Deposit & Registration Processing Fee Policies

Deposit Policy:

You must pay a non-refundable deposit of 20% of the program fees* (per child, per program) upon registration in order to have your registration processed and your spot held. (*Please note that this takes effect for Spring 2024, for Winter 2024 the deposit is $100 per child, per program.)
This deposit will be applied to your fees for the session (in it not in addition to your session fees).
The registration deposit is NON-refundable.

Registration Processing Fee:

A registration processing fee of $15/child is charged with each session’s fees (regardless of how many programs that child registers for). It will be added to your invoice.
This fee covers the costs associated with our registration software and the administrative time it takes to process registrations each session.
The registration processing fee of $15/session is NON-refundable.

Refund & Cancellation Policy

If a refund is requested in writing before payment is due (15 or more days before session start dates), a full refund can be granted. Otherwise:

The registration deposit of $100 is NON-refundable.
The registration processing fee of $15 is NON-refundable.
Refunds will NOT be given if a day’s program must be cancelled due to inclement weather. (Please see our Inclement Weather Policy/Closure Policy.)
Refunds will NOT be given is a participant is absent from a day’s program. (Please see our Illness Refund Policy.)
Upon request, a refund of 50% of the program fees for the remaining days, minus the deposit and processing fee ($115), can be issued if a child is withdrawn for medical reasons and a medical note is provided.
If a child is withdrawn from programs due to illness or injury and no medical note is provided, expulsion, or any other reason, a refund will NOT be issued for any portion of the program fees.
Refunds will be given if a day’s program must be cancelled due to staffing shortage.
Programs may be cancelled if there is insufficient registration. In this event, a full refund will be issued.

Inclement Weather/Closure Policies

If the weather and/or road conditions make travel to and from or participation at KFNS unsafe for either KFNS staff or participants and we need to cancel programs for that day, we will notify families by email and telephone at least one hour prior to the time the program would have started. In order to make these decisions, we will consult Environment Canada weather information and local school transportation authorities. If the weather makes it necessary for KFNS to close earlier than normal, this decision will be communicated to families by phone such that they are able to make the necessary arrangements for an early pick-up.

In the event of an early closure or cancellation due to extreme or inclement weather, we follow this communication timeline:

Email to parents ~2 hours before program start time requesting response.
Text to parents ~1.5 hours before program start time requesting response (if we have the capacity and if no response to email was received).

NOTE: Refunds will not be given if a day’s program must be cancelled due to inclement weather.

Illness & Community Wellness Policies

Please keep our community’s wellness in mind and stay home if you are unwell.

At KFNS, we aim to promote good hand hygiene, and to support masking for those families who wish to wear masks in our enclosed spaces, because as we have learned these are effective measures to prevent transmission of illnesses/viral infections by droplets and aerosols.

If your child or a member of your family is immunocompromised, we encourage you to reach out so that we can discuss how best to support your family in our space.

Illness Policy

In the following cases, we ask that participants (including children, parents, caregivers, teachers, volunteers and other accompanying adults) stay home from KFNS for at least 48 hours after their last symptom has subsided:

Fever/Temperature over 101°F or 38.3°C
Nausea, vomiting and/or diarrhea – not related to other known causes or conditions (for example, transient vomiting due to anxiety in children, chronic vestibular dysfunction, irritable bowel syndrome, inflammatory bowel disease, side effects of medication)

In the following cases, we ask that participants (including children, parents, caregivers, teachers, volunteers and other accompanying adults) stay home from KFNS until their symptoms have been improving for at least 24 hours and COVID-19 test results are negative:

Cough – not related to other known causes or conditions (for example, chronic obstructive pulmonary disease)
Shortness of breath – not related to other known causes or conditions (for example, asthma, chronic obstructive pulmonary disease, chronic heart failure)
Decrease or loss of taste or smell – not related to other known causes or conditions (for example, nasal polyps, allergies, neurological disorders)
Muscle aches or joint pain – not related to other known causes or conditions (for example, getting a COVID-19 vaccine and/or flu shot in the last 48 hours, osteoarthritis, fibromyalgia)
Extreme tiredness – general feeling of being unwell, lack of energy and not related to other known causes or conditions (for example, getting a COVID-19 vaccine and/or flu shot in the last 48 hours, depression, insomnia, thyroid dysfunction, anemia, malignancy)
Sore throat – painful swallowing or difficulty swallowing, not related to other known causes or conditions (for example, post-nasal drip, acid reflux)
Runny or stuffy/congested nose – not related to other known causes or conditions (for example, seasonal allergies, being outside in cold weather, chronic sinusitis)
Headache – not related to other known causes or conditions (for example, getting a COVID-19 vaccine and/or flu shot in the last 48 hours, tension-type headaches, chronic migraines)
Abdominal pain – not related to other known causes or conditions (for example, menstrual cramps, gastroesophageal reflux disease)
Decreased or no appetite (young children only)
Isolation directive – you have been told that you should currently be quarantining, isolating or staying at home

We ask all families, volunteers, and staff to inform KFNS of any positive COVID-19 test results and infections of known communicable diseases arising within 5 days of attending a program so that we can support and protect the immunocompromised members of our community.

Should the above-mentioned situations/symptoms arise while at KFNS, the affected participants will be asked to return home immediately.

Communicable Diseases Policy

Participants affected by communicable diseases including but not limited to COVID-19, measles, chicken pox, mumps, flu, strep throat, viral pneumonia, conjunctivitis (pink-eye), etc., are asked to stay home from KFNS until their health care provider (i.e. naturopath, doctor, registered practical nurse, etc.) has communicated that it is safe for them to attend. Any outbreak of communicable disease will be communicated to parents via email.

Should the above-mentioned situations/symptoms arise while at KFNS, the affected participants will be asked to return home immediately.

Head Lice Policy

Head lice may affect participants at KFNS. Head lice is not considered a communicable disease but rather an annoying condition which spreads rapidly. If head lice or nits are present, we ask that you:

Contact staff at KFNS immediately so that other families can be informed (the affected individuals will remain anonymous).
Follow the treatment suggestions from KFL&A Public Health.

Illness Refund Policy

Refunds for a day’s program are NOT given for absences caused by illness, medical appointments or otherwise.

Upon request, a refund of 50% of the program fees for the remaining days, minus the deposit and processing fee ($115), can be issued if a child is withdrawn for medical reasons and a medical note is provided.

If a child is withdrawn from programs due to illness or injury and no medical note is provided, expulsion, or any other reason, a refund will NOT be issued for any portion of the program fees.

Toileting Policies

Acorns & Oaks / The Grove / Drop-In Toileting Policy

When attending one of our parent-assisted programs (Acorns & Oaks or a Drop-In Event), it is the responsibility of the participating parent/caregiver to attend to all toileting needs of the participating children, this includes but is not limited to using the composting toilet with or without the potty seat, diaper changes, nature pees, clothing changes after accidents. Please note, we do not have garbage facilities on-site and soiled diapers/wipes must be packed out and disposed of at home.

Seedlings / Saplings Toileting Policy

Our Seedlings program requires children to be fully toilet-trained and to have at least one experience going to the washroom outside without assistance. We accept that accidents do happen from time to time, but please ensure that little to no assistance is required for their general use of the bathroom. Please note that while nature pees are not encouraged as our first choice, when we are away from the clearing/outhouse children do have that option. We do our best to ensure privacy and proper hand hygiene when a nature pee is necessary.

Our Composting Toilet & Outhouse

We have a Separett composting toilet in our outhouse. Our toilet does not function like other toilets and the most important thing to note is that EVERYONE must sit to pee, no matter their anatomy. You will be provided with a copy of our “How to Use Our Composting Toilet” poster and a walk-through video. Please review this as a family before attending.

Hand-washing Policy

Late Spring / Summer / Early Fall

We have a rain barrel-fed hand-washing station and provide environmentally-friendly soap and clean towels for hand-washing. We also have hand sanitizer available at the outhouse, in the yurt, and in all facilitator backpacks.

Late Fall / Winter / Early Spring

When the hand-washing station is closed for the season, hand sanitizer is available at the outhouse, in the yurt, and in all facilitator backpacks. We encourage sending a damp cloth in a waterproof bag if your child has sensory challenges with dirty hands.

Behaviour Management Policy

Our goal is to ensure Kingston Forest & Nature School is a positive experience for all of our participants. Please inform staff ahead of time if your child has any special considerations or needs so that we can make your child’s experience a positive one.

Behaviour Principles

To ensure a safe & positive experience for everyone at Kingston Forest & Nature School, here are our Behaviour Principles:

No violence
Respect all living things
Respect all people – yourself, your peers, your educators & facilitators
Respect diversity
Respect the learning environment
Use things with care
Enjoy learning
Help others to learn
Be prepared
Listen and respond to safety instructions/guidelines (i.e. coming back when called, staying within boundaries, etc.)

Inappropriate & Unsafe Behaviour Management

At Kingston Forest & Nature School we manage behaviour proactively by engaging in developmentally appropriate activities, and by nurturing a positive physical and social/emotional space.

At Kingston Forest & Nature School inappropriate behaviour is defined as using actions or words that make other participants or staff members feel uncomfortable or unsafe or goes against our Behaviour Principles. And unsafe behaviour is defined as any behaviour that puts a participant or staff member at risk. This includes not responding when called, running, hiding, taking risk without consulting staff, and not following safety guidelines so that behaviour becomes potentially dangerous to the participant or others.

As part of our daily risk assessments, and our co-managing & co-assessing of risks, participants will be aware of, and often included in the creation of, all safety guidelines. Failure to abide by the above Behaviour Principles, and our safety guidelines, would be considered inappropriate and unsafe behaviour, requiring behaviour management.

In general, our behaviour management will:

consider the child’s developmental level and needs;
make expectations clear and provide scaffolding to help students participate positively;
focus on the behaviour rather than the child;
be implemented in a positive and consistent manner;
be designed to help the child to learn appropriate behaviour and techniques;
involve consulting with parents/guardians/teachers to include their input of successful approaches with a child, as well as to keep them informed of issues/concerns as they arise; and
help children to develop self-control, self-confidence, decision making skills, and the ability to communicate effectively and sensitively in their interactions with others.

In the case of inappropriate/unsafe behaviour the following steps will be taken:

Kingston Forest & Nature School (KFNS) staff will remove the child from proximity of the group and the two will work together to define the inappropriate/unsafe behaviour and create a plan to modify it.
KFNS staff will confer with other KFNS staff to be consistent with expectations and to agree on the best approach for the participant.
Parents/guardians/teachers will be informed (by phone or at the end of the day face-to-face) of the behaviour and consulted to discover the cause.
KFNS staff and parents/guardians/teachers will, together, develop strategies to adjust and eliminate the inappropriate/unsafe behaviour. These strategies will be implemented with the child at home/school and at KFNS to offer a consistent approach. KFNS staff and parents/guardians/teachers will stay in contact to keep each other informed of the child’s progress with regard to the behaviour in question.
KFNS staff will follow up with the child to be consistent with expectations and approach as well as to offer feedback and positive reinforcement.
In the extreme case that a child’s behaviour is consistently inappropriate or unsafe for the child or others, and after the above process has been implemented, the child may be asked to leave the program for a short term or permanently.

If your child is severely misbehaving or is verbally or physically abusing another participant, staff or volunteer, Kingston Forest & Nature School reserves the right to suspend or expel a child from the program should their behaviour be deemed unsafe for themselves or others. In this event, a phone call home to parents/guardians will be made, the child will be asked to leave KFNS immediately and no refund will be issued. This is only used in extreme circumstances when the safety of others is in danger.

Photo & Video Consent

PART 1: The Child

I, the undersigned, give permission to Kingston Forest & Nature School, and/or parties designated by Kingston Forest & Nature School to photograph/video my child and use such photograph(s)/video(s) in all forms of media, including the internet, for any and all promotional purposes including coursework and evaluation, advertising, display, audiovisual, exhibition or editorial use.

I understand and agree that I will not receive any payment for my child’s time or expenses or any royalty for the publication of the photograph(s)/video(s) and I hereby release Kingston Forest & Nature School and/or any parties designated by Kingston Forest & Nature School from any such claims.

I certify that I have read and fully understand this consent and release, and that all questions pertaining to this consent have been answered to my satisfaction.

PART 2: The Accompanying Adult(s)

I, the undersigned, give permission to Kingston Forest & Nature School, and/or parties designated by Kingston Forest & Nature School to photograph/video me and use such photograph(s)/video(s) in all forms of media, including the internet, for any and all promotional purposes including coursework and evaluation, advertising, display, audiovisual, exhibition or editorial use.

I understand and agree that I will not receive any payment for my time or expenses or any royalty for the publication of the photograph(s)/video(s) and I hereby release Kingston Forest & Nature School and/or any parties designated by Kingston Forest & Nature School from any such claims.

I certify that I have read and fully understand this consent and release, and that all questions pertaining to this consent have been answered to my satisfaction.

*When signing this consent form, you have the option to consent to photos/video with your child’s face in plain view OR photos/video with your child’s face NOT in plain view.

Privacy Policy

Kingston Forest & Nature School takes the privacy of its clients and visitors seriously, and we have taken steps to protect it. Any personal data shared with us, including photographic images, will be processed strictly in accordance with privacy legislation and will be used for the purposes for which you have consented. We will not share details with third parties without consent, except where we are legally compelled or obligated to do so. Please note that where consent is given to share images on the internet, they can be viewed worldwide including countries where Canadian data protection law does not apply. Please contact us if you have any questions or concerns about protecting the privacy of the information you provide.

All families are required to read, sign & return the Photo & Video Consent section of the initial registration form before program start date.

Our Land Use Agreement

It is important to note that Kingston Forest & Nature School does not own the property on which we operate. This property is a working organic fruit and vegetable farm, and we have a land use agreement in place that determines how we may operate without causing conflict.

As visitors to the site, we ask that you respect signage, stick to the trail on the way in and out, stay out of the fields, and park only in the designated parking lot. We also ask you to leave no trace – pack out your own garbage, be respectful to nature, take only pictures and leave only footprints. We will do our best to make these expectations clear, and to keep trails/parking areas clearly marked, to make this an easy task for everyone.

Please be respectful of the landowners and DO NOT VISIT outside of program hours or without an appointment.

We need to work together to be able to continue sharing this incredible space with the family that lives here.

Food/Allergy Policy

Kingston Forest & Nature School is an allergy-aware site. To avoid allergic reactions:

Tree nuts and peanuts are NOT permitted (some exceptions do apply, please reach out if nuts are a main source of protein for your family)
Food sharing is NOT permitted

Also, please note that:

We have NO access to fridge/cooler or microwave
Your child(ren) will be expected to pack out what they pack in (keep this in mind and consider NOT sending messier foods like yogurt tubes, juice boxes, etc.)

Are you ready for a long but important read?