RENAISSANCE NURSERIES Telephone 0333 335 6573
Our Agreement:
Know Our Terms of Contract Before You Start!
This Agreement defines the respective duties, responsibilities, and expectations of Renaissance Nurseries and the parent(s) in relation to the provision of childcare and early education for the child(ren) attending the nursery. This Agreement is to be read in conjunction with, and is subject to, Renaissance Nurseries’ Policies and Procedures, General Terms and Conditions, parental consents, individual care and learning plans, and the Nursery’s current fee and session structures. Together, these documents form an integral part of this legally binding contract.
By registrering with us, the parent(s) acknowledge that they have read, understood, and agreed to be bound by all associated documentation. The financial provisions contained within this Agreement support the effective operation, strategic planning, and long-term sustainability.
Nursery Closure
Closures Beyond Our Control
Renaissance Nurseries shall not be liable for closures arising from circumstances beyond its reasonable control. These may include severe weather, public health emergencies, failure of essential utilities, system or infrastructure issues, regulatory directives, or any situation where safety or statutory compliance cannot be maintained. Where such closures occur, the Nursery will make every reasonable effort to notify parent(s) or guardian(s) promptly via telephone, email, or SMS. If advance notice is not possible, communication will be provided upon arrival at the premises.
Scheduled Closures
The Nursery will be closed on all recognised Bank and Public Holidays and for up to five (5) days per year for staff training, typically during the Christmas period. Early closures may also occur for scheduled events or essential staff meetings, with advance notice provided wherever possible.
Navigating the Registration Process
Enrolling at Renaissance Nurseries
Prospective parents are encouraged to visit our website to familiarise themselves with the ethos, values, and operational standards of Renaissance Nurseries.
To commence the registration process, parents are required to complete the online Enquiry Form. This allows us to assess individual childcare requirements, verify eligibility for funding where applicable, and carry out an initial review to determine whether a suitable place can be offered.
Upon receipt of the Enquiry Form, parents will be invited to attend a visit at their preferred nursery branch. This visit provides an opportunity to meet the staff team, observe the nursery environment, and discuss any questions or queries.
Should parents wish to proceed with registration following the visit, the subsequent steps will vary according to the chosen funding arrangements, as outlined below.
Streamlined Payments, Transparent Fees!
Renaissance Nurseries may be required to close or restrict services due to circumstances beyond its reasonable control, including severe weather, public health emergencies, failure of essential utilities, system or access issues, regulatory directives, or any situation where safety or statutory compliance cannot be maintained. In the event of closure for any reason, full childcare fees shall remain payable.
Payment Date
All childcare & consumables fees are payable monthly in advance by the 28th of each month. Failure to make payment by the due date may result in penalties and could lead to suspension or termination of childcare services. A late payment charge of 10% of the outstanding balance will be applied, subject to a minimum charge of £50, whichever is greater.
Initial Payments
Prior to commencement, parents may be required to pay non-refundable fees, including the first month’s childcare fees, registration or reservation fees, and consumables charges. Subsequent invoices will reflect any adjustments.
Missing in Action!
Fees remain payable in full for all absences, including illness, holidays, or medical appointments. Missed sessions cannot be swapped or rescheduled.
Third-Party Payments
Parents are responsible for ensuring that all third-party payments, including Tax-Free Childcare, are received by the Nursery by the due date. Payments not received by midnight on the due date will be considered late. Where funding is provided by a college, university, parents must ensure approval is in place before attendance begins and accept personal responsibility for any shortfall or delay.
Non-Refundable Fees
Registration, reservation, deposit fees, paid sessions (including extra sessions), and fees paid during periods of non-attendance are non-refundable.
Payment Methods
Fees may be paid by cash, bank transfer, Local Authority Children’s Services, Government-funded childcare (15 or 30 hours), employer or HMRC childcare schemes including Tax-Free Childcare, or approved college or university funding arrangements. Donations for outings or fundraising must be made in cash and in advance.
Don't Let Fees Slip Away!
Where payment is not received by the due date, Renaissance Nurseries reserves the right to take further action, which may include the suspension of childcare services, restriction of attendance to Government-Funded sessions only, and the withdrawal of any discounts or special fee arrangements.
If the outstanding balance remains unpaid after five (5) calendar days and no formal payment arrangement has been agreed, the account may be referred to a debt collection agency. In such cases, an administration fee of £650 will be applied, and legal proceedings may be initiated. This may result in additional charges, including court fees, interest calculated at 8% per annum, and any other associated costs.
Nursery staff are not authorised to discuss financial matters. All queries relating to payments or accounts must be directed to the Accounts Team.
Changes to Days and Times of Attendance
Requests to amend a child’s scheduled days or times of attendance will be considered only in specific and limited circumstances and are subject to approval by Renaissance Nurseries.
Such requests may be approved for reasons including, but not limited to, supporting a child’s transition or adjustment to the nursery routine, facilitating contact arrangements where applicable, or enabling a parent’s return to employment, education, or placement. In these instances, supporting documentation, such as an employment contract or learner agreement, may be required to confirm the requested attendance days.
Changes may also be approved following the completion of a risk assessment where it is determined that the amendment is in the best interests of the child. Only one change to attendance days or times will be permitted per academic year. Where an additional change is required within the same academic year, parent(s) must request a formal meeting with the Nursery Manager to discuss their individual circumstances prior to submitting any further requests.
Termination: College Funded Place
College-funded childcare placements are governed by the terms and conditions set out in the applicable College Funding Agreement and associated College Contract. A childcare place may not be terminated prior to the end date specified in the College Childcare Funding Agreement.
Where a parent chooses not to continue their child’s placement at Renaissance Nurseries for the following academic year, written notice of termination must be submitted in accordance with the Nursery’s standard notice period requirements. Where Government-Funded Hours are accessed in conjunction with college funding, such hours will be automatically applied following the end date specified in the College Funding Agreement.
Sessions
All agreed childcare sessions constitute an integral part of this contract. Any request to amend scheduled sessions must be submitted in writing by completing the appropriate Variation Form via the Parent Portal and will be considered subject to availability and managerial approval. All sessions are fixed and binding unless a formal written Flexible Sessions Agreement has been approved and implemented by Renaissance Nurseries.
Reducing Sessions
Any request to reduce agreed childcare sessions is subject to defined notice periods and fixed effective dates.
A minimum notice period of thirteen (13) weeks is required for reductions taking effect in the Autumn and Spring Terms, and a minimum notice period of twenty-two (22) weeks is required for reductions taking effect in the Summer Term.
Approved session reductions will only take effect on one of the following dates: 1st January, 1st April, or 1st September.
Accordingly, parent(s) must submit the Variation Form via the Parent Portal no later than thirteen (13) weeks prior to 1st January or 1st April, or twenty-two (22) weeks prior to 1st September, for the reduction to take effect on the applicable date.
Requests submitted by email, text message, or verbal communication will not be accepted and will not constitute valid notice under this Agreement.
Discretionary Early Termination Request
Requests for discretionary early termination will only be considered in exceptional circumstances and are subject to review by the Finance Panel. All requests must be supported by appropriate evidence. Notice periods will not be waived for matters considered part of normal nursery practice. These include, but are not limited to, settling-in difficulties, minor incidents inherent to group care, feeding or eating concerns, unmet parental expectations, lost or soiled personal items, behavioural or emotional concerns, or relocation (for which updated address details must be provided to meet safeguarding obligations). This list is not exhaustive and reflects examples of issues that may arise during a child’s placement.
Termination of Agreement
Termination by Parents
Parents may not terminate this Agreement within the first three (3) months from the child’s commencement date. Following this initial period, termination is subject to notice period.
A minimum notice period of thirteen (13) weeks is required for terminations taking effect in the Autumn and Spring Terms, and a minimum notice period of twenty-two (22) weeks is required for terminations taking effect in the Summer Term.
Approved terminations will only take effect on one of the following dates: 1st January, 1st April, or 1st September.
Accordingly, parent(s) must submit the Termination Form via the Parent Portal no later than thirteen (13) weeks prior to 1st January or 1st April, or twenty-two (22) weeks prior to 1st September, for the termination to take effect on the applicable date.
Requests submitted by email, text message, or verbal communication will not be accepted and will not constitute valid notice under this Agreement.
Termination by Nurseries
Renaissance Nurseries reserves the right, at its sole discretion, to suspend or terminate a childcare place where necessary, including but not limited to non-payment of fees, breaches of the Parents’ Code of Conduct, situations where the welfare of children or staff is at risk, or where the Nursery is unable to comply with statutory obligations under the Early Years Foundation Stage or Health and Safety legislation.
Where a childcare place is terminated by Renaissance Nurseries for any of the reasons outlined above, fees covering the full applicable notice period shall become immediately due and payable.
Declaration and Acceptance
By accepting a childcare place at Renaissance Nurseries, the parent(s) confirm that they have read, understood, and agree to be bound by all terms and conditions set out in this Agreement. This Agreement shall take effect from the date on which the parent(s) accept the childcare place, either by making the initial payment of fees or by completing the required registration forms, whichever occurs first.
Debt Recovery and Legal Proceedings
Where a debt is disputed, no payment arrangement is agreed, or the terms of an agreed payment plan are not adhered to, Renaissance Nurseries reserves the right to refer the matter for legal action. Parents should be aware that this may result in additional costs, including, but not limited to, legal fees, court costs, and administrative charges, for which they will be held fully responsible. An administration fee of £650 will be applied where payment is not received within ten (10) calendar days and no formal payment arrangement has been established, or where the parent or guardian has confirmed their intention not to settle the outstanding balance. Interest will be applied to any outstanding debt at a rate of 8% per annum, calculated daily, until the full balance has been paid in full.