Pre School Academy (PSA) Terms And Conditions

These Terms and Conditions form a legally binding agreement between parents/guardians and The Pre School Academy (hereinafter referred to as “PSA”). Acceptance of and adherence to these Terms and Conditions is a mandatory requirement for admission and continued enrolment at PSA nursery

All admission enquiries should be directed to the Nursery Business Manager. PSA reserves the right to amend these Terms and Conditions at any time. Parents will be notified of any such amendments. It is the responsibility of parents to remain familiar with and understand the content of this document.

PSA is committed to providing a welcoming, inclusive, and safe environment for all children.

1. Definitions

References to “parent” throughout these Terms include any person with parental responsibility, including but not limited to parents, legal guardians, carers, or any person authorised by a parent to act on their behalf.

2. Supporting Children’s Needs

PSA provides services in accordance with OFSTED’s regulations for the provision of early years education and care. Should it become evident that PSA is unable to meet a child’s needs, the Nursery Manager reserves the right to recommend alternative childcare arrangements or to terminate the nursery placement.

3. Parental Partnership

PSA fosters a collaborative partnership with parents based on mutual respect and a shared responsibility for supporting each child’s development. Parents are expected to actively engage with nursery staff to ensure the best outcomes for their child.

4. Standards

PSA ensures its facilities and staff meet all statutory requirements under the Early Years Foundation Stage (EYFS) framework. PSA is registered with OFSTED and displays its registration certificate in the main entrance.

5. Operating Hours

Standard opening hours are from 7:30am to 6:00pm. PSA is closed on Bank Holidays, two staff training days per year, and for three days between Christmas and New Year. Christmas Eve closing time is 1:00pm. PSA reserves the right to amend operating hours with reasonable notice to parents.

6. Registration Fee & Deferred Start

A non-refundable registration fee of £100 and a deposit equal to 50% of the first month’s private fees are payable upon acceptance of a place.

Deferral Policy:

  • A minimum of six (6) weeks’ written notice is required to defer a start date.
  • If less than six weeks’ notice is provided, fees for the notice period not given will be charged, plus a £30 administration fee.
  • A place may only be deferred once. Deferrals exceeding one month may result in the child being placed back on the waiting list.
  • If PSA has already claimed government funding, this may impact funding eligibility at alternative settings.

7. Deposits

A deposit equal to 50% of the first months private fees is required upon confirmation of a place.

  • If the place is cancelled more than three months prior to the agreed start date, the deposit will be refunded.
  • If cancelled less than three months prior, the deposit is non-refundable.
  • Upon leaving, the deposit will be applied to the final invoice, and any outstanding balances will be adjusted accordingly

8. Fees

Fees must be paid by Direct Debit and are due in full by the 5th calendar day of each month.

  • Payments via Tax-Free Childcare or childcare vouchers must clear by the 1st of each month.
  • Late payments incur a £30 fee. If payment is not received by the 8th working day, the child’s place may be suspended or terminated.
  • Overpayments are typically held as credit but may be refunded upon request, subject to a £30 administration charge.
  • PSA reserves the right to revise fees with reasonable notice. Fees are normally increased in April.

9. Government Funding (Please reference our Funding policy)

  • Parents must complete a Parental Declaration Form at the start of each term to access funded hours. Failure to do so within one week, private fees will be payable.
  • Parents using the 15/30-hour entitlement must provide a valid HMRC code and revalidate it on time.
  • Changes to funded hours mid-term may result in additional charges, as funding has already been allocated.
  • Food and consumables are not covered by government funding; PSA charges a separate fee for meals. Opt-out is available upon discussion with management team.
  • Please visit www.beststartinlife.gov.uk for more information

10. Suspension / Termination of Places

PSA reserves the right to suspend or permanently terminate a child’s place at its sole discretion.

11. Absence

Fees remain payable during periods of absence, including illness, holidays, or personal choice.

12. Attendance & Lateness

Regular attendance and punctual drop-off and collection are essential.

  • Prior written notice given to the nursery manager of any holidays, appointments or other absences.
  • Late collections incur a charge of £15 per 15-minute interval.
  • Persistent lateness may lead to termination of the nursery place.
  • Parents will be expected to provide contact details for themselves and at least two emergency contact permitted to collect their child. If neither the parent or emergency contacts are able to collect children from nursery at the end of the day, PSA may contact Social Services

13. Planned Closures

Nursery closures on Bank Holidays, three days between Christmas and New Year, and up to two training days.

14. Emergency / Pandemic Closures

Should PSA be required to close due to unforeseen or exceptional circumstances (e.g., severe weather, public health emergencies, government orders, but not limited to), efforts will be made to minimise disruption. Where closure is extended, PSA may reduce or waive fees accordingly.

15. Collection of Children

Advance written permission is required for anyone other than a known parent or emergency contact to collect a child.

  • Other known adults must bring ID (passport/driving license).
  • Parents will issue a password, to both the nursery and the adult collecting their child.
  • A photograph of the adult must be emailed in advance.
  • Individuals under 16 are not permitted to collect children.

16. Termination of Nursery Place

A minimum of one (1) calendar month’s written notice (via email) is required to terminate a nursery place.

  • Fees are payable during the notice period.
  • It is the parent(s) responsibility to cancel any Tax-Free Childcare or voucher payments.
  • A £30 administration fee applies for processing any credit balance or overpayment refunds post-departure.

17. Change of Days

Requests to permanently change attendance days must be submitted via email as soon as possible. PSA will then check the availability of the day(s) requested.

  • Changes must remain in place for at least two calendar months.
  • Days cannot be changed temporarily
  • Extra sessions are subject to availability, payable in advance, and non-refundable.
  • Funded hours may not be adjusted mid-term.

18. Illness (Please reference our Sickness and Illness Policy)

Children with infectious conditions must remain at home for a minimum of 24 hours post-symptom clearance.

  • Doctor’s clearance may be requested.
  • Prescribed medication require a 24-hour exclusion period after the first dose.
  • In cases of head lice, treatment must begin before returning.
  • PSA reserves the right to send home children who appear unwell. In this event, the parent must collect their child within a reasonable time frame (1.5 hours) or arrange for someone else to collect the child, subject to the collection of children procedures above point 15.
  • Safety of all the children and staff is paramount

19. Medication & Sunscreen (Please reference our Medication Policy)

Only prescribed medication in original packaging with pharmacy labels will be administered, and only with a signed consent form.

  • Nut-free sunscreen must be provided, with signed permission.
  • Parents must notify PSA of any allergies and provide supporting medical documentation.
  • A member of the management team will administer prescribed medication.
  • Staff will administer non prescribed medication such as teething gel /powder, creams, nappy cream, suncream etc…

20. Emergency Medical Treatment

By accepting these Terms, parents consent to emergency medical treatment, including hospital care, where necessary.

  • PSA will attempt to contact parents immediately/urgently in such cases. Emergency contacts will be called if we are unable to get hold of parent(s)
  • If emergency Calpol is administered for a temperature above 38°C (especially if the child has a history of convulsions), the child must be collected promptly and may be need to remain home until fully recovered.

21. Insurance

PSA maintains all required employer’s liability and public liability insurance. Copies of insurance policies are displayed on-site.

22. Loss or Damage

PSA is not liable for loss or damage to personal belongings brought onto nursery premises.

23. Appropriate Clothing

Children must be dressed in weather-appropriate, practical clothing.

  • Jewellery should not be worn if its harms themselves or others
  • Parents must provide a full spare set of clothes.

24. Parent Information Responsibilities

Parents must ensure that contact and personal details (e.g., emergency contacts, phone numbers, and addresses) are up to date.

  • A copy of the child’s birth certificate is required during the child’s phasing in period.

25. Safeguarding & Child Protection

PSA adheres to statutory safeguarding policies and procedures. The welfare of children is always paramount.

26. Trips & Outings

By agreeing to these Terms, parents give permission for their child to participate in local trips (within a 2-mile radius).

  • Separate consent will be requested via email for trips beyond this.
  • Risk assessments are completed per trip

27. Photography and Video Recording

Images and recordings may be taken for internal use (e.g., educational development, displays, staff training).

  • Separate consent will be sought for any external use.
  • Parents must not share images or recordings containing children other than their own, including those taken at PSA events.

28. Data Protection (GDPR 2018)

PSA collects and processes personal data in compliance with the General Data Protection Regulation (GDPR) 2018. Full details are outlined in the PSA GDPR and Privacy Notice Policy.

29. Complaints Procedure

Complaints should be addressed to the Nursery Manager. If the matter relates to the Manager, concerns should be directed to the Deputy Manager or Third in Charge. PSA follows a formal Complaints Policy.

30. Conduct Towards Staff

PSA enforces a zero-tolerance policy regarding abusive behaviour towards staff. Aggressive or inappropriate conduct may result in the immediate termination of a child’s nursery place.

Acceptance of Terms

By signing this Parent Contract you confirm that they have read, understood, and agree to be bound by these Terms and Conditions.

These terms and conditions may be altered from time to time by PSA and we will notify you of any alterations.