RENAISSANCE NURSERIES Telephone 0333 335 6573
Our Agreement:
Know Our Terms of Contract Before You Start!
This Agreement sets out the rights, duties, responsibilities and obligations of Renaissance Nurseries and the parent(s) in relation to the provision of childcare and early education services. It must be read together with the Parents’ Code of Conduct, Policies and Procedures, Fee Structure, Session Arrangements, Parental Consents, Registration Information, Individual Care and Learning Plans, and any other document expressly incorporated into the childcare arrangement. Together, these documents form the contractual terms governing the childcare place.
Renaissance Nurseries operates a fully electronic registration and administration system. Registration forms, agreements, consents, declarations, variation requests, termination requests and other nursery documentation are completed, submitted and stored electronically. A handwritten or physical signature is not required where acceptance or instruction is completed through our electronic process.
By completing registration, submitting the applicable electronic acceptance and/or making the initial payment, the parent(s) confirm that they have been given access to the applicable contractual documents, have had the opportunity to read them, and agree to be bound by the terms governing the childcare place, subject to applicable law. Electronic records may be retained as evidence of submission, acceptance or instruction.
Nursery Closure
Closures Beyond Our Control
Renaissance Nurseries may occasionally be required to temporarily close, restrict attendance or alter its normal operating hours because of circumstances beyond our reasonable control. These may include severe or adverse weather, public health emergencies, failure of essential utilities, building or infrastructure failures, Government or regulatory requirements, emergency incidents, or other circumstances where the Nursery cannot safely or lawfully operate or meet its statutory, regulatory, safeguarding or health and safety obligations.
Where reasonably possible, parents will be notified of any closure, restriction or change to operating hours as soon as practicable through our usual communication channels, which may include email, SMS, telephone or our electronic systems. Where advance notice is not possible, parents will be informed at the earliest reasonable opportunity.
Where Renaissance Nurseries is unable to provide the contracted childcare service because of an unplanned closure beyond our reasonable control, parents will not automatically be required to pay the full childcare fee for childcare that has not been provided.
Depending on the nature and duration of the closure, Renaissance Nurseries will determine an appropriate and proportionate arrangement, which may include a refund, account credit, reduction in fees, alternative childcare provision where available, or another reasonable arrangement.
Where Renaissance Nurseries requests a contribution towards unavoidable costs during a temporary interruption to childcare services, any such contribution will be reasonable and proportionate, will take account of relevant savings or other amounts recovered by the Nursery, and will be clearly communicated to parents.
Scheduled Closures
Renaissance Nurseries is closed on recognised Bank and Public Holidays, for one Eid closure each year, for up to five (5) staff training days each year, and for up to two (2) staff meetings each year.
The Nursery may also have planned closures or early closures for nursery events or other essential planned operational requirements. Parents will be given reasonable advance notice of all scheduled closures and changes to normal operating hours wherever practicable.
The Eid closure date is dependent on the religious calendar and may vary or change from the date initially anticipated or published. The confirmed Eid closure date will be communicated to parents as soon as reasonably practicable once the date has been determined.
Our childcare fees are calculated on the basis of the Nursery’s published annual operating arrangements and scheduled closures. Accordingly, the agreed monthly childcare fee is not reduced, refunded or credited because a booked session falls on a recognised Bank or Public Holiday, the annual Eid closure, a notified staff training day, a notified staff meeting, or another scheduled closure forming part of those operating arrangements.
Scheduled closures are therefore already taken into account when determining the childcare fees payable under this Agreement and are not treated as unplanned cancellations of childcare by Renaissance Nurseries.
Navigating the Registration Process
Enrolling at Renaissance Nurseries
Prospective parents are encouraged to review our website, childcare options, fees, funded childcare arrangements and Terms of Agreement before applying.
An application begins with completion of the online Enquiry Form. Renaissance Nurseries may use the information supplied to assess childcare requirements and, where applicable and authorised, undertake relevant funding eligibility checks.
Parents will normally be invited to visit their preferred nursery before proceeding. Submission of an Enquiry Form or attendance at a visit does not guarantee or reserve a place.
A childcare place is confirmed only when the required registration fee and first month of childcare fee have been made and Renaissance Nurseries has formally confirmed receipt.
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Fees remain payable in full for all absences. Missed sessions cannot be swapped, rescheduled, refunded or credited.
Streamlined Payments, Transparent Fees!
Renaissance Nurseries reserves the right to close the Nursery, restrict attendance, suspend services or vary its normal operating arrangements where it is unable to operate safely or lawfully due to circumstances beyond its reasonable control. Where the Nursery is required to close or restrict services as a result of such circumstances, the childcare place will remain contracted and the full applicable childcare fees will remain due and payable for the period of closure. No refund, credit, replacement session or reduction in fees will ordinarily be provided in respect of such closure, subject always to the parent’s statutory rights and applicable law.
By entering into this Agreement, parent(s) acknowledge that the Nursery continues to incur staffing, premises and operational costs during temporary closures and that the provisions relating to fees during such closures form part of the agreed contractual fee arrangements.
Payment Date
All childcare and Consumables Fees are payable monthly in advance, on or before the 28th of each month, for the following month’s childcare.
Where payment has not been received in full by the end of play on the due date, a late payment charge of 10% of the outstanding balance, subject to a minimum charge of £50, whichever is greater, will be applied, subject to applicable law.
If an outstanding balance remains unpaid in full for three (3) calendar days after the due date and no alternative payment arrangement has been formally agreed, Renaissance Nurseries reserves the right to suspend the childcare place for non-payment.
If an outstanding balance remains unpaid in full for five (5) calendar days after the due date and no alternative payment arrangement has been formally agreed, Renaissance Nurseries reserves the right to terminate the childcare place for non-payment.
Initial Payments
Prior to commencement, parents may be required to pay the first month’s childcare fees and any applicable registration, reservation, deposit or Consumables Fees. Registration, reservation and deposit fees, paid sessions (including additional sessions), and fees paid for periods of non-attendance are non-refundable, subject to the parent’s statutory rights.
Non-Refundable Fees
Registration, reservation, deposit fees, paid sessions (including extra sessions), and fees paid during periods of non-attendance are non-refundable.
Alternative Payment Arrangements
Where Renaissance Nurseries agrees an alternative payment arrangement, the parent must make all payments in full and on the agreed dates.
If the parent fails to maintain the agreed payment arrangement, the arrangement will be automatically cancelled with immediate effect, and our standard payment terms will immediately apply to the account.
In these circumstances, Renaissance Nurseries reserves the right to suspend the childcare place with immediate effect for non-payment, and any outstanding balance will become due in accordance with our standard payment terms.
Missing in Action!
Fees remain payable in full for all absences. Missed sessions cannot be swapped, rescheduled, refunded or credited.
Third-Party Payments
Parents are responsible for ensuring that all third-party payments, including Tax-Free Childcare, are received by Renaissance Nurseries by the end of play on the payment due date. Any payment received after this time will be treated as late.
Where childcare is funded by a college, university or other third party, parents must ensure that funding has been approved and remains valid. Parents remain responsible for any fees, shortfall, delay or payment not received from the funding provider.
Payment Methods
Childcare fees may be paid by cash, bank transfer, Tax-Free Childcare, approved employer childcare schemes, Local Authority Children’s Services, or approved college and university funding arrangements, including CGPS where applicable.
Eligible families may also access Government-Funded Childcare Hours, including 15 or 30 hours, subject to eligibility and our funded childcare terms.
Any donations or contributions towards outings, special activities or fundraising events must be paid in cash and in advance, unless otherwise advised by Renaissance Nurseries.
College-Funded Childcare Places
Fees for College-Funded childcare places will be claimed directly from the relevant college by Renaissance Nurseries on a monthly or termly basis, depending on the applicable funding arrangement.
Where the amount paid by the college does not cover Renaissance Nurseries’ full childcare fees, we will not normally charge the parent the difference, provided that all applicable funding requirements have been met.
Where a parent is eligible for 15 or 30 Hours Government-Funded Childcare, the parent is responsible for applying for, providing and maintaining a valid funding code so that the Government-Funded Hours can be applied towards the childcare place. If the parent fails to obtain, provide or renew the required funding code, the parent will be invoiced directly for the resulting difference in childcare fees.
University Funding & CGPS Payments
Where payment is made through the Childcare Grant Payment Service (CGPS), Renaissance Nurseries submits weekly claims on a regular basis. Parents are required to approve each CGPS claim promptly and no later than 12 pm on the day following submission.
If a CGPS claim has not been approved by the parent by this deadline, and no alternative payment arrangement has been formally agreed with Renaissance Nurseries, we reserve the right to suspend the childcare place with immediate effect until the payment position is resolved.
Any parental balance not covered by CGPS funding will be invoiced every four (4) weeks and is payable in advance by the due date stated on the invoice.
Where the parent’s contribution is not received in full by the stated due date, and no alternative payment arrangement has been formally agreed, we reserve the right to suspend or terminate the childcare place with immediate effect for non-payment.
Parents remain responsible for ensuring that CGPS claims are approved on time, their funding remains valid, and their own contribution is paid by the applicable due date. Parents are also responsible for any childcare fees that Renaissance Nurseries is unable to recover through CGPS.
Where a parent’s CGPS or University childcare funding is cancelled, suspended, expires or is not renewed on time, the parent will become responsible for 100% of the applicable childcare fees from the date the funding is no longer available to Renaissance Nurseries.
The cancellation, suspension, expiry or non-renewal of University funding does not automatically terminate the childcare place or the childcare contract. If the parent wishes to end the place, our standard termination notice requirements will continue to apply, and the parent will remain liable for all applicable fees until the contractual termination date.
Government-Funded Childcare
Where a parent fails to renew or reconfirm their Government-Funded Childcare code, the funding code is cancelled, expires or becomes invalid, or Renaissance Nurseries is otherwise unable to claim the applicable Government-Funded Hours, the funded hours will no longer be applied to the childcare place.
Full private childcare fees will become payable by the parent from the date on which Government Funding is no longer available or cannot be claimed by Renaissance Nurseries, and will continue to apply until valid funding is confirmed and can be successfully claimed by Renaissance Nurseries.
The loss, cancellation, expiry or non-renewal of Government Funding does not automatically terminate the childcare place or the childcare contract.
Don't Let Fees Slip Away!
Where payment is not received by the due date, Renaissance Nurseries may take appropriate action in accordance with our Terms of Agreement. This may include the suspension of childcare services, restriction of attendance to eligible Government-Funded sessions only, and the withdrawal of any discretionary discounts or special fee arrangements.
Where an invoice remains unpaid in full for three (3) calendar days after its due date, and no formal payment arrangement has been agreed with Renaissance Nurseries, we reserve the right to suspend the childcare place for non-payment of fees.
If an outstanding balance remains unpaid for five (5) calendar days and no formal payment arrangement has been agreed with us, the account may be referred for debt recovery. Where a referral is made, a £650 administration fee may be applied in accordance with our Terms of Agreement. Where legal proceedings become necessary, additional costs may also be sought, including applicable court fees, interest at 8% per annum where legally recoverable, and other reasonable recovery costs.
We encourage families experiencing difficulty making a payment to contact our Accounts Team as early as possible so that their circumstances can be considered.
Any alternative payment arrangement agreed with Renaissance Nurseries is conditional upon payments being made in full and on the agreed dates. If a payment is missed or the agreed arrangement is not maintained, the arrangement will automatically become void, and the full outstanding balance will become due. Our standard procedures for non-payment of fees, including suspension or termination of the childcare place, may then apply.
To maintain confidentiality and ensure that account matters are handled consistently, nursery-based staff are not authorised to discuss or negotiate individual financial accounts. All payment, invoice and account enquiries should therefore be directed to our 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 subject to the terms and conditions of the applicable College Funding Agreement and associated College Contract. A childcare place cannot normally be terminated before the end date confirmed within the College Childcare Funding Agreement.
Where a parent does not wish to continue their child’s place at Renaissance Nurseries for the following academic year, they must submit the online Termination Form through the Parent Portal, in accordance with the Nursery’s standard termination notice requirements.
Where a child is also eligible for Government-Funded Hours, these hours will continue to be applied, where applicable, following the end of the College Funding Agreement. Any remaining childcare hours, sessions or fees will then be calculated in accordance with the child’s eligibility, agreed sessions and the Nursery’s current Fee Structure and Terms of Agreement.
The end of College funding does not automatically terminate the childcare place. Where a parent wishes to end the placement, the required Termination Form and applicable notice period must still be completed.
Where a parent’s course or studies end earlier than the end date stated in the College Funding Agreement, Renaissance Nurseries may, at its discretion, allow the childcare place to terminate on four (4) weeks’ notice. Where this discretionary arrangement is approved, the original end date stated in the College Funding Agreement will no longer apply, and the agreed four-week termination date will become the applicable end date.
This four-week notice arrangement is discretionary and is not an automatic entitlement. It must be agreed and confirmed by Renaissance Nurseries.
Termination: Uni Funded Place
Termination of a University-Funded childcare place is subject to Renaissance Nurseries’ standard termination notice requirements.
Parents wishing to end their child’s place must submit the online Termination Form through the Parent Portal, and the childcare place and applicable fees will continue until the effective termination date in accordance with our Terms of Agreement.
Parents are responsible for ensuring that their University childcare funding is renewed on time. Where Renaissance Nurseries is unable to claim the 85% contribution through the Childcare Grant Payment Service (CGPS) for any reason, the parent will be invoiced directly for 100% of the applicable childcare fees for the period concerned. The full 100% fees will remain payable by the parent until CGPS funding is confirmed and Renaissance Nurseries is able to successfully claim the funded contribution.
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 must be submitted by completing the online Variation Form through the Parent Portal. A full term’s notice is required.
For the purposes of this Agreement, our childcare terms and variation dates are:
- Autumn Term: 1 September – 31 December
Variation Form submitted during this term → Spring Term (1 January – 31 March) serves as the notice period→ change takes effect 1 April. - Spring Term: 1 January – 31 March
Variation Form submitted during this term → Summer Term (1 April – 31 August) serves as the notice period→ change takes effect 1 September. - Summer Term: 1 April – 31 August
Variation Form submitted during this term → Autumn Term (1 September – 31 December) serves as the notice period → change takes effect 1 January.
The child’s existing sessions and applicable fees will continue throughout the full notice term. The approved reduction or change will take effect from the first day of the following term, as set out above.
Requests made by email, telephone, text message or in person will not constitute valid notice. Only a properly submitted Variation Form through the Parent Portal will be accepted as a formal request to reduce or change agreed childcare sessions.
Requests to increase childcare sessions may be made at any time and are not subject to the full-term notice requirement. All increases remain subject to availability and approval by Renaissance Nurseries.
All session changes must be confirmed by Renaissance Nurseries before they take effect.
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
A childcare place is subject to a minimum commitment period of six (6) months from the child’s commencement date. Parents may not terminate the childcare place during this initial six-month period.
Once the initial six-month period has been completed, a full term’s notice is required to terminate the childcare place.
For the purposes of this Agreement, our childcare terms are:
- Autumn Term: 1 September to 31 December
- Spring Term: 1 January to 31 March
- Summer Term: 1 April to 31 August
To terminate a childcare place, parents must submit the online Termination Form through the Parent Portal during the current term. The child’s last day of attendance will be the last day of the following term, and all applicable fees will remain payable until that date.
For example, where notice is submitted during the Autumn Term (1 September to 31 December), the childcare place will end on 31 March, the last day of the following Spring Term.
Requests made by email, telephone, text message or in person will not constitute valid notice under this Agreement. Only a properly submitted Termination Form through the Parent Portal will be accepted as formal notice.
Termination or Suspension by Renaissance Nurseries
Renaissance Nurseries reserves the right to suspend or terminate a childcare place where reasonably necessary, including for non-payment of fees, a serious or repeated breach of the Parents’ Code of Conduct, circumstances affecting the welfare or safety of children or staff, or where continuing to provide the childcare place would prevent the Nursery from meeting its statutory, regulatory, safeguarding, Early Years Foundation Stage or health and safety obligations.
Where an invoice remains unpaid in full for five (5) calendar days after its due date, and no alternative payment arrangement has been formally agreed, Renaissance Nurseries reserves the right to terminate the childcare place for non-payment of fees.
Where an alternative payment arrangement has been agreed, all payments must be made in full and on the agreed dates. If the agreed arrangement is not maintained, it will automatically become void, the outstanding balance will become due, and Renaissance Nurseries reserves the right to terminate the childcare place with immediate effect.
Where a childcare place is suspended or terminated due to non-payment, breach of this Agreement or other circumstances attributable to the parent, all outstanding fees and any fees due under the applicable contractual notice period will remain payable.
Any termination by Renaissance Nurseries will be considered in accordance with the circumstances of the individual case and our legal, regulatory and safeguarding responsibilities.
Declaration and Acceptance
Once the childcare contract has commenced, the parent(s) remain bound by the applicable contractual provisions, including those relating to fees and payments, funded childcare, attendance, session changes, notice periods and termination, until the childcare place has been properly terminated in accordance with this Agreement.
Completing or submitting a request outside the prescribed electronic process, including by email, telephone, text message or verbal communication, will not replace any specific online form required under this Agreement, including the Variation Form or Termination Form.
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 on time and no formal payment arrangement has been established, or where the parent or guardian has confirmed their intention not to settle the outstanding balance and we have to start legal proceedings. 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.
Changes to this Agreement
Renaissance Nurseries may periodically review and revise this Agreement, its associated terms, policies, fee arrangements or other contractual provisions to reflect changes in our services, operating requirements, Government funding arrangements, regulatory requirements or applicable legislation.
Where a revision affects the contractual terms applicable to an existing childcare place, parents will be notified in writing and provided with at least thirty (30) days’ notice before the revised terms take effect, unless a change is required to take effect sooner because of legislation, regulatory requirements, safeguarding obligations or circumstances outside the reasonable control of Renaissance Nurseries. The written notification will explain the relevant change and the date from which it will take effect. Parents are responsible for reviewing any updated terms or documentation provided to them.
The financial provisions within this Agreement are designed to support the effective operation, staffing, forward planning and long-term sustainability of Renaissance Nurseries and form an important part of the contractual arrangements between the Nursery and parent(s).
