Policies and Procedures

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410: Fees

EFFECTIVE: March 27, 2019
REVISED: April 2020
REVIEW: 2024-2025


1.0 POLICY

The Board ensures financial accountability annually through the development and oversight of the budget which includes the assessment, review and approval of administrative fees.

The Board enables, within the context of each school and based upon students’ interests and needs, a variety of programs and services that are classified as curricular and extracurricular activities.

The Board recognizes the need for individual schools to levy fees at a reasonable rate for curricular and extra-curricular activities.

The Board assesses Complementary Learning Resources Fees to provide needed materials to students to enhance educational opportunities and Transportation Fees to provide service.

2.0 DEFINITIONS

2.1 A curricular activity is an activity which may require specialized materials or that is outside of the regular classroom activities and that supplements regular instruction; this includes project work, field trips, dramatic productions, musical performances, etc.

2.2 An extra-curricular activity is an activity that is normally outside of the regular school day, which allows a student to explore a particular skill, talent or interest; these can include sports, music, drama and theatre, debating, and publishing. Participation in an extra-curricular activity is on a voluntary basis.

2.3 Complementary Learning Resources include consumable supplies and resources that enhance and support learning.

2.4 Transportation Fees are applied to students accessing bus services.

3.0 GUIDELINES

3.1 Fees are reviewed by the Board.

3.2 Approval Process

3.2.1 School based curricular and extra-curricular fees

3.2.2 In consultation with the school staff, the Principal will identify those curricular and extracurricular activities that will be scheduled for the coming school year.

3.2.3 The schedule will include a plan for the funding of each activity.

3.2.4 The Principal will present the completed schedule of curricular and extracurricular activities to the School Council, indicating the means for funding the activities. The Principal will take into consideration advice received from the School Council subsequent to the presentation.

3.2.5 The schedule of curricular and extra-curricular activities, once complete with a clear indication as to fees to be levied to parents/guardians, shall be forwarded to the Superintendent/CEO on or before April 30th. The schedule will be presented at the Committee of the Whole Meeting in May.

3.2.6 For any new fees or fees increased by an amount that exceeds 5% of the fee or cost set out in the Board’s current fee schedule, the Principal shall provide rationale to justify the proposed implementation of a new fee or a proposed increase to the existing fees. This does not apply to field trips and noncurricular travel.

3.2.7 The Principal shall ensure that a student shall not be penalized because of an inability to meet the financial requirements of a given curricular or extracurricular activity (excluding academies, extended student trips or tours not necessary to meet the learning expectations of a particular grade or course).

3.3 Parent Notification In May and June of each school year, schools shall notify parents of the fee schedules for the subsequent school year and the processes for payment plans, refunds and waiving of fees if applicable.

3.4 Supplementing Funding Funding for curricular and extra-curricular activities can be supplemented through means other than the charging of fees to parents/guardians with the support of students, staff, parents and/or the school council.

3.5 Complementary Learning Resources Fees

3.5.1 At the start of the annual budget process the Board will determine the Complementary Learning Resource Fees for the following school year.

3.6 Transportation Fees 3.6.1 The Board will consider and approve the Transportation Fee schedule during the annual budget process. 3.6 Collection of Fees

3.6.1 The Associate Superintendent, Corporate Services will be responsible for ensuring the collection of fees is undertaken according to Policy 410.

3.6.2 If a student joins the Division mid-year, annual fees with be assessed accordingly.

3.6.3 Curricular and extra-curricular fees are due September 30th each year. School’s shall send notice to parents who have not submitted payments and request such fees.

3.6.4 Complementary Learning Resource Fees are due September 30th each year.

3.6.5. Transportation Fees are due upon registration. Students will be provided with Bus Passes for the school year when the Transportation Fees are paid.

3.7 Delinquent Accounts

3.7.1 In December and March, a notice will be sent to parents with delinquent accounts.

3.7.2 Outstanding accounts, other than those on payment plans or approved request for waived fees, shall be placed with a collection agency.

3.8 Waiver of Fees

3.8.1 In cases of genuine hardships, parents may submit a fee waiver application to the Principal.

3.8.1.2 Fee waiver applications are not be considered for non-resident students or families with children attending Schools of Choice.

3.8.2 All fee waiver applications will be reviewed and approved by the Associate Superintendent, Corporate Services.

3.9 Refunds

3.9.1 Annual fees will be partially refunded only when a student leaves the Division within the first month of registration.

3.9.2 Requests for refunds from families transferring out of the Division during the school year will be assessed based on fee type, usage and time of year.

3.10 Fees for Damage

Principals shall be responsible for ensuring that all curriculum and non-curriculum goods are returned by students and the appropriate charges are assessed for lost or damaged goods.

3.11 Appeals

Any concerns and disputes of the school fees will follow the process as outlined in Policy 245.


References:

Policy 245 Appeals
Exhibit 1: Complementary Learning Resources Fee Schedule
Exhibit 2: Transportation Fee Schedule Fee Waiver Application Form
Education Act
School Fees Regulation 95/2019