The Grange P-12 College

• To outline the process applying to the refund of any payment received by the College

• To ensure that the process of applying for a refund is
  • Straightforward
  • Understood before any payments are made
• To ensure that the payment of the refund doesn’t disadvantage the College in any way

• The payment to a parent of monies received by the college for an activity or an event which did not occur less any charges incurred by the College or any outstanding Materials Charges
• The College refers to The Grange P-12 College
• Materials Charge refers to the costs listed as Materials charge in the annual book list

• Implementation and approval is the responsibility of the Finance Manger or their delegate
• Refunds of any payment paid in advance may be made where:
  • A student ceases attendance at the College;
  • A student does not participate in any specific event or program for which a specific charge is payable; or
  • In such other cases as fair and equitable treatment warrants.  Such decision to be at the sole discretion of the Principal.
• Where a student ceases attendance at the College, the following principles shall apply:
  • The date of cessation will be the date of receipt of an “Exit Form” or equivalent advice;
  • Refunds will not be made for any part of any Term or Semester (as appropriate to the course of study in which the student is enrolled) in which the student has attended the College, no matter the duration of attendance in that term or semester.  (For example, a student departing in Term I having paid the whole year’s fees in advance, will be refunded for Terms II, III, and IV.);
  • Where fees for the year have been paid in full, the rate of refund will be 25% of the total fee for each Term qualifying for refund, or 50% for each Semester qualifying for refund;
  • Where only part fees have been paid, the amount paid will be applied sequentially to each term until exhausted, with refunds following the same pattern.  (For example, a student departing in Term I, having paid 40% of the annual fee will be treated as having paid in full for Term I, ie 25% of the total annual fee, with refund applicable to Term II being 15% of the amount paid.);
  • Where some compulsory fees have been paid and others not, the amount of refund is to be reduced by the amount of compulsory fees remaining unpaid as applicable to the period of attendance at the College calculated on a whole of Term/Semester basis as indicated above;
  • There shall be no reduction in the amount of refund in respect of any unpaid voluntary fees;
  • Due to the fixed cost of Vocational Educational Training (VET), no refunds are available for withdrawal from a VET class after the end of February; and
  • Any refund relating to a VET class will be subject to a 15% deduction to cover administration costs
• Where a refund is requested in respect of a specific activity, whether a one off event or a continuing program, a full refund will be made where all compulsory fees have been paid, and:
  • The activity has been cancelled by the College; or
  • The College will not incur any loss due to it not having yet committed to any cost in respect of the activity, being able to obtain a full refund of any money outlaid, or being able to find a replacement attendee to the activity to meet the attendance cost (eg an entrance fee).
• Where the College has incurred unrecoverable expenses, a pro rata share of these expenses may be deducted from any refund payable due to a student withdrawing, or being withdrawn, from the activity (eg  a pro rata contribution to the cost of a bus to the activity may be retained, with the entry fee being refunded).
• Refunds will only be processed upon the Parent/Guardian completing a Request For Parent Refund Cheque Form
• The Request For Parent Refund Cheque Form will provide for payment by cheque. (see.4.1)
• This policy will be made available to parents on the College website and at the College offices.
• The following sentence will be used on all requests for payment from the College e.g. fees, camps, excursions, “this notice is issued in accordance with the College’s Refund Policy, a copy of this policy may be obtained from College offices or from the College Website www.thegrange.vic.edu.au

• DEECD School Finance Manual March 2009

• Request For Parent Refund Cheque Form

• This policy shall be reviewed by the Finance Committee in March of Each Year
• This Policy shall be presented to School Council for Ratification by April of Each Year

• This policy was ratified by school council on
• Motion Number 

Payments

• Rationale                 
  • School councils are able to request payments or contributions for education items and services from parents and guardians for students in Victorian government schools in the three categories – essential education items, optional education items and voluntary financial contributions.

• Policy Statement
  • To  provide a fair and equitable system for the collection of outstanding parent payments
  • To detail the College’s attitude to the collections of these fees and the processes involved for fees that become outstanding.

• Definitions
  • The College refers to The Grange P-12 College
  • School Council refers to  The Grange P-12 College School Council
  • DEECD refers to the Department of Education and Early Childhood Development
  • Essential education items refer to items which parents and guardians are required to provide or pay the school to provide for their child e.g. for stationery, text books and school uniforms where required.
    • These items include:
      • materials that the student takes possession of, including text books and student stationery;
      • materials for learning and teaching where the student consumes or takes possession of the finished articles (e.g. home economics, ceramics, photography, catering);
      • school uniform;
      • transport and entrance for camps and excursions which all students are expected to attend.
  • Optional extras are items which are offered on a user-pays basis and which parents and guardians may choose whether their child accesses or participates in e.g. for school magazines or extra curricular programs or activities.
    • These items include:
      • student computer printing for personal use, internet access for recreational or non-school use;
      • extra-curricular programs or activities e.g. instrumental music, dance classes;
      • school-based performances, productions and events; and
      • school magazines, newsletters, class photographs.
  • Voluntary financial contributions are items which parents and guardians may be invited to donate to the school e.g. for grounds beautification, additional computers.
    • These items include:
      • grounds maintenance
      •  library trust
      •  building trust

• Implementation
  • A minimum of Six weeks’ notice is provided to parents regarding fees and payments.
  • A first reminder is sent to parents within 14 days of the essential education items and optional extras fees becoming due and payable. This shall be the only reminder for voluntary financial contributions.
  • An itemized account is provided to parents within the first week of each term and not provided more regularly than once a month.
  • The College will make available a range of payment options to parents upon request at either office, these may include but are not limited to weekly, fortnight, monthly, and per term payments.
  • Elective subjects must be paid in full by the 14^th of February each year or students will be offered alternative subjects with no associated additional materials costs
  • VET Subjects must be paid in full by 28^th of February each year or students will be offered alternative subjects with no associated additional materials costs
  • The College will make known to families suffering hardship the support options available these may include but are not limited to Second Hand Book Sale, School Start Bonus, the Education Maintenance Allowance and State Schools Relief Committee
  • Any outstanding fees are to be written off at the end of the school year, in line with the 2008 Auditors recommendations.
  • Under no circumstances can collectors of any type, including debt collectors, be used by schools to obtain any funds from parents and guardians.
  • Principals must ensure any record of payments or contributions by parents and guardians is kept confidential. The public identification of students or their parents and guardians who have or have not made a payment or financial contribution is unacceptable and must not occur in any circumstance.
  • This policy will be made available to parents each year, at College offices and on the College’s website.
  • This policy must be implemented in conjunction with the Refund Policy
  •  
  • References

• • The Education and Training Reform Act 2006
  • DEECD Parent Payments in Victorian Government Schools 2008
  • DEECD Free instruction in Victorian Government Schools Fact Sheet (Assumed 2009 Date unknown)

• Accompanying Documents
  • Nil

• Evaluation & Review
  • This policy shall be reviewed by the Finance Committee in September of Each Year
  • This Policy shall be presented to School Council for Ratification by October of Each Year

• Ratification By School Council
  • This policy was ratified by school council on 28^th October 2009
  • Motion Number 14/10