Terms & Conditions - Sept 2017


The terms and conditions are agreed by the management of Butterfly Nursery Ltd and are as follows: -

Sessions & Fees

  • Please ask for our Fees, Funding and Sessions for options available including our offer for Extended EYEE funding.
  • Fees are reviewed annually and increases are usually implemented in the September of each year, however we reserve the right to increase fees with 1-month notice during the year if deemed necessary.
  • A deposit of 2 weeks' fees is payable when a child joins the nursery - this secures a place and will be deducted from your final invoice when your child leaves.
  • Should you wish to reserve a place for your child in advance on our waiting list then we will require a completed Registration form and a deposit of £50 (£20 for EYEE only) which will be used as part of your 2-week deposit when your child is due to start. Should you later choose not to take up this place then this amount (£50 or £20 if EYEE only) will become non-refundable.
  • Invoices are issued annually and are calculated over 38 weeks and are payable over 10 months for Term time children and over 51 weeks and are payable over 12 months for Full time children. Fees are due on your child's first session of the month and must be paid by the 1st day of each month.
  • Fees can be paid by cash, BACS, Direct Debit or by card (credit cards carry a 2% charge).
  • Fees can be paid by childcare voucher schemes which can be accessed via your employer - if we do not have an account with your chosen company then please let us know so we can arrange this for you.
  • Fees can be paid via the governments Tax-free childcare scheme - please speak to us regarding opening an account.
  • Under payment or late payment requests will not be authorised. Late payments of more than 2 weeks will be subject to a 10% charge.
  • Late collection will be subject to a charge of the full hourly rate for every quarter of an hour to cover staffing costs.
  • Any ad-hoc hours must be paid for at the time of booking.
  • Should your fees become overdue (not paid by the 15th of the month) then we may advise you that you cannot bring your child to nursery until the fees are brought up to date.
  • Should the fees remain unpaid we will have no option but to cancel your child's sessions and any deposit will be used to recover any outstanding fees.
  • A 5% sibling discount is deducted from the fees of 2nd or any subsequent child - oldest child first.
  • Fees for our 0-2s are reduced the term following a child's 2nd birthday and a revised invoice will be issued.


EYEE & 2-year old Funding

  • Children eligible for 2-year old funding or extended '30 hours' funding must supply the nursery with proof of eligibility prior to an offer of a place being made.
  • We are registered with Ofsted and currently receive funding for all 4-year olds and for 3-year olds from the term following their 3rd birthday for up to 15 hours per week (or 30 hours extended funding for working parents) for 38 weeks per year (subject to availability). Parents will be informed when funding for their child begins and will be required to provide the nursery with a copy of the child's birth certificate or passport upon starting nursery.


Notice of Termination or Change to booked sessions

  • Should your child leave, then the Nursery requires a minimum of 6 weeks written notice. Should you provide less than 6 weeks' notice then the nursery reserves the right to hold your deposit. In the case of funded only children we reserve the right to hold 6 weeks funding accordingly.
  • Should you wish to reduce your child's sessions the Nursery requires a minimum of 6 weeks written notice. Increases in sessions are subject to availability and written confirmation will be given. EYEE sessions are agreed at the start of the funding period and cannot be changed until the next funding period. This also applies when reducing from a Full-time place to Term time only.
  • The nursery reserves the right to terminate your child's place with or without notice for non-payment of fees, misconduct of parents or any other reason deemed reasonable.



  • Please inform us if your child will be absent from nursery. Non-attendance due to holiday, sickness or other will be charged at normal rate as running costs remain the same.
  • Butterfly Nursery is open for 51 weeks a year and closes for bank holidays and for the 1-week break between Christmas & New Year.
  • Should holidays or other non-attendance (except sickness) be taken during term-time East Sussex County Council reserves the right to re-claim any EYEE funding paid to Butterfly Nursery. Should this happen Butterfly Nursery will invoice parents at the standard nursery rates accordingly to recover this amount.


General Information & Advice

  • Please inform us of any change of address, telephone number or mobile number and if there are any changes to the persons permitted to collect your child from nursery.
  • Children must be picked up promptly. If you are going to be late please let us know so that we can tell your child and reassure them. Late collection will be subject to a charge of the full hourly rate for every quarter of an hour in order to cover staffing costs.
  • If your child is not collected after 30 minutes and we are unable to contact you the staff will contact our local Duty and Assessment team at Children's Services for advice.
  • If you are unable to collect your child yourself, please let a member of staff know the person who will be collecting your child. A password will be requested to be given upon entry.
  • Let us know if your child has anything infectious or has attended hospital.
  • Do not bring your child to nursery if they are unwell, for example if they have had sickness or diarrhoea in the last 48 hours. Some conditions can be very contagious and spread through the nursery like wildfire. We will contact you to collect your child if they become ill at nursery. We reserve the right to exclude children from nursery if they have conditions deemed to be highly contagious. E.g. Conjunctivitis.
  • Meals can be provided by the nursery. The cost of which is included in our Additional Services or is charged for separately (please see meals booking form). Alternatively, children will need to bring a packed lunch or tea for meal times including a drink in a named lunch box and you MUST ensure that an ice-pack is included and that the food is of a healthy variety. Please note we are a NUT FREE setting.
  • Smoking is prohibited on East Sussex County Council and Nursery premises.
  • Mobile phones, cameras and other recordable devices (other than those approved by the management for nursery use) are prohibited in the nursery and will be stored safely in the office for later collection.
  • Please dress your child in old clothes. We do have aprons but no matter how hard we try the children do sometimes get paint, mud or water on themselves. This applies to outdoor as well as indoor activities.
  • Please ensure your child comes to nursery dressed appropriately for the outdoor weather as we operate a 'free-flow' policy within the nursery environment and for short trips within our local community.
  • Please bring nappies and wipes if required, spare underwear and a change of clothes for your child.
  • T-shirts, sweatshirts and bags are available to purchase at the nursery.



  • Should you have any complaint or suggestions for the nursery a member of the senior management team would be pleased to discuss any issues with you.
  • If you feel that your child was unsafe, or have other more serious worries we have provided the address and telephone number below for Ofsted and will follow up any serious allegation of misconduct.

         Ofsted, Piccadilly Gate, Store Street, Manchester, M1 2WD

         Telephone; 0300 123 1231