English Translation

This document is an English translation of the Norwegian Rules and Regulations (Vedtekter) for Polarhagen Barnehage. In the event of any discrepancy or uncertainty regarding interpretation, the Norwegian version shall prevail.

These Rules and Regulations have been adopted in accordance with the Norwegian Kindergarten Act (Barnehageloven) and govern the relationship between the kindergarten, parents/guardians, and children.

§ 1 Ownership

Polarhagen Barnehage is a private kindergarten owned by Polar-Holding AS and operated by Polarhagen Barnehage AS.

§ 2 Approval and Area Requirements

Polarhagen Barnehage is approved pursuant to Section 10 of the Norwegian Kindergarten Act.

The approval is based on the following conditions:

• Municipal requirements regarding the use of premises and floor area shall be complied with.
• Net indoor play and activity area:
  • 4 m² per child over the age of 3
  • 5 m² per child under the age of 3

§ 3 Purpose and Educational Content

The purpose of the kindergarten is to provide kindergarten services for children of preschool age in accordance with Section 2 of the Norwegian Kindergarten Act.

The kindergarten shall:

• operate as an educational institution;
• provide children with opportunities for play, development, and meaningful experiences;
• take into consideration the children’s age, individual needs and abilities, gender, and social, ethnic, and cultural backgrounds, including the language and culture of Sámi children;
• communicate values and culture while providing opportunities for children to participate in and contribute to cultural expression;
• support children’s curiosity, creativity, and desire to learn;
• have a health-promoting and preventive function; and
• contribute to reducing social inequalities.

The national Framework Plan for Kindergartens (Rammeplan for barnehagen), issued by the Ministry, applies. The kindergarten owner may adapt the Framework Plan to local circumstances.

The Cooperation Committee (Samarbeidsutvalget – SU) approves the annual plan for the kindergarten’s educational activities.

§ 4 Admissions and Admission Authority

Polarhagen Barnehage participates in the coordinated admissions process administered by Tromsø Municipality. Application deadlines are announced by the municipality.

Applications for a kindergarten place and requests for transfer shall be submitted through the municipality’s electronic parent portal. Required documentation shall be submitted to the Admissions Office of Tromsø Municipality.

The kindergarten year runs from 1 August to 31 July. Children retain their kindergarten place until 31 July of the calendar year in which they turn six.

The General Manager may offer places outside the coordinated admissions process where capacity is available.

Admission criteria, in order of priority:

1. Children with disabilities and children for whom decisions have been made pursuant to Sections 4-12 and 4-4, second and fourth paragraphs, of the Child Welfare Services Act.
2. Siblings of children attending the kindergarten.
3. Children of permanent employees.
4. Children for whom the kindergarten is listed as the first choice.
5. Children whose parents/guardians have a connection to the kindergarten. This includes suppliers, families who have previously had children enrolled at the kindergarten, or parents/guardians who attended the kindergarten themselves.
6. Consideration shall be given to the composition of the group of children. This means seeking a balanced distribution:
   • between children in different age groups; and
   • between genders among children over the age of three.
7. Where applicants otherwise have equal priority, admission shall be determined by drawing lots.

§ 5 Termination of a Kindergarten Place

The notice period is two months, calculated from the date on which written notice of termination is received.

Notice given between 1 April and 31 May shall run until the end of July. If another child takes over the place during the notice period, the payment obligation shall be reduced proportionately.

Termination by the kindergarten must be based on objective and justifiable grounds and must be given in writing. A material breach of obligations may constitute grounds for termination with immediate effect.

§ 6 Health Provisions

Before the child starts attending the kindergarten, a declaration concerning the child’s health must be provided.

Children who are ill shall not attend the kindergarten. In cases of doubt, the Educational Leader shall make the assessment. If a serious communicable disease or other health risk is suspected, the General Manager shall determine what further measures are necessary.

Any need for medication or dietary adaptations must be documented in accordance with applicable procedures and, where required, a medical certificate.

All children are insured through Gjensidige, via Private Barnehagers Landsforbund (PBL).

§ 7 Opening Hours, Holidays and Planning Days

Opening hours: 07:00–16:30.

Children shall take four weeks of holiday per kindergarten year, of which three weeks shall be taken during the summer closure period (weeks 28–30).

The kindergarten may close during periods of low attendance, such as Easter week and the summer holiday period, if fewer than eight children are registered to attend.

The kindergarten is closed on Christmas Eve and New Year’s Eve, as well as all weekdays between Christmas and New Year.

The kindergarten is also closed on the Wednesday before Maundy Thursday (the Wednesday before Easter).

The kindergarten has five planning days per year and is closed on these days.

Late collection may result in a fee of NOK 500 after the third occurrence within the same kindergarten year.

§ 8 Parental Fees

Parental fees are payable for 11 months of the year, with July being free of charge.

The maximum parental fee and sibling discount determined by Tromsø Municipality shall apply.

Payment is made by invoice. Significant or repeated failure to pay the applicable fees may result in termination of the kindergarten place.

The kindergarten charges a meal fee based on actual food costs. Changes shall be notified with two months’ notice.

The meal fee includes all meals provided each day.

In the event of prolonged absence, parents/guardians may apply to the kindergarten for a reduction corresponding to the actual reduction in the kindergarten’s food costs. Prolonged absence means an absence of one month or more. Such absence must be notified at least one month before the first day of absence.

If the kindergarten is closed for more than two full days during a kindergarten year due to unforeseen circumstances, such as staffing difficulties, power outages, water supply interruptions, or other unforeseen events, parents/guardians will be entitled to a reduction in the parental fee.

If the closure exceeds two full days, the reduction will apply from the first full day of closure.

§ 9 Cooperation Committee (Samarbeidsutvalget – SU)

The Cooperation Committee (Samarbeidsutvalget – SU) consists of two parent representatives and two staff representatives.

Preferably, there shall be one parent representative from each department and two representatives from the staff, one of whom may be the General Manager and one an Educational Leader.

1. The General Manager has the right to attend meetings, speak, and submit proposals to the Cooperation Committee.
2. The Cooperation Committee shall operate in accordance with the Norwegian Kindergarten Act and regulations issued pursuant to the Act, as well as applicable municipal guidelines and decisions.
3. The SU shall consider relevant matters and has the right to express an opinion on matters of importance to the kindergarten’s educational content and activities.
4. The SU has the right to express an opinion if the kindergarten is required to apply for an exemption from the standard for pedagogical staffing. The SU’s statement shall accompany the owner’s application for exemption.
5. The SU primarily has an advisory function, with the exception of approving the annual plan.
6. The SU also participates in planning and carrying out events for parents/guardians.
7. The SU shall organise itself and elect its own Chair. Decisions or advisory statements shall be determined by a majority of the members present. In the event of a tie, the Chair shall have the casting vote. If the Chair is not present, the person chairing the meeting shall have the casting vote.
8. Meetings of the SU shall be held according to a schedule determined by the SU and otherwise whenever the SU or the kindergarten considers it necessary.
9. Separate minutes shall be kept for SU meetings. The minutes shall include the advice and statements issued by the SU, the time and place of the meeting, voting results, and any disagreement requested to be recorded. The minutes shall be signed by the SU members. The minutes shall be accessible only to SU members, the General Manager, and persons granted access by the Cooperation Committee.
10. Matters concerning employees’ terms and conditions of employment, the admission of individual children, and similar matters shall not be considered by the SU.

The SU is an advisory body and approves the annual plan. Minutes shall be kept for all meetings.

§ 10 Parents’ Council (Foreldrerådet)

The Parents’ Council (Foreldrerådet) consists of all parents/guardians of children attending the kindergarten and elects parent representatives to the SU.

A meeting of the Parents’ Council shall be held once a year.

The Parents’ Council shall promote the common interests of parents/guardians and contribute to cooperation between the kindergarten and the parent group in order to create a positive kindergarten environment.

1. The Parents’ Council consists of the parents/guardians of all children attending the kindergarten.
2. The Parents’ Council elects two parent representatives to the SU.
3. The Parents’ Council shall be presented with, and has the right to express an opinion on, matters of importance to the relationship between parents/guardians and the kindergarten.
4. The General Manager is responsible for convening the first Parents’ Council meeting of the kindergarten year.
5. The Parents’ Council shall meet once a year. At Polarhagen Barnehage, this meeting is held at the beginning of each kindergarten year.
6. When voting in the Parents’ Council, there shall be one vote per child, and decisions shall be made by a simple majority.

Separate minutes shall be prepared following meetings of the Parents’ Council. The minutes shall include any advisory statements adopted by the Parents’ Council.

The time and place of the meeting shall be recorded, together with voting results and any disagreement requested to be entered into the minutes.

The minutes shall be signed by the person appointed to take the minutes.

The minutes shall be accessible to the parents/guardians who are members of the Parents’ Council, the Board of Directors, the General Manager, and any other persons granted access by the Parents’ Council.

§ 11 Internal Control

The kindergarten follows health, safety and environmental (HSE) procedures in accordance with PBL’s internal control system.

Documentation is maintained in PBL Mentor.

§ 12 Amendments to the Rules and Regulations

The General Manager and the Board of Directors may amend these Rules and Regulations.

Parents/guardians shall be notified in writing of any amendments with at least two months’ notice.