Nursery T&C's

TERMS OF ENROLMENT
REGISTRATION FORM & Registration Fee
To secure your child’s place at Birch Farm a £50 registration fee will be required along with a completed Registration Form. Children only using government funded session’s holiday or breakfast and after school care are exempt from the £50 registration fee. On receipt of your registration fee you will receive a nursery goody bag including  bag and goodies.

FEES
These are to be paid monthly in advance and will be invoiced termly.
Fees will be invoiced 3 times a year Autumn Term, Spring Term and Summer term and each invoice divided into equal monthly payments. Invoices may be paid by ‘standing order – and attract a 5% discount if in our account on or before 1st each month or by cash or card transactions ( card and cash transactions do not attract the 5% discount). Late payments will incur an immediate £10 penalty and loss of your any discounts and thereafter £10 per week penalty for each week overdue. 

Dates and payment amounts will be confirmed at the start of each new term. If you make any permanent change of sessions we will issue a new invoice and payment plan. 

On any account which is not paid in accordance with our payment terms, the account will attract:

1. Interest at the rate of 8% over the base rate of the Bank of England from the date payment fell due to the date of payment, pursuant to the Late Payment of Commercial Debts (Interest) Act 1998, as amended;’
2. Compensation for each invoice late paid pursuant to the Late Payment of Commercial Debts Regulations 2002, as amended’
3. Debt recovery costs for our debt recovery company BFL Limited, pursuant to the Late Payment of Commercial Debts Regulations 2013.

If you require an extra session these are to be paid before or latest on the day of booking; we will accept cash card or BACs payments. Bookings must be made by completing the form on our website under nursery section called extra . No extra will be formally booked until you have received confirmation by email . 

If you book holiday for your child within the guidelines laid out below we will issue a 50% refund in the following month you have taken the holiday. 
A statement of account will be issued in April / August / November to allow you to review your account status. These will be emailed. If you wish to discuss the statement when it is issued please make an appointment with Mini.

If you are having difficulty making payments please discuss this with Mini as quickly as possible to enable us to discuss a possible payment plan.

DISCOUNTS
Sibling Discount - Families with more than one child at Birch Farm are entitled to a 10% discount on the eldest fees, which will be deducted from each invoice raised. 
Standing Order Discount - 5% discount is deducted if invoices are paid by standing order and received in our account on or before 1st each month. 
Full week sessions discount – For children attending a full week of same sessions such as 9-1 Mon – Fri a discount of 5% will apply. 
Full Care Week discount – A special full care price applies to children attending Monday – Friday 8am – 6pm. Please ask for further details.
Employers discounts – 5% discount applies to staff of Fred Olson or Suffolk One.
All discounts are only valid if accounts are up to date and evidence of employment will be required. 

EARLY YEARS GOVERNMENT FUNDING 
15hrs Government funding is available to all 3 and 4 year olds. For a 3 year old to qualify for their first terms funding, their 3rd Birthday needs to fall before December 31st for Spring funding, March 31st for Summer term funding and August 31st for Autumn term funding. You are entitled to 38 weeks per year at 15 hours per week. You may use an minimum of 3hrs per day or up to a maximum of 10 hours per day and we will charge for the remaining hours per day at your hrly rate + all meals and extracurricular activities. Stretched funding may also be offered where hours not used in term time can be used in school holidays eg claim 15hrs per week use 10 hrs per week term time and 5 hrs are then available to use towards school holidays. For more Info [Click Here]

Some 2 yr olds are also entitled to 15hrs funding. This is a subject to a fixed criteria but if you are on a low income please ask and we can work with you to check if you are eligible. Suffolk County Council offer a quick check service using their website or Families Information Service phone line. For more Info [Click Here]

An additional 15hrs free childcare is available to some 3 and 4 yr old children This is a subject to a fixed criteria please ask and we can work with you to check if you are eligible. This must be applied for and maintained by yourselves and should you become ineligible you must inform the nursery immediately and a new invoice will be raised with revised figures, If you do not inform nursery you will be asked to refund any entitlement received. For more Info [Click Here]

EMPLOYERS CHILDCARE VOUCHERS and TAX FREE CHILDCARE SCHEME
We are able to accept a variety of different employer’s childcare vouchers. This is a salary sacrifice scheme, which many employers are now signed up for, and are a tax benefit to working parents. Should you wish to pay by this method please ask your employer the name of the company they use, check if we are registered with them and advise us in writing of the amount you will be paying in vouchers each month. The payment must reach our Bank Account by the 1st of each month to receive the 5% discount. Any vouchers received after the 1st of the month may be subject to late payment charge and will be applied to the following months fees.
The tax free childcare scheme is a government based scheme and may be suitable for some parents please see their website www.gov.uk

SWAPS AND EXTRAS
Swaps are only offered to help out in difficult circumstances and cannot be used in lieu of sickness or holiday. Extras can be arranged but are subject to places within their ratio and staff availability. 

 If you wish to book an extra or swap for your child please complete the form on our website under nursery section called extra/swap. No extra or swap will be formally booked until you have received confirmation by email .

HOLIDAYS
Full year care - six weeks holiday is allowed per annum charged at 50% pro rata - at least four weeks notice must be given to take advantage of these reduced charges. All holidays will be calculated annually from 1st January pro rata.  
Termly care – no holiday entitlement. 
 
Bookings must be made by completing the form on our website under nursery section called holiday . No holiday will be formally booked until you have received confirmation by email .

All holiday entitlements will be credited to your childcare account around the middle of the following month the holiday was taken in.

The Nursery is closed on all Bank Holidays and between Christmas and New Year, No charge is made for these holidays.

Our swimming sessions are offered for children aged 3 years and above in conjunction with Birch Farm Swim School. These are charged at £3.00 per half hour lesson and you will receive an invoice for the term. Payments must be made for a full term and no refunds are offered for missed lessons. Your child will be offered a swimming slot subject to availability, the lessons are (termly only) but those children receiving all year care will be able to attend a play session with our onsite life guard and staff at no charge during school holidays these will be subject to lifeguard being available.

We have a ballet teacher who offers ballet classes to children from 2yrs old on Monday and Tuesday afternoons and Thursday mornings staff are happy to take and collect children to these classes on your behalf, payment for ballet is charged separately by the ballet teacher directly classes start from £4.15 for a half hour class. After school classes on Mondays and Tuesday evenings are half an hour of ballet followed by half and hour of tap. Ballet classes are term time only.

MUSIC SESSION:
Music Sessions are offered for all children on a weekly basis. Using percussion instruments . Although days will change on a termly bases to insure that all children have the chance to be involved.

CONDITIONS
Birch Farm is open from 7.30am to 6.30pm all year, except Bank Holidays and between Christmas Day and New Year.  
We suggest a minimum of 2 sessions per week are ideal to help your child settle this can either be 2 short sessions or 1 core day. One month’s notice is required for any permanent change of sessions. Should any child be ill during their time at Birch Farm, no refund will be given, unless there are exceptional circumstances, this will be at the owners and managers discretion. 

All year/Term Time Care: We operate a term time only or all yr option for children the holiday dates are set in line with Hintlesham school and do not include teacher training days (PD days).

In circumstances beyond our control no refund of fees will be issued ie weather or utility breakdowns.
               
Should you wish to terminate your child’s place at Birch Farm, one month’s notice in writing must be given. If such notice is NOT received then you will be liable for your child’s next monthly payment. Should a child be brought in early or collected late there will be a charge pro rata for every 15 minutes. The exception being 6:30pm when an immediate penalty of £10 will be charged, as well as every 15 minutes pro rata
No Child may be accepted into Birch Farm while ill with an infection or contagious disease, and no child may be brought back into Birch Farm until the child has been fit and well for 24 hours (48hrs for sickness and diarrhoea). Should a child fall ill whilst at Birch Farm, parents will be contacted and collection will need to be effected as soon as possible.

If you book holiday for your child within the guidelines laid out below we will issue a 50% refund in the following month you have taken the holiday.
A statement of account will be issued in April / August / November to allow you to review your account status. These will be emailed. If you wish to discuss the statement when it is issued please make an appointment with Mini.
If you are having difficulty making payments please discuss this with Mini as quickly as possible to enable us to discuss a possible payment plan.
These are to be paid monthly in advance and will be invoiced termly.
Fees will be invoiced 3 times a year based on the academic year and each invoice divided into 4 equal monthly payments. Invoices may be paid by ‘standing order– and attract a 5% discount or by cheque or cash transactions Payments must be received into our bank account by the 1st of every month. Late payments will incur an immediate £10 penalty and loss of your 5% discount and thereafter £10 per week penalty for each week overdue.
 Dates and payment amounts will be confirmed at the start of each new term .
If you make any permanent change of sessions we will issue a new invoice and payment plan.
Customers will be liable for all additional costs incurred in the recovery of any outstanding fees.
If you require an extra session these are to be paid for before or latest on the day of booking; we will accept cash or card payments. If the booking is made by telephone or email payment must be received when you child next attends nursery. 
Extra days not paid for in advance will be subject to a £10 surcharge and will not be entitled to any discounts.
If you book holiday for your child within the guidelines laid out below we will issue a 50% refund in the following month you have taken the holiday.
A statement of account will be issued regularly to allow you to review your account status. These will be placed in your pigeon holes or emailed. If you wish to discuss the statement when it is issued please make an appointment with Mini or Hannah.
 If you are having difficulty making payments please discuss this with Mini as quickly as possible to enable us to discuss a possible payment plan.

TERMINATION:

Should you wish to terminate your child’s place at Birch Farm one month’s notice in writing must be given. If such notice is NOT received then you will be liable for your child’s next invoice. Should a child be brought in early or collected late there will be a charge pro rata for every 15 minutes. The exception being at 6.30pm when an immediate penalty of £10 will be charged, as well as every 15 minutes pro rata.

In circumstances beyond our control no refund of fees will be issued.

Should you wish to terminate your child’s place at Birch Farm, one month’s notice in writing must be given. If such notice is NOT received then you will be liable for your child’s next monthly payment.
 Should a child be brought in early or collected late there will be a charge pro rata for every 15 minutes. The exception being 6:30pm when an immediate penalty of £10 will be charged, as well as every 15 minutes pro rata

No Child may be accepted into Birch Farm while ill with an infection or contagious disease, and no child may be brought back into Birch Farm until the child has been fit and well for 24 hours
(48hrs for sickness and diarrhoea). Should a child fall ill whilst at Birch Farm, parents will be contacted and collection will need to be effected as soon as possible.
If you would like more Info or have any questions [Click Here]
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