is only available for a substitute day or hours if approved by the Ministry regional office. You must keep a copy of the regional office approval letter at the service, and this must be available on request to authorised persons.
Funding for a substitute day or hours is on the basis of attendance only.
Attendance must be recorded as casual because attendance on this day will differ from the child's permanent enrolment agreement.
Absences cannot be claimed for children who do not attend the substitute day or hours.
Recording substitute days
Record the FCH for the substitute session on the day on which it would normally have taken place. See the following example in which an afternoon session which normally takes place on a Friday (180 FCH) is run on the Thursday afternoon as an approved substitute day. The 180 FCH is still recorded on the Friday as usual.
| Week days | Session no. | Funded child hours (ie. 2 and over) |
|---|---|---|
| Monday | 1 | 180 |
| Tuesday | 2 | 180 |
| Wednesday | 3 | 180 |
| Thursday | 4 | 90 |
| Friday (Letter of approval to show this day was closed and a substitute day was granted) | 5 | 180 (although this may not be the day on which the session took place) |
| Saturday | 6 |
