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Provider toolkit
www.bromley.gov.uk/30hours
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Bromley has over 6000 3 & 4 year old children accessing the universal childcare and 78% of eligible 2 year olds are taking up an Iam2 funded place. We believe during 2017 – 2018 there will be 3500 eligible children. This toolkit is designed to help Early Years Providers plan and implement the 30 hours. Links to resources and frequently asked questions should provide the information you need to manage your business to remain sustainable. Aim of the 30 hours funded childcare is to enable:
• children to access high quality provision that supports their development and learning • eligible families to work through the funded entitlement • Early Years Providers to develop and grow a sustainable business
What is 30 hours funded childcare? From September 2017, funded childcare will double for many working families, from 570 hours to 1140 hours per year – this is 30 hours a week for 38 weeks each year for three and four year olds. The additional hours will enable families to work, support parents who wish to work or allow parents to work more hours.
570 +
570 =
1140 Universal
hours Extended
Hours Total funded
hours each year
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Who is eligible? Parents of three and four year olds will need to meet the following criteria in order to be eligible for 30 hours free childcare. Both parents (or sole parent in lone parent family) must : * Parents earning or expect to earn the equivalent to 16 hours at National Minimum or Living Wage over the coming three months. This equates to £115 a week (or £6,000 a year) for each parent over 25 years old or £111.20 a week (or £5,700 a year) for each parent between 21 and 24 years old.
Earn below £100,000 per year each
Be in paid employment, self
employed or zero hour contract
Earn more than £115* per week
each
If one parent is on maternity,
paternity, adoption leave or statutory
sick leave
If one parent is unable to work due
to caring responsibilities or
disability
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How can parents apply?
Parents must apply through this website to confirm eligibility
www.childcarechoices.gov.uk
HMRC Helpline – 0300 123 4097 For the parents who have no access to a computer or need help completing the form
Parents must create a Government Gateway account (can take 20 minutes to complete). They will need to give details of one or more of the following -‐ UK Passport, tax credits, P60 or a recent payslip and National Insurance number to verify their identity. They must also have access to a landline or mobile whilst completing the application.
HM R C d et er m i ne eli g i bi li t y n ot t he L oc a l Au tho r i t y
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When can parents claim the funding? Children become eligible the term after they turn 3 years old until they start reception class. Parents can apply for the extended entitlement the term their child turns 3 years old.
Child’s birthday Apply online from When they can claim
1 January – 31 March 1st January 1st April onwards
1 April – 31 August 1st April 1st September onwards
1 September – 31 December 1st September 1st January onwards
Parents can only access their 30 hour funded place the term after they have conformation of eligibility – no child can start accessing the 30 hours part way through the term. For example, two children turn 3 years old on the 1st May but one parent applies on the 31st August so the funding starts 1st September but the other parent doesn’t apply until the 1st September so their funding wont start until the 1st January.
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What do I need to get from the parents? You must get
• the 11 digit eligibility code • the signed parent contract containing
o Parents NI or NASS o Parents Date of Birth o Childs date of birth o Proof of Age – Birth Certificate
• a copy of the child’s birth certificate
Once you have this key information you need to check on the Online Eligibility Funded Entitlement (OEFE) -‐ Bromley’s online checking service.
How will I know who is eligible? Once parents have confirmed their details and eligibility, they will be given an 11 digit eligibility code, which must be given to you. Without the code they cannot be offered a 30 hours place only the universal 15 hours. Bromley Early Years Service has purchased a checker for providers called OEFE. This system is the same as the Iam2 and EYPP checker so you will have one login for all systems. It will check eligibility codes, stores their details and checks twice a month that parents remain eligible.
http://www.cloudforedu.org.uk/oefe/bromley/provider
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what is the Grace period? Parents are expected to recheck eligibility every 3 months with HMRC. They will receive email and text notifications to remind them to renew their eligibility. If their circumstances have changed they will fall into the ‘Grace Period’ which means that as a provider you can plan for the child and your business. In the trial areas very few people fell into the grace period. Date Parent receives ineligible decision on reconfirmation:
LA audit date: (automatically through OEFE)
Grace Period End date:
1 Jan – 10 Feb 11 February 31 March
11 Feb – 31 March 1 April 31 August
1 April – 26 May 27 May 31 August
27 May – 31 August 1 September 31 December
1 September – 21 October 22 October 31 December
22 October – 31 December 1 January 31 March The Local Authority must notify providers when parents fall into the grace period – this will be through the OEFE checking system. The system will email providers of any changes to parent’s eligibility. The system will check all applications on the LA audit dates throughout the year and this determines when the child receives the funding until. HMRC determine eligibility not the Local Authority. Please do not contact us to check eligibility or to explain a parent’s circumstance this must be directed to HMRC (page 3).
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Who can offer 30 hours? All Ofsted register childcare (even if you are awaiting your first inspection) can offer 2, 3 & 4 year olds funded early education. You must sign the Provider Agreement (available soon) – this confirms you agree to the terms and conditions set out by Bromley to receive the government funding.
the 30 hours ‘Offer’ must be Providers must have an ‘offer’ for parents that sets out how they can access their funding from you or in a partnership with another provider. You need to consider the following: clear You must have a clear and transparent ‘offer’ for families. Do not call it top-‐up fees it is charges for additional time. Can they see when the free offer of time would be (even if you have no spaces)? Do they understand what you are offering? Where can they find this information? Is it easy to understand if English is an additional language or disability? consistent
All families must have access to the same ‘offer’. This must be published on a webpage, displayed on a notice board or in your information pack for parents. The charge for additional time must be consistent so they know how much the charge is. Parents often prefer a regular monthly statement that shows the free hours. Non-conditional Have you put conditions on the free hours? Can families access their entitlement free? Package your offer to entice families that the additional time will benefit their child or help with their family circumstances
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What are Your options How many hours you offer parents is your decision – all, some, shared with another provider or no extended entitlement offer – it is your choice and your business.
All hours Great, you are offering parents the additional 570 hours or are thinking of ways to do this. This could be stretching the 1140 hours over the year (see page 7 for examples) or by charging for the additional hours. Some hours You can offer part of the extended entitlement hours to make your business marketable, profitable and sustainable. If you offer part of the 1140 hours please make it clear to parents they are not getting their full entitlement and can use the remaining hours elsewhere. partnership By working in partnership you can share the 1140 hours over the year. This allows parents a flexible offer and keeps your business sustainable. We are developing hubs in Bromley so you can network, share ideas and develop stronger links with each other. More details on this will be available soon from your Quality Improvement Officer. We have created a poster to explain to parents that you can offer hours in partnership with other providers or you can sign post parents to http://www.bromley.gov.uk/childcare to find childcare to use any additional hours they may have i.e. holiday playscheme or childminder.
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Universal only You are continuing to offer the universal 570 hours -‐ we need those places in Bromley for our 2,3&4 year olds. Many parents will be entitled to the extended offer but there is still a large percentage of parents who will not. Also some may choose not to take it up. You may be thinking of offering some or all hours but want to wait and see how others are implementing this, that is great, as long as you keep an open mind. If you are offering the universal the same rules apply -‐ be clear, consistent, without conditions and you can charge for additional time. Stretched offer You can stretch the offer of 1140 over the number of weeks you are open. This keeps parent’s invoices the same each month so they can budget rather than seeing the costs rise in holidays but not sure how much until faced with the invoice. It benefits your budgeting too as you know how much is due each month. See the table on the next page for different stretched offers you can use. If you are open for a different number of weeks, then divide 1140 by the weeks open (exclude your holidays).
Weeks 30 hours x 38 weeks
28.5 hours x 40 weeks
26.5 hours x 43weeks
24.25 hours x 47 weeks
22.25 hours x 51 weeks
1
2
3
4 5
6 7 8 Half Term Half Term Half Term 9
10
11
12
13
14
15
16 Christmas Christmas
Christmas
17 Break Break Christmas Break Christmas Christmas 18
19
20
21
22
23 Half Term Half Term Half Term 24
25
26
27
28
29
30 Easter Easter
Easter Easter 31 Break Break Easter Break Break
32
33
34
35
36
37
38
39 Half Term Half Term Half Term 40
41
42
43
44
45
46
Summer
47 Break
48 Summer Holiday
49 Break Scheme
50
Summer Summer Summer
51
Break Break Break Summer 52
Break
Stretched offer
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Things to consider
How many children?
We believe approximately 3000 children will be eligible for the extended entitlement. Have you looked the at Childcare Sufficiency Report 2017? It shows the ward data for all early years providers, charges, take up of Iam2 places, claiming 3&4 year olds and areas we need more childcare provision. http://www.bromley.gov.uk/downloads/file/2841/childcare_sufficiency_ward_data_2017
Have you spoken to parents to find out how many are eligible and will want a place? How many are already accessing additional hours and will start to get these free?
Money Bromley pay all early years providers £4.70 per hour for 3&4 year old funded places – universal and extended will be paid at the same rate. This has been set until 2020. 2 year old funding currently attracts £6 per hour but this is subject for review in 2018.
You can charge for the additional time at a rate made clear to your parents. If you do not offer the 30 hours, will parents move their child to a provider who will?
Hours You can offer funded time between 6am – 8pm any day of the week. There is no minimum time but a maximum of 10 hours each day can be claimed.
Can you open for longer hours?Can you stretch the offer over more weeks? Remember that schools are open for 39 weeks with 5 inset days so you could offer more weeks? Can you offer summer holiday care or work in partnership with other providers? Some members of staff may be happy to work a couple of weeks in the summer and join together with other providers to offer a holiday scheme.
Can you stretch the offer over more weeks? Remember that schools are open for 39 weeks with 5 inset days so youcould offer more weeks?Can you offer summer holiday care or work in partnership with other providers? Some members of staff may be happyto work a couple of weeks in the summer and join together with other providers to offer a holiday scheme.
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Admissions Do you have an admissions policy? Is it clear what parents are signing up for? You must include how you offer the funded places. If you chose to offer a set number of places the criteria must be clear in the admission policy. If you are going to charge for consumables this must be clear in the admissions policy. We have an example on page 19 that you can adapt.
places If you are thinking of offering a set number of places for eligible children you must have a clear admissions policy to explain how these places will be allocated. If for example, you offer 4 places to eligible children, what happens to the 5th eligible child? If it has been made clear that the 5th child will not get a place in the admissions policy parents have to give notice to leave to use their funding elsewhere.
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charges When providers offer additional time and services it must be made clear to parents what these charges are. The funded hours must be completely free to parents and you must not enforce additional charges. These additional charges are a business arrangement between the provider and parent. You need to consider these
Deposits -‐ You can charge deposits, but it must be returned within a reasonable timescale that must be clear on your admissions policy and parent contract.
Lunches -‐ You can charge for lunch but you must offer parents the opportunity to provide packed lunch or an option to collect the child for the lunch period. Can I offer 9am-‐12pm and 1pm-‐4pm free then 12pm-‐1pm charged for lunch? Yes, but are you making it a condition of the place? Are you putting a barrier in place for parents to access their funded entitlement? If you have made it clear in your policies and parents are aware of the charge involved before signing up at your provision then it is a business arrangement between you and the parent but it must be voluntary.
Additional time -‐ You can charge for additional time – not top-‐up fees. We understand you need to be sustainableand parents want that too but they also want their entitlement so page 16 shows different business models to look at and see how these additional charges can help your business sustainability.
Consumables -‐ You can charge for snacks, nappies, sun cream and forest school but are you putting a condition onparents taking up the place? If you start to charge for consumables parents can opt to bring their own, so you have to make this very clear to parents what the expectations are. What happens when the parents forget to bring the packed lunch? What if the snacks are not appropriate?
Invoices – You must state the free time and the additional charges clearly so parents know what they are paying and what was free. See page 21
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Package your offer and charges We recommend having your offer of free time and additional charges packaged together like the examples to follow. All these examples are using £5 per hour rates to make it easy.
When parents are looking for childcare they will look on your website or facebook page. Make sure you have your offer for the universal and extended entitlement on there so parents can see clearly what you’re offering and any charges.
Remember Tax-‐Free childcare will give them 20% towards your charges. Make sure you are sustainable when working out your charges.
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Business Models –
There are many different ways you can offer parents funded hours. These examples might help you think how you can offer some or all of the hours to your parents. The examples are based on £5 per hour to keep it consistent.
30 hours for 38 weeks
Your Offer to parents 30 hours completely free per week for 38 weeks 5 hours at £7 per hour £35 per week
Parent gets 35 Hours Early Years Foundation Stage Learning, Childcare from 8.30am – 3.30pm in a safe, fun, caring environment for £35 per week and they bring a packed lunch to eat together as a group.
If parents choose to take up less days then that is parental choice – they can use the hours elsewhere. You have made it clear to them what you can offer.
Your business needed £175 each week for each place and this is what you will get without charging a top-‐up fee. FE payment £4.70 x 30 hours = £141 plus £35 additional time = £176 per week.
7 hour day £35
7 hour day £35
7 hour day £35
7 hour day £35
7 hour day £35
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19 hours for 38 weeks
Your Offer to parents 19 hours completely free per week for 38 weeks An additional 2.25 hours are charged at £20 per week Parent gets 21.25 Hours Early Years Foundation Stage Learning, Childcare in a safe, fun, caring environment for £20 per week and they bring a packed lunch to eat together as a group. If parents choose to take up less days then your offer this is parental choice and they can use the hours elsewhere. You have made it clear to them what you can offer. The remaining 418 hours over the year can be used with another provider or parents may be happy with a the 722 hours you have offered. Your business needed £106.25 each week for each place and this is what you will get without charging a top-‐up fee. FE payment £4.70 x 19 hours = £89.30 plus £20 additional time = £109.30 per week
3.25 hours £16.25
5.75 hours £28.75
5.75 hours £28.75
3.25 hours £16.25
3.25 hours £16.25
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24.25 hours for 47 weeks
Your Offer to parents 24.25 hours completely free per week for 47 weeks = 1140 hours over the year or 4.85 per day An additional 25.75 hours are charged at £5.50 per hour £142 per week or £556 per month.
Parent gets 50 Hours Early Years Foundation Stage Learning, Childcare in a safe, fun, caring environment for £142 per week and they bring a packed lunch to eat together as a group.
Your business needed £250 each week for each place and this is what you will get without charging a top-‐up fee. FE payment £4.70 x 24 hours = £114 plus £142 additional time = £256 per week
If parents chose to take less than the 24.25 hours then you must make it clear on the invoices that the can use the additional hours elsewhere but your offer is 24.25 hours for 47 weeks.
10 hours £50
10 hours £50
10 hours £50
10 hours £50
10 hours £50
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24 hours for 47 weeks
Your Offer to parents 24 hours completely free per week for 47 weeks – 1128 hours over the year (They will lose 12 hours over the year with this offer so make that clear in your admissions policy). The additional 16 hours are charged at £112 per week
Parent can gets 40 Hours Early Years Foundation Stage Learning, Childcare in a safe, fun, caring environment for £112 per week and they bring a packed lunch to eat together as a group or you can charge for a meal.
Your business needs £200 each week for each place and this is what you will get without charging a top-‐up fee. FE payment of £4.70 x 24 hours = £112.80 plus £112 additional time = £224.80 per week. This includes 4 weeks holidays that you may charge at full fees calculated into the pro-‐rata amount.
8 hours £40
8 hours £40
8 hours £40
8 hours £40
8 hours £40
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22 hours for 51 weeks used in 3 days
Your Offer to parents
22 hours completely free per week for 51 weeks – 1122 hours over the year The additional 11 hours are charged at £55 per week plus £20 for consumables
Parent can gets 33 Hours Early Years Foundation Stage Learning, Childcare in a safe, fun, caring environment for £75 per week and they bring a packed lunch to eat together as a group or you can charge for a meal and consumables at a set rate.
Your business needed £165 each week for each 3 day a week place and this is what you will get without charging a top-‐up fee. £4.70 x 24 hours = £103.40 plus £75 additional time and consumables = £178.40 per week or 698.70 per month
Parents will lose 18 hours over the year with this offer. Make sure that is clear in your admissions policy. You could pro rata the 1 week holiday into your costs so the bill is always the same each month or give the extra 20 minutes entitlement free each week or give an extra day free during the year.
Not attending
11 hours £55
11 hours £55
Not attending
11 hours £55
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invoicing There are rules regarding invoicing in the Statutory Guidance. You must invoice parents correctly. Parents can make an official complaint regarding their free entitlement and we will ask for a copy of the invoice. For more details of the Parent Complaints Form visit the website http://www.bromley.gov.uk/info/20/help_with_childcare_costs/1006/free_early_education_places/3
However, you can charge what you want for the additional time/care that you provide over and above the free hours
Child attends 3 days and additional time is charged at £5.80 per hour each & receives 6 hours free each day Free early education 6 hours x3 days = 18 hours No charge Charge for the other 4 hours each day 4 hours x £5.80 per hour = £23.20 x 3 days = £69.60
Fees Due £69.60
You may find it easier to invoice with monthly breakdowns of hours so parents have the same monthly invoice and can budget.
Remember: Parents may get tax-‐free childcare that would see this invoice reduced to £55.68 per week.
1. You must not net off the fundingChild attends 3 days at £50 (i.e. £5 per hour) each & receives 6 hours free each day Charge for the day is £50 x 3 days = £150.00
Minus funding received from LB Bromley
6 hours x 3 days = 18 hours x £4.70 £84.60 Fees Due £65.40
2. You must acknowledge the free timeChild attends 3 days at £50 (i.e. £5 per hour) each & receives
6 hours free each day
Free early education 6 hours x3 days = 18 hours No charge
Charge for the other 4 hours each day
4 hours x £5 per hour = £20 x 3 days = £60.00
Fees Due £60.00
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How is the funding Claimed? If you have never claimed funding from Bromley Early Years you will need to attend an information session. These run throughout the year.
information_sessions_for_childcare_providers
Once you have attended this you will be well on your way to make a claim.
We are working to develop a bespoke Provider Portal that will bring all the funding schemes together and make it easier for providers to make a claim. Also we are working on the systems to allow monthly payments. We hope to have these available in mid 2018.
Opt in or Out? We are not asking providers to opt in or out of the 30 hours funding. We are going to have a tick box on the website that says ‘speak to me about the funded offer’. We have sent a Survey Monkey questionnaire out to all providers asking if you want to be included on this list for parents. It will be sent again in July.
Parents will be able to visit www.bromley.gov.uk/childcare to find providers who have this box ticked. It gives parents an idea of providers offering or thinking about offering the 30 hours (or part of this offer) and allows providers to see the demand and explain your offer including the benefits for each child.
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Useful links Bromley Council website -‐ http://www.bromley.gov.uk/30hours
Bromley Provider Portal (Funding, Quality and SEND) -‐ http://www.bromley.gov.uk/childcareproviders
Parent Application for Tax-‐free Childcare, 30 hours and more -‐ http://www.childcarechoices.gov.uk
Statutory Guidance -‐ www.gov.uk/government/publications/early-‐education-‐and-‐childcare-‐-‐2
Operational Guidance -‐ http://www.gov.uk/government/publications/30-‐hours-‐free-‐childcare-‐la-‐and-‐early-‐years-‐
provider-‐guide
Useful guides and offer workshops and events for providers -‐ http://www.childcareworks.co.uk
Information on partnership working http://www.familyandchildcaretrust.org
Information for Childminders – www.pacey.org.uk
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sample letter you can send to parents
Dear Parents,
Important changes to your childcare agreement
We hope you've been happy with your experience with us over the time your child has been with us, and satisfied with the early learning they receive.
Due to introduction of the 30 Hours Funded Childcare announced by the Government and changes to the National Funding Formula the amount of money Early Years Providers will receive from Bromley has been set at £4.70 per hour for the next 3 years.
We have re-assessed the sustainability of our business and what we can offer parents to accommodate this, so from September 2017 our charges will change. Please see the table below for the new fees. Your payment, at the new price, will be collected on or around 1 September 2017.
The 30 Hours Childcare is a great initiative for working families and we want to provide you with a flexible offer that gives your child 1140 hours they are entitled to over the year.
We think you will be happy with the reduction in your childcare costs and you can reduce this further with the Tax-free Childcare scheme or Childcare Vouchers. The Government website (www.childcarechoices.gov.uk) has the application for both schemes and other help with childcare costs. Bromley have information on childcare, funding and other support available for families on www.bromley.gov.uk/childcare .
The change to your payments will be automatically applied so there is no further action required from yourself, however should you need to contact us for any reason please contact us via telephone or the contact form on our website.
Yours sincerely,
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Example of an Admissions Policy We operate an inclusion and equality policy and ensure that all children have access to nursery places and services irrespective of their gender, race, disability, religion or belief or sexual orientation of parents.
Waiting List
We operate a free waiting list, and parents are encouraged to book early for places. At the time when a booking can be confirmed, a deposit of £XX is necessary to secure the place. This deposit will be returned the term after your child starts with us/ in the final balance when your child leaves us.
Our admissions policy is on a first-‐come, first-‐served basis, but with the following exceptions:
• Current part-‐timers who wish to increase or change sessions are given priority over children on the waiting list
• Siblings of children currently attending have next priority • Children currently attending one of our other nurseries, who wish to change nurseries, are given third
priority. Prior to a child attending childcare name, parents must:
• give a copy of the child’s birth certificate, • sign a copy of the Parent Contract – stating the hours your child attends. This is an agreement to allow
us to claim the government funded place. • sign our terms and conditions in our admission form. These forms provide the setting with personal
details relating to the child. For example, name, date of birth, address, emergency contact details, parental responsibilities, dietary requirements, collection arrangements, fees and sessions, contact details for parents, doctor’s contact details, health visitor contact details, allergies, parental consent and vaccinations etc.
Providing government funded places – 2 year old funding, universal 15 hours and extended entitlement (30 hours)
All funded sessions are in line with the Government’s Statutory Guidance and Local Authority requirements. When you register your child for their funded place we will discuss your needs, and as far as possible with availability and staffing arrangements we will accommodate your wishes. We will try to accommodate hours needed or if changes to hours are needed but this should be booked a term in advance. Please note admissions for the free nursery education we have a termly intake.
All funded or paid for sessions must be booked in advance and any changes or cancellation (notice to leave) must be made in writing with plenty of notice;
• Regular booked sessions require 4 weeks’ notice
• Ad Hoc sessions require 1 weeks’ notice
All settings registered to accept government funding must have a free offer for 2, 3 and 4 year olds.
2 year old funding Universal 15 hours Extended Entitlement (30hours)
These hours are free and will be allocated on a first-‐come, first-‐served basis.
Free Offer Monday to Friday 3pm until 6pm 38 weeks a year
Monday to Friday 3pm until 6pm 38 weeks a year
Monday to Friday 1.15pm until 6pm 47 weeks a year
Intake Term after child turns two
Term after child turns three until compulsory school age
Term after parents applies and child turns three
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Sample parent questionnaire
Are you…
Both working Single Working Parent One working,
One not working
Are you …
Earning between £5,000 -‐ £100,000
each Earning over £100,000
On maternity leave or adoption
leave
One is working and the other is not working
How many hours is your child using
childcare each week?
3-‐9 hours 9-‐15 hours 15-‐25 hours 25-‐50+hours
Do you think you would like to increase your current hours?
Yes No, I am happy I am not sure
Do you use another childcare provider?
Preschool Childminder Day Nursery Family
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key messages for providers • £4.70 per hour for both universal and extended entitlement• Parents must apply on childcare choices website by creating a government gateway account• Parents must meet the eligibility criteria which is set by government• Funded entitlement starts the term after confirmation of eligibility• You must have a clear, consistent and unconditional free offer• You can charge for additional time, consumables, deposits and lunch• You must check the code on the OEFE system before offering a place• Do not assume they are eligible even if they have a code – check first• You must get a signed parent contract and birth certificate before child takes up a place• There will be a grace period if parents fall out of eligibility• You can offer all, some, stretched, in partnership or universal hours and be part of 30hours• Parents can also use Tax-‐free Childcare to get £2 from the government for every £8 they pay in – thiscould affect their tax credits so advise parents to check the calculator first
• Posters are available on the Provider Portal –www.bromley.gov.uk/childcareproviders or in printedformats at the Children Centres or Bromley Central Library
• If parents do not have access to a computer they can ring HMRC -‐ 0300 123 4097
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Key messages you can give parents now • 30 hours is over 38 weeks or fewer hours stretched over the year• Parents must apply as soon as possible on the childcare choices website and give you the code• Funding starts the term after their child turns 3 years old at the earliest• Extended entitlement starts the term after eligibility confirmation not date of application• Not all providers will offer 1140 hours over the year so 2 providers may be used• Providers state when their free offer is not parents• Parents can use tax-‐free childcare to help with the cost of childcare• The hours you offer are free but there may be additional charges• Parents can only use it with 2 providers in one day and a maximum of 3 providers over the term• If they do not have access to a computer they can call the HMRC Helpline -‐ 0300 123 4097
Childcare
Supporting families with childcare costs
Find out more at childcarechoices.gov.uk
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