Admissions and Fees Policy and Procedure

Over The Rainbow Day Care is open to children from the age of 6 months to 5 years old.  We offer places based on the availability of sessions for the child’s age range/stage of development. Our nursery is committed to providing a consistent and open admission procedure and it is our intention to make our nursery accessible to children and families from all sections of the community.

Over The Rainbow Day Care has an inclusive policy for admissions and we welcome children with a range of Special Educational Needs and Disabilities. We do not discriminate against any child on the grounds of sex, race, religion, special needs or disability.  Our admissions policy operates within an Equal Opportunities Framework and is regularly reviewed.

In line with our Equal Opportunities and Inclusion Policy, where a child has additional needs, we will first of all carry out a risk assessment and then hold a Working in Partnership meeting with parents/carers to discuss the outcome. Where a place is agreed, any specialist equipment, medication, training or support staff must be in place before the child can start at the setting.

We offer full day places or half day sessions.  We aim to be as flexible as possible with the sessions to fit in with parent’s/carer’s needs.

  • We will ensure that the existence of Over The Rainbow Day Care is widely known in the local community.
  • We are fully aware of our obligations with regards to data protection and storing and sharing of information (See Data Protection Policy)
  • We provide Government funded hours as well as offering the option of additional sessions if available.  Two, three and four year-old funded places are available  (as well as funded places for children between the ages of 9 and 23 months - from September 2024 - if the parent/carer is eligible for funded hours.) We liaise closely with the local Link Worker to identify and accommodate families that may be eligible for this funding.
  • We will ensure that information about our setting is accessible in written form to all and where necessary we will try to provide spoken form and/or braille, in more than one language and/or through an interpreter.
  • We will be as flexible as possible regarding attendance to accommodate the needs of all families.
  • The waiting list will be monitored and reviewed regularly.

Admissions

When parents/carers are interested in a place for their child/ren, we invite them to a show around visit by making an appointment.  Parents/carers can then arrange to visit our nursery with their family during a suitable time for them and for our nursery.  This is to ensure that show around visits do not impact the running of the setting.

Once parents/carers decide that they would like to access a place they are required to complete all relevant paperwork via our registration pack.  If the nursery is oversubscribed, priority is given to children on a first come first served basis or if their siblings currently attend the setting; children will be added to the waiting list accordingly. Once a place becomes available the parent/carer will be contacted and the admission procedure will begin.

To register for a place we require a holding deposit of £50, this will secure a child's place for 2 weeks from their arranged start date.  The holding deposit is returned to the parent/carer once their child leaves our nursery. The holding deposit is payable before completing the enrolment form. 

We want children to feel safe and happy in the absence of their parents/carers. Our settling in procedures aim to help parents/carers to help their children feel comfortable at our nursery, to benefit from what we have to offer, and to be confident that their parents/carers will return at the end of the session/day.

In order to accomplish this, we will:

  • Work with parents/carers in insuring their child’s individual care needs are met. We also aim to make sure each child’s admission is a happy experience for both the child and the parents/carers.
  • Ensure good communication. This is vital so we can discuss information openly in partnership. Ask questions when they arise and hold discussions that are orientated towards a positive outcome for your child.
  • Each child is allocated a key person and parents/carers will be made aware of who that named person is throughout the child’s settling in period.
  • We hold a yearly open day that perspective families are invited to.
  • Settling in visits are provided for children with their parents/carers before they start.
  • Additional visits will be offered if required and we will encourage parents/carers, where appropriate, to separate from their children for brief periods at first, gradually building up to longer absences.
  • If children have an identified Special Educational Need we will follow the Early Years Inclusion Team procedure regarding transition to enable us to support transition effectively (See Equal opportunities policy including Special Educational Needs).
  • We will make reasonable adaptations if required.
  • Further information regarding admission is explained within the Over The Rainbow Day Care Welcome Pack. 

Opening Times

The nursery is open all year round, with the exception of bank holidays and Christmas holiday periods. 

Our opening hours are from 7.30am-6.00pm, Monday to Friday. 

We offer flexibility to enable children to attend full or half days. Extra sessions can be accommodated at an additional cost (See Fees section). This must be discussed with the manager to ensure we have space for your child. If we are able to accommodate you, you will be booked in and a charge made for that day or session. If, for some reason, you find yourself not needing the session you must inform the nursery manager as soon as possible. In some circumstances you may still be charged for this session to cover staffing costs, food bills etc.

Fees

Contracts are drawn up with the manager and will be signed by both parties. Fees are payable one month in advance by bank transfer or standing order. Parents/carers must use their child’s name as a reference and send fees to the nursery manager to let us know you have paid.

Invoices

Booked session fees are invoiced and payable a calender month in advance. Any additional adhoc sessions will be invoiced and payable in the following month.  Invoices are sent via email on the 25th of the month (or the next working day thereafter).

Payments need to be cleared in the nurseries bank account by the 1st of the month (or the next working day thereafter).  Your child’s first month attendance fees must be paid in advance before their first day of starting nursery.

If your child is off sick or on holiday the fees are still payable. All outstanding fees and administration charge(s), should be made by bank transfer.

Four weeks’ notice is required to secure additional sessions or cancel sessions.

We deliver our service in return for an agreed fee from parents/carers and all fees should be paid promptly and in line with the policy set out in this document. If fees are not paid on time the manager will phone the parent/carer after 1 week requesting the payment. Any missed payments can impact upon further sessions being provided. Parents/carers are encouraged to speak to a member of staff if they are having difficulty making a payment to ensure this doesn’t jeopardise their child’s place.

Where fees are paid by a third party such as Social Care, an employer, a college or any other third party, Over The Rainbow Day Care requires parents/carers to inform their sponsor of its fee policy in advance of the arrangement.

Key Policies are featured on our website. All other policies are available at any time from the nursery manager.

REVIEWED ON: January 2024

REVIEWED BY:  C.Cummins