Sandringham College

College

Parent Payment Policy

1. Introduction

This policy covers payments for essential education items, optional extras and voluntary financial contributions the school may request, and the parameters, terms and conditions within which these requests may be made. The policy will be renewed each 3 years and will commence in February 2009.

2. Context

The Education and Training Reform Act 2006 ensures the provision of free instruction in the standard curriculum programs, and empowers the School Council to charge for goods and services used in the course of instruction and to raise funds. Free instruction includes learning and teaching, instructional supports, materials and resources, administration and facilities associated with the provision of the standard curriculum programs. The standard curriculum programs include core learning and teaching activities associated with the Victorian Essential Learning Standards (VELS).

The Department of Education and Early Childhood Development (DEECD) provides funding to schools through the Student Resource Package (SRP) and various programs. This includes funding for the standard curriculum program and associated education items, equipment and operational costs which are an integral part of the SRP. The School Council has the responsibility to develop policy and plans to allocate their overall resources – human, financial and physical – in accordance with the goals, targets and strategies outlined in their strategic plan. This includes the allocation of funding provided under the SRP, any other funding provided by DEECD and locally-raised funds.

3. Aims

  1. To ensure that the range and level of payments that the College requests from parents are in accord with DEECD guidelines.
  2. To ensure that Sandringham College is able to continue to provide high quality and well resources programs that ensure success for all students.
  3. To ensure that these payments are maintained at affordable levels

4. Categories of Parent Payments

In term 3 of each year, the College Finance Committee will review and recommend to Council parent payments for the following year in the three categories specified in the DEECD Parent Payments in Victorian Government Schools Policy. These categories are:

  1. essential education items which parents and guardians are required to provide or pay the school to provide for their child. At Sandringham these items include:
    • stationery, text books and school uniforms at the year 7-10 campuses
    • subject charges for materials for learning and teaching which the student consumes or takes possession of
    • excursion costs for programs directly connected to student learning
    • Sport transport and venue entry costs associated with College sports carnivals and inter-school competition
    • Year level and subject area camps
  2. optional extras which are offered on a user-pays basis and which parents and guardians may choose whether their child accesses or participates in. These include:
    • instrumental music at Years 7-10
    • additional instrumental tuition at Years 11 & 12
  3. voluntary financial contributions - The School Council will invite parents/guardians of students enrolled at the school, or anyone else, to make a donation in the form of a voluntary financial contribution to the school for the following purposes:
    • contributions for a specific purpose as identified by the school (eg: equipment, materials or services), in addition to those funded through the SRP. This may include additional computers or student-related services. At Sandringham these voluntary contributions are requested for:
      • Building Fund
      • Library Fund
      • Equipment and Materials across the College
    • general voluntary financial contributions or donations to the school.

5. School Policy

This policy covers essential education items, optional extras and voluntary financial contributions and will meet the community's expectations and be available to parents and guardians upon request. The policy will keep parent payments to a minimum and will not exceed the cost of the relevant materials or services to the student. The Principal, as executive officer of school council, will ensure that the policy complies with the requirements of this DEECD policy.

6. Implementation and Administration

The Principal is responsible for the implementation and administration of the policy and will ensure that it is communicated within the school and that all staff are familiar with and adhere to it. The policy on essential education items, optional extras and voluntary financial contributions will:

  • provide parents/guardians with early notice of requests for payment of essential education items, optional extras and voluntary financial contributions. Payment will be requested but not necessarily required prior to the commencement of the year in which the materials and services are to be used.
  • provide parents/guardians with options for payment, including the opportunity to pay over an agreed period of time.
  • payment arrangements will coincide with the timing of the availability of Education Maintenance Allowance (EMA) support for eligible parents/guardians and parents will not be pressured to sign over their portion of the EMA cheque.
  • not withhold access to enrolment or advancement to the next year level as a condition of payment of essential education items, optional extras or voluntary financial contributions.
  • ensure that the status and details of any payments or non-payments by parents/guardians are confidential.

7. Communication with Parents

All communication with parents about education items, including requests for payment, is fair and reasonable. Payment requests, letters or CASES 21 invoices for student materials and services charges will be accompanied by the following information:

  • parent/guardians are required to provide essential education items for their students, and they have the option of purchasing these through the school or through a local supplier, where appropriate
  • the availability of alternative payment options and an invitation to contact the principal if the parent wishes to discuss these
  • details of how payments or contributions will be spent by the school
  • a copy of the school-level policy is available upon request.

Payment requests or letters to parents will clearly identify which category the items fall into, i.e. essential education items, optional education items or voluntary financial contributions. Only one request for voluntary financial contributions and one reminder notice will be issued. Parents/guardians will not be coerced or harassed to obtain payment.

8. Support Options

Parents who have difficulty paying for essential items can access a range of support options including:

  • The Education Maintenance Allowance (EMA) is provided by the Victorian Government to low income families to assist with the cost of educating their children. One half of the EMA is paid directly to the parents and guardians through the school, and the other half of the EMA is paid to the school to expend on behalf of the student following consultation with the parent/guardian. Upon request, the school will also advise parents and guardians of the cost of student materials and services charges on which they propose to spend the EMA. Families in receipt of the EMA will not be pressured to sign over their portion of the EMA cheque. The school’s portion of the EMA cannot be used to offset voluntary financial contributions, unless authorised by the parent/guardian. Any portion of the EMA not expended by the end of the year will be carried over into the next year unless the parent/guardian requests the school to return it to them. For more information, see:
    http://www.education.vic.gov.au/management/financial/ema/
  • The School Start Bonus was introduced by the Victorian Government in 2006 to assist parents and guardians of Prep and Year 7 students in meeting the start-up costs of sending their child to school. The initiative provides financial assistance to families for expenditure on school and sporting uniforms, school bags, books and related expenses. For more information, see:
    http://www.education.vic.gov.au/aboutschool/lifeatschool/financialservices.htm
  • Access to State Schools Relief Committee support via the principal to assist with clothing/uniforms.

The Principal will exercise sensitivity to the differing financial circumstances of individual students and their families. The Principal will make decisions about how to manage non-payment of essential education items or optional extras on a case-by-case basis. Where families have difficulty making payments, the Principal will discuss the range of support options available, and will negotiate an appropriate alternative arrangement, such as payment by instalments. The Principal will explore ways to make quality second-hand books and uniforms available to parents in need. Parents/guardians who experience difficulties providing or paying the school to provide essential education items, will be encouraged to make an appointment with the Principal or other nominated senior staff member to discuss alternative payment methods.

9. Payment Arrangements and Non-Payment

The policy will ensure that:

  • students are not treated differently, denied access to the standard curriculum program, or refused instruction on the basis of payments not being made for education items, services or voluntary financial contributions
  • all students have access to the standard curriculum program
  • parents/guardians are provided with an alternative option for their children if they choose not to participate in an excursion or camp
  • invoices for unpaid essential education items or optional items accepted by parents are generated and distributed on a regular basis, but not more than once a month
  • only the initial invitation for voluntary financial contributions and one reminder notice is sent to all parents and guardians
  • under no circumstances will collectors of any type, including debt collectors, be used by the school to obtain any funds from parents and guardians.

The Principal will 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 will not occur in any circumstances.

10. Further DEECD Information and Resources

The regional office can provide additional advice to the School Council and Principal as required. Additional information and support is also available from the following websites:


This policy was ratified at the College Council Meeting held at 7.15 pm on the 18th day of May 2009.