Terms and Conditions


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Reserving a Place for Your Child

Every endeavour will be made to provide you with the start date and hours you require. Your place will be reserved on receipt of

  • A completed and signed registration form
  • A non-refundable registration fee of £50
  • A £100 deposit, returnable to you when your child leaves the nursery

Tootsies Private Day Nursery Ltd reserves the right to withhold the return of the £100 deposit if not in receipt of full and correct notice of the intention to leave. The deposit will be returned once all outstanding invoices and monies have been cleared.

Guaranteeing Your Child’s Place

Your child’s place is guaranteed when the first invoice amount has been paid in full. We must be in receipt of full cleared payment by the 1st day of the month you are due to start. This is non-refundable if you do not take the place.

Acceptance of children in the nursery is strictly subject to the nursery’s Terms and Conditions.

Admissions Policy

Tootsies Private Day Nursery Ltd is currently registered for 135 children, this is the overriding policy. Other considerations taken into account are:

  • The date an application is received.
  • A child wanting a full time place takes priority over a part time place.
  • A sibling already in the nursery.
  • The ability of the nursery to provide sufficient facilities for the welfare of the child.
  • The effect of the admitted child on existing children and staff.
  • Any extenuating circumstances affecting the child’s welfare.

Tootsies Private Day Nursery Ltd does not discriminate against any child on the grounds of sex, race, religion, colour or creed.

Choosing Your Hours

We strongly believe that all babies and children should attend at least 2 sessions each week to help them to make firm friendships with nursery staff and children, however this is not compulsory.

It is expected that the booked days will remain the same. Days/sessions cannot be swapped but temporary / extra sessions can be provided if space is available. These extra sessions must be paid for on the day, 48 hours notice must be given to the management team for cancelation of extra sessions or the session fees will be added to your next invoice.

Prior to starting three month notice is required if you wish to reduce or increase your planned booked sessions. Once started one month’s written notice is required if you wish to reduce or increase your child’s hours. Please complete Permanent Session Change Form, available at the office. Please notify us if your child is likely to be absent for any reason, on the first day absence ideally within the first hour of your normal session start time. As stated in the nursery Safeguarding Children policy Tootsies reserves the right to contact you should your child fail to attend the nursery.

Hours of Opening

As we are not registered or insured before 7.30am and after 7.30pm, we are unable to accept children into the nursery before 7.30am. All children and parents/carers must leave the building before 7.30 pm.

Whilst we appreciate that a parent/carer may be unavoidably delayed it is unfair to take advantage of the staff’s dedication and unfair on the child. A late fee of £5 per 5 minutes will therefore be charged if more than 5 minutes late. This is then given to the staff members that cared for your child. Any children who attend morning sessions only, should be collected before 1.30pm. Any children who attend afternoon session are unable to be accepted before 1.30pm.

If any person other than a parent/carer is collecting your child we must be informed beforehand and arrangements made for your password to be given. Children under 16 years of age will not be allowed to collect children.


Fees are paid one calendar month in advance by standing order and or childcare vouchers and must be received and cleared by the 1st day of the month. Extra sessions/late collection charges must be paid for on the day.

The nursery is always fully staffed for the number of children attending therefore we regret that no refunds can be given because of absences, including holidays, sickness and statutory bank holidays or when the nursery is closed between Christmas and New Year. No refunds will be given should the nursery have to close to adverse weather conditions, acts of god and or on government department’s advice.

A 10% discount is available for younger siblings attending the nursery. We ask for one-month notice in writing prior to a child leaving the nursery. If your child will be leaving early to attend school we would appreciate notice as soon as possible. Please complete a Notice of Intention to Leave Form which is available from the office.

Tootsies Private Day Nursery Ltd reserves the right to review its fees annually. The last review date was January 2013.

Non-Payment of Fees

A charge of £25 will be made to your account for any payments returned unpaid or overdue by more than 7 days. A further £5 will be charged for each additional day thereafter.

If full payment of outstanding fees is not received within 14 days of the first of the month, your space will be suspended without notice. Legal action will then be taken to retrieve the outstanding amount.

Tootsies Private Day Nursery Ltd reserves the right to withdraw your child’s nursery space due to unpaid or late nursery fees.

Collection of Children

Children must not be taken from the building by anyone other than parent/carer or named persons authorised by a parent/carer. Any unknown persons collecting children without identification passwords and prior arrangement will not be allowed to collect a child. Persons under the age of 16 years or persons under the influence of drugs or alcohol cannot collect a child.


If your child is showing signs of illness, they should not attend the nursery. It is unfair on them, staff and other children.

Should your child become unwell at nursery, every attempt will be made to contact a parent/carer for collection. If your child contracts any contagious illness they must stay at home for the period advised by your doctor or as set out within the nursery’s policies. Notices will be placed in the nursery advising you as required.

If your child shows signs of rashes, sickness, and discharge from eyes, ears or nose and diarrhoea he/she should be kept at home for 24 hours after the last symptoms. If your child receives bumps or bruises at home please inform a member of staff who will complete a Home

Incident Record form. For those received at nursery the parent/carer will be asked to sign the nursery accident book. Tootsies Private Day Nursery Ltd reserves the right due to sickness to refuse entry to a child on a daily/weekly basis.

Administering Medicines

Prescribed/long term medicines – We are unable to administer any medicines without clear instructions and written consent from parents/carers. The medication must clearly state child’s name and date started.

Non-Prescribed medication – Staff at Tootsies will not administer by the nursery.

The nursery holds on site a stock of Calpol; this is only used in an emergency when a child’s temperature cannot be controlled. In order for the nursery to administer this medication we require you to give your consent. You will then be contacted should Tootsies feel it necessary for your child to receive call to help lower their temperature.

You will be asked to give verbal permission via the telephone to 2 members of staff. You will also be required to sign a medication form when you collect your child, which must be no later than 1 hour after the dose has been given.

In the event that the nursery is unable to contact you and your child’s temperature continues to rise or remain high (above 38ºc) the nursery will take the decision to give calpol at the recommended dose on the packet instructions. You will also be required to complete a medication form when you collect your child.

Dealing with Emergencies

Day time contact numbers of parent/carers or other agreed emergency contacts are required on the registration form. If they change at anytime please inform the management team immediately.

Basic first aid will be administered at the nursery for any minor injuries. If outpatient treatment is required parents/carers will be contacted and it will be their responsibility to take the child for treatment.

In the event of a major injury or illness, an ambulance will be called and the parent/carers will be contacted. A staff member will remain with the child until a parent/carer arrives. The nursery is not responsible for any illnesses caused by attendance at nursery. All accidents will be recorded and signed by the parent/carer.

Tootsies Private Day Nursery Ltd has two emergency contact numbers for use out of hours and in the case of emergencies. Karen Brown: 07967318388 and Jo Strover: 07733336083

Non Accidental Injury

It is the duty of all staff to be aware of signs and symptoms of physical abuse/neglect, emotional or sexual abuse. Any injuries to a child that is unaccounted for and that is causing concerns to staff at Tootsies, will be observed, recorded and reported to the Manager. Should the nursery have any concerns with regards to the safeguarding and welfare of a child they will contact the Local Authority Safeguarding Team / Childrens Services.

Behaviour Management

Sanctions will be applied in line with the child’s stage of development and care will be taken that it is clear the ‘action’ rather than the ‘child’ is considered unwelcome. Parent/carer and staff will implement a plan of action to modify a child’s behaviour in ways that sustain the child’s self- esteem and promote positive expectations of the child’s future behaviour.

Safeguarding Children

Safeguarding and promoting the welfare of children, is defined as: • Protecting children from maltreatment • Preventing the impairment of children’s health or development • Ensuring that children are growing up in circumstances consistent with the provision of safe and effective care.

(Definition taken from the HM Government document ‘Working together to safeguard children’)

We support the children within our care, protect them from maltreatment and have robust procedures in place to prevent the impairment of children’s health and development. Safeguarding is a much wider subject than the elements covered within one single safeguarding statement and policy, therefore the safeguarding policy is also used in conjunction with the other nursery policies and procedures.

At Tootsies Private Day Nursery Ltd will work with children, parents, external agencies and the community to ensure the welfare and safety of children and to give them the very best start in life. Children have the right to be treated with respect and to be safe from any abuse in whatever form.

To this end we will:

  • Create an environment to encourage children to develop a positive self-image
  • Encourage children to develop a sense of independence and autonomy in a way that is appropriate to their age and stage of development
  • Provide a safe and secure environment for all children
  • Always listen to children.

Tootsies has a clear commitment to protecting children and promoting welfare Should anyone believe that this policy is not being upheld, it is their duty to report the matter to the attention of the nursery management team at the earliest opportunity, if you are unsatisfied with the way this concern has been dealt with you should contact Ofsted (see taking complaints seriously).

Should a child fail to attend a planned session at nursery the nursery may contact the parent/carer to enquire as to their wellbeing. Should no contact be made within 48 hours of absence Tootsies Private Day Nursery Ltd reserves the right to Contact Childrens Services.


Tootsies Private Day Nursery Ltd policy is to provide the best child care possible for all n registered children. To do this, however, it may become necessary for Tootsies Private Day Nursery Ltd to discharge a child for any of the following reasons:

  • Needs of the individual child cannot be served by Tootsies Private Day Nursery Ltd
  • Parents are uncooperative, such as but not limited to:
    • failure to pay fees
    • failure to submit required registration and consent forms
    • failure to observe rules relating to arrival and departure
  • Behaving unacceptably, we will not tolerate any physical or verbal abuse towards staff.
  • Behaviour of child is deemed detrimental to other children and or staff at Tootsies Private Day Nursery Ltd.

Please refer to our behaviour and sanctions policy.

In the event it becomes necessary to have a child leave the nursery 48 hours notice will be given by a member of the management team.

Clothing and Personal Property

Please clearly label your child's clothing, please ensure that they bring clothing appropriate to the weather and the type of activities they will take part in at nursery. We ask that children do not bring money, food or other valuables onto the premises. Any birthday/celebration sweets to be shared must clearly state they are nut free.

To ensure the safety of your child, please do not allow them to attend the nursery wearing any jewellery unless worn for religious or medical reasons such as medic alert. Teething necklaces are not permitted to be worn. Earrings should be removed whilst your child is at nursery, should this not be appropriate for your child please ensure that only stud earrings are worn. Whilst the staff take every care to ensure belongings are safe, Tootsies Private Day Nursery Ltd accepts no responsibility for the loss or damage of personal belongings on the premises.

Social Networking

The nursery holds a Facebook and Twitter account to share information with parents about topical subjects which parents are welcome to join. All staff are asked to keep their social network sites private and are requested not to accept friendship requests from parents of children attending Tootsies Private Day Nursery Ltd.


Tootsies Private Day Nursery Ltd does not offer extended services in the way of babysitting. Any arrangement made with employees of Tootsies Private Day Nursery Ltd is a private agreement between the parents and that person. Employees are not covered by the nursery insurance when caring for children outside of the nursery hours/premises.

Non Solicitation

The parties agree that either directly or indirectly during their child’s time at Tootsies Private Day Nursery Ltd and for a period of 12 calendar months from the termination of the contract they shall not solicit or entice away or attempt to solicit or entice away (or authorise the taking of such action by any other person) any nursery staff members or other parties who are employed by Tootsies Private Day Nursery Ltd at any time during the last 12 months of the term. Failure to adhere to this agreement will result in the parties being charged a premium of £2000.00

Your Role as a Parent/Carer

Read all the information available to you in reception and on your child’s room notice/planning board. Ensure that the office is made aware of any changes to your registration document and adhere to the terms and conditions.

Taking Complaints Seriously

If you have a complaint about an area of your child’s care, please let us know immediately. Your child’s room leader and or the nursery manager will endeavour to resolve the matter quickly and to your satisfaction.

If the problem cannot be resolved you have the right to contact Ofsted on 0300 123 1231 or by writing to them at - Complaint Investigation Enforcement Team, Ofsted, Piccadilly Gate, Store Street, Manchester, M1 2WD.

Information Sharing

From time to time it may be necessary for us to share information about your child with other professional agencies such as Surrey Early Years, Speech and Language Therapist, other childcare setting, Local Children Centre or children’s services. We will communicate with you any information we intend to share, and work in partnership with you in this matter. All staff will work as part of a multi-agency team where needed in the best interests of the child.

Obligations on Tootsies Private Day Nursery Ltd

We will;

  • Inform you as soon as possible whether your application for a nursery place has been successful. You must confirm within one week of receiving notification that you still wish to take up the place. If you do not the place will be withdrawn
  • Provide the agreed childcare facilities for your child at the agreed times (subject to any days when the nursery is closed). If we change the opening hours of the nursery, we will give you as much notice of the decision as possible and, if necessary work with you to agree a change to your child’s hours at the nursery.
  • Make every endeavour to accommodate requests you may make for additional sessions and/or extended hours.
  • Provide you with regular verbal/written updates as to your child’s progress.
  • Notify you as soon as possible of any days on which your child’s nursery will be closed.
  • Try to make available to any of your other children a place at the same nursery; however we cannot guarantee that a place will be available.

Obligations on You

You will;

  • Complete and return to Tootsies Private Day Nursery Ltd the registration and signed terms and conditions forms before your child can start at the nursery and immediately inform us of any change to the information provided in those forms.
  • Complete a medicine consent form daily if you require our staff to administer to your child prescribed medication only.
  • Immediately inform us if your child is suffering any contagious disease. For the benefit of the other children in the nursery, you must not allow your child to attend the nursery if they are suffering from a contagious disease which could easily be passed on to another child.
  • Immediately inform the management team of any changes to your contact details.
  • Keep us informed as to the identity of the persons collecting your child.
  • Inform us if your child is the subject of a court order and provide us with a copy of such order upon request
  • Inform us if your child is the subject of Child Protection Order or is involved with Children Services and provide us with contact details and information relating to the order.
  • Inform us if your child is involved with any other outside agencies such as Speech and Language or Paediatrics
  • Inform us if your child attends any other childcare provision such as child minder, nursery, nanny or grandparents so that we are able to share information about your child’s learning and development.
  • Immediately inform us if you are unable to collect your child from nursery by the official collection time. A late payment charge will be applied.
  • Inform us as far as possible of any dates on which your child will not be attending nursery.
  • Provide us with at least 1 month’s notice of your intention to decrease or increase the number of hours your child attends nursery or to withdraw your child from our nursery. If in sufficient notice is given you will be responsible for the full fees for your child for 1 month from the date of change. Forms are available from the office.


Please return a signed copy with your registration form.


Signed:                         Date:

Print name:                    Relationship to child:


These Terms And Conditions govern the basis on which we agree to provide childcare services to you. By the term “Tootsies” we mean any nursery in the Tootsies Private Day Nursery Ltd Group.

By sending your child to the nursery you are agreeing to the Terms And Conditions of Tootsies Private Day Nursery Ltd.

All policies and procedures are available upon request and to view in the main foyer

Updated July 2014