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Terms and Conditions

From September 2017 onwards

Age of admittance


Children are welcome from ages 3 months to 5 years. Children are required to be registered for a minimum of 2 sessions per week (i.e. one full day or 2 mornings / afternoons). All parents / carers must complete a registration form, detailing in full any health, dietary, medical, medicinal, allergic or other special needs, the sessions required and Direct Debit details.

Fee schedule


Fees are payable in accordance with the published tariff. Fees quoted are per child. Reductions in fees as a result of a change in age or a sibling joining the nursery will take effect at the beginning of the month following the event.

Fees are due on the first day of each calendar month in advance, payable by Direct Debit. Payment by other methods (Tax-Free Childcare transfers, childcare vouchers, electronic bank transfer, standing order, cash, cheque, debit card and credit card) are welcome but will incur a monthly processing charge of £5. This will be added to all accounts not set up with a valid Direct Debit Instruction (including Free Entitlement-only). Debit and credit card payments should be made by phone by calling Mama Bear’s Finance Office on 0117 958 2030 / 32. Payments made by Visa credit cards and MasterCard will incur an additional charge of 2.45% and payments made by American Express will incur an additional charge of 3.05%. These charges are levied on us by the card issuer and will be taken from your credit card at the same time as your nursery fee payment.

In order to help us manage our costs and to deliver the Free Entitlement completely free of change we ask all parents to sign up to receive their invoices electronically. If you would prefer to receive your invoice by post we will make a monthly charge of £5 to cover our additional costs (this includes Free Entitlement-only places).

It is essential that you quote your 8 digit Mama Bear’s account number as a reference for all payments, especially electronic payments and childcare vouchers. If paying by Tax-Free Childcare please advise us in advance of your payment reference number. This will help us identify your payment and credit the correct account. Your account number can be found on your invoice and your Tax-Free payment reference number can be found on-line.

Monthly fees are calculated by multiplying the weekly fee by 52 weeks and dividing by 12 calendar months (unless in receipt of FEEE or TTO, in which case fees are calculated on a sessional basis). No charge is made for the working days (i.e. non-bank holidays) when the nursery is closed over Christmas. There is no reduction for other holidays or child absence (see ‘Holidays’ below). To register for a place, a fee of £50 per child is payable with the completed Registration Form. This non-refundable fee secures the place in the nursery or on the waiting list, depending on availability. Where a child does not subsequently take up their place the registration fee is non-refundable.

Mama Bear's Day Nursery Limited reserves the right to recover costs in full and to charge interest (both before and after any judgement) on overdue accounts at the rate of 2% per month until payment is made in full. Any payment returned by the bank or cancelled by yourself will incur an administration charge of £10.

Free Early Education Entitlement for 3 and 4 year olds and qualifying 2 year olds

It is Mama Bear’s policy to support parents / carers by offering the Free Entitlement flexibly and completely free, without additional or hidden charges (such as for meals or other consumables), as detailed below. Please note though that in order to do this sustainably we need your help to manage our costs (by receiving your invoices electronically and setting up a Direct Debit Instruction to cover any additional / incidental costs) and we have to limit how we offer, as well as how many, term time only places each setting provides. Accordingly some places may be limited with availability being given first to children already in our care, their siblings and then to new clients on a first-come-first-served basis. The dates of the funded weeks vary from year to year, please ask your Nursery Manager for the current details and term dates.

As part of a fee-paying nursery place:

1. All year round: Under the Universal Entitlement the first 12 hours per week are free of charge for 47.5 weeks of the year. The free hours per week are doubled to 24 for those qualifying for the Extended Entitlement. Parents / carers may choose from any of our available sessions, with a maximum of 10 hours free in any one day.

2. Term time only: Up to 15 hours per week (Universal Entitlement) or 30 hours per week (Extended Entitlement) for 38 weeks of the year. In order to help us balance demand these places are limited in availability and are restricted to 5 and 10 hour sessions only (8.00am-1.00pm, 1.00pm-6.00pm, 8.00am-6.00pm). Free Entitlement hours cannot be used for any other sessions on a term time only basis.

Free Entitlement-only:

3. All year round: Up to 12 hours per week (Universal Entitlement) or 24 hours per week (Extended Entitlement), 47.5 weeks of the year. Parents / carers may choose from any of our available sessions, with a maximum of 10 hours free in any one day.

4. Term time only: Up to 15 hours per week (Universal Entitlement) or 30 hours per week (Extended Entitlement) for 38 weeks of the year. In order to help us balance demand these places are limited in availability and are restricted to 5 and 10 hour sessions only (8.00am-1.00pm, 1.00pm-6.00pm, 8.00am-6.00pm). Free Entitlement hours cannot be used for any other sessions on a term time only basis.

Any hours that fall outside of the funded entitlement are charged in line with our standard tariffs. Under scheme rules, parents / carers registering for Free Early Education Entitlement-only sessions are not required to pay a registration fee, however a registration fee will be required to access all other sessions. Free Entitlement sessions are offered in line with the DfE and Local Authority’s Codes of Practice and are subject to their terms and conditions.

Please note that it is the parent’s responsibility to ensure that their application for FEEE funding is made in line with the LEA’s requirements. Late, incomplete or invalid applications may result in nursery fees being charged at our normal rates for these sessions.

Holidays, absences and notice to terminate

The nursery is open for 51 weeks of the year. We are closed between the Christmas - New Year period and on all statutory bank holidays. Our quoted fee schedule has factored in these days to give a flat-rate throughout the year, except for December when no charge is made for the non-bank holidays when we are closed. Fees are payable at the full rate for all periods of child absence, including holidays, bank holidays and sickness. A calendar month’s notice in writing or a month’s fees in lieu of notice is required from the parent / carer to terminate a child’s place in the nursery or reduce the number of hours normally taken by that child. Where a child’s place is terminated by the nursery due to non-payment of fees or other dispute a charge equivalent to one month’s fees will be made by the nursery in lieu of notice.

Disruptions to Service (Force Majeure)

In cases of disruption to service Mama Bear’s will do everything in its power to operate the service where it is safe to do so. However, severe disruptions may require the closure of the nursery or reduction in service. In such cases fees remain payable during any period of closure. Examples of force majeure include but are not limited to extreme weather (including snow and ice), other acts of God or third parties outside of the nursery’s control including disruptions to highways, public transport, utilities and industrial action.

Sickness and illness (for more information please see Policy No. 05-408)

Any child who has, or develops, an infectious illness must be kept at home. This includes conditions such as vomiting, diarrhoea, discharges, conjunctivitis, sore throat and obvious rashes. In order to prevent the spread of illness, any child suffering from vomiting or diarrhoea must be kept at home until clear of symptom for a minimum of 48 hours. Fees are payable at the full rate during the period of sickness absence from the nursery.

Late collection charges

Mama Bear’s supports working families and understands the difficulties of balancing work and family commitments. To this end we do not charge parents for occasional late collection of children for up to 15 minutes after the agreed collection time. However late collection does cause significant disruption and increased staff costs. Therefore repeated late collection or collection beyond 15 minutes after the end of the session will be charged at £10 per 15 minutes or part thereof. Parents who have difficulty collecting by 6.00pm can pre-book a late collection (up to 7.00pm) but please note that a minimum of 48 hours notice is required in order for us to arrange appropriate staff cover.

Data protection

Mama Bear’s Day Nursery Ltd. is registered under the Data Protection Act 1998 (Reg. No. Z8008837) to process personal information pursuant to the provision of child care.

Notice of change

Terms are subject to change in whole or part with one month’s notice by the Company.

(Last updated - 20/06/2017)

See also: Website Terms and Conditions