8. Early years practice procedures

8.1 Waiting list and admissions

We aim to ensure that all sections of the community receive accessible information, and that our admissions procedures are fair, clear and open to all parents/carers who apply for a place.

• The provision is widely advertised in places accessible to all sections of the community.
• Information about the provision is accessible, using plain English, in written and spoken form and, where appropriate, provided in different community languages and in other formats on request.
• Children with disabilities are supported to take full part in all activities within the provision and we make reasonable adjustments to ensure that this will be the case from the time the child is placed on the waiting list.
• The waiting list is arranged in birth order and in addition may take into account the following:

1. the age of the child with priority being given to children eligible for the free entitlement
2. length of time on the waiting list
3. the vicinity of the home to my/our provision
4. siblings already attending the setting
5. our capacity to meet the individual needs of the child

• Funded places are offered in accordance with the Early Years Entitlements: Operational Guidance for local authorities and providers (DfE 2018) and any local conditions in place at the time,
• Where it is financially viable to do so, a place is kept vacant for an emergency admission.
• We are welcoming and make it clear that fathers, mothers, other relations and carers and childminders are all welcome.
• We operate in a way that encourages positive regard for and understanding of difference and ability, whether gender, family structure, class, background, religion, ethnicity or competence in spoken English.
• The needs and individual circumstances of children joining are monitored on 8.1c. Childcare and early education registration form, to ensure that no accidental or unintentional discrimination is taking place and that reasonable adjustments are made as required.
• Section 5 Equality procedures is shared and widely promoted to all.
• Places are provided in accordance with 8.1d Childcare and early education terms and conditions issued to every parent/carer when the child takes up their place. Failure to comply may result in the provision of a place being withdrawn.

To secure a place:

Admissions

Families are placed on the waiting list once a completed registration form is submitted.

When a place becomes available, the type of payment required will depend on how soon your child is due to start:

• If your child is due to start at a later date (not immediately, starts after a month/s later): A retainer fee will be required to hold the place. This is charged at 50% of the normal fees and secures the space until your agreed start date.
• The retainer is non-refundable and is not deducted from future invoices, as it covers the cost of holding your child’s place until their agreed start date. From the start date, full fees will apply in accordance with your contract.

Deposit terms:

• If your child is due to start soon (within 4 weeks) and a start date has been agreed: A deposit will be required to confirm your child’s place.
• The deposit is equivalent to 1 week of normal fees, based on your child’s agreed sessions.
• The deposit confirms your commitment to take up the place.
• If we are unable to offer the place, the deposit will be returned in full.
• If you cancel, do not take up the place, or fail to give the required notice, the deposit will be retained.
• The deposit will be held until the end of the contract and credited against final fees, minus any outstanding charges.
• The deposit may be adjusted if your child’s days or hours change.

Children with SEND

• We seek to determine an accurate assessment of a child’s needs at registration. If the child’s needs cannot be met from within the core budget, then an application for SEND inclusion funding must be made immediately.

Important: The retainer and deposit serve different purposes and will not be charged for the same period.

• Children with identified SEND must be offered a place when one becomes available as with any other child. However, the start date for children with more complex SEND will be determined by the preparations made to ensure the child’s safety, well-being and accessibility in the setting. If a child’s needs determine that adjustments need to be made, we outline a realistic timeframe for completion, detailing the nature of adjustments e.g. risk assessment, staff training, health care plan and all other adjustments required. The child’s safety always is paramount.
• At the time of registration, we check to see if a child’s family is in receipt of Disability Living Allowance, if so, we ask for evidence to enable them to claim the Disability Access Fund directly from the local authority. If the family is eligible but not in receipt of the allowance, we will support the family in their application. More information can be found at www.gov.uk/disability-living-allowance-children/how-to-claim.
• Preparation for admitting a child with SEND must be made in a reasonable amount of time and any delay in the child starting is scrutinised by us to avoid discrimination and negative impact on the child and family. During a preparation period the family and relevant agencies and the local authority must be regularly updated on the progress of the preparations.

Safeguarding/child protection

If information is provided by the parents/carers that a child who is starting at the setting is currently, or has had involvement with social care, we will contact the agency to seek further clarification.

Parents/carers are advised on how to access our policies and procedures.

Further guidance

Early Years Entitlements: Operational guidance for local authorities and providers (DfE 2018)

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/718181/Early_years_entitlements-operational_guidance.pdf