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

By placing an order with us, you are deemed to have accepted our rules and the asbl's general terms and conditions.

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

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

OUR ACTIVITIES

Our programs offer a wide range of activities designed to help children blossom in a fun environment, develop their creativity, acquire new skills or discover new interests.

We offer sports, art, music and cultural activities.

If a parent wishes to propose a new activity, they must send their request to the Césame office by e-mail to cesame@apeee-bxl1-services.be by April 30 at the latest.

This request must present the nature of the activity, its objectives and the applicant's expectations. If an activity leader is involved in the proposal, he/she must provide his/her CV, a description of the activity and, if possible, share his/her experience of the activity in question.

The request will be considered for possible implementation at the start of the next school year if it meets the conditions set out below, and if a group of at least 6 children of the same age group is interested. The parent must then provide the extracurricular service with the contact details of parents likely to register their child for this activity.

• April 30: application deadline

• 2 months for examination of the application and feasibility study in close collaboration with the management committee.

• June 30: positive or negative response to the applicant, depending on the relevance of the activity to the existing program.

• If positive, the activity is integrated into the program before registration opens in September.

• Registration closes in September: decision on whether or not to continue the activity, depending on the number of registrations (see budget criteria below).

The criteria for selecting activities (set in consultation with members of the management committee) are :

• Attractiveness of the activity 

• Relevance of the proposed activities to existing programs and age groups

• The possibility of maintaining existing activities for which there is significant demand

• Willingness to set up activities that have been a great success at other facilities?

• The availability of suitable premises or facilities on or off school premises

• The availability of instructors / leaders and their requirements / needs for setting up their activity

• Budgetary constraints: each activity must register a minimum number of participants to reach financial equilibrium. This threshold is set each year by the extracurricular service, depending on the nature and cost of the activity, as well as its viability.

In all circumstances, the final decision rests with the after-school service, based on all the above criteria and the experience acquired by team members in the field.

In addition, the after-school service will decide whether or not to maintain each activity in the program, depending on the number of pupils enrolled during the September registration period, or after a maximum of 2 weeks following the start of the activities.
 

We remind you that the activities are designed to satisfy as many children as possible and cannot be set up either to meet an individual request or to replace the role of the school.

REGISTRATION AND STRUCTURE OF GROUPS

Registration for all CESAME activities are done online.

Each year, registration is done during the month of september. The exact dates will be sent by email and will also be available on our website.

The registrations of the second term for the  P1/2 and nusery are opened in January.

Groups are made up of a minimum and a maximum number of pupils, at the discretion of the organisers. For pedagogical reasons, we do not group children of more than 3 levels together in the same activity (e.g. P3 to P5) as the children have neither the same skills nor the same aptitudes and this would be detrimental to the quality of the work carried out by our activity leaders.

The general rule for the maximum number of students :

• 12 for cultural activities (10 for kindergarten)

• 16 for sports activities

• Between 6 and 16 for music activities

For kindergarten and primary pupils : places are assigned randomly by an algorithm. We recommend that you enroll your child only in activities for which they are motivated.

The request of a child to continue an activity already followed during a semester or a year is legitimate as is the request of the child who wishes to be initiated.

For secondary students : activities are allotted on a "first-come, first-served base"

Depending on the possibilities, an activity will be duplicated; children and parents will be informed.

THEATRE
 

Knowledge of written and spoken French or English is essential to take part in the French or English theatre workshops. A pupil may be refused enrolment for an activity if this condition is not met.

COMMUNICATION OF ADMITTANCE

• Parents will receive an email confirming the admittance of their child to a chosen activity.

• The teachers in primary school will receive a list of names of the children enrolled in after school activities and the particular activity into which they have been admitted.

CHANGES

Any changes to the choice of activities for which enrolment is requested will be accepted without extra cost before the actual start of the activities. Once activities have started a request for change of activity will only be accepted at the cost of € 10. A supplement may be charged if the fee for the new activity is higher than the one initially selected; if it is lower, no refund will be given.

CANCELLATION

• before the start of activities without costs.

• during the first 2 sessions of participation in an activity: cancellation will be charged 40 € if the information is communicated, at the latest, in 3 days after the 2nd session. Beyond this period, the full fee will be due unless motivated by a medical certificate. In this cas, you will be charge for the number of sessions already followed.

In the event of force majeure leading to the cessation or suspension of one or more of our association's services, the APEEE Services will not be obliged to reimburse the full amount of the fees/subscriptions and will reimburse on a pro rata basis the activities not provided once the fixed charges have been deducted at the end of the school year. The reimbursement will therefore not be up to 100%.

REFUND IN THE EVENT OF A MEDICAL CERTIFICATE

Your child has a medical certificate and cannot take part in an activity for several weeks. You can obtain a partial refund of the subscription fee under the following conditions:

• a minimum of 3 consecutive weeks' absence from the activity
• presentation of a medical certificate justifying the absence
• reimbursement on the basis of the cost of a session less the fixed costs of the service

PAYMENT

• Payment for the activity into which the child has been admitted is due 2 weeks after the enrolment has been confirmed.

• In case the payment of the activity fee is still not received after 2 reminders, administration costs of € 15 will be added to the fee and the Césame office reserves the right to cancel the student's registration and to offer the place to another student on the waiting list.

In the event of non-payment of a subscription for one of the services, the account of the family concerned will be blocked from the week preceding the renewal of the canteen, transport and locker orders (generally the first week of June). The account will remain blocked and parents will not be able to register their children for the following school year until they have settled their payments.

APPOINTMENT AND MEETING POINT

Teachers receive the following information :

• List of students enrolled
• Where the activities take place
• At what time the activities take place (before or after the canteen)

The instructors receive a list with the names of their students and look after them.

For Kindergarten :

•   Children are accompanied by their teacher to the hall of the Fabiola building, where they are met by a Césame leader and directed to their activity instructor.
• After their activity, the children are taken back to the playground or to their classroom by their activity instructor.

For the 1st and 2nd year primary pupils   :

• Meeting point is fixed under the “preau” of the primary section gym’s hall
• Panels will be put up to facilitate the grouping of children
• The instructor will collect the children from the meeting point under the panels
• A Césame leader will be present at the start of the activities and will oversee the grouping of the children

For 3rd, 4th and 5th year primary pupils : 

• During the first 2 weeks, the meeting point will be fixed in the courtyard between the sciences and Erasmus  buildings.
• Panels will be put up to facilitate the grouping of children
• The instructor will collect the children from the meeting point under the « preau »
• After 2 weeks the children will be able to find their own way to their respective activities.

Secondary school : 

• The children will go on their own to the place of their respective activities

• During the first 2 weeks after the start of the activities, children will be allowed to try out different activities before making a definite decision.

• The general rule for enrolment is on a first come, first serve basis. Attention: some activities are very popular and fill up quickly.

• Please note : if you make a registration and then decide to cancel it, once the activities have started, we will ask you to pay a minimum fee, or even the full fee depending on the period in which you inform us of your decision.

CHILDREN'S ABSENCE FROM ACTIVITIES 

As far as possible, parents will be notified of repeated absences of their child(ren) from activities. However, at the beginning of the year, we encourage parents to make sure that their child is taking part in the activity(ies), as early intervention can often overcome minor obstacles.
Listen carefully to the reasons why your child is not attending the activity and contact us if your child is not happy to take part. Extracurricular activities should be fun first and foremost !

CHILDREN WITH SPECIAL NEEDS 

Does your child have special needs or require support?

We invite you to contact our office before enrolling so that we can ensure that your child will be properly looked after and that the choice of activity is adapted to his/her needs.

If a child's behaviour causes difficulties in an activity or jeopardises the safety of other pupils, the Césame office will contact the parents to inform them of the situation. If the situation persists, the child may be refused access to the activity with no possibility of reimbursement of the subscription.

We hope that these details will help parents and children to better understand how Cesame works and to maintain a harmonious relationship with our service.

RULES RELATED TO MOBILE PHONES

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