> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.xap.rocks/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Managing Vacation Care Periods # Managing Vacation Care Periods This article will assist you with best practices and processes to manage Vacation Care periods at your Service within Xap. ### Overview These process will relate to you if your Service is either: * Stand-alone Vacation Care or * Straight Outside School Hours Care (BSC/ASC & VAC) | Note: If your Service is a CBC that provides provisional ASC/BSC/VAC your Operational Status will remain the same. ### Things to Consider 1. How are you providing the Vacation Care program details to Families? 2. Casual Booking Management 3. New Families registering and booking for Vacation Care 4. Early Bird Fees ### How are you providing Excursion schedule information to Families? You can provide the Vacation Care program to Families a couple of different ways to Families using the program. 1. Email with the program attached || see: [How to send Bulk Emails to Families](https://help.xap.rocks/en/article/emails-how-to-send-bulk-emails-to-families-9hr3jr/) 2. Booking Notes || see: [How to setup Booking Notes](https://help.xap.rocks/en/article/how-to-set-up-booking-notes-1wv3a0a/) ### Casual Booking Configurations You can confirm your casual booking settings via Settings > Booking Configurations | see: [Casual booking configurations](https://help.xap.rocks/en/article/casual-booking-configuration-x7b731/?bust=1693266749884) ### New Families registering and booking for Vacation Care Depending on your Services process, you may have new families registering for your service to attend Vacation care. | see: [Setting up & configuring your Waitlist](https://help.xap.rocks/en/article/setting-up-configuring-the-waitlist-module-for-your-centre-cfinxf/?bust=1693287855831) or [Leads & Waitlist settings video](https://youtu.be/4m3WJKwDYUo) ### Managing Excursion/Vacation Care Fees If your Service charges a different amount per Excursion or Incursion there are 2 ways this can be applied. 1. Included and covered by CCS 2. Not covered by CCS ###### Scenario 1 - Excursions/Incursions covered by CCS The normal Vacation Care daily rate is $60.00 for the day, however you then have a different amount for eg. Movies for $10.00. So the Total Fee for the day is $70.00 You will need to: * Create a Fee called eg. Movies for the total price of **$70.00.** * Create a Fee for each Excursion/Incursion for the total fee price. When the fee is attached to the bookings, the CCS will be based of the new Total fee. | see: [Creating & Managing Sessions & Fees](https://help.xap.rocks/en/article/settings-managing-templates-sessionsfees-programs-18h9dy9/) ###### Scenario 2 - Excursions/Incursions not covered by CCS The normal Vacation Care daily rate is **$60.00** for the day, however you then have a different amount for eg. **Movies for $10.00**. The Surcharge is NOT covered by CCS as it's a non-compulsory excursion. You will need to: * Create a Misc. Charge Transaction type eg. Excursion Charge || Note: You may choose to create 1 Transaction Charge for each Excursion/Incursion OR just 1 and add a Description each time for the various activities. * Apply the Misc. Charge to the respective children to apply the surcharge to their Account. | See: [Creating Misc. Charges](https://help.xap.rocks/en/article/payment-billing-settings-adding-or-editing-transaction-categories-mnnvd8/) and [Applying a Misc Charge](https://help.xap.rocks/en/article/how-to-add-a-miscellaneous-charge-1ca4gvv/) ### Operational Profile This article will assist you with managing your Operational Profile information for an Outside School Hours Care Service. This is particularly important if you are running concurrent dates for After School Care/Before School Care and Vacation Care. | [Managing your Operational Profile - OSHC & VAC](https://help.xap.rocks/en/article/operational-profile-oshc-vac-9gcuwy/) ### Public Holidays/ Holiday Exceptions Your centre might be operational during holidays or it might be closed, you can setup Holidays and Exceptions to manage how to handle any bookings on those days: * Mark all bookings absent on public holidays or * Completely remove any bookings for that day so no charges apply || see: [Managing Holidays & Exceptions](https://help.xap.rocks/en/article/how-to-manage-holidays-and-exceptions-tfmr7f/) for instructions on how to do this within your service. ###### Closing Rolls This is a process you can complete if you have permanent bookings or want to stop casual bookings for a particular room or period. see: [Managing Temporary Service Closures](https://help.xap.rocks/en/article/managing-temporary-service-closures-1gmrj7k/) ### Submitting Service Closures Temporary closures are for **CCS** and **non-CCS Services**, if you are closing over the break, your Centre will need to submit information. For **CCSS Services** you will then also need to report the closure to CCS if you are not providing any care at all. see: [Managing Temporary Service Closures](https://help.xap.rocks/en/article/managing-temporary-service-closures-1gmrj7k/) ###### Scenario 1 Your Service provides **ASC, BSC and VAC** however you are choosing to **not provide VAC** for a particular period eg. Low numbers. **YES**, this will need to be reported to CCSS. ###### Scenario 2 Your Service only provides **ASC/BSC** or you are a **stand alone Vacation Care**. **NO**, this does not need to be reported to CCSS as your Licence is only for either Term Dates or Vacation Dates. This will also be reflected in your Operational Setup as well as within your CCSS Service Settings. || see: [How to view/update CCS Service Details](https://help.xap.rocks/en/article/how-to-viewithupdate-ccs-service-details-naifvv/) ### IS Case Claims Your process to manage IS Case claims over a change of care type eg. a Different Case ID for ASC/BSC/VAC will be the same. The best practice is to note the Case ID and the Care type it relates to before processing the IS Case Claim || see: [Help Page - IS case Management Guides & Videos](https://help.xap.rocks/en/article/help-page-is-case-management-guides-and-videos-114qkvf/)