Introduction – Farm Day Nurseries, hereafter referred to as KPC, aim to work in partnership with parents and carers to create and maintain a safe, caring, stimulating and educational environment for children in its care. All parents/guardians wishing to make use of the service offered by KPC, must strictly adhere to the terms and conditions and sign this document as evidence of their acceptance and agreement to the terms, conditions, policies and procedures under which KPC will operate. As we aim to develop an interactive partnership with all users, we would welcome suggestions and discussion on ways to improve the service we offer.

Application/arrangement forms – An application form, which lists the child/ren’s details and outlines the childcare arrangements, must be completed and signed by a parent/guardian. Listed must be names of responsible parties with access to the child/ren. Also listed must be the names, addresses and telephone numbers of two emergency contacts who may be called upon in case of an emergency when parents cannot be contacted and they too must be responsible individuals. Responsible parties or individuals must be those over the age of eighteen. It must be stressed that children left in our care will only be released to a responsible adult whose name appears on the child’s registration form as a responsible party or emergency contact.

KPC require a non-refundable £100 deposit to secure your child’s place, this will be deducted from your first month’s fee. This fee will need to be paid via a cheque, cash or card. The deposit is not needed for children only attending grant funded sessions.

Attendance – Children are expected to attend each weekday however, should a child become ill or a holiday is to be taken and will not be attending KPC must be notified.

Emergency contacts and access – Parents/guardians must ensure that emergency contact and persons with access in accordance with the above, are familiar with the necessary procedures. In cases of emergency and parents/guardians cannot be contacted, KPC will get in touch with an emergency contact named. He or she will then take on responsibility for the child/ren. KPC must be notified immediately of any change of details to emergency contacts and/or their telephone numbers.

Fees – Full fees will be payable, unless written notification of discounts has been made. Wrongful information given will result in the child/ren’s place being withdrawn. Evidence for discounts must be supplied to the nursery manager (for example NHS card) at the time of registering with the nursery. Unclaimed discounts will not be backdated; in the event that you are no longer entitled to discount you must notify KPC immediately as claiming discounts that are not true to circumstance will result in KPC claiming back the discounted money. Farm Day Nurseries hold the right to remove any discounts with one calendar month’s written notice to the parent/carer.

Fees are payable monthly in advance as agreed in writing by direct debit; cancelled direct debits without the prior agreement of the manager will incur a £25.00 surcharge added to your account.

Late fee payments incur 10% interest, KPC reserve the right not to admit children for whom fees are in arrears. In the event of arrears accumulating, this will be discussed with you by management and if these are not settled within agreed time limits, the child/ren’s place will be withdrawn.

Fees are payable during holidays and fees are not reimbursed for absence due to illness or for any other reason. In the rare event that the nursery has to close due to extreme weather conditions that pose a health and safety risk fees will still be payable.

KPC reserve the right to increase its fees; it is unlikely that fees will increase more than once annually; this will generally be in January.

One calendar month’s notice of removal is required. Notice should be written and handed to the childcare manager or deputy. Failure to give the required notice will result in one month’s fees being charged. One month’s written notice is also required if you wish to change your child’s nursery sessions.

Please note if you are late picking up your child a fee of £5 will be charged for every 5 minutes late.

By signing these terms and conditions you agree that payment of your invoices will be made strictly in accordance with the credit terms stated thereon. You recognise that if payment of your invoices is not made by the due date for payment, this may result in the matter being referred to the Credit Protection Association for recovery of the invoice debt; if so, you will indemnify Farm Day Nurseries for the costs we incur in referring the matter to CPA pursuing the debt including CPA’s current applicable fees for writing to you, any commission payable to CPA, all reasonable incidental costs of recovering the debt and interest as applicable.

Please note, if your child is entitled to free government funded sessions, a maximum of 51 weeks will be fully funded . Therefore 1 week in December will be fully payable for all sessions.

Medical Health – KPC will not admit children suffering with any infectious disease or virus. KPC reserve the right not to administer medicine, however, a request to administer medication will be considered on an individual basis. Children who have been suffering with an infectious disease or virus will not be re-admitted unless a doctor’s letter is presented stating that the child has made a full recovery.

Parents/guardians must sign a form authority in the event of emergency hospital treatment becoming necessary. Staff shall administrate minor first aid treatment as and when necessary.

KPC must be informed in writing of any special dietary requirements or allergic food substances.

Visitors – Any visitor to the nursery must take full responsibility for anybody accompanying them. The nursery takes no responsibility for any non- registered persons on the premises.

Outings – We do on occasions go on educational outings, related to themes. This may be on public transport, staff cars or by foot (to local shops/ parks). On such occasions our ratio on leaving the premises is 1:3 for children under 2 years, 1:6 for children 3-4 years and 1:8 for children aged 5-8 years. Please indicate clearly if you do not wish your child to be considered for such an outing on the appropriate registration forms. Babies will be taken for walks in push chairs. They will be securely strapped and supervised as for the above ratio.

Complaint Procedure – It is hoped that parents/guardians will not have to complain about any aspect of the service we provide, however, should the need arise, there are three stages at which complaints can be considered.

Stage 1 – The informal Resolution

Discuss your complaint with the relevant staff member. If you are still dissatisfied you may discuss the matter with the Manager. It is hoped that the matter may be resolved to all parties’ satisfaction at this stage.

Stage 2 – Formal Complaint to Management

If unresolved at the Informal Stage, the complaint should be sent in writing to the manager. You will then receive a written request to attend a meeting with management to discuss the matter.

Stage 3 – Formal Complaint to Ofsted

This stage is to be used if the outcome of stage 2 is not satisfactory. A written complaint should be set out and sent to the Ofsted, Complaints Investigation team, Piccadilly Gate, Store Street, Manchester, M1 2WD

Violence at Work – Violence against any KPC personnel will not be tolerated and will result in the loss of your child/ren’s place.

A working definition of violence at work is “any incident where an employee is abused, threatened or assaulted by a member of the public, parent, or child cared for by KPC in circumstances arising out of the course of his or her employment.”

Violence will be deemed to include physical force, verbal abuse with threats, rude gestures, and innuendoes, sexual or racial harassment.

Termination – This contract will last for a period 4 years the maximum amount of time in which the child is at the nursery, effective from the child’s start date. However, during this period KPC reserve the absolute right to terminate this agreement with immediate effect, in the event that any of the clauses listed in these terms and conditions are broken.

Seasonal Opening Hours – On Christmas Eve and New Year’s Eve, the setting will close at 4:00pm. Your child’s normal sessions on these days are fully chargeable.