Fees and Attendance Policy

Our arrangements for sessions, fees, attendance and funded childcare.

General Legal Requirements

Providers must have arrangements in place to support children with SEN or disabilities.

Through the EYFS Providers should seek to promote equality of opportunity and anti-discriminatory practice, ensuring that every child is included and supported.

(Statutory Guidance, DfE)

Our Policy

Coltishall and Horstead Preschool has been formed to enhance the development and education of children primarily under statutory school age, by offering appropriate education facilities for under-5s, for children and families regardless of race, culture, religion or means.

(See Terms of Reference Policy)

Procedure

• It is our intention to make our setting accessible to children and families from all sections of the local community, and from further afield. We advertise our services in local magazines, in local shops, at Coltishall Primary School and on their website, Coltishall village hall, through our Facebook page and website and through the FIS (Family Information Service).
• We operate our waiting list by age of child and length of time on the list. In addition, we may consider the following:

• the vicinity of the home to the setting; and
• siblings already attending the setting.

While working within National Parameters the preschool currently offers the following sessions which may be taken in part or in full:

Breakfast club everyday 8.35-9am.

Our term timetable dates are advertised in our termly newsletters. These will directly reflect the Norfolk County Council schools’ timetable which includes planned closure days, such as bank holidays and inset days.  Families will be informed of relevant dates via tapestry memos and our Facebook Page.

We will work with parents to ensure that as far as possible the hours/sessions that can be taken as free provision are convenient for parents’ working hours.

• Following an enquiry, the family are initially introduced to the setting, staff and our routines. (See our Transition policy)
• We offer a show round, during which families can ask any questions about our provision, and are given a registration form with information about sessions.
• Once a family has decided they would like their child to attend our preschool and a place has been offered, a deposit of £50 will be charged to secure a place.
• The deposit will be returned 14 weeks after the child’s first day – if they are funded only.
• For non-funded children the deposit will be returned once all fees are paid if your child exceeds their funded hours and you receive an invoice.
• The deposit is non-refundable if you change your mind about attending Coltishall and Horstead Preschool.
• A registration form must be fully completed before a child is able to begin a placement at Coltishall and Horstead Preschool. The original birth certificate of each child must be seen by Management to confirm the details given on the registration form are accurate.
• Parents will then be sent the relevant policies via Tapestry, or these are available upon request.
• A keyworkers meeting will be arranged to finalise paperwork and then settling in sessions will be booked.
• We will, wherever possible, provide written materials in languages other than English according to the needs of individual families. We work closely with all families through our key person and induction system to find and establish a mode of communication to suit individual circumstances. For example, this may be in the form of a translator, text messaging, email, individual meetings. We will, endeavour to assist with written paperwork that parents may need support with.
• Our setting SENDCo works with individual families, key persons, and other agencies to enable Coltishall and Horstead Preschool to support children with S.E.N.D. On some occasions our setting may not be able to meet a child’s needs and therefore will not be able to offer a placement at that time. On these occasions the family will be fully informed of the reasons why it is not possible to offer a placement at this time and will be later informed when the setting is able to offer the child a placement that will meet their needs if such a time arises.
• Please refer to the S.E.N.D/Inclusion Policy concerning the S.E.N.D support on offer to children and how we support families to choose the right setting for their child with S.E.N.D.
• We aim to identify all children that may attract any additional funding such as E.Y.P.P, D.A.F,

               S.E.N.D Inclusion Fund and any locally available funding streams with a view to submit a

               claim/application to support and improve their outcomes.

(See Confidentiality Policy, S.E.N.D Policy)

• Children in care: When arranging the placement of a child in care at Coltishall and Horstead Preschool we expect that child will have been with a foster carer for a minimum of one month and shows signs of having formed a secure attachment to the carer. We expect that the placement in the setting will last a minimum of six weeks.

(See Looked After Children Policy)

Attendance and Fees

• The level of fee is determined by the committee and is reviewed annually or in line with legislative factors including changes to the minimum and living wages.

• Attendance places must be booked in advance for the whole term due to the need to ensure the correct staffing ratios are met.  We are not able to offer a variable choice of days or session length that differs from week to week, although on some occasions we may be able to offer additional placements at short notice, families are advised to speak to management for more details.
• Session availability and allocation is organised and confirmed by management.
• The preschool will allocate sessions for each child from the time they join our setting, with the view that these will remain the family’s preferred sessions going forward. However, session allocation can be reviewed on a termly basis and parents/carers wishing to make changes to sessions/hours (including both increases and decreases) will only take effect from the following term after a request has been made.
• Currently, placement is charged at £7.50 per hour for children aged 2–5 years.
• Government funded placements are welcomed.  These are intended to cover the cost to deliver 15 or 30 hours a week of free, high quality, flexible childcare only. It is not intended to cover the cost of meals, consumables, additional hours, or additional services.
• For funded placements, the entitlement is offered free.  Parents will not be charged a “top-up” fee to recoup any difference between the amount received from the Local Authority and the current hourly rate.
• Although we offer funded placements, in some circumstances we offer more sessions than the funding covers, and all additional sessions will be charged at the appropriate rate.
• Bills are issued at the beginning of the month, with a payment date at the end of the month, covering fees for the month in advance. All relevant information and details will be described on your invoice.
• Breakfast club is from 8.35am to 9am. This will be charged at a set rate of £4 and must be booked in advance for the whole term to secure a place. This service only runs as demand allows and cannot always be guaranteed. However, we can offer a placement at short notice. (See Breakfast Club policy)
• Government Funded children should not attend more than two childcare sites in one day.
• 4 weeks written notice must be provided if you are leaving Wildflowers. Fees still may occur during the 4 weeks notice period.

Government-Funded Childcare

Universal 15 Hours Entitlement

All children are eligible to receive 15 hours of government-funded early education from the beginning of the term following their third birthday. This is known as the Universal 15 Hours Entitlement.

The entitlement provides up to 570 funded hours per academic year, which is normally taken as 15 hours per week over 38 weeks. To claim this funding through the Preschool, parents/carers must complete and sign the required funding declaration.

Funded hours may be shared between registered childcare and early years providers or transferred to another provider if a child moves settings during the academic year.

Where a child’s attendance exceeds their annual funded entitlement of 570 hours, any additional hours attended will be charged at the Preschool’s current hourly rate. Invoices will clearly identify the hours covered by government funding and any chargeable hours. Parents/carers who require further information should speak to management.

Funding for Eligible Two-Year-Olds

Some two-year-olds are eligible to receive 15 hours of government-funded childcare where their family meets the government’s eligibility criteria.

Parents/carers who believe they may be eligible should speak to management or visit www.childcarechoices.gov.uk for further information and to check their eligibility.

Extended 30 Hours Entitlement

Eligible working families may be entitled to an additional 570 funded hours per academic year, giving a total entitlement of 1,140 funded hours. This is known as the Extended 30 Hours Entitlement.

Parents/carers must apply directly through the government’s Childcare Choices website and meet the relevant eligibility criteria. Families are encouraged to check that this is the most appropriate form of childcare support for their circumstances, as it cannot be claimed alongside certain other forms of government assistance.

Successful applicants will receive an 11-digit eligibility code, which must be provided to the Preschool before the end of the term preceding the term in which funding is due to commence. Parents/carers are responsible for renewing their eligibility as required by HM Government and ensuring that their eligibility code remains valid.

Eligible working parents of two-year-olds may also access funded childcare through this scheme and must provide their valid 11-digit eligibility code before funding can be claimed.

The Preschool currently offers up to 30 funded hours per week, subject to eligibility. As with the Universal Entitlement, funded hours may be shared between providers or transferred to another provider where appropriate. Any attendance exceeding the annual funded entitlement of 1,140 hours will be charged at the Preschool’s current age-related hourly rate.

Annual Funding Allocation

Government-funded childcare is allocated as an annual entitlement, rather than a weekly allowance. For example, children accessing the Universal 15 Hours Entitlement receive up to 570 funded hours per academic year, which are normally spread across 38 weeks.

The Preschool allocates funded hours across the academic year, taking planned closure days into account. Where planned closures reduce the number of funded hours available in a particular week, funding is adjusted accordingly.

As children attend on different days and patterns, some children may reach their annual funded entitlement before the end of the academic year. Should this occur, any additional booked sessions will be charged at the Preschool’s current hourly rate unless alternative arrangements have been agreed in advance with the Preschool Leadership Team.

Transfer of Funding

If a child transfers to another early years provider during the academic year, the Preschool will notify the Local Authority of the child’s leaving date to enable any remaining funded entitlement to be transferred. Funding adjustments are made through the Local Authority’s funding portal.

Tax-Free Childcare

The Preschool is registered to accept payments through the Government’s Tax-Free Childcare scheme.

Eligible families receive £2 from the Government for every £8 paid into their Tax-Free Childcare account, up to the maximum amount permitted under the scheme. Tax-Free Childcare may be used to pay for childcare costs that are not covered by a child’s funded entitlement.

Parents/carers are encouraged to visit www.childcarechoices.gov.uk to check their eligibility and apply for the scheme.

Additional Charges:

• Late collection fee: a late collection fee of £5 will be charged if a child is collected more than 5 minutes after their allocated pick-up time, up to 10 minutes. If a child is collected more than 10 minutes late, a fee of £20 will be charged, up to 1 hour.
• If payment for sessions has not been made by the expected date, management will issue a written reminder. Further correspondence following continued non-payment will state that if payment is not made within seven days a £10 fee will be incurred. If still not paid the matter will be referred to the trustees, after which further action may be taken.
• Where this may cause financial difficulty, the management team, will seek further support and advice with the family concerned so that alternative arrangements can be made. If billed payments for allocated sessions are not made the child’s placement at Coltishall and Horstead Preschool may no longer be secure for those non-funded sessions.
• We do charge for the following (£1 per session) – Snack

Consumables

• All parents/carers will receive an invoice and it will clearly state a £1 charge per session for snacks and consumables. Please note if a family finds difficulty in paying the consumable charge please speak to managment to make further arrangements.
• The free entitlements will be delivered consistently so that all children accessing any of the free entitlements will receive the same quality and access to provision, regardless of whether they opt to pay for optional hours.

Absences:

• Parents/carers are asked to inform the preschool of any planned and unplanned absences for their child which takes them away from booked sessions.  This can be either in person to management, via email or by phone or text to the preschool phone: 07539 928124.
• As placements at the preschool are booked for the whole term (or the remainder of the term if enrolment starts partway through), absences will remain chargeable *unless there is an exceptional circumstance accepted by the Committee.  For this reason, it is recommended that any holidays or family days are taken outside of booked sessions.   
• Government Funding can only be claimed for attendance. For short term absences, for example sickness, medical appointment, a family emergency, transition events for school readiness, occasionally arriving late or leaving early, funding will not be withdrawn and can be claimed. The Local Authority will use its discretion by considering the reason for the absence to determine if funding can be claimed where the absence is recurring or is for extended periods.
• If the Local Authority (Norfolk County Council) decides that funding will not be provided for absences, the fees will then become owing* by the parent and will be invoiced at the appropriate age-related hourly rate.
• Any requests for fee waiving of previously requested and allocated sessions must be submitted in writing to the committee. The committee will decide whether the payment is still due or if on that occasion it is to be withdrawn. Concessions may be made for unforeseen circumstances such as compassionate leave or prolonged illness.
• In extreme or emergency circumstances, a session may be cancelled by the Preschool. This    may be due to unsafe weather conditions, staffing matters or another occurrence meaning the planned Preschool session is not able to go ahead. In these circumstances families will be notified at the first opportunity. Managment will notify the Family Information Service (F.I.S) of the closure by completing the emergency closure form on the Provider Portal. The Preschool will whenever reasonably practical reallocate a child’s missed session under these circumstances.
• Where parents/carers are not satisfied that their child is receiving the free entitlement in the correct way (as set out in this funding agreement and in Early Education and Childcare Statutory guidance for local authorities), a complaint can be submitted directly to the manager.

Documentation:

The following documents are issued to parents/carers upon registration:

Admissions, Attendance and Fees Procedures

Allergies Notice

Breakfast club policy

Complaints Policy
Data protection notice

Family Agreement/ parents code of conduct

              Health and Safety information

              Key worker role policy

              Medical needs and administration form
              Our Preschool Team

Registration Form

Safeguarding Letter to Parents

               Safer sleep policy

               Safe screen policy

              Tapestry policy

Welcome Pack – containing In The Moment planning information