Terms and Conditions Nursery Place

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Childcare terms and conditions

Clopton Nursery Trust Terms and Conditions

The document and the terms and conditions within it govern  the basis on which Clopton Nursery Trust (referred to here  as [‘we’ / ‘our’ / ‘us’]) agree to provide childcare services to parent(s)/guardian(s) (referred to as ‘you’).

Only a parent/guardian with parental responsibility for a child can register that child for a childcare place with us. We will ask to see your child’s birth certificate, or other relevant documentation, to confirm that you have  parental responsibility for the child as part of our registration process.

Commencement date of agreement:                                 

Expiry date of agreement:                                 

Review date:                                                                                                                                           

Our  details:

Clopton Nursery Trust

Charity Registration Number:1060253

Clopton Road, Stratford Upon Avon Warwickshire CV37 6TE Telephone: 01789  269360

Email: [email protected]

Ofsted URN:200556

Insured by: Albany Childcare

Insurance policy number: 88594594/8891


Terms and conditions

1.0    Our obligations to you

1.1    We  will  inform  you  as soon as possible  whether  your  application  for  a  place  has been successful.  You must confirm  within  one  week  of receiving  notification  that  you  still  wish  to take  up  a place. If  you do  not then  the  offer of a  place may  be  withdrawn. Once  you  have confirmed the  place,  a registration  payment will be  required to hold the  place for your child. The  monetary value of the  registration fee will be  published as part of our schedule of fees which can  be obtained on request.

1.2    We  will provide  the  agreed childcare  facilities  for your  child  at  the  agreed times  (subject  to any  days when  we  are  closed. If  we  change the  opening hours, we  will give you  as much notice of our decision as possible and,  if necessary, will work with you to agree a change to your child’s hours of attendance.

1.3    We  will  try  to  accommodate any  requests you  may  make   for  additional  sessions  and/or extended hours of childcare.

1.4    We will notify you as soon as possible of any days we will be closed.

1.5    We will treat  your child with the utmost respect and  dignity. We will never  use or threaten any type of punishment that could adversely affect a child’s wellbeing.

1.6    We will provide you with regular verbal updates as to your child’s progress and  we will agree times to discuss with you  the  progress of your  child or any  other  aspects of our  childcare services as and when required.

1.7     We will comply with the  requirements of the  Early Years Foundation Stage and  our Ofsted registration in regards to the childcare services we provide for your child.

1.8    We will provide you with details of our policies and  procedures, which outline how we satisfy the  requirements of the  EYFS  in our everyday practice; and  we will notify you as and  when any  changes are  made to  our  policies and  procedures. We  will be  available to discuss or explain our policies and procedures, and/or  any relevant changes, at a mutually agreed time.

1.9    We will maintain appropriate insurance to cover  our childcare activities.

1.10  We  will  try to  make   a  place available to  any  of  your  other  children. However, we  cannot guarantee that a place will be available.

2.0  Your obligation to us

2.1    You will need to complete  and  return  our Application  Form  to us before your child  can  start with us.

2.2    You must notify  us immediately  of any  changes to the  information  you  have  provided  to us and  keep  us informed  of any  other  necessary information  that  may  affect  the  childcare  that we provide for your child.

2.3    The  Application Form  includes medicine consent and  emergency treatment authorisations which you will need to complete prior to your child attending.

2.4    You will read  and abide by our policies and  procedures.

2.5    You will make  yourself available as and when required to discuss the progress of your child or any factor relating to their childcare place with us at mutually agreed times.

2.6    You must immediately  inform  us if your  child  is suffering  from  any  contagious  disease,  or if your  child has been diagnosed by a  medical practitioner with a  notifiable disease. For  the benefit of other  children attending you  must not  allow your  child to  attend whilst they  are contagious and pose a risk to other children during normal daily activities.

2.7    You must keep  us informed of the  identity of the  persons who will be  collecting your child. If the  person who is  due  to collect your child  is not usually responsible for collecting  them  we will require proof of identity. If we are  not reasonably satisfied that  the person collecting your child is who we were  expecting, we  will not  release your  child into their care  until we  have checked with you.

2.8    You  must inform  us immediately  if  you  are   not  able  to  collect  your  child  by  the  official collection  time.  You must make  arrangements for another authorised  person to collect  your child as soon as possible. A late payment charge will be  applied; please refer to the  current fee schedule for details.

2.9    You will inform us as far in advance as possible of any  dates on which your child will not be attending.

2.10  You will provide us with at least one  month’s written notice of your intention to decrease the number of hours your  child attends or to withdraw your  child (and  end  this Agreement). If insufficient notice is given you will be responsible for the full fees for your child for one  month from the date  of notice. If you are  ending this Agreement, notice must be given by completing our Notification of Leaving Date form which is available on request.

2.11  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.

3.0    Payment of fees

3.1    Our fees are  based on a sessional fee that  shall be  notified to you in advance of your child starting. We may review these fees at any time but shall inform you of the revised amount at least one  month  before it takes effect. If you do not wish to pay the revised fee, you may end this  Agreement by giving  us one  month’s  notice,  by completing  our  Notification  of Leaving Date form which can  be obtained from our setting manager.

3.2    Fees must be paid on a monthly basis, in advance. We calculate the amount payable by you each month  based on the  actual number of sessions attended during that  month.  Fees may therefore vary each month.  Fees may be paid weekly in advance by special arrangement.

3.3      All payments made under  the Agreement should be by direct debit unless payment by cash, cheque is  agreed with  us in  advance. All payment, regardless  of method, shall  be  made by you monthly, in advance on the first day of each month  (the due  date). If payment is made by cash, it is your responsibility to obtain a receipt as proof  of payment. Late  payments incur a late  payment fee  of £10.00.If  the  payment of fees  referred  to in  3.3  is outstanding  for more than  14 days then  we may terminate this Agreement by giving you 14 days’ notice in writing. Upon termination of this contract the child shall cease forthwith to be admitted, and  the notice to so terminate shall be regarded as a formal demand for outstanding monies.

3.4    If  you  have  requested additional sessions or have  been unable to collect your  child by the official collection time and  we have  as a result provided you with additional childcare facilities, we will raise the applicable charges under  a separate invoice for payment.

3.5    No refund will be  given for periods where  the  place is unfulfilled due  to illness or holidays on the  part  of either party.  We are  closed on bank holidays, the  period between Christmas and New Year and for 5 training days per year to support our continuing professional development for the benefit of children and  families; no refund is given for this closure as this has already been taken  into  account when  calculating  your  child’s  fees. We accept no  liability  for other costs which you incur if we are  unable to provide childcare for any reason.

3.6    In the  event  of late collection of your child, we reserve the  right to charge for each additional 15 minutes, or part thereof, on a pro-rata basis.

4.0  Suspension of a child

4.1    We may suspend the provision of childcare to your child at any time if you have  failed to pay any fees due.

4.2    If  the  period of suspension for non-payment of fees exceeds one  month,  either of us may terminate  this  Agreement by  giving  written  notice,  which  will  take  effect  on  receipt  of the notice.

4.3    We do not support the  exclusion of any  child on the  grounds of behaviour. However, if your child’s behaviour is deemed by us to endanger the  safety and  well-being of your child and/or other  children and  adults, it may be necessary to suspend the provision of childcare whilst we try to address these issues with you and external agencies as appropriate.

4.4    During  any  period  of  suspension for  behaviour-related issues  we  will  work  with  the  local authority and  where  appropriate other  welfare agencies to identify appropriate provision or services for your child.

4.5    If your child is suspended part  way through  the month,  under  the  conditions stated in clause 4.3 we shall give you a credit for any fees you have already paid for the remaining part of that month,  calculated on a pro rata  basis. This sum may be offset against any  sums payable by you to us.

5.0    Termination of the  Agreement

5.1    You may  end  this Agreement at  any  time, giving us at  least one  month’s written notice by completing the ‘Notification of Leaving Date’ form.

5.2    We may immediately end this Agreement if:

5.2.1 You have  failed to pay your fees;

5.2.2 You have  breached any of your obligations under  this Agreement and you have  not or cannot put right that breach within a reasonable period of time after we have  drawn it to your attention;

5.2.3 You behave unacceptably, as we do not tolerate any physical or verbal abuse or threats towards staff;

5.2.4 We take the decision to close. We will give you as much notice as possible in the event of such a decision.

5.3    It may  become apparent that  the  support we  are  able  to offer  your  child  is  not  sufficient  to meet  his/her  needs. In these circumstances  we will  work  with  you,  the  local  authority  and other  welfare agencies as per  our procedures to identify appropriate support, at which point we may end this Agreement.

5.4    You  may   end   this  Agreement  if   we  have   breached  any   of  our   obligations  under   this Agreement and  we have  not or cannot put right that  breach within a reasonable period after you have  drawn it to our attention.

6.0    General

6.1    If we have  to close or we take  the  decision to close due  to events or circumstances beyond our control (e.g.  extreme weather conditions) the sessional Fee  will continue to be payable in full and  we shall be  under  no obligation to provide alternative childcare to you. If the  closure exceeds three  consecutive  days in  duration  (excluding  any  days when  we  would  otherwise have  been closed),  we  will credit  you  with  an  amount that represents the  number of days closed in excess of three  days.

6.2    If you have  any  concerns regarding the  services we provide, please discuss them  with your child’s key person. If these concerns are  not resolved to your satisfaction, please contact the manager. Customer satisfaction is paramount and  any concerns/complaints will be dealt with in line with our Making a Complaint Policy.

6.3    From time to time we will take  photographs and  video recordings of the  children who attend. These  photographs are  used for  on-going recording  of  our  curriculum  and  for  children’s individual development records. They are  stored on our computer whilst your child is with us. The photographs are  used for display and  for your  child’s records within the  setting. If  we wished to use any image of your child for training, publicity or marketing purposes, we would always  seek your  written  consent for  each image  we  intend to  use, as indicated  on  our Registration Form.

6.4    We reserve the  right to refuse to admit your  child if they  have  a temperature, sickness and diarrhoea or a contagious infection or disease on arrival at our setting, or to ask you to collect your child if they become unwell whilst in our care, in line with our Managing Children who are Sick, Infectious or with Allergies Policy.

6.5    Whilst food and  drink is provided on the premises, we are  not a commercial kitchen and  may not be able to cater  for the individual needs of every  child. As cross contamination cannot be ruled out, a risk assessment is conducted for children with any known allergies. It is our usual practice  to provide  both   a  meat   and   vegetarian  option.  Every   effort  is  made  to  follow recommended  food  preparation  guidance  and   to  ensure  that all staff  involved  in  the preparation and  serving of food are suitably trained in the preparation and serving of food.

6.6    Any personal  information  you supply to us will be  collected,  stored and  used in  accordance with the  principles of the  Data  Protection Act and our  Confidentiality and  Client Access to Records Policy. We will always seek your consent where  we need to share information about your  child  with any  other  professional  or agency. We  are  required  by law  to override  your refusal  to  give  consent only  in  specific  circumstances  where   the child  or  someone in  the family may be in danger if we do not share that information.

7.0 This Agreement

7.1 We reserve the right to vary the terms and conditions contained in this Agreement

7.2 This  Agreement  contains  the   full  and   complete  understanding  between  the   parties  and supersedes all prior arrangements and  understanding whether written or  oral relating to the subject of this Agreement except to the extent  that we vary terms from time to time.

7.3 Acceptance of a place will be deemed as acceptance by you of these terms and  conditions.