APPLICATION FORM

(Please complete this section in BLOCK CAPITALS in BLACK or BLUE INK) Name of setting:

Address of Provider

Provider postcode: Provider telephone number: Email address: Website address: Please provide the name of your electoral ward if known: Type of Establishment: Please tick as appropriate

Limited Company Company number:. Registered Charity Charity number:. Committee led Not For Profit Organisation Partnership Registered LLP LLP number: Maintained School or Nursery School Independent School Other Please Describe: .

Name of and position of the person to contact about delivery of the free entitlement on a day to day basis. Please provide the correspondence address/email address if this differs from the provision address:

Name of the person responsible for inclusion and equal opportunities at this setting? Name of the nominated setting SENCO.

How many staff work directly with the children receiving the free entitlement? Please provide the highest qualification level held by each member of staff.

Name

Job Title

Highest Qualification Held (Please write the name of the qualification as stated on the certificate).

Qualifications Continued..

Name

Job Title

(Please continue overleaf..) Highest Qualification Held (Please write the name of the qualification as stated on the certificate).

Please indicate your Ofsted Unique Ref Number / DfE number for the school

NOTE: Please return this form with a copy of your current Ofsted Registration Certificate.

When was your last inspection date and what was the outcome? How many weeks a year are you open? Please indicate the hours you are open each day

.. DATE: OUTCOME: Monday Tuesday Wednesday Thursday Friday

How are you delivering the free entitlement?

Morning and afternoon sessions of 3 hours only. Sessions longer than 3 hours but shorter than 5 hours a day. Sessions of 5-8 hours each day enabling the entitlement to be taken over a minimum of 3 days. Other. Please state:

What services above the free Eg. additional care, lunch, care for 0-3 year olds, entitlement do you offer parents? Please other list with appropriate charges.

How many registered places do you have for eligible children / what is your admissions number for schools?

Eligible 2 year olds (where 2 year old funding is available):

What is your maximum capacity for eligible children ?

Eligible 3 4 Year Olds: Eligible 2 year olds (where 2 year old funding is available):

Eligible 3 4 Year Olds: If your operational numbers differ from the registered places/admissions number, please indicate why, i.e. staffing constraints, demand etc Do you anticipate any changes in your present numbers in the academic year from September 2011? If yes what and why?

DRAFT Provider Agreement for 2011/12

This Agreement is made between: (A) (B) Norfolk County Council (acting by its Children Services Department), County Hall, Martineau Lane, Norwich, NR1 2DH (the Council); and The Provider of the setting as detailed in the attached application form (the Provider)

Background Section 7(1) of the Childcare Act 2006 Act places a duty on English local authorities to secure free early years provision for all eligible children in their area. Regulations made under Section 7 set out the type and amount of free provision and the age of children to benefit. Section 7(2) of the Act requires that in discharging their duty under Section 7(1), local authorities must have regard to any guidance given by the Secretary of State. The Code of Practice on Delivery of Free Early Years Provision for three and four year olds (the Code of Practice) issued by the Department for Education constitutes such guidance. It is effective from 1 September 2010 and replaces all previous guidance on the delivery of free early years provision for eligible children. This Agreement has been drafted with reference to the Code of Practice. Norfolk County Council maintains and keeps an up to date local Directory of Providers who are in receipt of funding to deliver the free entitlement to eligible children. This Agreement sets out the conditions Providers must comply with in order to be included on the Directory of Providers and receive funding to provide free entitlement to early years education and childcare. If the Provider accesses funding to provide free early learning and childcare to eligible 2 year olds, they must also comply with the Councils 2 Year Old Learning & Childcare Entitlement Scheme Guidance document, revised in April 2011, in addition to the conditions of this Agreement. Failure of the Provider to comply with this Agreement may result in: - funding being withdrawn or suspended; the Provider having to repay all or part of the funding; and/or being removed from the Directory of Providers.

Providers will not receive any free entitlement funding for any period when they are not included on the Directory.

1.

The Role of the Council The Council is committed to supporting the Provider in its delivery of the free entitlement. The Council, acting by its Children Services department, will: (a) work collaboratively with the Provider to raise quality through the Towards Excellence in the Early Years document issued by the Council in September 2010; offer timely and appropriate advice, support and challenge; update the information about provision and inform enquiries through the Family Information Service (FIS), where information is provided by Ofsted and/or the Provider; support the Provider through the Ofsted registration and inspection process; keep the Provider informed about the relevant local and national changes; provide information on relevant training opportunities and secure quality training where resources allow; ensure that its staff comply with the Councils Code of Conduct; consult the Provider about initiatives that could impact on their provision; actively support the Provider to improve outcomes for all children; apply the early years improvement procedure for settings of concern (See Appendix A). This may include, where necessary, the withdrawal of funding and/or support; invite feedback from the Provider about the services offered; manage and provide early learning and childcare funding for early years childcare places for eligible children; work with the Provider to increase its flexibility in delivering the free entitlement; and meet with the Provider as necessary to discuss the provision of the free entitlement.

(b) (c)

(d) (e) (f) (g) (h) (i) (j)

(k) (l) (m) (n)

2. 2.1 2.2

The Delivery of the Free Entitlement The Provider agrees to read and comply with the Code of Practice. The Provider acknowledges that during the course of this Agreement it must operate and provide early learning and childcare at premises within the county of Norfolk. The Provider will deliver the free entitlement to eligible children in accordance with this Agreement. The Provider will follow such procedures and obtain such information as required by the Council and/or the Department for Education in order to establish that each child claiming any free entitlement is eligible to receive it. In relation to the provision of free entitlement to eligible three and four year olds, the Provider agrees to: (a) follow the national framework for the delivery of the free entitlement and the local variations applicable to Providers in Norfolk (see Appendix B); seek the agreement of the Council to provide an alternative delivery model if, due to exceptional circumstances, the Provider is unable to meet the core offer of 15 hours per week over no fewer than 3 days a week over 38 weeks per annum; and ensure parents receive an offer for 570 hours in total where the offer is to be delivered in excess of 38 weeks.

2.3 2.4

2.5

(b)

(c) 2.6

If the Provider accesses funding for the provision of free entitlement to eligible two year olds, it agrees to comply with the requirements and delivery models as set out in the Councils 2 Year Old Early Learning & Childcare Entitlement Scheme Guidance document as revised in April 2011. On an annual basis, the Provider will consult with parents and review its delivery of all its free entitlement to establish future demand and whether a change to its delivery model is needed. Where a change in delivery is anticipated, the Provider shall liaise and work with the Council to explore the possibility of any change during the application process for the next funding year. The Provider will not charge for any part of the free entitlement, either directly or indirectly and no conditions of access will be levied (see Appendix C). The Provider will take steps to ensure bills are set out clearly, so that parents/carers can easily recognise and understand what hours they

2.7

2.8

2.9

have accessed in relation to the free entitlement and how any fees relate to any additional hours or services they have chosen to purchase from the Provider. (See Appendix D). 2.10 The Provider will require each parent/carer to complete and sign a Parent/Carer Form (issued by the Council) for every child attending and claiming the free entitlement. The Provider will retain the forms for at least seven years and agrees to make them available to the Council on request. (See Appendix E). The Provider will accurately complete the Summary Claim Forms and List of Eligible Children Forms and submit them to the Council by the specified deadlines. The Provider will ensure it only claims funding for the actual sessions/hours each child attended at their setting during the claiming period. (See Appendix E). The Provider will ensure the information and documents listed in Appendix F are made available upon request to parents and the Council. The Provider will keep records of the presence or absence of each child for whom the funding has been claimed and will keep these records for each early education funding session (See Appendix G). These records shall be made available to the Council upon request. The Provider will not unlawfully discriminate within the meaning and scope of any law, enactment, order, or regulation relating to discrimination (whether in age, race, gender, religion, disability, sexual orientation or otherwise). The Provider will take all reasonable steps to secure the observance of clause 2.14 by all of its employees or agents in the delivery of its services, including the delivery of the free entitlement. The Provider shall comply with the Health & Safety at Work Act 1974 and all other relevant health and safety legalisation and guidance. The Provider shall comply with the Safeguarding Vulnerable Groups Act 2006 and any successor legislation together with any relevant guidance, and have suitable policies and procedures in place. The Provider will maintain adequate and suitable insurance to cover all claims made by or on behalf of children, staff and visitors to the premises in respect of loss or damage to property or goods, personal injury, disease and death, to the extent that such a claim was due to the act or omission of the group or its staff. The Council advises that a total liability cover of 10,000,000 should be provided as a minimum (consisting of Public Liability cover of 5,000,000 and Employers Liability of 5,000,000.)

2.11

2.12

2.13

2.14

2.15

2.16 2.17

2.18

2.19

Upon request, the Provider shall supply to the Council a copy of such insurance policies and evidence that the relevant premiums have been paid. The Provider shall notify the Council within seven days of any claim in respect of personal injury, disease and death made against them, by or on behalf of a child, arising out of early education in respect of which the funding was claimed. The Provider shall inform the finance department of the Council of any changes to its bank details or contact details. This information should be sent by email to earlyyearsfinance@norfolk.gov.uk or in writing to: Management Accounts, Children Services Finance Room 047 County Hall Martineau Lane Norwich NR1 2DL The Provider shall notify the Early Years Team of the Council of any material change in its particulars including, but not limited to, a change in: (a) (b) (c) (d) (e) its ownership; its staff and/or its committee; corporate status (e.g. from sole trader to a limited company); address/premises; or such other material change that may affect its delivery of the free entitlement.

2.20

2.21

2.22

Information should be sent by email to: earlyyears&childcare@norfolk.gov.uk or [POSTAL ADDRESS TO BE CONFIRMED]. 3. 3.1 Continuous Quality Improvement The Provider agrees to: (a) (b) work with the Council and will demonstrate an agreed commitment to quality improvement; comply with the Towards Excellence in the Early Years documents issued by the Council in September 2010 and cooperate with the Council to achieve quality improvement;

(c)

allow the Council to enter its premises and agree to be assessed by the Council under the RAG (Red-Amber-Green) Rating Process as part of the quality improvement process identified in Towards Excellence in the Early Years; provide evidence of its improvement in quality to the reasonable satisfaction of the Council; and work with the Council to improve outcomes for children in early years and development and implement action plans identified during an assessment within specified deadlines.

(d) (e)

3.2

The Council will provide support and advice to the Provider as detailed in the Towards Excellence in the Early Years documents.

4. Ofsted The Provider will: (a) establish and maintain registration with Ofsted (if they provide childcare that requires registration) of at least the standard considered by Ofsted as satisfactory; inform Ofsted whenever there is a material change in its particulars in accordance with the EYFS statutory requirements; inform the Council, Early Years Adviser, Development Worker and Childminding Matters (if a childminder) when complaints are received and/or reported to Ofsted; inform its local Early Years operational team of when Ofsted inspections are taking place; invite the Early Years Adviser/Development Worker to the feedback session following an Ofsted inspection. The Provider should give the local Early Years operational team at least one working days notice of the feedback session. In the event the Early Years Adviser/Development Worker is unable to attend the feedback session, the Council will authorise another individual to attend in their place. The Provider will not prevent the Early Years Adviser/Development Worker or authorised individual from attending the feedback session; and update the settings SEF following an inspection by Ofsted, and submit a copy of any action plan to the Councils Early Years operational team within 28 days of receiving the draft report.

(b) (c)

(d) (e)

(f)

5. 5.1

Qualifications and Training The Provider will: (a) ensure appropriately trained staff support children;

(b) (c)

ensure the setting has a training plan in place which is regularly updated; make new and existing staff and members of its committee / management aware of the Directory of Providers and the criteria for inclusion; ensure each staff member accesses the equivalent of at least 4 professional development days relating to the Early Years Foundation Stage during 2011-12. The Provider will keep records of training on file and shall make them available for inspection upon request; encourage each staff members to demonstrate, at the very least, a basic level of competence in the six areas of the Common Core of Skills and Knowledge for the Childrens Workforce; in the case of a group setting, ensure the workforce is graduate led or working towards a graduate led workforce if the setting is open for four or more consecutive hours in any one day; ensure that practitioners working in the setting delivering the Early Years Foundation Stage and included in the ratio of qualified staff hold a full and relevant qualification as defined by the Childrens Workforce Development Council (CWDC); and ensure that the CWDC Early Years Workforce Qualifications Audit Tool is completed for the setting and staff and regularly updated when staff and qualification changes occur.

(d)

(e)

(f)

(g)

(h)

5.2

Where the Provider is a childminder, they shall be part of a quality assured childminding network.

6. Policies The Provider will operate and maintain: (a) (b) a behaviour management policy, which does not include corporal punishment; a Special Educational Needs policy in line with the Special Educational Needs Code of Practice, promoting inclusion and covering admissions into the setting, transitions and applying for funding to support children with additional needs; a fully inclusive equal opportunities policy for staff, children and families; and the additional policies listed in Appendix F.

(c) (d)

7. 7.1

Special Educational Needs and Equal Opportunities The Provider will identify a Special Educational Needs Co-ordinator (SENCO), who is responsible for establishing and implementing the setting SEN policy. The Provider will ensure the setting based SENCO accesses the equivalent of three professional development days a year, as a minimum. The Council will work with the Provider to ensure the inclusion of children from identified vulnerable and minority groups, including those with SEN or a disability. The Council will have an expectation that experienced staff work with any child with SEN for whom an application for additional funding has been awarded.

7.2

7.3

7.4

8. Records, Data Sharing and Auditing The Provider agrees to: (a) maintain records about children receiving the free entitlement and make that information available to Council representatives on request by using the Parent/Carer Claim Form; the Council storing details regarding early learning and childcare funding claims on a confidential database operated by the Council; implement an effective transition policy and, with parental consent, pass on individual pupil records to a receiving setting when a child moves from one setting to another. This includes when a child moves to Reception class in school; provide all parents with a Privacy Notice that reflects the collection and exchange of data around childrens attendance and developmental outcomes; comply with the Data Protection Act 1998 and any other relevant legislation regarding privacy or data protection together with any relevant guidance or advice on such matters issued by the Information Commissioners Office and/or the Council from time to time. assist and co-operate with the Council to enable it to comply with its duties under the Freedom of Information Act 2000. keep all records listed in Appendix G each term and hold them securely for at least 7 years; and

(b)

(c)

(d)

(e)

(f) (g)

(h)

upon reasonable notice, agree to be inspected by officials from the Council for audit purposes. The Provider will allow the Council access to all relevant accounts, documents and other materials and will provide such further information, explanations and documents as the Council may reasonably require in order for it to establish that the funding has been used properly in accordance with this Agreement.

9. 9.1

Withdrawing, Suspending and Re-Payment of Early Years Funding The Provider agrees to repay to the Council any money incorrectly paid to it due to an administrative error or otherwise within 14 days of becoming aware that the payment was incorrect or within 14 days of a written request for the return of the money (whichever is sooner). Any outstanding sums owed under this clause shall be recoverable as a civil debt. The Council shall have regard to its Settings of Concern Procedure (Appendix A) before exercising any of its rights under clause 9.3 or 9.4. Where the Council views the relevant circumstances to be sufficiently serious, it may omit stages or depart from the procedure entirely and exercise its rights at any time. The Council may at its discretion withdraw or suspend payment of the early years funding and/or require repayment of all or part of the funding if: (a) (b) (c) (d) (e) the Provider uses the funding for any purpose other than delivering the free entitlement; the Provider fails to comply with the conditions set out in this Agreement; Ofsted judges the provision as Inadequate (2); Ofsted judges the Provider as Inadequate (1) and/or the Provider is subject to support and insufficient progress is made; in the reasonable opinion of the Council, the Provider fails to demonstrate and provide adequate evidence of its commitment to continuous improvement in quality in accordance with any action plan produced following an assessment under the Councils quality improvement process; the Provider ceases to operate for any reason, or it passes a resolution (or any court of competent jurisdiction makes an order) that it be wound up or dissolved (other than for the purpose of a bona fide and solvent reconstruction or amalgamation); the Provider becomes insolvent, or it is declared bankrupt, or it is placed into receivership, administration or liquidation, or a

9.2

9.3

(f)

(g)

petition has been presented for its winding up, or it enters into any arrangement or composition for the benefit of its creditors, or it is unable to pay its debts as they fall due; (i) the Provider has acted in a fraudulent manner, materially misled the Council or has an action for fraud brought against it business or is convicted of fraud by a recognised court of law; the Provider fails to co-operate with or refuses to submit to a visit, inspection or audit by either the Council or Ofsted as detailed in this Agreement; or the Provider fails to comply with an investigation of the Council or Ofsted in relation to a complaint made against them by any party.

(j)

(k)

9.4

The Council shall be entitled to remove the Provider from the Directory of Providers should any situations under clause 9.3 arise and the Council considers it is reasonable to do so. Providers wishing to appeal against: (a) (b) (c) funding being withdrawn or suspended; being asked to repay all or part of the funding; and/or being removed from the Directory of Providers.

9.5

should follow the appeal procedure shown in Appendix H. 10. 10.1 Voluntary Withdrawal by the Provider The Provider may withdraw from delivering the free entitlement by giving at least one terms (3 months) notice in writing to the Council and individual parents to allow for parents to make alternative arrangements. If the Provider later wishes to be re-admitted to the Directory of Providers, when processing the new application, the Council will consider the original reasons for withdrawal and be mindful of the impact on children and parents of further change before making a decision. Complaints and Dispute Resolution Any complaints should, in the first instance, be made directly to an Early Years Improvement Officer by telephoning 01603 222900 or emailing earlyyears&childcare@norfolk.gov.uk. An appeals process in relation to decisions about funding or removal from the Directory of Providers is set out at Appendix H.

10.2

11. 11.1

11.2

11.3 12.

The Council operates a Corporate Complaints Procedure and details are available on request. Waiver If the Council fails to exercise or delays in exercising any right or remedy to which it is entitled under this Agreement or at law then this shall not constitute a waiver of any such right or remedy. Notices Any notices may be issued by the Council or the Provider by email or first class post. A notice given by post shall be deemed to have been given the second working day after it was posted. Variation The Council shall be entitled to vary the terms of this Agreement by providing not less than one months prior written notice to the Provider if such variation is necessary or desirable to enable the Council to give effect to any legal requirements or guidelines issued by the Department for Education. With the exception of the circumstances detailed in clause 14.1, any other variation to this Agreement will only be effective if it is made in writing and signed by both the Council and the Provider. Assignment This Agreement is personal to the parties and neither party shall assign, transfer, mortgage, charge, subcontract or deal in any other manner with any or all of its rights and obligations under this agreement without the prior written consent of the other party. Contracts (Rights of Third Parties) Act 1999 A person who is not a party to this agreement shall not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement. Governing Law This Agreement will be governed by and construed according to the laws of England.

13.

14. 14.1

14.2

15.

16.

17.

APPENDIX A - Setting of Concern Procedure (SCP) Option One Provider causing concern at visit Option Two Provider causing concern as result of Ofsted inspection

Setting discussed with core team, letter sent to notify setting of SCP SCP meeting takes place with setting, EYA*/DW and Manager. The setting action plan is in place including clear timescales and review dates Letter sent to registered person including a summary of the meeting and reminder of legal consequences of not making improvements (removal of funding) Interim visits made by EYA*/DW Meeting of SCP group (all attendees same as first meeting) with letter summarising outcome of meeting Option One No progress or insufficient progress made or setting has been in SCP for longer than six months Setting discussed at core team/area team management meeting as part of SCP review Letter sent to registered person/manager responsible inviting them to review meeting. Actions agreed and letter summarising meeting including reminder of possible removal from directory of providers Review visits by EYA* and core team Option two Progress made against action plan and follow up visits continue

6 months

12 months

Action plan complete

No further need for SCP

Sign off letter sent to setting

No progress made

Progress made

Letter sent giving notice of removal from directory of providers allowing time for appeals process Parents, Ofsted and FIS informed that subject to appeal withdrawal of funding will take place

*EYA (Early Years Adviser) formerly known as EYST (Early Years Support Teacher)

Appeals Process

APPENDIX B - National Framework for the Delivery of the Free Entitlement [Square brackets indicate paragraph numbers of the Code of Practice]. National Limits and Locally Agreed Limits The Government has set national limits for the flexible delivery of the free entitlement as set out in [Para 3.9] of the Code of Practice. In accordance with those limits, the local limits for Providers in Norfolk have been agreed as follows: No session longer than 9 hours No session shorter than 2.5 hours Not before 8am or after 6pm.

The full 15 hours over no fewer than 3 days (equating to no more than 12.5 hours in 2 days, or 9 hours in a single day). Parents can access their free entitlement at a maximum of 2 providers per term. Core delivery patterns [Para 3.3] The Government has set core delivery patterns which the Council should guarantee to any parent; these are shown below: 3 hours per day over 5 days per week 5 hours per day over 3 days per week Other common models of delivering flexibility are: Over 3 days: 6 hours per day + 6 hours per day + 3 hours per day 9 hours per day + 3 hours per day + 3 hours per day Over 4 days: 5 hours per day + 5 hours per day + 2.5 hours per day + 2.5 hours per day 4 hours per day + 4 hours per day + 3.5 hours per day + 3.5 hours per day Over 5 days: 2.5 hours per day for 4 days + 5 hours on one day The Provision Providers can chose their delivery patterns to suit parents, children and their business provided it is compliant with this Agreement.

APPENDIX C - The free entitlement will be entirely free at the point of delivery [Square brackets indicate paragraph numbers of the Code of Practice]. No conditions of access / completely free at the point of delivery [Para 2.7] Providers should not impose on parents conditions of access to which they must agree in order to take-up their free hours. Parents must not be obligated to purchase additional hours or pay lunchtime charges in order to secure free provision. No fees charged for free hours [Para 2.7] Providers must not charge top up fees (the difference between what a Provider would normally charge and the funding they receive from the Council to deliver the free entitlement) in relation to any free hours. Providers should also ensure no other fees are being charged in relation to the free entitlement, for example for registration or uniform. If the practice continues the Council may consider removing the Provider from the Directory of Providers eligible to deliver the free entitlement and withdraw Early Years Funding. Charging in advance [Para 2.9] Providers must not charge parents in advance for free entitlement hours and refund those fees at a later date. Charging for hours in excess of the free entitlement hours [Para 2.11] Should a child be in attendance for more than the maximum free entitlement hours per week/term the Provider is entitled to charge for all hours attended in excess of those hours. Should the number of weeks in a term be more than the free funded weeks the Provider is entitled to charge for all hours attended in those weeks. The rates that providers charge for their privately funded hours are a matter for them to decide and may not be dictated by local authorities. However, parents should not be required or expected to take up additional services in order to access a free place. Parents who do choose to take up additional services should not be charged any more for those services than parents of children who are accessing a free place. Above all, arrangements for charging for additional services should be clear and transparent. Charging for meals [Para 5.29] Providers can make a reasonable charge for meals provided to children during the day but should: agree any charge for meals with parents in advance not require parents to pay lunch time charges in order to secure free provision give parents the option of providing a packed lunch.

APPENDIX D Billing parents [Square brackets indicate paragraph numbers of the Code of Practice]. Billing parents [Para 2.11] When invoicing parents, providers should set out clearly which of the hours attended relate to the free entitlement and how any fees relate to additional services or hours. In addition, the free entitlement hours should not be represented as a monetary discount.

APPENDIX E Funding Processes Parent/Carer Claim Form The Parent/Carer Claim Form (also known as the Parental Contract) is the Agreement between the parent/s and the Provider setting out the hours and pattern of access to the free entitlement that has been agreed. This is done on a termly basis. The form is completed by the Parent and given to the Provider for their records. It is a requirement that completed forms for each claimed child are retained by the Provider for seven years. These forms will be required during an audit of the Provider and in the event of a dispute over claims, they will be required as evidence. It is expected that the Agreement will remain in place for the term to allow planning for the Provider. Any known intention to re-locate should be reflected in a reduction to the number of weeks claimed. Increases in hours of attendance cannot be funded part way through the term. Charges should be applied by the Provider for any additional hours taken. There are some circumstances where an Agreement may need to be amended or broken; for example: If the family leaves the area altogether or for an unplanned extended period. If the familys circumstances change, i.e. a new job / unemployment Child with long term sickness. To accommodate changing shift patterns. Provision not appropriate to the childs needs.

Although the Provider may wish to collect the Parent/Carer Claim Form in advance of term, parents should be allowed a cooling off period once term starts if they wish to amend their claim. The change on the form should be signed by both parties and the Council should be notified of the correction to the Headcount by Headcount Day, if already submitted. Claims process Providers are required to submit two claims per term in accordance with a published timetable: Estimate claim An estimate of the total number of claimed hours that children are expected to attend during a term. The actual number of claimed hours that children will attend during a term based on those children

Headcount claim

in attendance in a Headcount week. Failure to submit a claim by a published deadline may result in late payment or a financial penalty. Over claims An over claim is where the number of hours claimed for a child exceeds the maximum for the term/year or exceeds the number of hours that the child actually attends. This can be from one Provider or across two providers. In the case of an over claim which is supported by two different Parent/Claim Form for the same child, both contracts become invalid. New contracts will have to be completed for each Provider. No payment will be made until the over claim is cleared. Payment process Subject to appropriate checks being carried out by the Council, providers will be paid two times per term as follows: Estimate claim Providers will receive 50% of their total estimated hours at their Early Years Funding hourly rate. Providers will receive the total of the headcount claim at the hourly rate, minus the estimate payment.

Headcount claim

APPENDIX F Information and Documents The following information and documents should be available to parents.The Council may also request to see these documents: The name and address of the premises. A telephone number for emergency contact during session time. A plan of the rooms used by the Provider. An inventory of equipment used by the Provider. A list of all staff employed by the Provider and their qualifications. The number of children for whom the Provider is registered. The ratio of staff to children maintained by the Provider. The term dates and, where possible, any closures for the following year. Fee Structure. Policies o Admissions; o Health and Safety; o Equal Opportunities; o Behaviour Management; o SEN; o Staff Development; o Complaints Procedure; o Child Protection/Safeguarding; o Employment; o Administration of Medicines; o Transition; and o Any other policies required in order to meet the EYFS statutory requirements. Curriculum Documents used for planning. Long, medium and short-term curriculum plans. A timetable where applicable. Individual educational attainment and progress reports and records appertaining to their child. Ofsted inspection reports and action plans.

APPENDIX G Record Keeping The following records should be kept on a termly basis and kept for at least 7 years: Provider Details Update Form Interim Claim Form Summary Claim Form List of Eligible Children Form Signed Parent/Carer Claim Form Bank Automated Clearing System (BACS) Advice Child Attendance Records. Payroll Information Suppliers invoices and receipts Records of cash/cheque payments Paid cheques Bank statements Accounts Receipt books Records of income Bank paying-in slips BACS receipts.

APPENDIX H - Appeals Procedure Should you wish to appeal against the withdrawal or suspension of your funding or a request to repay part or all of the funding please follow the procedure shown below. Step Action 1. If you disagree with a decision by the Council to withdraw, withhold or reclaim funding, you may write to [TO BE CONFIRMED] setting out your reasons for disagreeing with the decision. You should write to: [POSTAL ADDRESS TO BE CONFIRMED]

The Council will investigate and respond to you in writing within 10 working days. If the Council cannot provide a full response within 10 working days then it will write to you explaining this and give a date by which you can expect a full response. If you still disagree with the decision, you will be invited to an Appeals Panel. The panel will consist of officers from the Council who were not directly involved in the original decision making process. The Appeals Panel hearing will take place a date and time suitable to both yourself and the Council. You will be required to send in written representations to the Appeals Panel at least 5 working days before the agreed hearing date. You may supply additional information at the hearing in writing and/or orally. In considering the appeal, the Appeals Panel may seek professional and/or legal advice. We will inform you of the decision of the Appeal Panel within 5 working days of the date that the Appeal Panel considered your appeal. The decision of the Appeal Panel is final.

3.

4.

5.

6. 7. 8.

9.

This Agreement should be signed by persons who have authority to sign legally binding agreements for the Provider. If applicable, the Provider should comply with any execution requirements or formalities contained within its governing document. In signing this Provider Agreement, the Provider warrants, undertakes and agrees: It has read, understood and agrees to the terms and conditions of this Agreement; It has full authority, power and capacity to enter into this Agreement, and that all necessary actions have been taken to enable it lawfully to enter into this Agreement; and It acknowledges that failure to comply with this Agreement may result in its funding being withdrawn or suspended. The Provider may also be removed from the Directory of Providers and/or be required to repay all or part of the funding it has received.

Authorised Signatory Name: Position: Date:

Authorised Signatory . Name: Position: Date: