Policies and Procedures of the nanny network (Tm)

Policies and Procedures

1. Introduction
2. Mission and Vision
3. Scope of Services
4. Recruitment and Hiring Policies
5. Nanny Qualifications and Requirements
6. Client Onboarding Process
7. Matching Process
8. Contracts and Agreements
9. Client Responsibilities
10. Health, Safety, and Emergency Policies
11. Confidentiality and Privacy
12. Fees and Payments
13. Performance Reviews and Feedback
14. Grievance and Complaint Resolution
15. Termination Policy
16. Code of Conduct
17. Disclaimers and limitation of liability
18. Amendments to the policy.

1. Introduction

The Nanny Network is dedicated to providing professional and trusted childcare services to families by recruiting, vetting, and matching experienced and qualified nannies with clients. This document outlines the policies and procedures to ensure operational consistency and service quality across the agency.

2. Mission and Vision

• Mission Statement: To offer professional and compassionate childcare solutions      tailored to each family's unique needs.
• Vision: To be the leading nanny agency known for excellence, support, reliability,      and trust.

3. Scope of Services

The Nanny Network provides the following services:

• Full-time and part-time nanny placements
• Live-in and live-out nanny services
• Temporary, emergency, and short-term nanny support
• Mother's help placements
• Event nanny placements

4. Recruitment and Hiring Policies

• Screening Process: All candidates must undergo a rigorous background check,      including identity verification, criminal background checks, and employment history verification.
• Interview Process: Potential candidates are interviewed in person or via      phone/video call by The Nanny Network to assess their childcare experience, communication skills, and personality fit.
• Reference  Checks: At least two professional references must be provided and      verified before placement.
• Documentation: Nannies must provide proof of identity, eligibility to work, and relevant      certifications (e.g., DBS, first aid).

5. Nanny Qualifications and Requirements

• Minimum Age: All nannies must be at least 18 years old.
• Experience: A minimum of 2 years of childcare experience is required, unless waived by the agency for special circumstances.
• Certification: Current DBS and First Aid certification are mandatory for all nannies. The Nanny Network encourages nannies to renew their enhanced DBS checks and First      Aid every 3 years.
• Language Proficiency: Nannies must have proficiency in the language spoken in the household, and additional languages are a plus.
• Education: Training in early childhood education preferred.

6. Client Onboarding Process

• Initial Consultation: New clients are required to complete an initial consultation (in person or via phone/video call) to discuss in detail their childcare needs and preferences.
• Family Profile Creation: A detailed family profile is created based on the client's preferences, including childcare schedules, duties, and specific requirements (e.g., diet, special needs).
• Advert: A discreet and brief advert is created and approved by the families      outlining the family’s needs and preferences, posted on The Nanny Network      website, social media pages (Facebook and Instagram), indeed employers      profiles and shared with mailing list of nannies.
• Agreement  of Terms: Clients are provided with a service agreement outlining fees, responsibilities, and expectations. You can instruct us at any time to stop advertising for candidates for the role. There will be no fee payable until job has been offered and accepted.

7. Matching Process

• Initial Match: Nannies are selected based on the family’s specific needs, availability, and personality match.
• Interview with Family: Families have the opportunity to interview shortlisted nannies before making a final decision.

8. Contracts and Agreements

• Nanny Agreement: Nannies must sign a contract specifying their duties, working hours, wages, and other relevant conditions.
• Client Agreement: Clients are required to sign an agreement that outlines their responsibilities, payment terms, and the agency’s role in the  relationship.
• Confidentiality  Clause: All agreements contain a confidentiality clause to protect the      privacy of both families and nannies.

9. Client Responsibilities

• Work Environment: Families are expected to create a safe, respectful, and      conducive work environment for the nanny. Ensure that the nanny is capable  of operating any equipment needed, including driving vehicles
• Discrimination: Clients are expected to not discriminate against any candidate  on the basis of information relating to their racial or ethnic origin,  political beliefs, philosophical or religious beliefs, membership of a      trade union, sex life or gender.
• Clear Expectations: Clients must provide clear guidelines on duties,      schedules, and expectations.
• Payment: Payment for services must be made on time, in accordance with the agreed contract.
• Emergency Contact: Clients must provide all necessary emergency contact      information and ensure the nanny has access to first aid and emergency      resources. 
• Feedback to agency: Clients must let The Nanny Network know immediately if you      want to offer applicant the position

10. Health, Safety, and Emergency Policies

• Emergency Protocols: Nannies must be trained in emergency procedures and have      access to all necessary first aid supplies.
• Health  and Safety Compliance: Nannies are expected to maintain a clean and      safe environment for children, including adhering to hygiene practices      such as regular handwashing and sanitation.
• Child Illness: Nannies must follow a protocol for managing child illness, including notifying parents and seeking medical care if needed.

11. Confidentiality and Privacy

• Personal Data: All information provided by clients and nannies is kept strictly      confidential and is only shared with authorized individuals as necessary.
• Non-Disclosure: Nannies and agency staff are prohibited from discussing personal details of families outside of the workplace. If an official NDA is needed, this      can be arranged.

12. Fees and Payments

• Placement Fees: A placement fee is invoiced upon the successful placement of a      nanny. This is calculated at 12% of the annual gross salary of the Nanny, payable only when the contract (containing THE NANNY NETWORK TM LOGO) has been signed by both parties. If the Nanny leaves in the probationary period, The Nanny Network is under no obligation to find you a replacement but a payment of 25% will be refunded back to you.
• Late Payment Fee: The invoice is payable within fourteen days. For every week you are late paying this invoice, you will be charged an extra £50.
• Hourly/Salary Rates: Nanny rates vary depending on experience, qualifications, and      client requirements. Clients are responsible for ensuring the nanny is paid at or above minimum wage. Clients are responsible for sourcing a  payroll company and must comply with UK employment and tax law, including, among others: provision of a contract of employment, pay slips, correct  deductions for Income Tax and National Insurance, as well as any pension contributions.
• Overtime: Any hours worked beyond the agreed schedule must be compensated as per  legal requirements and the contract terms.

13. Performance Reviews and Feedback

• Regular Check-ins: The agency conducts regular check-ins with both families and nannies to ensure satisfaction with the placement.
• Feedback Mechanism: Families and nannies are encouraged to provide feedback at      any time. Formal reviews are encouraged at the end of probation period.

14. Grievance and Complaint Resolution

• Complaint  Procedure: If a family or nanny has a grievance, they should first      address it with the other party. If unresolved, they may escalate it to  the agency for mediation.
• Mediation  Services: The agency provides mediation services to resolve conflicts      between nannies and families.

15. Termination Policy

• Notice Period: Both families and nannies are required to provide a notice period (stated in personalised contract) before terminating a contract,  unless there is just cause for immediate termination.
• Termination by the Agency: The agency reserves the right to terminate placements      if there is a violation of policies or a failure to meet standards.

16. Code of Conduct

• Professionalism: All staff and nannies must maintain professionalism, respect, and      integrity at all times.
• Non-discrimination:  The agency does not tolerate discrimination based on race, religion,  gender, or disability.
• Zero Tolerance for Harassment: Any form of harassment or abuse by nannies,      clients, or agency staff will result in immediate termination. 

17. Disclaimers and limitation of liability

• In providing these services, The Nanny Network is committed to maintain a high level of service and efficiency. However, the service is dependent upon the accuracy of information provided by you which is beyond the control of The Nanny Network. Therefore, any decision as to the suitability of an applicant and the decision to engage an applicant is sole discretion of you. The Nanny Network does not accept responsibility and cannot be held liable for any loss.

18. Amendments to Policies

• The agency reserves the right to amend or update these policies as necessary to remain compliant with legal requirements and to ensure service quality. Clients and nannies will be notified of any changes in writing.