Terms & Conditions

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Knights of the Shed – Social Cognition and Executive Functioning Group Programs (Therapeutic Capacity Building)

INVOICES, ABSENCES & CANCELLATIONS (NDIS PROGRAM OF SUPPORTS)

Our social cognition and executive functioning group program (therapeutic capacity building) is delivered under the NDIS Program of Supports framework. This means services are bundled into a planned block of sessions to help participants achieve specific long-term therapeutic goals.

  • Billing Structure: Term-long programs are invoiced fortnightly. Holiday programs are invoiced at the end of service delivery. If enrolling after the program has begun, invoicing commences from the date of the participant’s first session.
  • Absences & Cancellations: Because our groups rely on planned, committed capacity and staff-to-participant ratios, individual sessions delivered under a Program of Supports are not subject to standard NDIS short-notice cancellation rules. Participants will be invoiced for 100% of the scheduled fee for all sessions within the agreed program block, regardless of single-session absences or the amount of notice given for a single missed day.
  • Exiting or Withdrawing from the Program: If you wish to cancel your entire enrolment and exit the program early, you may do so at any time by providing 14 days (2 weeks) written notice via email to administration@knightsoftheshed.com.au. You will only be billed for sessions scheduled within that 2-week notice period, after which all future billing for the program will cease.
  • KOTS Cancellations: In the unlikely event that Knights of the Shed is unable to provide a session or maintain the capacity to deliver it, you will not be billed for that session.
  • Exceptions: Exceptions may apply under extreme or extenuating circumstances. Please contact us directly to discuss alternative invoicing or payment arrangements.

FINANCIAL OBLIGATIONS & DEBT COLLECTION

  • Payment Terms: Participants (or their nominated nominee e.g. parent) are responsible for paying all fees and charges associated with their enrolment and program participation in a timely manner. Payment plans may be available upon request and approval.
  • Overdue Accounts: If a participant’s account becomes overdue and a resolution has not been forthcoming, Knights of the Shed will take the following actions:
    1. Issue a final notice.
    2. Engage a debt collection agency, such as Tas Collections.
    3. Add debt collection fees and interest to the outstanding balance.
  • Communication Cessation: In the event that a participant (or their nominated nominee e.g. parent) ceases communications in relation to overdue accounts with Knights of the Shed and/or their bookkeeping service, debt collection will proceed as outlined above.
  • Debt Collection Fees: If a debt collection agency is engaged, the participant may be responsible for paying additional fees and interest. The specific fees will be determined by the debt collection agency and may vary.
  • Enrolment Eligibility: Participants with outstanding invoices and without a documented communication or payment plan may be ineligible for continued enrolment or program participation.

Your Responsibilities

Enrolment in the above service/s means that you agree to:

  • Disclose information, reports, and assessments relevant to your needs, safety, and the safety of others in this program (medical, behavioural, psychological, etc.).
  • Follow all reasonable requests and instructions given by staff of KOTS.
  • Remain within the therapy space and notify a staff member of KOTS before leaving (e.g. toilet, food, drink, collection at the end of the session).
  • Respect the rights of others in the group to participate, learn, and have fun.
  • Provide KOTS with at least 14 days (2 weeks) written notice via email at administration@knightsoftheshed.com.au if you wish to formally cancel your enrolment or withdraw from the program.
  • Ensure support workers follow further guidelines available on-site or online: Support Workers MOU & Briefing Procedure and Policy.
  • Drop off and pick up the enrolling participant in a timely manner directly to the program space, OR ensure the participant is capable of self-delivery and inform KOTS.

Our Responsibilities

We agree to:

  • Deliver service for the dates, times, and costs established on your enrolment form and summarised in your Program of Supports, which will be sent to you following enrolment.
  • Work with you to do our best to accommodate your individual needs (medical, behavioural, psychological) within the program.
  • Be respectful in our interactions with you and provide a welcoming and safe space for you to belong.
  • Clearly process program exits and cease billing once the required 14-day formal withdrawal notice period has concluded.
  • Declare relevant prices to you before delivering a service (available on the enrolment form).
  • Ensure your private information is stored securely and kept private.

Emergency and Disaster Management

Should an emergency or disaster occur while you are in attendance at our office / service, pre-planned procedures will occur to maximise safety and minimise harm and disruption to your service.

In addition, Personal Emergency Preparation Plan information has been identified during your initial intake and is updated based on observations. This information is contained in your private Participant Support Plan and identifies additional supports you have, such as:

  • Disability Support worker for co-regulation
  • Positive Behaviour Support Plan
  • Medical Alert & Food Preferences

Should you require additional support that we are unable to provide, we can assist you to identify and refer you to an appropriate service.

Disruptions and Changes

Knights of the Shed notifies participants when an unavoidable interruption occurs. The staff will attempt to inform the participants via telephone and email before any unavoidable disruptions. If it is impossible to contact the participant, they will be briefed on arrival at the next meeting.

The Manager will contact a participant to:

  • Inform and explain that there is an unavoidable change.
  • Seek the participant’s agreement and ensure awareness of changes.
  • Explain, in detail, alternative arrangements.
  • Record details of agreed arrangement or non-agreement in the participant’s records.

In the case of an emergency where a staff member cannot attend their usual shift, Knights of the Shed will communicate that a change in staffing has occured.

Positive Engagement

Participants are expected to remain in the therapy space for the duration of the program. Adult participants are requested to let staff know if they are leaving the building.

Duty of Care

KOTS staff cannot care for participants outside of allocated program times. Doors open 15 minutes prior to sessions.

KOTS is unable to maintain Duty of Care outside of the building. If a participant leaves, we will contact parents/carers to transfer Duty of Care.

Where there is an identified risk to safety, it may be required that the participant have a support worker who retains Duty of Care for the duration of the program.

Complaints and Feedback

We welcome any feedback. If you need to lodge a complaint, please email administration@knightsoftheshed.com.au. for the form link, visit our website or refer to the participant handbook.

Changes to your Booking

If your program does not attract the minimum number of participants, we will contact you to negotiate how best to proceed.

PROVIDER-INITIATED CANCELLATION & TERMINATION OF ENROLMENT

Knights of the Shed is committed to delivering safe, high-quality interventions. However, there are circumstances where we may need to cancel a participant’s enrolment in the social cognition and executive functioning group program before the agreed program block concludes.

1. Grounds for Provider-Initiated Cancellation

We reserve the right to review, suspend, or terminate a participant’s enrolment under the following circumstances:

  • Changing Needs: The participant’s medical, physical, behavioural, or psychological needs change to a degree that a group setting is no longer safe, appropriate, or therapeutically beneficial, even with reasonable adjustments.
  • Engagement Refusal: Persistent refusal or inability to engage with the program structure, staff instructions, or group environment over multiple sessions, preventing therapeutic progress.
  • Safety and Abusive/Unlawful Behaviour: Any behaviour that poses an active risk to the physical or psychological safety of KOTS staff, the participant themselves, or other group members.

2. Notice and Service Pauses

  • Immediate Suspension for Safety: Where an active safety risk or serious breach of conduct occurs, KOTS reserves the right to immediately pause services without notice. A formal risk assessment and investigation will be completed before a decision regarding return or termination is made.
  • Standard Termination Notice: For non-urgent cancellations (e.g., changing needs or ongoing non-engagement), KOTS will provide 14 days’ written notice to the participant and their nominee.

3. Financial Obligations Upon Provider Termination

  • If KOTS terminates an enrolment due to a serious breach of safety or conduct, billing will cease from the date of the terminating incident.
  • If KOTS terminates an enrolment due to changing needs or non-engagement, sessions scheduled within the 14-day notice period will be billed as committed capacity. No cancellation or exit fees will apply beyond the notice period.

4. Our Duty of Care & Transition Responsibilities

If we must cancel an enrolment, Knights of the Shed recognises its ongoing Duty of Care to support a safe transition. We agree to:

  • Communicate Factually: Provide a clear, written explanation detailing the reasons for the cancellation to the participant, their nominee, and/or their Support Coordinator.
  • Collaborate on Transition: Provide available progress notes, summaries, or recommendations to the participant’s support network to assist them in finding a more suitable alternative service.
  • Release Funds: Promptly update and close the relevant NDIS service bookings to ensure the participant’s remaining funds are available for alternative supports.

Last updated: July 2026