TERMS AND CONDITIONS Updated 2010 

In line with recommendations by the National Private Day Nursery Association we believe these terms and conditions are a true reflection of the custom and practice of Private Day Nurseries providing full time day care. The rules about notice and payment of fees are designed to promote stability, assist forward planning and the proper resourcing of the nursery. Nothing within these terms and conditions affects the parent / carer’s statutory rights. To enable us to provide and maintain the highest standards of care we require all parents to be aware of, and abide by, the following conditions.

Admission
Children will be considered for entry to the nursery when a Pre-Registration form has been completed and returned to the office. A non-refundable deposit is required to secure the place which will be offered in writing.

Belongings
The nursery does not accept responsibility for accidental damage or loss of property; this extends to the private car park and our car park.

Concerns/Complaints
Any question, concern or complaint about the care or safety of a child must be made in the first instance to your child’s key worker.  If the matter cannot be resolved at this level the matter should be referred to the Nursery Manager/Owners and should follow the settings complaints and compliments policy.

Data Protection
It is a legal requirement of the nursery to hold information about children using the nursery and its staff. Basic information is used for registers, invoices and for emergency contacts; most records are stored in a locked cabinet in the office.  The Nursery is registered with the Data Protection Act 1998 and this information is displayed in the entrance hall. 

Disclosures
Parents must, as soon as possible, disclose to the nursery any known medical condition, health problem or allergy affecting the child, or any family circumstances or court order which might affect the child’s welfare or happiness, or any concerns about the child’s safety.

Fees

• All fees are charged monthly in advance and must be paid by the seventh day of the month to which they relate. Fees will be invoiced to the person(s) named on the registration form. Fees are payable during periods of absence from the nursery, including sickness, holidays and during public and bank holidays. The nursery will be closed on the annual bank holidays. The nursery operates shorter opening times over holiday periods and parents will be notified via the Nursery News and posters.
• Fees will be subject to annual increase on notice from the owners. Fees can be calculated on the basis of the weekly charge for the sessions attended, multiplied by 52 (weeks) & then divided by 12 (months) to create a fixed monthly charge.  If you do not request your fees to be calculated in this way you will be invoiced monthly for the actual days attended in each calendar month. Education funding calculations are created termly.  These are calculated by the amount of days in each term; the funding deducted then divided by the month’s in the term.  Limited term time & flexible places are available for funded places.
• Prices quoted are per child for a day and include meals as set out in the price list. Extra sessions will be charged at the normal rate, 24hrs is required to cancel these sessions or a charge will be made.
• The nursery does not operate a policy of “minimum sessions” however we do recommend that a child attends at least two sessions per week. This aids your child settling into the nursery initially and then optimises maximum development from their time in the nursery. This is particularly true for the under two age group.
• Once a place at the nursery is confirmed a non refundable deposit of £100 is required to secure it, £50 is deducted off your first month’s fees.
• One month’s written notice is required if you no longer require the place, reduce the sessions or wish to withdraw your child from the nursery. Fees are payable during the whole of this time, fees are also payable if there is any delay in starting once the place has been accepted.  
• If you register your child for a full time place (i.e. 10 sessions per week) and such a place is confirmed by the nursery, you will not be permitted to reduce the number of sessions attended within four weeks, as four weeks written notice is required to reduce the sessions.
• Fees will not be refunded or waived for absence through sickness or any other reason. This rule is necessary so that the nursery can budget for its own expenditure and to ensure that the cost of individual default does not fall on other parents. No compensation will be paid or refund given if the nursery has to be closed due to any reason beyond the control of the nursery, such as power failures, pandemic outbreaks or weather conditions.
  Unpaid Fees
• The nursery reserves the right to charge a late payment charge of £25 each month for late fees. For returned cheques/payments a charge of £10 per occasion will be applied this covers administration and bank charges incurred.
• Children may be excluded from the nursery if fees remain outstanding more than 10 working days beyond the due date and the registration will be terminated.
• A debt collection agency will be instructed to recover any unpaid fees.

Food and Dietary Requirements

• We will work with parents/carers to provide suitable food for children who have a special dietary requirement.  Reasonable care will be taken to ensure that a child does not come into contact with certain foods that may affect their health; however the nursery cannot guarantee this.
• Menus will be displayed for parents to view either in the entrance hall or playrooms.
• We do not have the facility to keep packed lunches provided by parents.

General
You should be aware that the nursery occasionally takes photographs within the nursery, which may be used, in training or promotional material. Parental preference is adhered to and permission will be sought via the Child Information Form which is completed at enrolment. The videoing and photographing of children is permissible for parents.  If you don not wish your child to be included please make us aware.  

Health and Medical Matters

• If a child becomes ill during a nursery session the child’s key worker will contact the parent/carer or the emergency contact indicated on the registration form. Parents must inform the nursery immediately of any changes to these contact details.
• Parents/carers are to notify the Office if a child is absent from the nursery, and why.
• The nursery reserves the right to recommend that any child who has been sent home from the nursery because of ill health does not be return until they are considered well enough. Parents are encouraged to keep their children away from nursery at least 24 hours if a child is prescribed antibiotics this will allow them to take effect.
• The nursery cannot administer medicine to a child without written consent. Should the child be on prescribed medication, it is the responsibility of the parent/carer to notify the key worker & sign the necessary form of consent upon arrival at nursery. Only under extreme circumstances can verbal permission be accepted.
• We reserve the right to call an ambulance in an emergency and escort children to the emergency department of the nearest hospital. Any decisions regarding the child’s welfare will then be made by the emergency department at the hospital.
• Parents/carers are required to inform the nursery if a child is not vaccinated in accordance with their age.
• The Nursery will inform parents by notification on the front door or group door of any outbreak of infectious disease and in turn expect parents and carers to advise us if their child becomes ill. 

Insurance
The nursery undertakes to maintain those insurances required by law. Details of these are available from the nursery manager. Copies of the current employer’s liability and public liability insurance policies are displayed on the notice board in the hall.

Late Collection
Parents/carers collecting children late from the nursery will be subject to a surcharge. A £10 charge is made every 15 minutes or part thereof. Parents / carers should be aware that the nursery has to be vacated by the designated closing time.

Legal contract
The offer of a place and its acceptance by the parents gives rise to a legally binding contract on the terms of these terms and conditions.
These terms and conditions are in line with English and Scottish law are the majority sourced from the National Day Nursery Association.

Safeguarding Children

• It is understood that the nursery is under an obligation to report to the relevant authorities any incident where we consider a child may have been abused or neglected. This may be done without informing the parent/carer.
• Any information given by a parent regarding their child will be treated with the utmost confidentiality, except in cases where abuse towards a child is suspected. The divulging of confidential information relating to the nursery, its employees or customers to any third party is considered a breach of confidence and as such is regarded as constituting gross misconduct which could lead to summary dismissal from employment or cancellation of a nursery place.
• You will be required to complete an Injury to Child Form if your child has any injuries sustained away from the Nursery.  In turn we will ask you to complete an accident form if you child has an accident whilst in our care.

Security
Parents/carers are welcome to visit the nursery; however we will not admit anyone without prior notification. It is the parent/carers responsibility to ensure that staff are aware of who will be collecting your child. No child will be allowed to leave the building with anyone, known or not, without prior written notification.

Welfare of the child

• We will do all that is reasonable to safeguard and promote your child’s welfare and to provide pastoral care to at least the standard required by law and often to a much higher standard. We will respect your child’s human rights and freedoms which must however, be balanced with the lawful needs and rules of our nursery and rights and freedoms of others.
• By accepting these terms and conditions parents give their consent to such physical contact as may accord with good practice, and be appropriate and proper for teaching and instruction and for providing comfort to a child in distress, or to maintain safety and good order, or in connection with the child’s health and welfare.
• Parents of children who are not potty trained must provide disposable nappies and wipes.
• The nursery will not provide formula milk for bottle feeding babies. All bottles must be made up at home and clearly marked with the child’s name using indelible pen.

TERMS AND CONDITIONS
This policy was adopted on: 10th August 2009 Updated January 2010.

Date for review: January 2011, at which time any changes will be notified by memo which will need attaching to these terms and conditions.