Terms & Conditions

1. General


Age of Admittance

4 weeks to 5 years of age.


Hours of Opening

The Nursery is open Monday to Friday from 8:00am to 6:00pm but will operate an early and late session for parents who require this. If you need childcare out of these hours ie for shift workers, please speak to the nursery manager who will try to accommodate your


Weeks Open

The nursery is open 51 weeks a year including bank holidays.


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. We find this normally consisting of 2-3 sessions.

We request that a parent attends the nursery with the child for settling in until he or she is happy to be left and so that parents can read all policies and procedures and staff can obtain the relevant child related information and consent to ensure a smooth transition into nursery.



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 your contact or bank 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.


Wipes and Sudocream

We provide wipes and sudocream if required.

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 or Stay within the mobile phone friendly Zones within the nursery.


Equal Opportunities

We are 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 open on public Bank Holidays. During the Christmas period the Nursery will close on Christmas Eve at 1pm and re open on the 2nd January 8:00am

If the nursery 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 appropriate Director 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 key worker. 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 a doctor or the nearest hospital and parents will be informed.



The Nursery will make every effort to notify parents should their child become ill at the Nursery. Senior staff reserves the right to remove the child to hospital in an emergency. Please note minimum exclusion periods apply and must be adhered to; our policy and guidelines are available from the nursery manager.


Contagious Disease

For the benefit of the other children in the nursery, you must not allow your child to attend the nursery if they are suffering from a contagious disease which could easily be passed on to another child during normal daily activities of the nursery.

The Nursery reserves the right to refuse to accept children until the Nursery is satisfied they are not infectious. This is to protect other children from cross infection. The Nursery’s exclusion policy is guided by the relevant local Authority.


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 the doctor has certified that the symptoms have disappeared.

You must inform us immediately if your child is diagnosed with any allergy or intolerance.



If your child is prescribed antibiotics, please keep them at home until 48 hours dosage has been administered in case of adverse reaction to the medication. Antibiotics and medicines will only be administered by Nursery staff after the child has been taking them for more than 48 hours at home, and only then with written authorisation from their parent. All antibiotics
Must be prescribed by a doctor.


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.


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


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 three nutritious, balanced meals daily. Menus are displayed on the parents display board; these include age and stage applicable meals and vegetarian options. All special dietary requirements will be catered for.

For Health and Safety reasons we do not accept children bringing in their own packed lunch, unless an arrangement with the Manager has been made and the lunch box policy is followed.


Milk Feeds

We will use whichever formula your baby uses, we will be happy to use expressed breast milk given in accordance with your written instructions.


Nut Allergy

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


6. Childcare Registration

Registration Fees

When you register a child we will charge a one off £25:00 administration fee and a deposit of £100:00 per required days. For example for a 4 day per week place the deposit would be £400:00 plus £25:00 or for 2 days a week the deposit would be £200:00 plus £25:00.
The registration fee is non refundable.

The deposit is used to secure the space and it will not be refundable should the parent choose not to take up the reserved place at nursery. However, if the child takes up the reserved space, the deposit will be used towards the final months fees when the child leaves nursery (assuming the correct written notice is provided)

Confirmation of Your Childcare Place

We will confirm your childcare place within 7 working days as this is subject to childcare place availability.


Reserving a Childcare Place

We are able to reserve a childcare place and booking pattern no more than 6 months in advance of your child’s start date.

Should you wish to extend this 6 months period then you will be required to pay your childcare fees in full from the 7th month onwards to keep your childcare place open.


Schedule of Fees

The schedule of fees are available from the nursery manager or .


7. Booking Pattern


Fees are calculated on a 51 week booking pattern.


Full Days

Full days are calculated from 08:00am to 6:00pm,



Sessions are calculated from 8am to 1:00pm or 1:00pm to 6:00pm.


Regular Booking Pattern

We accept 2 day, 3 day, 4 day and 5 day weekly booking pattern or 2 sessions minimum.


Shift Booking Pattern & Term Time places

We accept a limited 3 week and 4 week recurring shift booking pattern and also term time places


Change of Booking Pattern

To increase your booking pattern we require 24 hours’ notice subject to availability.

To decrease your booking pattern you must provide us with thirty (30) days’ 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 thirty (30) days’ notice from the date of any change as if the hours had not decreased.


8. Discounts and Absences


Sibling Discount

Where parents have more than one child at the Nursery, a 10% reduction in fees is allowed for the second and subsequent children. This is applicable only on the booking pattern and does not include extra sessions or additional hours.



Fees remain payable for periods of absence (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 parental income, from the term AFTER a child’s 3rd birthday.

3 and 4 year old children will be entitled to 570 hours of free childcare, spread out over 51 weeks, this means your child will receive 12 hours free child care per week for 51 weeks of the year, meals, snacks and drinks will be free if funded sessions are during mealtimes. If you choose to access any additional child care hours you will be charged for these. Please enquire with a staff member about funded places for 2 year olds.


10. Childcare Vouchers


Childcare Voucher Payments

Currently each parent is able to claim £243 (high rate tax payer) or £124 (standard rate tax payer) per month.

If your wage payment date falls after the 25th of the current month the voucher payment will be deducted from the following months invoice. The voucher company pays the nursery directly.


11. Additional Days/sessions


If Additional Days have been booked, these will be invoiced on the following months invoice. If you book and then cancel you will still be charged for the day/session booked


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 invoice must be paid in advance before or on your child’s first day of attendance.


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.

We accept payments by Credit Card, Debit Card, Direct Debit, and Standing Order or Online payment method only.

We do take payment by cash; however, it is your responsibility to obtain a receipt from the nursery manager as your proof of payment.


Your Final Invoice

We will create your final invoice from the date of your termination email. You will be required to pay the full fees for the thirty (30) days’ 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

The contract shall last until it is terminated by either you or us giving to the other, in writing, at least one full calendar months’ notice (i.e notice received on the 1st of a month could end the contract on the last day of the month, but notice received on the 2nd of a month, would only be able to end the contract on the last day of the following month).

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 14 days after the 7th of the month this will result in the termination of your childcare contract and the loss of your childcare place. (Unless prior agreement has been made with the nursery management)

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

Over The Rainbow Day Nursery
7, Victoria Road

Contact Details

Telephone : 01708 756695
Email : info@overtherainbowdaynursery.co.uk
Website : overtherainbowdaynursery.co.uk

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