APEEE Services – Césame is a service provided by and for the families who are members of the APEEE.

By requesting the registration of your child for this service, you agree to become a member of the APEEE and, therefore, to pay the annual APEEE membership fee. The fee is €55 per family.
In accordance with the APEEE's statutes, any failure to pay the APEEE membership fee will result in the cancellation of orders made with the various services.

By placing an order with our service, we consider that you accept our regulations and the general terms and conditions of the non-profit organization (ASBL).

As stated in our general terms and conditions, the management of the ASBL and/or the Board of Directors reserves the right to temporarily exclude any member/parent whose behavior is deemed inappropriate toward the ASBL staff and/or any member of the management committees and/or the Board of Directors and/or the service provider's staff.

Physical, verbal, or written violence (threats, insults, defamation, humiliation, etc.) may result in exclusion from the services. Such exclusion will be decided by the Board of Directors and may be revoked if the concerned member/parent shows clear signs of improvement in their behavior.

Our programs offer a variety of activities designed to promote children's development in a fun environment, stimulate their creativity, allow them to acquire new skills, and discover new interests.

We offer sports, artistic, musical, and cultural activities.

If a parent wishes to suggest a new activity, they must submit their request via email to cesame@apeee-bxl1-services.be, no later than April 30th.

The request should specify the nature of the activity, its objectives, and the expectations of the requester. If an instructor is involved, they must provide their CV, a detailed description of the activity, and, if possible, share their experience related to the activity.

The request will be reviewed for possible implementation at the start of the next school year, provided it meets the criteria outlined below and that a group of at least 6 children from the same age group expresses interest. The parent must then provide the extracurricular service with the contact details of other parents likely to enroll their child in the activity.

April 30th: deadline for submitting the request.

2-month period: review of the request and feasibility study in close collaboration with the management committee.

June 30th: response given to the requester, depending on the relevance of the activity within the existing program.

If the response is positive, the activity will be integrated into the program before the registration period opens in September.

September registration closing: decision on whether to maintain or cancel the activity, based on the number of registrations (see budget criteria below).

Criteria for Selecting Activities (defined in collaboration with the management committee):

• The attractiveness of the activity.

• The relevance of the activities proposed in relation to the existing programs and their suitability for different age groups.

• The possibility of maintaining existing activities with high demand.

• The intention to introduce activities that have been successful in other organizations.

• The availability of a suitable location or infrastructure, either on-site or outside the school.

• The availability of instructors/animators and their specific needs for implementing the activities.

• Budgetary constraints: each activity must meet a minimum number of participants to ensure its financial viability. This threshold is set each year by the extracurricular service, based on the costs and feasibility of the activity.

In all circumstances, the final decision rests with the extracurricular service, which will consider all of the above criteria as well as the team's on-the-ground experience.

The extracurricular service will also decide whether to continue or cancel each activity in the program based on the number of registrants during the September registration period or within a maximum of 2 weeks after the start of activities.

We would like to remind you that the activities are designed to meet the needs of as many children as possible and cannot, under any circumstances, be created to fulfill an individual request or replace the role of the school.

Registrations for Césame activities are made via the registration site.

Each year, registrations open during the month of September. The exact date is communicated via email and on our website.

For the second semester, registrations for first and second-grade students open during the month of January.

Groups are formed with a minimum and maximum number of students, left to the discretion of the organizers. For pedagogical reasons, we do not group children from more than 3 grade levels in the same activity (e.g., P3 to P5), as children have different skills and aptitudes, which would negatively affect the quality of work done by our animators.

In general, the maximum number is:

• 12 children for cultural activities (10 for preschoolers)

• 16 children for sports activities

• 6 to 16 children for musical activities.

For primary students, spots are assigned randomly by an algorithm. We recommend that you enroll your child only in activities for which they are motivated.

A child’s request to continue an activity already attended during a previous semester or year is legitimate, as is the request of a child who wishes to try a new activity.

For secondary school students, the allocation of activities follows the "first come, first served" principle.

If possible, an activity will be split into two groups; children and parents will be informed.

THEATER

Knowledge of French or English, both written and spoken, is required to participate in the French or English theater workshops. A student may be refused registration for this activity if this condition is not met.

PUBLICATION OF RESULTS

Parents will receive an email confirmation of the activities their child(ren) has been accepted for.

Primary school teachers will receive a list with all the names of the students from their class and the activities they have been accepted into.

CHANGES IN ACTIVITY

Changes in activity choices will be accepted free of charge before the start of the activities. Once the activities have started, only one change of activity will be allowed, with a fee of €10.00. An additional charge may apply if the new activity has a higher cost than the originally selected activity. No refund will be issued if the new activity costs less.

CANCELLATION OF ACTIVITY

• Before the start of the activities: cancellation is accepted free of charge.

• During the first 2 sessions of an activity: cancellation will be charged €40 if the information is communicated to us no later than 3 days after the 2nd session. After this period, the full fee will be due unless justified by a medical certificate. In this case, the number of sessions attended will be charged.

In case of force majeure leading to the suspension or cessation of one or more services of our association, APEEE Services cannot be held responsible for reimbursing the full fees/subscriptions, and will refund a pro-rata amount for activities not provided once fixed costs are deducted at the end of the school year. Therefore, the refund will not be 100%.

REFUND IN CASE OF MEDICAL CERTIFICATE

If your child is under a medical certificate and cannot attend their activity for several weeks, you may request a partial refund of the registration fee under the following conditions:

• A minimum of 3 consecutive weeks of absence from the activity

• Presentation of a medical certificate justifying the absences

• Refund based on the cost of one session, minus the fixed service fees.

• Payment is due no later than 2 weeks following the confirmation of registration.

• After 2 reminders, the membership fee will be increased by an administrative fee of €15.00, and the Césame office reserves the right to cancel the student's registration and offer the spot to another student on the waiting list.

In case of non-payment of a fee for any of the services, the account of the concerned family will be blocked starting from the week prior to the renewal of canteen, transport, and locker orders (usually the first week of June). The account will remain blocked, and parents will not be able to register their child(ren) for services for the following school year until they have settled their payments.

The teachers receive the following information:

• The list of registered students

• The locations of the meetings

• The meeting times (before or after the canteen).

The animators receive the list of their students and welcome them.

Preschool (Maternelles):

• The children are accompanied by their teacher to the hall of the Fabiola building where they are taken in charge by a Césame supervisor and directed to their animator.

• After the activity, the children are escorted back to the playground or their classroom by their animator.

1st and 2nd Grade Primary:

• The meetings are set throughout the year under the covered area (préau).

• Signs representing the activity are posted to facilitate the distribution of registered children.

• The animator welcomes the children under the sign.

• A supervisor is present at each meeting time to assist in distributing children into groups.

3rd, 4th, and 5th Grade Primary:

• The meetings are set for 2 weeks under the covered area (préau) between the Science building and the Erasmus building.

• Signs representing the activity are posted to facilitate the distribution of registered children.

• The animator welcomes the children under the sign.

• After 2 weeks of activities, the children go alone to the activity location.

Secondary School:

• Students present themselves alone at the activities.

• During the first 2 weeks, they have the possibility to try different activities before confirming their registration.

• Attention: If you make a registration and later decide to cancel it once the activities have started, we will ask you to pay a minimum fee, or even the full membership fee, depending on when you inform us of your decision. (See the cancellation terms outlined above)

Dans la mesure du possible, les parents seront avertis des absences répétées de leur(s) enfant(s) aux activités. Toutefois en début d'année, nous invitons les parents à s'assurer que leur enfant participe bien à son/ses activité(s) car une intervention rapide permet souvent de surmonter des obstacles mineurs.

Soyez à l'écoute des raisons qui ont poussé votre enfant à ne pas se rendre à son activité et contactez nous si votre enfant n'est pas heureux d'y participer. Le périscolaire doit être un plaisir avant tout !

Does your child have specific needs or require assistance?

We invite you to contact our service before completing their registration, so that we can ensure your child will be properly cared for and that the chosen activity is suited to their needs.

If a child causes difficulties in an activity due to their behavior or jeopardizes the safety of other students, the Césame office will contact the parents to inform them of the situation. If the issue persists, the child may be refused access to the activity, with no possibility of a refund for the membership fee.

We hope that this information will help parents and children better understand the functioning of Césame and maintain a harmonious relationship with our service.

All APEEE Services align with the school's policy on personal mobile phones at EEB1.