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When can I book my child onto activities?
All eligible children and young people will receive a letter via their school approx 3-4 weeks before the holidays.
Bookings will open 3 weeks before the holidays. You will be notified by email when bookings are open.
What You Need To Do:
We have helpful videos you can watch to show you how to register, book onto an activity, and manage any bookings you make.
The Rutland HAF programme takes place over the main three school holidays - Easter/Spring, Summer and Christmas/Winter. Activities will be listed on the 'Activities' page once bookings are open.
What if I haven't received any HAF information from my school?
If you haven't received any information, or you have any other queries please get in contact with the Rutland HAF team (bookaplace@rutland.gov.uk) so we can send this information to you.
Is my child eligible to attend the Rutland HAF Holiday activities?
If your child(ren) receives ‘income related’ free school meals and are in reception to year 11 they are eligible to attend any of the activities on offer as part of the Rutland HAF scheme. You can check your eligibility and how to apply for free school meals on the gov.uk website.
Children in reception, year 1 & 2 who receive free school meals under the government’s universal free school meal provision are not eligible to attend these activities.
The Department of Education has given local authorities the freedom to utilise upto 15% of their allocated budget towards allowing other targetted groups of children access to the HAF programme. It is up to each Local Authority to determine which groups of children they will permit into the programme. These families will be contacted directly via service teams within Rutland County Council. If you feel you may be eligible to access this programme, please contact the Rutland HAF team on bookaplace@rutland.gov.uk and a member of the team will respond to your query.
Yes, you will need to create an account. This includes making up a username, providing your email address and then creating a password. Once this has been created an email will be sent to you which you need to confirm to verify your account. You can then add your child(s) details on to the Rutland HAF website. Your child's eligibility will be checked, this should take at least 1 working day. Once this is complete you can start making bookings as soon as activities are available.
I have registered my child but can't book on to any available activities?
Please ensure that once you have added your child on to your account that you allow our team time to check the childs details and confirm eligibility to income related free school meals. This can take up to 1 working day. Once we have completed these checks you will receive an email from us to confirm this. You will then be able to book your child on to the available holiday activity. If you have added your child and not had a confirmation email from us please contact us by email on bookaplace@rutland.gov.uk so we can look into this.
I have forgotten my username/password and can't log on?
If you know what username you have signed up with you can use 'forgot my password' and an email link will be sent to you to reset this. Please check your junk/spam folder for this email. If you do not know what your username is please contact the team by email on bookaplace@rutland.gov.uk so we can help you.
My child(ren) has a medical condition/an allergy or special dietary requirement/special need or disability. How do I make the Rutland HAF scheme aware of this?
Please provide all appropriate details on your child(ren)’s registration form.
My child's details have changed, how do I update their registration details?
It is really important that you let us know if any details relating to your child, including contact details, have changed. You can do this by going into the 'parent' tab on the task bar, and then 'manage children' and selecting the child's details you want to update.
On the home page of the website, click on ‘My Bookings’ to find a list of the activities you have booked for your child/children.
You can review and cancel any of your booked sessions by going to the ‘My Bookings’ section on the website. If you need help we have video tutorials to show you how to do this. Please cancel your booking as soon as you know you can no longer attend so that another child can have the opportunity to take part instead.
What if I book on to a session but do not turn up?
If you/your child has booked on to an activity session and you do not turn up for two sessions within that holiday period, and have not made attempt to cancel your booking or got into contact with the activity provider, someone from the Rutland HAF team will contact you to check that you still want to attend any further sessions you are booked on to. If we do not have a response from you by the end of the day following contacting you by email and phone, we will cancel any booked sessions for the remainder of that holiday period - if you get in to contact with us at any point after this we will be more than happy to assist you in getting booked back on to any activity sessions where there are available spaces. As there are limited spaces available on many of our holiday clubs we want to give the opportunity to as many of our children and families as possible to be able to take part in these activities. We would really appreciate where possible for you to cancel your booked session as soon as you know you are unable to attend, thank you. You can manage your bookings by going into 'my bookings' and cancel your booked session
Each child needs to be registered separately on the site before you can book them on to activities. Complete a ‘Child Registration’ form for each child.
The Rutland HAF scheme is for children aged 5 – 16 year olds who are eligible for ‘income related free school meals. Please check individual activity descriptions for details about specific age ranges for your chosen activity. Holiday Clubs and activities are for specific ages.
Every holiday or activity provider are delivering on different dates, to different age groups, some for families and children with special needs and disabilities, others where adult supervision is required. Please read all the activity details so you can book your child(ren) on the right session.
Can I book my child on more than one activity at a time on the same day and see which activity they would prefer to attend on the day?
No, if you book multiple activities at the same time another child will miss out. Our booking system does not let you make multiple same day bookings as we would like to give the opportunity for as many children to take part in these holiday activities as possible.
What will happen with the information I provide about my child to the activity providers?
The General Data Protection Regulation and the Data Protection Act 2018 allow us to hold information about children and families as part of our duty to support families.
However, the law says we must:
Only hold information that we need for the delivery of the programme
Only use the information for that reason
Make sure the information we hold is accurate
Keep the information only for as long as it's needed
Make sure we only use the information lawfully and not breach your rights as the owner of this information
Keep the information secure at all times
Organisations we work with will work within GDPR as above. They will only need to share anonymised data with us to allow us to evaluate the success of the programme to report back to central government.
I want to be part of the Rutland HAF scheme as a provider or delivery partner - how do I do this?
If you are interested in helping our families in Rutland and can provide activities for school aged children and young people for income-related free school meals during Easter, Summer and Christmas/Winter school holiday periods, please do get in touch with us on bookaplace@rutland.gov.uk and we'd love to discuss any ideas you have!
Other questions or need help?
You can email us with any questions and one of the Rutland HAF Team will respond within two working days.