Individual support provided by dedicated staff to encourage development

Terms and Conditions

The document and the terms and conditions within it govern the basis on which Springfield Bees Pre-School (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.

Our obligation to you

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 If you do not then the offer of a place may be withdrawn.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 non refundable registration fee of £35.00 will be required to hold the place for your child (not applicable to children receiving FEEE only).   

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.

We will try to accommodate any requests you may make for additional sessions of childcare if sessions are available.

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

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.

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.

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

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.

We will maintain appropriate insurance to cover our childcare activities.   

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

Your obligation to us

You will need to complete and return our Registration Form and pay the registration fee (if applicable) before your child can start with us.

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.

The Registration Form includes medicine consent and emergency treatment authorisations which you will need to completed prior to your child attending.

You will read and abide by our policies and procedures.

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.

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.

You must keep us informed of the identity of the persons who will be collecting your child and you must provide written permission of any person authorised to collect your child.  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.

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 ask the manager for details.

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

You will provide us with at least one month’s 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 in writing.

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.

Payment of fees

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 in writing.

Fees must be paid on a termly basis, in advance.   

All payments made under the Agreement should be by cash or bank transfer.  All payment, regardless of method, shall be made by you termly, in advance on the first day of each term.  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 7 days then we may terminate this Agreement by giving you 7 days’ notice in writing. Upon termination of this contract the child shall cease forthwith to be admitted, and the notice to terminate shall be regarded as a formal demand for outstanding monies.

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.

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 and our term dates are displayed on the parent notice board. We accept no liability for other costs which you incur if we are unable to provide childcare for any reason.

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.

Suspension of a child

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

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.   

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.

Termination of the Agreement

You may end this Agreement at any time, giving us at least one month’s notice in writing.    

We may immediately end this Agreement if:

  • You have failed to pay your fees;
  • 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.
  • You behave unacceptably, as we do not tolerate any physical or verbal abuse or threats towards staff (including threatening emails or telephone calls).   
  • We take the decision to close. We will give you as much notice as possible in the event of such a decision.

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.

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.


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.

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.

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  wish to use any image of your child for training, publicity or marketing purposes, we would always seek your consent.

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.

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, we assess the risk to children with any known allergies. 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.   

Any personal information you supply to us will be collected, stored and used in accordance with the principles of the General Data Protection Regulation (GDPR) 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.

This Agreement

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

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.

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


Code of Conduct for Parents, Carers and Visitors

This Code of Conduct is an agreement between the Staff, Parents, Carers, Visitors and Springfield Bees Pre-School.

At Springfield Bees Pre-School we are very proud and fortunate to be part of a dedicated and supportive community. At our setting the staff, committee, parents and carers all recognise that the care and education of our children is a partnership between us.   We expect our community to respect this and set a good example of their own behaviour on the Pre-School premises. 

In addition we also expect our parents, carers and visitors to keep our children safe by adhering to the Pre-School’s request to not use the car park during morning and afternoon drop off and collections.

The purpose of this Code of Conduct is to set out the expectations of all parents, carers and visitors connected to our Pre-School.

We are committed to resolving difficulties in a constructive manner, through an open and positive dialogue.  However we understand that everyday misunderstandings can cause frustrations and have a negative impact on our relationships. Where issues arise or misconceptions take place, please speak to the Pre-School Manager or Deputy Manager,  who will be available to meet with you and go through the issue and hopefully resolve it.  Where issues remain unresolved, please follow the setting’s complaints procedure.  This is available at the Pre-School reception.

This Code of Conduct aims to clarify the types of behaviour that will not be tolerated and seeks parental agreement to these expectations.

Behaviour that will not be tolerated:

  • Disruptive behaviour which interferes or threatens to interfere with any of the Pre-School’s normal operation or activities anywhere on the premises.
  • Any inappropriate behaviour on the premises.
  • Using loud or offensive language or displaying aggressive temper.
  • Threatening in any way, a member of staff, visitor, fellow parent/carer or child.
  • Damaging or destroying Pre-School property.
  • Sending abusive, defamatory or threatening emails or text/voicemail/phone messages or other written communications (including social media) to anyone at Pre-School or within the PreSchool community.
  • Defamatory, offensive or derogatory comments regarding the Pre-School or any of the children/ parents/staff/committee members at the Pre-School on Facebook or other social media sites
  • The use of physical, verbal or written aggression towards another adult or child. This includes physical punishment of your own child on the premises.
  • Approaching someone else’s child in order to discuss or chastise them because of the actions of this child towards their own child. (Such an approach to a child may be seen to be an assault on that child and may have legal consequences)
  • Smoking, taking illegal drugs or the consumption of alcohol on school premises. (Alcohol may only be consumed during authorised events)
  • Dogs being brought on to the school premises. (other than guide dogs)

Should any of the above occur on the Pre-School premises or in connection with Pre-School it may be necessary to take action by contacting the appropriate authorities and terminating our contract with you with immediate effect.   

It is important for parents and carers to make sure any persons collecting their children are aware of this policy.

Thank you for your understanding. Together we can ensure that Springfield Bees remains a positive environment for everyone in the community.