Terms and Conditions

Please scroll down for Holiday Club and General T&Cs

Kindergarten Specific

Ofsted

  • The Kindergarten is registered with Ofsted, and operates under the corresponding guidelines.

Ages

  • The Kindergarten caters for children from the age of approximately 2½ through until the term that they start school.
    • Ideally children will start at the beginning of a term, so there is flexibility on the age of 2½.
    • Most Children start school in the September before the turn 5.
    • For those that will start later or who will be Home Educated, they can stay at the Kindergarten until the end of the term during which they turn 5.

Spaces

  • The maximum number of spaces at the Kindergarten is 32
  • The number of spaces available on any one day is dependent on the number of staff and the corresponding Ofsted Ratio.

Registration & Famly

  • All Children must be Registered with Strong Roots Childcare.
  • All Families shall have an Account Set up in the Strong Roots Childcare instance of Famly.
  • At least one Parent/Carer must be set up with a Login for Famly.
  • Famly can be accessed either via a Browser, or the Mobile phone App.
  • Once an account is set up in Famly, the Parent/Care must fill in the necessary ‘About’, ‘Contact’ & ‘Permission’ data.

Bookings

  • The Kindergarten is open Term Time Only
  • The day is split into three parts.
    • Morning session: 8.30-11.30
    • Lunch Club: 11.30-12.00
    • Afternoon Session: 12.00-3.00
  • The Booking options are as follows;
    • Morning Session Only
    • Morning Session plus Lunch Club
    • Afternoon Session Only
    • Afternoon Session plus Lunch Club
    • Full Day (Morning Session, Lunch Club & Afternoon Session)
  • Children are booked in for the same sessions every week
  • The minimum number of sessions is four per week.
  • Booking Profiles are set up in Famly.
  • Booking profiles are ongoing, and will be carried over term to term until a change is requested
    • Changes can be made termly
    • Under special circumstances, changes can be made mid term, but must come into effect on the 1st of a month.

Settling In

  • All children are required to go through a settling programme when they join the Kindergarten.
  • The default (preferred) time for settling is during the first week of term.
  • The default plan is:
    • Monday – 1 hr (10.00-11.00) – with a parent
    • Tuesday – 1 hr (10.00-11.00) – Parent leaves but stays on site
    • Wednesday – 1½ hrs (10.00-11.30) – Parent leaves
    • Thursday – 2hrs including lunch (10.00-12.00) – Parent leaves
    • Friday – Morning Session and Lunch (8.30-12.00 – Parent leaves
  • Settling week is charge at the same cost as a normal booking profile for the child.

Invoicing

  • Invoices are calculated in accordance with the booking profile in Famly.
  • Sessions need to be paid for in full even if a child doesn’t attend.
  • The default setting for invoicing is ‘Annualised’.
    • This means that Famly calculates the total cost for the year, based on the booking profile, and then divides it in to 11 equal monthly payments which will be invoiced September through to July.
    • Annualised calculations take into account the School Holidays.
  • There is an option for invoices to be calculated as ‘Actuals’.
    • There is an admin fee of £20/month for ‘Actualised’ invoices instead of ‘Annualised’.
  • Occasional changes (e.g. swapping a day due to a hospital appointment) are OK, and can be agreed directly with the manager.
  • Frequent changes will be charged for as additional sessions on top of the regular booking, or as an admin fee.
  • Swapping between ‘Actualised’ invoices and ‘Annualised’ invoices (or vice versa) can only be made at the beginning of a term.
  • An adjustment fee may be added to invoices when the booking profile or Annual/Actual changes mid-year, to correct calculation errors made by Famly.
  • Invoices will be issued monthly (in advance) on approximately the 21st of the month prior to the month they relate to.
  • Invoices can be paid via Famly Pay, or Childcare Vouchers
  • There is no ‘Sibling Discount’.
  • Invoice Non-Payment
    • All invoices are issued through Famly and have a due date specified.
    • Invoices not paid by the due date are classed as ‘Overdue’.
    • Reasonable reminders will be sent during the first 30 days of an invoice being overdue.
    • Once an invoice is greater than 30 days overdue, we reserve the right to add a ‘Late Payment Charge’ of £50 to the account monthly.
    • If the account remains in arrears beyond 30 days, and no deferment or revised schedule has been agreed, we reserve the right to take further action to recoup monies owed. This can include an application to the County Court (Formerly know as the Small Claims Court), all costs associated with making an application shall be added to the account, and interest shall be calculated by them.
    • No further booking requests shall be accepted while an account remains in arrears.

Notice Periods

  • Change to booking
    • Are to be requested either through Messages within the Famly app, or by email to kindergarten@strongrootschildcare.co.uk.
    • Once confirmed, increases in sessions can come into effect immediately, and will be reflected in the next invoice.
    • Reduction in sessions requires one calendar months notice.
  • Leaving the Kindergarten
    • Notice of leaving the Kindergarten completely is to be sent either through Messages within the Famly app, or by email to kindergarten@strongrootschildcare.co.uk.
    • The notice period is either until the end of the current half term, or one calendar month – Whichever is greater.

Special Educational Needs and Disabilities (SEND)

  • Special Educational Needs and Disabilities are reviewed on a case by case basis.

Arrivals and Collections

  • Text to be added

Holiday Club

Standard Session Information

  • The Holiday dates are in line with those of Bowmansgreen Primary School.
  • See the Holiday Club page for the current Session Times and Fees

Admission

  • ‘Strong Roots Childcare’ After School Club is accessible to children and families from all sections of our local community.
  • Admission to the club is organised by the Manager.
  • Places are allocated on a first come-first served basis, and once all spaces on any one day are full, a waiting list will be maintained.

Booking

  • Booking Requests are to be made through the Class4Kids Booking System, accessed by clicking the link on the Holiday Club page
  • Full payment is due on booking.

Fees

  • The price per session, per child applies to all children. This is payable on booking.
  • We do not offer a sibling discount.
  • The Booking Price is inclusive of the fees that we are charged by Class4Kids and Stripe.

Childcare Voucher Terms

  • Payment by Childcare Voucher currently not possible through the Class4Kids site. We are working with them to make this an option.

Cancellation policy

  • Less than 72 hours before the session – No refund
  • More than 72 hours before the session, an 80% refund will be made available IF THE SPACE IS RESOLD.
  • This policy is in place due to previous late cancellations, which have been so late that families on the waiting list have made alternative arrangements.

Arrivals and Collection

Text to be updated.

General – Applies to all Clubs and Services – The following section is currently under review/update (February 2025)

Registration

In order to attend any of the Clubs offered, families must be Registered with Strong Roots Childcare Ltd. either on Famly or Class4kids.

Registration involves filling in and submitting a Registration Form, from which data is collected and stored in relation to;

  • Personal details
  • Medical/Behavioural information
  • Contact information
  • Permissions

The data from the Google form is uploaded into Famly to create an account for the child. The Data from the Class4kids registration is held directly in Class4kids.

In Famly, Parents/Carer’s are to fill in further information relating to Personal details, Contacts, Medical Info & Permissions directly into the Famly App.

Induction

  • You and your child(ren) are welcome to visit any of the Clubs before your child(ren)’s first day, to familiarise yourselves with the setting and to help your child(ren) settle in.
  • During your child(ren)’s first session, time will be set aside for an induction. The Induction will include running through the Club’s Rules and Routines (including snack times, collection, children’s meetings), and introducing your child(ren) the staff and other children.
  • Another child will be allocated to act as your child’s buddy for the first few sessions if it would be beneficial.

Child Protection

  • We are committed to building a ‘culture of safety’ in which the children in our care are protected from abuse and harm. Any suspicion of abuse will be promptly and appropriately responded to. We comply with local and national child protection procedures and ensure that all staff are appropriately trained.
  • For more details see our Safeguarding Policy.

Equal Opportunities

  • All ‘Strong Roots Childcare’ provisions provide a safe and caring environment, free from discrimination, for everyone in our community. We respect the different racial origins, religions, cultures and languages of our multi-ethnic society so that each child and adult is valued as an individual without racial or gender stereotyping. We will challenge any inappropriate attitudes or practices.
  • We do not tolerate any form of harassment.

Special Needs

  • We make every effort to accommodate and welcome any child with special needs. We will work in liaison with parents or carers and relevant professionals to fully understand a child’s specific requirements. We will endeavour to accommodate all children of all abilities, whilst working within the Club’s limitations. Each case will be considered individually and risk-assessed to ensure everyone’s safety.
  • Our staff training programme includes specific elements relating to children with special needs.
  • For more details on equal opportunities and special needs, see our Equalities Policy.

Behaviour (Children)

  • Children and staff work together to create rules for acceptable behaviour whilst at the Club. These are displayed for everyone to see.
  • We have a clear Behaviour Management Policy.
  • The Club promotes an atmosphere of care, consideration and respect for everyone attending: children, staff and visitors. 
  • We encourage appropriate behaviour through: praise for good behaviour; emphasis on co-operative play and sharing; talking to children with the courtesy that we expect from them and engaging children in activities.
  • The Club has procedures for dealing with unacceptable behaviour.  We recognise that poor behaviour can occur from time to time for reasons that are not always evident. We will try to be flexible in order to accommodate such cases.
  • If a child is violent, or their behaviour poses an immediate danger to themselves or others, we will contact the parent/carer and require that they are collected immediately. In exceptional circumstances, and only when all other attempts at behaviour management have failed, we reserve the right to permanently exclude a child from the Club.
  • See our Suspensions and Exclusions Policy for full details. 

Behaviour (Adults)

  • We will not tolerate from any person, whether staff, a parent, a carer or a visitor: bullying; aggressive, confrontational or threatening behaviour; behaviour intended to result in conflict. Our Club is a place of safety and security for the children who attend and the staff who work there;
    • We reserve the right to ban from the premises, and decline further bookings from, anyone who has exhibited inappropriate behaviour.
  • Any Adult who is considered to be under the influence of drugs and or alcohol will not be permitted to take their child, and an alternative named adult will be contacted.
  • See our Aggressive Behaviour Policy for more details.

Illness

  • We are unable to care for children who are unwell. If your child becomes unwell whilst attending a provision, you will be asked to make arrangements for them to be collected.
  • Please inform the Manager of any infectious illness your child contracts. If your child has had sickness or diarrhea, they will not be allowed to attend the Club for 48 hours after the illness has ceased. All booked spaces will still be charged, in the event of illness.
  • If your child has an infectious illness (Even a simple cold) they should not attend. We have a duty of care to the other children attending and to our staff. If we feel that a your child has been sent in and is already unwell, we shall isolate that child from the others, and request that you make arrangements for your child to be collected immediately.
  • Strong Roots Childcare Ltd reserves the right to inform parents that another child is/has become unwell, if there is a risk that their own child could have been exposed to infection.
  • See our Illness and Accidents Policy for more details.

Accidents and First Aid

  • Every precaution is taken to ensure the safety of the children at all times, and the provisions are fully insured.
  • Our staff are trained in first aid and a first aid kit is kept on the premises. If your child has an accident whilst in our care, you will be informed when you collect them, unless the accident requires your knowledge sooner than home time.
  • For full details see our Illness and Accidents Policy.

Medication

  • Please let the Manager know if your child is taking prescribed medicine.
  • If your child needs to take their prescribed medicine whilst at the Club you will need to complete a Permission to administer medication form in advance.
  • See our Administering Medication Policy for more details.

Complaints Procedure

  • If you have any queries, comments or need to discuss any matters concerning your child, please feel free to speak your child’s key person, the Manager, or any other member of staff.
  • Verbal complaints will be brought to the next staff meeting for discussion and action. 
  • All written complaints will be acknowledged within five working days of receipt and a full written response will be given within 28 days.
  • A full copy of our Complaints Policy is available on request.

Pledge to Parents

We value our relationship with parents/carers and are committed to working in partnership with you to provide top quality play and care for your children. 

We will:

  • Welcome you at all times to discuss our work or take part in our activities.
  • Keep you informed of opening times, fees and charges, programmes of activities, menus, and procedures.
  • Be consistent and reliable to enable you to plan with confidence and peace of mind.
  • Be available to discuss decisions about running the club.
  • Ask your permission for outings and special events.
  • Listen to your views and concerns to ensure that we continue to meet your needs.