You are on page 1of 33

Nursery Education Fund Handbook 2008-2009

Contents
Introduction .......................................................................... 3 Time Table of Important Dates ............................................ 4 Summary of Conditions ........................................................ 5 Conditions............................................................................. 8 Eligible Children ................................................................. 12 Levels of Funding ............................................................... 13 NEF Calculator.................................................................... 14 Free Sessions of Nursery Education .................................. 15 Information Needed ............................................................ 16 Working with Parents ......................................................... 17 Changes in Circumstances................................................. 18 Cross border arrangements................................................ 19 Appeals Procedure ............................................................. 20 Children with Special Educational Needs.......................... 22 Special Educational Needs Policy ..................................... 23 NEF Parents Declaration 2008/2009................................ 24 Estimate Details ................................................................. 25 Headcount details .............................................................. 26 Headcount Summary Form ................................................. 27 Changes to Claims.............................................................. 28 Payment of Nursery Education Funding............................. 29 Repayments ........................................................................ 29 How to Calculate NEF Deduction....................................... 30 Useful Publications ............................................................ 32 Contacts ............................................................................. 33

Introduction
Nursery Education Fund (NEF) is a statutory duty administered by the Local Authority. This guide is intended to support you in understanding this complicated system. Children become eligible for NEF the term after their 3rd birthday. Funding is available for up to six terms until they start at a LEA school or until the child reaches statutory school age. Which is the term after their 5th birthday. The Bradford Early Years and Childcare Service (EYCS) pays the fund to nursery education providers who then reduce the fees to parents accordingly. Each child is entitled to a maximum of 5 sessions a week, a session lasting a minimum of 2 hours. The funding provides for a maximum of 38 weeks of education each year. Children can access a place in any category of provider listed below who is included in BEYCSs Directory to receive funding: Day nursery Playgroup / pre-school Independent School A non-maintained special school A portage service A registered childminder working within an approved network.

Claims can be made at more than one setting provided the total number of sessions claimed does not exceed 5. Claims cannot be split between a local authority school and a private and voluntary provider. This is due to the way in which schools are funded. Schools should not offer less than 5 sessions per week. Included in this guide should be everything you need to know about eligibility, conditions of funding and how to claim it. If you cannot find the information you require please contact the NEF Officer: Early Years & Childcare Service Wool Exchange Hustlergate Bradford BD1 1RE Tel - 01274 431965 Fax 01274 229368 Email nef@bradford.gov.uk

Time Table of Important Dates Nursery Education Fund Eligibility Dates 3 & 4 year olds 2008/2009
Amount No Term Dates Payable of Per 5 wks sessions Summer Term 2008/2009 1 April 31 Aug 2008 50.00 13 w/c 10th w/c 7th April 24th March 2008 2008 April 2008 1st May 2008 w/c 23rd 01/04/2003 June 2008 31/03/2005 Estimate form Sent date
(1 month before next term)

(1 week of term)

Pay 1 Date st

(2

Count Day nd

week of term)

Forms To be Returned By
(1 week after count day)

Pay 2 Date st
(1 week after half term)

Eligible Dates Of Birth:

Eligible 3 Year Olds

Eligible 4 Year Old

1 April 2004 1 April 2003 31 March 2005 31 March 200

Autumn Term 2008/2009 1 Sept 31 Dec 2008 50.00 13 w/c 30th July 2008 w/c 1st September 2008 18th September 2008 2nd October 2008 w/c 17th 01/09/2003 November 01/08/2005 2008

1 Sept 2004 - 1 Sept 200331 August 2005 31 August 200

Spring Term 2008/2009 1 Jan 31 March 2009 50.00 12 w/c 24th November 2008 w/c 5th January 2009 22nd January 29th January 2009 2009 w/c 2nd 01/01/2004 March 2009 31/12/2005 1 Jan 2005 31 Dec 2005 1 Jan 2004 31 Dec 2004

Summary of Conditions
Providers should agree to the following conditions to be included in the Bradford Directory: 1. Hold a current OFSTED registration certificate Be inspected by Ofsted Agree to inform Bradford EYCS of the results of Ofsted inspections within two weeks of notification Inform Bradford EYCS of any changes of key staff (Managers/Leaders, Foundation Stage Leaders, SENCOs) as well as change of ownership or premises.

2. Offer early years education for 3 and 4 year olds at premises within Bradford Local Authoritys area Offer free sessions of Nursery Education of at least two and a half hours in length Offer eligible children at least one session per week for up to thirty eight weeks of the year

3. Identify a setting based Special Educational Needs Coordinator and operate a Special Educational Needs policy in line with the Special Educational Needs Code of Practice Agree to support SENCOs to undertake required training

4. Work towards the Every Child Matters outcomes of: Be Healthy. Ensure provision is made for childrens physical, mental, emotional well being and development. Stay Safe Ensure that children are safe and feel secure within the setting Enjoy and Achieve Ensure good relationships between children, staff, parents and carers and among staff themselves, ensuring children feel secure and valued and parents are respected as partners in supporting their childrens learning Building on these good relationships, practitioners need to understand how children develop and learn; know about the curriculum the subject knowledge; Know about and be able to use a range of learning and teaching strategies appropriate to this distinct stage and each childs development; Understand how to promote and support child initiated learning with a balance of adult led activities through a play based curriculum.

Make a positive contribution Ensure that practitioners listen and respond appropriately to childrens choices and decisions Economic well-being Ensure the organisation is of high quality and is well led and managed so that parents feel confident in using the setting while they return to work or training. Deliver the principles and practice of the Foundation Stage care and education as set out in the EYFS Use the Bradford Expressive Language Record. To continue to provide high quality provision for children as measured by the Early Childhood Environment Rating Scale or the EYCS NEF evaluation tool. To participate in Action Planning as part of the self evaluation of ECERS & ITERS. To work with officers from EYCS, or officers appointed on behalf of EYCS, to assess the quality of provision and use the information to monitor and develop practice. Identify up to two Foundation Stage Curriculum Leaders within the setting to take responsibility for the delivery and development of the Foundation Stage Curriculum Actively support the transition of children from home or into other settings or schools. Ensure that the setting has a child protection policy and that staff know how to follow the procedures Ensure that the setting has an equal opportunities policy which the staff value and understand Agree to support the identified Foundation Stage curriculum leaders to access appropriate and relevant training Agree to identify all staff training needs and enable staff to attend appropriate and relevant training Agree to use the knowledge and skills gained through training within the setting Allow Bradford EYCS officers and Special Needs Area Co-ordinators to visit at mutually convenient times to focus on quality of provision and offer help and support Agree to allow other authorised officers or agencies, including PLA and BUFA that have been commissioned on behalf of Bradford EYCS, to visit at mutually convenient times to offer help and support

5. Agree to keep and have available to Bradford EYCS, financial accounts of the receipt and use of grant Inform Bradford EYCS when a child in respect of whom funding has been claimed leaves the provision or has a significant change in circumstances

Limit the reimbursement of funds to parents to the amount actually needed for the 2 hour session, the excess must be used to support quality early education. Use the rate paid by each parent to calculate the reimbursement due; Undertake to repay on demand any payment of funding if that funding was for provision which did not meet the LEAs conditions of grant or made incorrectly due to administrative error; Agree to be inspected by officers from Bradford EYCS to ensure they are using funding paid to them for the provision of free places appropriately and to ensure they are complying with the Code of Practice on the provision of free nursery education for 3 and 4 year olds.

6. Agree to complete as accurately as possible and submit on time the Annual Early Years Census. Agree to collect all monitoring information as needed to administer the NEF as requested by Bradford Council or the Dept of Education and Skills. Provide information to Bradford EYCS for the maintenance of the Directory of Providers

7. Work in partnership with parents and provide them with any relevant information or advice about their childrens progress and grant entitlements Agree to transfer, with parents permission, appropriate records from one setting to another or from setting to school when the child changes provision Keep an up to date register of all children in receipt of funding, the presence or absence at each session must be recorded.

8. Inform the LEA when there is a significant change in their particulars e.g. change of ownership or premises. 9. Agree to verify the childs identity through sight of a birth certificate, passport or medical card. Verify legal name and date of birth. These details should then be used at all times when claiming the fund.

If a provider fails to meet the conditions set by Bradford EYCS. The Partnership may require the repayment of the whole or part of any funding they have paid to the provider in respect of the provision of free places.

Conditions
The Early Years Foundation Stage and Ofsted Inspections The School Standards and Framework Act 1998 requires the Chief Inspector of Schools to inspect nursery education for which funding is received. From September 2008 it will be mandatory for all schools and early years providers in Ofsted registered settings attended by young children to work to the Early Years Foundation Stage. The learning and development requirements are given legal force by the Early Years Foundation Stage Order 2007 made under section 39 (1) (a) of the Childcare Act 2006. The welfare requirements are given legal force by Regulations made under Section 30 (1) (b) of the Childcare Act 2006 Providers have a duty to ensure that their early years provision complies with the learning and development requirements, and the welfare requirements as set out in the Statutory Framework for the Early Years Foundation Stage. All providers must have regard to this guidance. Ofsted will take account of any failure to have regard to this guidance when exercising its functions, including any proceedings which are brought under the Act. Providers who follow an educational philosophy or methodology which is not compatible with the promotion of the Early Years Foundation Stage, should not receive funding for the provision of free nursery education. In a setting where English is not the main language used, the educational programme provided should help children acquire competence in English as soon as possible building on their developing understanding and skills in other languages. Before including a provider in their Directory, Bradford BEYCS will ensure that the educational programme includes the use of English in all areas of learning. Where two or more providers are offering provision jointly, assessment of their educational provision should take account of the totality of the joint provision. However, each provider will be individually responsible for the quality of their educational provision. All providers of free early education must submit to inspection by Ofsted and all free early education must be of at least the standard considered satisfactory by an Ofsted inspector. Following an inspection, providers must inform Bradford EYCS of the results of the Ofsted inspection . Directory of providers Bradford EYCS will keep an up-to-date Directory of all non-maintained providers within their area who are eligible to claim funding for the provision of free nursery education places. To be eligible for inclusion in Bradfords Directory, providers should be either: registered as a day care provider under the Children Act 1989 (Sessional Care, Full Day Care, Crches or a day care provider exempt from such registration); or an independent school finally registered with the DfES; or

a non-maintained special school; or a Portage service; or a registered childminder working within a quality assured network and accredited as delivering the Early Learning Goals linked to the Foundation Stage Curriculum.

Day care The following institutions are exempt from Children Act registration: LEA maintained or assisted schools, day care nurseries run by NHS hospitals for children who are patients, registered voluntary and community childrens homes, homes registered under the Registered Homes Act 1984 and independent schools. Advice on Children Act registration may be sought from the New Providers Advisor on 01274 435290 Childminders Those childminders who wish to receive funding for the provision of free places should be registered with Ofsted as belonging to an Approved Childminder Network and meeting the additional requirements that this entails, including promotion of the Foundation Stage Curriculum. To be included in an Approved Childminder Network, childminders must also meet the requirements of a recognised quality assurance scheme such as that devised by The National Childminding Association (NCMA) in conjunction with the DfES. Childminders may claim funding in respect of all eligible children for whom they provide free nursery education. This includes their own children. Further information on childminder networks and their eligibility to receive funding for the provision of free places can be obtained from Bradford Childminding Network on 01274 435288 or The National Childminding Association on 020 8464 6164. Non-maintained Local Authority education providers Non-maintained Local Authority providers (e.g. Local Authority day nurseries, family centres and Portage services) are included in the Directory as if they were private, voluntary or independent sector providers. Maintained education providers Maintained providers (e.g. Local Authority schools and nursery classes) are automatically eligible to provide free places to eligible children and should be treated as if they were included in the Directory. Adding providers to the Directory Bradford EYCS will make available to providers who may be eligible to join their Directory, information about how to join the Directory, about the conditions that must be met and about the payment arrangements that are in place. Providers will not be charged a fee for inclusion, or consideration for inclusion, in Bradfords EYCSs Directory.

Before including a provider in their Directory, Bradford EYCS will:

satisfy themselves that the provider fits into one of the categories of providers eligible to receive funding for the provision of free places and request documentary evidence of this e.g. Children Act registration certificate. satisfy themselves that the provider is able to meet the conditions that have been set satisfy themselves that the provider is based in their area and is not included in the Directory of a neighbouring LEA

Providers should inform Ofsted and Bradford EYCS whenever there is a change in their material particulars e.g. a change of ownership or premises. Bradford EYCS will update their Directory promptly when notified of any changes. When a provider's details change substantially, this may mean the provider has effectively become a new setting. Bradford EYCS will then need to register them again to receive nursery funding. If a change in provider details means that a provider is no longer eligible to receive funding for the provision of free nursery education, Bradford EYCS will remove the provider from the Directory as soon as possible. Bradford EYCS will record, for each provider in their Directory, the address of the premises where the education is provided, the name, address, email address and telephone number of the head teacher, proprietor, manager or other contact responsible for administration, the details of the bank account into which funding is to be paid and the unique reference number. They will also store information about inspection reports, action plans and the names and details of children being educated. All information collected will be used for ascertaining eligibility for Nursery Education Fund and for general statistical information within Central and Local Government. The central database of providers The DfES maintains a central directory of providers using information collected during the annual Early Years Census. Each January, the DfES carries out an Early Years Census by collecting, via LEAs, information on all non-maintained providers included in their BEYCS Directories The DfES allocates Bradford EYCS a series of unique reference numbers to be allocated to settings providing free nursery education to be used when compiling census data. Ofsted has access to the database for the purpose of making arrangements for inspections and will make arrangements for the inspection of providers newly included in the Directory as soon as possible.

Rejecting an application to be included in the Directory Providers will be rejected only because they are unable to meet the conditions that apply in the Bradford area. They will not be rejected on the grounds that there is already sufficient provision in the area. Where a provider's application is rejected, Bradford BEYCS will give the provider a written explanation of the decision and will ensure that all paperwork relating to a provider's application is retained.

Removing providers from the Directory If a provider ceases to meet the conditions that have been set by Bradford EYCS or withholds reasonable cooperation from Bradford EYCS in delivering its statutory responsibilities. Bradford EYCS will inform the provider in writing of its concerns and if deemed necessary a notice of actions will be drawn up giving clear instruction of work that needs to be undertaken to correct the concerns before a given date. This notice will give 3 months notice that if the actions are not undertaken by the agreed date the agreement will be terminated. Any setting may appeal against the decision to remove them from the Councils directory. A provider who has been removed from the Directory may subsequently be re-admitted provided Bradford EYCS is satisfied that the grounds for the removal no longer apply and the provider satisfies Bradford EYCSs conditions for funding. Where a provider is removed from the Directory as a consequence of an unsatisfactory Ofsted inspection, they should not be readmitted to the Directory until at least twelve months from the date of their removal and a pre-inspection visit by Ofsted has been carried out which indicates that the provision is now acceptable. To ensure that the central database is kept up to date, Bradford EYCS should inform the DfES, via the annual Early Years Census, of any providers who have been removed from the Directory, unless their removal was as a consequence of an unsatisfactory Ofsted inspection. Appeals procedure Bradford EYCS will allow providers the right to appeal against a decision to reject or remove them from the Directory. All providers should be informed of this appeals procedure including how an appeal can be made, to whom it should be made, how it will be dealt with and within what timeframe. The appeals procedure should involve the EYCS and should satisfy public law requirements Providers who wish to appeal against a decision to remove them from the Directory, should be allowed to do so before that removal is effected. Should a provider not be satisfied with their treatment under the appeals process and feel that mal administration has occurred, they may make a complaint to the Local Authority Ombudsman after the full appeals process within the LEA has been exhausted.

Eligible Children
Provider Eligibility All providers need to be registered with Ofsted and to be accredited by the local authority to provide NEF (see summary of conditions page 5). Child Eligibility A child begins to be eligible, the term after their third birthday as per the eligibility table below: A child born between: 1st April and 31st August 1st September and 31st December 1st January and 31st March Will be eligible for a free place from: The start of the Autumn Term following their 3rd birthday until statutory school age. The start of the Spring Term following their 3rd birthday until statutory school age. The start of the Summer Term following their 3rd birthday until statutory school age.

Prior to claiming an NEF place, a childs name and date of birth need to be verified through sight of a birth certificate, passport or medical card. This confirms their eligibility to claim a funded place. A childs legal name should be used on all correspondence and claims. For a child to be eligible to receive funding, you must complete registration/attendance details on each headcount date. For any child where NEF is claimed, there needs to be evidence of their eligibility through: i) settings sight of a birth certificate or other formal records. ii) attendance registers clearly showing days attended and reasons for absence. Where a childs attendance is erratic in the term, they may be eligible to receive funding, providing: iii) demonstrable work with the family/other agencies to maximize attendance for the child. A parent is able to access their entitlement at any point over the term, meaning that funds will be made available for any eligible attendance, even if this commences after headcount date. If any child with SEN attends then it is possible to claim for the full entitlement even if attendance is for lower number of sessions (see page 21 for details). Anyone of eligible age who attends your setting is eligible to receive funding, even if their residence is outside Bradford.

Levels of Funding
Funding can be claimed for 38 weeks a year for children attending the maximum of five, two and a half hour sessions per week. Providers should ensure that no more than 5 funded sessions in 1 week are claimed in respect of any child. For 2008/2009 the sessional payment system allows for parents to claim a maximum of 38 weeks, in line with Bradford school terms, for the financial year (April-March). This equates to 190 sessions. Number of weeks Per Term Term Start Date End Date Half Term Number of Weeks 13 13 12 38 Maximum Number Sessions 65 65 60 190

Summer Autumn Spring

07/04/08 01/09/08 05/01/09

18/07/08 19/12/08 03/04/09

26/05/0830/05/08 27/10/08 31/10/08 16/02/0920/02/09 Total

For 2008-2009, the rate of funding will be 1900 per annum for 190 sessions. This equates to 10.00 per session. All rates are subject to Bradford Council approval and we will communicate any further changes in rates. Children Attending more than 1 setting If a child attends two or more settings in a week, for a total of no more than 5 sessions, Bradford EYCS should pay a pro rata amount of funding to each provider. If a child attends two or more providers and receives, in total, more than 5 sessions of nursery education per week, the parent has the right to choose where the funding is to be used.

NEF Calculator
Following feedback throughout the year, several providers expressed difficulty using the child leaving/joining matrix to apportion funding when children left or joined provisions mid term. As a result Bradford EYCS have created an Excel based NEF calculator. The calculator will allow users to easily work out funding available for any given number of sessions and weeks. It will also calculate any repayment required to Bradford EYCS should a child leave a setting after a payment has been made. The NEF calculator can be found on our website at www.bradford.gov.uk
CHILD JOINING SETTING 2007-2008 SUMMER TERM
Your Provider Sessions 5 Term SUMMER Your Provider No of Weeks 13

AUTUMN TERM
Your Provider Sessions 5 Term AUTUMN Your Provider No of Weeks 13

SPRING TERM
Your Provider Sessions 5 Term SPRING Your Provider No of Weeks 12

Your Total Funded Sessions 65 Early Years Payment 530.40

Your Total Funded Sessions 65 Early Years Payment 612.00

Your Total Funded Sessions 60 Early Years Payment 408.00

CHILD LEAVING SETTING 2007-2008 SUMMER TERM


Weekly Sessions Attended 0 Term SUMMER Number of Weeks Attended 13 Your Total Funded Sessions 0 Early Years Funding 0.00 Initial Early Years Payment 0.00 Refund to Early Years 0.00

AUTUMN TERM
Weekly Sessions Attended 0 Term AUTUMN Number of Weeks Attended 13 Your Total Funded Sessions 0 Early Years Funding 0.00 Initial Early Years Payment 0.00 Refund to Early Years 0.00

SPRING TERM
Weekly Sessions Attended 0 Term SPRING Number of Weeks Attended 12 Your Total Funded Sessions 0 Early Years Funding 0.00 Initial Early Years Payment 0.00 Refund to Early Years 0.00

Free Sessions of Nursery Education


A session of free nursery education should be at least 2 hours in length. Bradford EYCS offers all eligible children a minimum of five sessions of free nursery education per week, but parents may choose to take up fewer than five sessions, or decline to take up any at all. No child should receive more than two sessions of free nursery education in one day. (National Day Care Standards still apply) Parents should not be required to pay any fee for their childs free nursery education place. If a child attends a provider where the grant exceeds the cost of 2 hours, the fees charged for any extra childcare should be abated or refunded at the same rate as the grant paid for the free sessions. i.e. if a child attends in the afternoon only and a different charge is made for the afternoon than if they attended all day the amount of NEF abated or refunded should be at the afternoon rate. Parents may be charged for any additional services, such as childcare beyond their entitlement to free part-time nursery education, the charges for this are at the discretion of the provider Providers should make parents aware, prior to their taking up a free place, of any charges that will be payable in respect of additional services provided. Where an employer contributes to the cost of a nursery education place, the funding can be used to reduce the amount of subsidy provided by the employer for that place. In these circumstances the parent might not receive an abatement of fees directly but instead benefit from a fully or partially subsidised nursery education place provided by their employer. This should not affect any subsidy provided by an employer for additional childcare services. Parents may additionally be able to receive help with childcare costs through the childcare element of the Working Tax Credit (WTC), but cannot claim this tax credit for the time their child is in receipt of free nursery education. The responsibility for claiming Working Tax Credit rests with parents and not with providers. For further information, parents should call the WTC Helpline on 0845 606 6668.

Information Needed
Local education authorities fund all free nursery education places for three and four year olds from their Education Formula Spending Share (EFSS). Monitoring information is also needed to administer the Nursery Education Fund and the following information must be completed on the claim forms for all children before payment can be made from the Fund

Child's Legal Forename Child's Legal Surname/Family name Child's Gender Child's Date of Birth Childs Ethnic Origin Childs SEN status Child's Address & Postcode Parents telephone number where they can be contacted The number of hours attending the setting The number of hours claiming NEF Name of any other provision they attend Number of hours claimed at other provision Signature of Parent/ Guardian or date when child stopped attending provision

Before sending in claims, providers are asked to ensure that all the necessary information is complete. Audit functions Providers should make copies of their accounts available to Bradford EYCS on request. Bradford EYCS require providers to keep a record of attendance in respect of all children for whom they provide funded places.

Working with Parents


Providers should work in partnership with parents and provide them with any relevant information or advice about their childrens progress and grant entitlement. Parents may be charged for any additional services, such as childcare beyond their entitlement to free part-time nursery education, the charges for this are at the discretion of the provider Providers should make parents aware, prior to their taking up a free place, of any charges that will be payable in respect of additional services provided. It is important for continuity and progression for records to be transferred from one setting to another. It is good practice for the parents to know that this is taking place. We hope eventually we will use the same transfer records across the district. This will be particularly useful for schools where children attend from a number of different early years settings. With regard to children with special educational needs, it is integral to the Code of Practice to exchange information with parent/carers. Parent /carers should be made aware how important it is for information to be shared with the receiving setting. Details can be found in Section 12 of Bradford SEN Handbook and Section 8 of Communication and Language in the Foundation Stage The Provider and anyone acting on its behalf will ensure compliance with the law and in particular agrees to comply with all legislation applying to the provision of Early Years Education including, but without limitation, the following: Health and Safety at Work Act 1974 Sex Discrimination Act 1975 Race Relations Act 1976 Race Relations Act Amended 2002 Disability Discrimination Act 1995 Data Protection Act 1998 Human Rights Act 1998 Freedom of Information Act 2000 Special Educational Needs and Disability Act 2001 Education Act 2002

All the legislation can be viewed on Her Majestys Stationary Office website at www.hmso.gov.uk or can be ordered through the stationery Office tel. 08706005522

Changes in Circumstances
You will be required to inform Ofsted, Bradford EYCS and the CIS of any planned changes to your provision, including: Change to leadership Change of ownership Change of address Change of financial details Changes to Ofsted registration

When provision details change substantially, this may mean the provider has effectively become a new setting. The local authority will judge whether there has been a significant change that affects the quality of nursery education provided. NEF registration and possible removal will depend on this judgement. If you take over an existing provision, you will be allocated a new 6 digit NEF registration number. You will need to discard any headcount forms submitted by the previous owner and re-submit new headcount forms based on your new number. Where Ofsted cancels a providers registration status from Active, withdrawl of NEF registration will automatically occur.

Cross border arrangements


Bradford has reciprocal arrangements with bordering authorities. In other words if a Bradford child attends a nursery situated outside Bradford, that authority will fund the child. Similarly, if a child who lives outside Bradford attends a nursery in Bradford, we will fund the child. Bradford EYCS will consider funding for a child who resides in Bradford but who attends a setting in a neighbouring area but does not receive funding from that neighbouring authority. Each authority will have different timetables, procedures for claiming and may also pay different amounts of funding. This will cause problems if children move between authorities during a term. It is possible that parents will have to pay until the start of the next term if they move their child. Lists of out of area children are sent to each local authority each term in order to check that they are not being funded for more than five sessions during the term. This is why the address and post code must be completed on the claim forms.

Children moving to England from abroad


A Child moving to England from another country is entitled to free nursery education on the same basis as any other child regardless of whether they have British citizenship

Use of excess funding


The aim of the Nursery Education funding is to provide free part time education places of 2 hours per day, 5 days a week and eleven weeks in the term. If there is any fund remaining after the free sessions have been provided the provider should use those funds to improve the quality of education for three and four year olds. Approved expenditure may include all resources required to achieve that aim, for example: Staff Training Wages Equipment Resources

Please note providers are accountable for how funding is spent and will need to be able to show (when audited) that the grant is being spent correctly.

Appeals Procedure
NURSERY EDUCATION FUNDING The Appeals procedure is intended to be as open as possible so any individual or organisation who feels unhappy with the service or decisions made by the Early Years and Childcare Service in connection with the administration of the Nursery Education Funding for 3 and 4 year olds can make a complaint and receive fair and unbiased treatment. Complaints in connection with Nursery Education Funding can be divided into three areas. 1. Providers complaining about Bradford Early Years and Childcare Service. At the first stage, front line staff should make every endeavour to remedy the complaint. If the person remains dissatisfied, then the complaint will pass to a senior manager within the Early Years and Childcare Service. If the person remains dissatisfied, then the complaint will be investigated by the Complaints Officer, or another appropriate senior officer, not directly involved in the service complained about. This investigation may also include a review of how the complaint has been handled at earlier stages. Complainants who are still not satisfied after this stage will be advised to refer their complaint to the appropriate external body (in most cases this will be the Local Government Ombudsman). 2. Parent complaining about Bradford Early Years and Childcare Service At the first stage front line staff should make every endeavour to remedy the complaint. If the person remains dissatisfied, then the complaint will pass to a senior manager within the Early Years and Childcare Service. If the person remains dissatisfied, then the complaint will be investigated by the Complaints Officer, or another appropriate senior officer, not directly involved in the service complained about. This investigation may also include a review of how the complaint has been handled at earlier stages. Complainants who are still not satisfied after this stage will be advised to refer their complaint to the appropriate external body (in most cases this will be the Local Government Ombudsman). 3. Parent complaining about a provider registered with Bradford EYCP to receive the Nursery Education Fund. These can again be classified into three areas: Complaints in respect of provision of Nursery Education An appropriate officer will contact the setting in order to discuss the matter. An appropriate officer will recommend a course of action if the complaint is

upheld. In certain circumstances the Bradford EYCS may inform OFSTED The complainant may also inform OFSTED Complaints in respect of Child protection If there is any suspicion of a child being abused, either physically, sexually or emotionally, or of being neglected, then it is the responsibility of any officer in the Council to ensure the correct procedures are followed. Information will be passed on / shared with senior managers, the Child protection unit, Social Services / or police. Records will be kept of any allegation made stored in a secure location and disclosed to others on a need to know basis. Complaints in respect of Criminal issues Any complaint in respect of criminal issues will be taken seriously Information will be passed on / shared with senior managers and the police. Records will be kept of any allegation made stored in a secure location and disclosed to others on a need to know basis. Any comment or complaint received by Bradford EYCS relating to the provision of Nursery Education by the provider will be given careful consideration by an appropriate officer. The complainant will be kept informed. The provider must deal promptly with any comment or complaint received, whether received directly or via Bradford EYCS.

Children with Special Educational Needs


Providers in receipt of funding for the provision of free nursery education places must have regard to the Special Educational Needs Code of Practice, must have a Special Educational Needs policy which promotes inclusion and includes admissions, and must appoint a setting-based Special Educational Needs Coordinator (SENCO) and allow them to attend all required SEN courses. Providers must agree to regular visits and involvement from a named Area Senco. The Special Educational Needs Code of Practice can be obtained by calling DfES Publications on 0845 6022260 and quoting reference number DfES 581/2001. For a child with a statement of special educational needs made under the Education Act 1996, the LEA in whose area the child lives is responsible for maintaining the statement, even if the child attends a provider in the area of another LEA A provider offering free nursery education to a child with a statement of special educational needs should allow the LEA maintaining the statement (the LEA in whose area the child is resident) access to the premises to monitor the provision specified in the statement. Where an eligible child with a statement is educated by a private, voluntary or independent provider, funding should be claimed through the LEA in which the provider is located, even if the statement is maintained by a different LEA. Separately, the provider may make arrangements for payment by the LEA maintaining the childs statement (regardless of whether this is the LEA from which funding was claimed) of the additional costs of any special educational provision It may not be appropriate for some children with special educational needs to receive five sessions of nursery education a week. In these cases, the provider should, in cooperation with the childs parents or guardians, seek advice from their named Area Senco at Bradford EYCS on the amount of provision that would best meet the childs needs. As long as the provider is acting in accordance with this advice, they should be allowed to claim the full amount of funding in respect of children with special educational needs who attend fewer than five sessions per week.

Special Educational Needs Policy


Since 2001/02, it has been a full condition for early years providers in receipt of Nursery Education Grant to have a special educational needs policy. The SEN policy should be seen in the context of equal opportunities and should be designed to promote inclusion. The following information should be included: 1. A clear statement as to what the policy is seeking to achieve and how it relates to the SEN Code of Practice and associated guidance on the identification and assessment of special educational needs. The name of the person responsible within the setting for co-ordinating dayto-day provision of education for pupils with SEN, whether or not that person carries the formal title SEN co-ordinator (SENCO). Support available within the setting for children with SEN, including facilities for increasing access for pupils who are disabled. Arrangements for reviewing, monitoring and evaluating the effectiveness of SEN provision, both in relation to individual pupils and all pupils across the setting. Arrangements for partnership working with parents/carers and for taking into account the ascertainable wishes of the child. Procedures for resolving complaints about SEN provision. A brief description of the arrangements in place to link effectively with others on SEN issues and exchange information as necessary, for example; local SEN support services, child health services, social services, organisations in the voluntary sector, plus links and information transfer arrangements with other early education settings in the area, mainstream primary schools and special schools.

2.

3.

4.

5.

6. 7.

NEF Parents Declaration 2008/2009


Please let all parents read this before signing the Headcount Information Form The Nursery Education Fund in Bradford is paid from the term after a childs third birthday until the term of a childs fifth birthday, unless they start in a primary school or council nursery class before that date. In order to confirm eligibility for a funded place, you need to show the setting evidence of your childs name and date of birth. This can be in the form of birth certificate, passport or medical card. Each term starts on the same date each year, 1st January, 1st April, 1st September, even though school holidays may be later in the month. For a child to be eligible to receive the grant he/she must have had their third birthday before the 1st January for the spring term, 1st April for the summer term and 1st September for the autumn term. The grant is paid each term and your child must be registered at the nursery by the count day to be eligible to receive the grant that term The grant is for a 2 hour session, up to 5 sessions a week, up to 38 weeks a year and is claimed when your child attends a non-council nursery, play school, crche, private school or network registered childminder who is eligible to receive the grant. Nursery places in schools are free. If your child is attending both a school and a nonmaintained nursery place you will not be eligible for a funded place at the nonmaintained setting. If your child attends two different non-maintained nurseries e.g. a private nursery in the morning and a playgroup in the afternoon, the grant can be split between the two providers, as long as no more than 5 sessions in total is claimed per week. The amount of fund paid depends on the amount your nursery education provider charges. This amount should be shown at the top of the Headcount Information Form. The amount is calculated by taking the amount your provider charges per session and dividing that amount by the hours covered by that session to get an hourly rate This figure is then multiplied by 2.5. If your child attends for more than 2.5 hours per day you will be charged for the extra time. If the fund exceeds the amount you pay for 2.5 hours the amount you are asked to pay for the extra childcare should be at the same rate. If the fund does not cover the cost of your free 2.5 hours education session then the charge for the extra childcare is at the providers discretion. By signing the Headcount Information Form you are declaring that the information entered there is correct, that you are not claiming for more than 5 sessions of grant at this or any other nursery provider and that you are receiving the correct level of funded aid for your childs education. All information collected will be held on the Education Bradford management information system, and will be used to ascertain eligibility for the Nursery Education Fund, to contact families when needed and to provide statistical information within Central and Local Government. When you sign the parent declaration document you are providing consent to the Council to hold and use your personal information for these purposes.

Estimate Details
In order to obtain an initial payment during the first week of term you will need to complete and submit an estimate form prior to the start of each term. This form is used to estimate the number of children you expect to be in receipt of an NEF place during the coming term. BEYCS will base your 80% initial payment on this estimate. The forms will be distributed on the identified date in the table below: Term of Funding Summer 08 Autumn 08 Spring 09 Estimate Form Distribution (Week Commencing) 3rd March 2008 23rd June 2008 17th November 2008 Return Deadline 20th March 2008 18th July 2008 12th December 2008

If forms are returned after the deadline date, no initial payment will be made at the start of the term. Subsequently the setting will receive 100% payment later in the term based on the figures from the headcount day.

Headcount details
To claim Nursery Education Funding, headcount forms must be completed on the prescribed headcount day each term. Parents must provide appropriate details and sign to confirm their child is in attendance at the provision and is receiving free NEF sessions Headcount forms are sent out with the information regarding payment 1, this is usually 1-2 weeks before the start of term. Following the headcount day it is important that the forms are returned to Bradford EYCS as quickly as possible and by the deadlines identified in the table below: Term of Funding Summer 08 Autumn 08 Spring 09 Headcount Date 24/04/2008 18/09/2008 22/01/2009 Return Deadline 01/05/2008 02/10/2008 29/01/2009

Headcount Forms
Pre-Printed Head Count Form (Active NEF Providers Only) This form lists details of eligible children notified from the previous term. The parent/guardian needs to check that all the child information contained is accurate and that the session information reflects attendance. An appropriate signature is also required to confirm the childs attendance. Blank Headcount Form This form is used to add children who have joined the setting prior to headcount day and are not included on the pre-printed headcount form from the previous term. The parent/guardian needs to provide accurate details for the child, appropriate session information and provide a signature to confirm the childs attendance. When a child initially begins to claim a nursery education funded place you should view a childs legal identification, to confirm correct details and eligibility for the place. Child Information Requirements The data needed for each child is: Childs legal surname / family name Childs legal first name Date of Birth Gender Male or Female Ethnic Origin Code Childs Address Parents telephone number, where they can be contacted How many sessions they attend with you How many sessions they are claiming for Name of any other provision they attend How many session they claim grant from them. Parents signature or date when child stopped claiming the grant.

Headcount Summary Form


The headcount summary form is used for calculating the amount of NEF to be claimed. The sections need to be completed as follows: A. This is the number of sessions attended each week (Pre Printed). B. This is the number of eligible NEF children claiming the fund. Based on number of sessions children are attending each week. C. This is the maximum amount of funding available per week (Pre Printed). D. Number of weeks the setting is open. E. The total amount of grant claimed, based on sessions per week. This is calculated by multiplying eligible children, amount per week and number of weeks B x C x D =. F. Calculate total grant claimed by adding up the amounts in column E G. Enter the amount payable for 2.5 hours x number of sessions claimed. The amount you reduce the parents fees should be the total number of sessions you are claiming multiplied by your charge for providing 2.5 hours or the total grant if you charge more than the grant. H. Subtract the total amount you are reimbursing to parents from the total grant you are claiming. Any excess grant has to be used to improve the quality of nursery education in your setting.

Please sign and date the form and return within the dates given. Please return the forms even if no fund is claimed.

Changes to Claims
The count day each term is around two weeks into the term to allow movement of children between providers. We would ask that you encourage parents not to change providers during the term, but we recognise that this is not always the case. If a child arrives, after the count day, and is eligible for the fund, providers should complete a child joining form. The child will then be eligible for a proportionate payment of the NEF. If a child joins after the second payment being made providers should contact Bradford EYCS and we will consider the claim. When a child leaves a setting during the term you must complete a child leaving form. This is one of the conditions of funding. Dependant on the number of weeks remaining a repayment of the fund will be required. The payment calculator can be used to calculate any repayment amount, a cheque for this amount should be then be sent in with the leaving form. Cheques should be made payable to Bradford Council. Schools are allowed a four week phased entry for admissions, therefore children starting a reception or school nursery class in the first 4 weeks of term will not be eligible for nursery education fund for the first weeks of term before starting at a LEA setting. Providers should request that parents return any abatement or reimbursement of fees they have received in respect of a period after their child had left the provider.

Erratic Attendance
Providers must also inform the Bradford EYCS if there has been a change in the attendance of a child. It is strongly recommended that all registers are kept under scrutiny and reviewed at half term if not more frequently. If there is continued failure on the part of parents to utilise the number of sessions you have claimed on their behalf, you should contact us to discuss the matter. Providers should be pro active in their involvement with a childs non attendance to funded places. This could be through telephone calls to the parents or by issuing appropriate correspondence.

Payment of Nursery Education Funding


Main Payments The local authority will set the rate at which it funds settings for the nursery education places provided. It reserves the right to alter funding eligibility criteria during the financial year due to any resource restraint. Providers should maintain a specific bank account for their setting. The account should be dual signatory, unless a provider is a sole trader. The Bradford EYCS should only pay funding into that account. Any changes in bank accounts must be confirmed in writing, using the forms supplied. These should be returned to Early Years Finance Team, The Wool Exchange, Hustlergate, Bradford, BD1 1RE at least 2 weeks before the next payment is due. There are 2 main payment runs that enable you to directly receive NEF funding. Payment 1 made during the first week of term, this is an 80% payment made on the information provided on the estimate form. As this is an estimated payment you will not receive a breakdown list. Payment 2 is made later in the term. This will be the overall total for the term based on the headcount forms, less payment 1. This will include a breakdown of the children attending and their respective number of sessions. If there has been an overestimation at the start of term this may a negative figure requiring a repayment of the excess to BEYCS. Main payment dates for 2008/2009 are identified in the table below: Term of funding Summer 08 Autumn 08 Spring 09 Payment 1 made (week commencing) 7th April 2008 1st September 2008 5th January 2009 Payment 2 made (week commencing) 23rd June 2008 17th November 2008 2ndMarch 2009

Repayments
Repayments maybe required from a setting at various point during a term. This could be due to an overestimation and subsequent overpayment at the start of term or due to children leaving a setting after the second payment has been made. Cheques need to be made payable to Bradford Council and forward to Bradford Early Years and Childcare Service. Following a request for a repayment by Bradford EYCS, repayments need to be made within 21 days. Failure to make the payment within 21 days could lead to a providers NEF registration being removed. Any problems regarding repayments or amounts requested should be discussed with the NEF officer on 01274 431965.

How to Calculate NEF Deduction


This information sheet is intended to aid understanding of these calculations and to ensure every setting is calculating their refunds correctly for each child. As everyone is aware, the overriding premise of the Nursery Education Fund is that every 3 and 4 year old child should receive up to 5 sessions of 2.5 hours education per week for up to 38 weeks per year free at point of delivery. This means ensuring that the correct amount is deducted from the parents invoices for each child according to the fee structure they are currently on. Below is a step-by-step method for calculating the NEF deductions: Step 1 - Calculate the equivalent hourly rate for each fee structure, even if your setting doesnt actually charge by the hour. E.g. morning rate is 14 for 8am - 1pm. Therefore, the equivalent hourly rate is 14 5 = 2.80 per hour for children attending morning sessions. Step 2 - To calculate the equivalent 2.5 hour NEF session, multiply this hourly rate by 2.5 hours. E.g. 2.80 x 2.5 = 7.00. This would therefore be the amount per session deducted from the invoices of any child on the morning rate. Step 3 - Using the equivalent 2.5 hour sessions calculated above, create a simple table such as the one below to be used as a quick reference to ascertain how much each childs NEF deduction should be per week based on how often they attend and how many NEF sessions they are claiming for:
Deduction per week according to number NEF sessions claimed Fee Structure Morning Rate = 14 (8am1pm) (2.80/hour) Afternoon Rate = 14 (1pm-6pm) (2.80/hour) Daily Rate = 26 (8am-6pm) (2.60/hour) Weekly Rate = 120 (2.40/hour) 5 NEF 35.00 4 NEF 28.00 3 NEF 21.00 2 NEF 14.00 1 NEF 7.00

35.00 32.50 30.00

28.00 26.00 24.00

21.00 19.50 18.00

14.00 13.00 12.00

7.00 6.50 6.00

If your settings fees are higher than the current rate of Nursery Education Funding (from April 2008 set at 50.00 per week for a child attending 5 sessions a week), then you simply need to ensure that the amount of the NEF your setting receives from Early Years is being deducted from the parents invoices per week, i.e.:
5 x NEF 50.00 4 x NEF 40.00 3 x NEF 30.00 2 x NEF 20.00 1 x NEF 10.00

These amounts can then be deducted from the parents invoices either over a 12 month period or over the months of the terms, whichever best suits your settings circumstances.

Guidance on How to Show Expenditure of the NEF Excess


In order to simplify the process of showing how the NEF excess has been spent, the following table has been devised to log the excess each term and the appropriate expenditure. This table will hopefully make the process simpler for settings as well as providing openness for the audit process. This openness has become even more crucial now with the advent of the Freedom of Information Act which would allow anyone the right to question how a setting has spent public money. However, please do not feel as a result of this document that settings are required to spend the total excess in the appropriate term, it is also quite acceptable to accumulate some of the money for instance to put towards a large piece of equipment or an extra member of staff or additional training etc.: A B C D E F Term Dates: Total NEF Claimed: Total NEF Deducted from Parents Invoices: Total NEF Excess (B C): Balance Carried Forward from Last Term: This Terms NEF Excess Balance (D+E):

Date First Date of Term

Description of Expenditure

Amount

Opening NEF Excess Balance (F from above table)

NEF Excess Balance Remaining xx

End Date of Term

Closing Balance of NEF Excess

xx

Obviously in the case of nurseries, time isnt split into terms as such, but for reporting purposes the term dates can be taken from the NEF claim forms. If a setting is deducting the entire NEF from the parents invoices, then there is no NEF excess and hence no need to complete this table.

Useful Publications
The following publications are available from DfES Publications on 0845 6022260: Special Educational Needs Code of Practice (Reference: DfES 581/2001) Early Years Development and Childcare Planning Guidance 2004-2006 (Reference: PG 2003/04)

The following publication is available from QCA Publications on 01787 884444: Statutory Framework for the Early Years Foundation Stage

The following publications are available from Bradford Early Years and Childcare Service Communication and Language in the Foundation Stage SEN Handbook Basic Provision contact advisory Teachers at 01274 431994 or 438734 Bradford Foundation Stage Progress Profile contact advisory teachers

Current Legislation can be seen on Her Majestys Stationery Office website. www.hmso.gov.uk

If you wish to purchase a printed version of any item of legislation or any other official publication previously published by HMSO then please visit the Stationary Office Ltd where you can access their online bookshop or obtain further information. You can also contact them direct at: TSO PO Box 29 St Crispins Duke Street Norwich NR3 1GN Tel: 0870 600 5522 Fax: 0870 600 5533 Email: book.orders@tso.co.uk Online ordering: www.tso.co.uk/bookshop

Contacts
Early Years and Childcare Service General Office Fax Finance Dept Childrens Information Link Area SENCO Early Years Trainer Foundation Stage Advisory Teachers 431813 01274 229368 437653 437503 437493 431481 431994 / 438734 431481 / 431481 Workforce Development Officer Training Admin Officers Business Support Manager Mobile Creche Co-ordinator Bradford Childminding Network New Provider Advisor Working Family Tax Credit 431482 431479 431390 435082 435288 435290