Terms & Conditions

Terms and Conditions

1. General

Age of Admittance
12 weeks to 5 years of age.

Hours of Opening
The Nursery is open Monday to Friday from 8:00am to 6:00pm, however we offer an extended day which is 07:30am to 6:30pm These places are limited and subject to availability.

Weeks Open
The nursery is open 52 weeks a year.

Settling In / Gradual Admissions
It is our aim to allow all children time for settling in, so that the child can form relationships with their carers and become familiar within the nursery surroundings. Each child and their needs differ so the length of time for settling in varies from child to child. However we offer 4 hours of free sessions to help get your child settled, we ask that for the first hour at least one of the parents stay with the child so that staff can obtain the relevant child related information and consent to ensure a smooth transition into nursery. You can have more that the 4 hours settling in if you wish, after the initial 4 hours free sessions we charge £5.00 per hour for settling in sessions.
We generally aim for settling in sessions to begin one month before the start date with the child for settling in until he or she is happy to be left, this is very flexible however and can be longer or shorter as required by the parents.

We reserve the right to make amendments to the terms and conditions of your childcare contract without notice. The current terms and conditions are published online.

Change of Details
You must immediately inform us of any changes to any of your contact details.

Court order
You must inform us if your child is the subject of a court order and provide us with a copy of such order on request.

Parents are asked to provide supplies of their preferred nappies and additional nappy changing materials when required. These will be tagged with each child’s name. If parents prefer the nursery policy is to clean the children with cotton wool and water rather than wipes.

Off Premises Visits
Staff will occasionally take the children for walks or visits off premises during the course of their sessions in accordance with statutory staffing requirements and parental consent being obtained.

Mobile Phone
To ensure the safety and wellbeing of all children who attend our nurseries we enforce a no personal mobile phone usage within our settings. Should you be on your personal mobile phone as you arrive at the nursery can we please ask that you conclude your phone call before entering the premises and do not use this again until you have left the nursery.

Equal Opportunities
We are an equal opportunities organisation, which makes decisions without regard to race, colour, sex, religion, national origin, age, disability, marital status or sex change status or any other factor protected by law.

Nursery Closure
The Nursery is closed on public Bank Holidays.

If the nursery that your child attends has to close or we take the decision to close due to events or circumstances which are outside our control, we shall be under no obligation to provide alternative childcare facilities to you.

If the closure exceeds 3 days in duration (excluding any days when the nursery would otherwise be closed), we will credit you with an amount that represents the number of days the nursery is closed in excess of 3 days.

Complaints or Concerns
Customer satisfaction is of paramount importance to us and any concerns/complaints will be reported to the Owner for investigation. If you have a concern or complaint if possible please speak to the nursery manager or alternatively you can email the Nursery Manager. If you have any concerns regarding the services we provide, please discuss these with your child's keyworker. If these concerns have not been resolved to your satisfaction please contact the Nursery Manager.

Employment or Solicitation of Staff
If, during this childcare contract and for a period of 6 months after the termination of this contract, you (directly or indirectly) employ or otherwise engage the services of any member of our staff who has had contact with your child under this contract then you will be liable to pay and you will be invoiced a fee of £2,000.00 as payment to us recruiting and training a suitable replacement member of staff.

2. Medical

Emergency Treatment
Any child who attends Nursery and has an accident whilst in our care will be given basic first aid treatment by staff, This will include the treatment of minor cuts, bumps or bruises. Any emergency treatment or medical advice will be permitted unless a parent states in writing otherwise. The Nursery does not accept any responsibility for treatment given against parent’s wishes if we have not been informed otherwise.

Accident Book
All Parents will be informed and required to sign the accident book. In the case of a more serious accident or incident a child will be taken immediately to the nearest hospital and parents will be informed.

The Nursery will make every effort to notify parents should their child become ill at Nursery. Senior staff reserve the right to take the child to hospital in an emergency. Please note minimum exclusion periods apply and must be adhered to (Ask nursery for more information) The Nursery reserves the right to refuse to accept children until the Nursery is satisfied they are no longer infectious, This is to protect other children from cross infection. The Nursery’s exclusion policy is guided by the relevant local Authority.

If your child has a temperature above 37.5*c and under 39*c we will contact you to ask permission to administer a maximum 5ml dose of Calpol, we will retake your child’s temperature within the hour if it hasn’t returned to the normal temperature 37.5*c or below, then we will require you to come and collect your child, however if your child’s temperature has returned to normal, but they do not appear to be very well, we will still contact you to come and collect your child. If your child’s temperature is above 39*c we will ring for you to come and collect your child, after calling we will still administer Calpol whilst waiting for you to arrive.

We will only administer prescription medication and only when it is in its original container, in the child’s name and only to the stated dose on the container. No medication can be given without prior consent, the only exception to this is Calpol for a high temperature.

If in doubt
If your child is suffering from a doubtful rash, sore throat, discharge from the eyes, nose, diarrhoea or any similar symptoms; please keep the child at home until they have attended a doctor’s appointment. You must inform us immediately if your child is diagnosed with any allergy or intolerance.

Our medication policy and guidelines are available from the nursery manager on request.

3. Child Security and Protection

Child Protection
Any child who attends the Nursery, irrespective of their racial origin, gender, physical or mental impairment, class, religion or cultural background has a right to protection from neglect, physical, sexual or any other abuse and it is our priority to keep children safe from harm whilst in our care.

The Nursery has a full written policy on Child protection which is available from the nursery manager.

Delivery of children
Children should be delivered by parents/careers into the care of a Nursery Staff Member and entered into the attendance register.

Collection of Children
Children will not be released into the care of anyone other than those named on the childcare registration form unless authorised by the parents personally, by telephone or in writing. If we are not reasonably satisfied that an individual is allowed to collect your child, we will not release your child into their care.
In addition, a personal visit of introduction by the parents, of anyone who will be collecting the child on occasions is encouraged so we are able to confirm their identity.
You are required to inform us immediately if you are unable to collect your child from nursery by the official collection time. All collections must be by an adult over 18 years of age.
Please note there is a late collection charge of £10 per 15 minutes or part of, per child if you collect late.
For example you have two children and you collect at 6:20pm. You will be charged £10 for each 15 minutes or part of, so £10 x 2 and this charge is per child so a total of £40 late collection fee.

Social Services
It is our obligation to require or seek professional advice or actions from the local social services team if we suspect a child is suffering from harm. We have an obligation to report any instances where we consider that a child may have been neglected or abused to the relevant authorities. We may do so without your consent and/or without informing you.

Behaviour Management
The Nursery has a written policy on behaviour management which is available from the nursery manager.

The use of any form of physical chastisement, verbal humiliation, or aggressive handling of a child is not acceptable at the Nursery.

4. Property and Premises

Personal Property
The Nursery does not accept responsibility for loss or damage of personal property brought on to the premises by children or parents.

Parents are requested to send children in easily washable, clearly labelled clothing which is appropriate to the weather conditions. Please discourage your child from bringing items of value to the Nursery. Please provide a spare set of clothing for your child in case of an accident or the need for change of clothing

Car Parking
The area outside the nursery is a free parking disk zone, with a 3 hour time limit for parking. The disk zone only operates from 9am-6pm. Parking is readily available.

5. Food and Drink

Fresh drinking water is available to all children throughout the day.

For the older children water is available for them to help themselves when thirsty, this promotes independence and self-help skills. For the younger children water will be available and offered throughout the day alongside designated snack and meal times in either beakers or cups depending upon the age and stage of development of the children.
All children will be encouraged by the staff to drink water throughout the day as part of our commitment to offering healthy food and drink options.

Meals & Snacks
Children will be provided with drinks and snacks at regular morning and afternoon snack times along with a nutritious, balanced hot meal daily. Menus are displayed on the parents display board and online; these include age and stage applicable meals and vegetarian options. All special dietary requirements will be catered for.

Nut Allergy
As the number of children with nut allergies is increasing with parental support we aim to keep the nursery NUT FREE. Parents are requested not to send food or empty food packaging materials into the nursery.

Milk Feeds
Parents will provide formula milk for babies that require this, it will be prepared as per instruction from the parent, Children that are given permission from parents to have cow’s milk (normally one year old) the nursery will provide the milk.

6. Childcare Registration

Confirmation of Your Childcare Place
We will confirm your childcare place within 7 working days as this is subject to childcare place availability.

Registration Fee
There is a £50 Registration fee to pay which is non refundable this is to ensure your children are on all our relevant systems. Registration fee does not apply for children who are attending government funding hours only.

Reserving a Childcare Place
We understand that sometimes circumstances change and accept that your booking pattern maybe subject to change, this can be done with one month’s written notice at no cost.

Schedule of Fees
The schedule of fees are available from the nursery manager and are also available to view online.

7. Booking Pattern

Please note, for our over 3’s invoice values will change in accordance to the number of days in the month.

Full Days
Full days are calculated from 8:00am to 6:00pm, Unless you have booked the extended day of 7:30am to 6:30pm

Sessions are from 8am to 1:00pm or 1:00pm to 6:00pm. Unless you have booked the extended session of 7:30am to 1:00pm or 1:00pm to 6:30pm. 
Funded only sessions are from 8:00am to 1:00pm and 1:00pm to 6:00pm.

Regular Booking Pattern
We accept 2 day, 3 day, 4 day and 5 day weekly booking pattern or 3 sessions as a minimum, unless a specific request is made and accepted by the management for less.

Shift Pattern
We accept a limited 1, 2, 3 or 4 week recurring shift booking pattern.

Term Time Only
We are unable to accept term time only booking patterns. With the exception of funded only children.

Change of Booking Pattern
To increase your booking pattern we require one week’s notice, but we will endeavour to make the change sooner if required subject to availability.

To decrease your booking pattern you must provide us with one month’s notice in writing or by email to the nursery manager.

Should insufficient notice be given then you will be invoiced for the full childcare fees for one month’s notice from the date of any change as if the hours had not decreased.

8. Discounts and Absences

Fees remain payable for periods of absence (Holidays, including Bank holidays and Sickness) as the child’s place is kept open and staff and associated costs continue to accumulate and be met by the nursery.

9. Free Early Years Entitlement (FEYE)

Free Early Years Entitlement (FEYE)
FEYE is available for all 3 and 4 year old children, regardless of parent income, from the term AFTER the child’s 3rd birthday. Some 2 year old children may also qualify, please ask the Nursery Manager for further details on this.

Your child will be entitled to 15 hours of free childcare, per week, for 38 weeks (term time only).

10. Childcare Vouchers

Childcare Voucher Payments
Currently each parent is able to claim £243 per month.
The voucher company pays the nursery directly.

11. Additional Days/sessions

Early Birds
Should you require additional childcare in the morning from 07:30am to 08:00am, Places are limited and subject to availability. These are to be booked and paid for in advance and are dealt with separately to monthly invoices.

Late Stays
Should you require additional childcare in the evening from 6:00pm to 6:30pm, Places are limited and subject to availability. These are to be booked and paid for in advance and are dealt with separately to monthly invoices.

Additional Hours/Extra Days
Should you require additional hours or extra days, then the appropriate charge will be applied. Please note these extra days and hours are to be paid in advance of taking them. Places are limited and subject to availability.

On occasion you may wish to do a one off swap of your contracted days, these are available at the current swap fee and subject to availability.
Please note days can only be swapped for a day within the same week of the day you wish to swap so for example swapping the Monday to the Thursday would be fine, swapping the Monday to the Wednesday the week later would not be permitted.
No swaps will be permitted from a public bank holiday to any other day under any circumstances.

12. Payment of Your Education Fees

Your First Invoice
We will create your first invoice from your child’s first day of attendance until the end of the month. This is payable as soon as the invoice is received

Payment of Fees (Monthly in advance)
Fees are due monthly in advance in accordance to your booking pattern by the 7th day of each month.

If payment has not been made within the month it relates to, then we reserve the right to add a £20 administration charge to your monthly fee and suspend your nursery place with immediate effect until payment has been made to cover our costs of having to contact you for payment.
If we have to contact you on 3 or more occasions in relation to late payment, we reserve the right to terminate your nursery placement with immediate effect. 

We accept payments by Cash, Cheque, Direct Debit, Standing Order or Online payment method only.

Your Final Invoice
We will create your final invoice from the date of your termination notice. You will be required to pay the full fees for the one months notice. It is your responsibility to obtain a receipt from the nursery manager as your proof of termination. Your child may attend during this time unless you have breached the childcare contract terms and conditions.

13. Cancellation of Your Childcare Place

Termination of Contract
If you no longer wish to maintain your child’s place at the Nursery you will be required to give One Month’s notice in writing or by email to the nursery manager.

We reserve the right to exclude a child from Nursery for any breach of the childcare contract. We may terminate your childcare contract if your child's behaviour at the nursery is deemed by us to be unacceptable or endanger the safety and well-being of other children at the nursery.

Non Payment of Fees
If the payment of nursery fees is outstanding for more than One Month after the 7th of the month this could result in the termination of your childcare contract and the loss of your childcare place.

Upon termination of this contract the child shall not be permitted entry to the nursery. This shall be regarded as a formal demand for all outstanding monies and we will issue a final invoice and pass this to a debt collection agency for full recovery. In addition you will be liable for all associated debt collection fees and court costs.


Our Address

Harcourt Day Nursery
2 Harcourt Road

Contact Details

Telephone : 01423 563969
Email : enquiries@harcourtdaynursery.co.uk
Website : www.harcourtdaynursery.co.uk

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