ADMINISTRATION
FEES FOR LEARNING MATERIALS
AND ACTIVITIES
317
POLICY
It is the policy of the Upper Grand District School Board that every student,
regardless of personal economic barriers, is entitled to benefit from the education
system without the payment of fees for learning materials, supplies, activities,
and textbooks. While no student should be excluded from participating in any
school-based event or activity, or be denied access to school resources on the
ability to pay, some student activities, enhanced programming and materials, and
optional programs may require a fee for participation.
Administrative Detail
1.
It is the responsibility of the Superintendents of Education to
administer this policy.
2.
It is the responsibility of Principals to implement this policy.
3.
This policy applies to students who are qualified resident pupils of
the Board.
4.
This policy does not apply to tuition fees for VISA students,
International students, First Nations students living on reserve,
Continuing Education students, Ontario Youth Apprenticeship
Program (OYAP) or for early learning programs offered outside the
regular school day or other before and after school programs.
5.
This policy will be reviewed as required.
6.
Information to assist schools is available in the Student Fees
Handbook.
7.
This policy operates in conjunction with the Education Act, the
Municipal Freedom of Information and Protection of Privacy Act, the
Ministry of Education’s Guidelines for Fees for Learning Materials
and Activities, Board Policies including #504 Equity and Inclusive
Education, #508 Educational Field Trips, #102 School Generated
Funds (Fundraising) and the School Generated Funds Handbook,
and other policies as applicable.
Adopted 2011 08
1
ADMINISTRATION
A.
FEES FOR LEARNING MATERIALS
AND ACTIVITIES
PROCEDURES MANUAL
317-A
DEFINITIONS
1.
Student Activity Fees
Student activity fees are voluntary amounts that are used to
supplement a student’s school experience through materials and
activities.
Examples include student agendas, yearbooks,
extracurricular activities (teams or clubs) school dances and theme
days, etc.
If students are able to pay, but choose not to, they may not have
access to these activities.
2.
Enhanced Programming and Materials
Enhanced programming and materials are voluntary enhancements
or upgrades to curriculum or activities beyond what is necessary to
meet the learning expectations for a particular grade or course.
Examples include: superior products or consumables other than
that provided by the school in art, music, drama, woodworking or
technical programs, or attendance at a live performance that
enhances the course provided by the school. In such cases,
students may be asked to pay the additional cost or upgrade.
Where student chooses not to access these enhanced
programming options or materials, essential course materials
required to meet the learning expectations of the course or grade
are to be provided at no cost.
3.
Optional Programming
Optional programming refers to voluntary courses or activities that
students may choose to attend through an application process, with
the knowledge that these programs are beyond the Ministry core
curriculum. Examples include Advanced Placement, Community
Environmental Leadership Program (CELP) and Hockey Canada
Skills Academy.
Adopted 2011 08
2
ADMINISTRATION
4.
FEES FOR LEARNING MATERIALS
AND ACTIVITIES
PROCEDURES MANUAL
317-A
Co-Curricular
Co-curricular activities or materials are related to the regular day
school program.
5.
Extra-Curricular
Extra-curricular activities are outside the regular day school
program.
B.
C.
GENERAL
1.
Fee charges must be consistent with the purposes and principles of
public education and the mission and values of the Board.
2.
Where fees are acceptable, they should be minimized as much as
possible with the goal of full student participation in programs and
activities.
3.
Fees charged shall reflect the actual costs to the school of
providing the event/activity/materials.
4.
No student shall be denied a timetable, textbook, option sheet,
report card, access to a school library, graduation diploma, or other
regular school day activity, for failure to pay a student fee.
5.
Students can be charged a fee for failing to return school materials
entrusted to their care (such as textbooks, library materials, music
or science supplies, and any other loaned materials) for the repair
or replacement of such materials as long as the fees do not exceed
the replacement or repair costs.
RESPONSIBILITIES OF THE BOARD
The Board will seek advice on its student fees policy from school
administrators, Parent Involvement Committee (PIC), Special Education
Advisory Committee (SEAC), Student Senate (student government
leaders) and other advisory committees as appropriate.
Adopted 2011 08
3
ADMINISTRATION
D.
FEES FOR LEARNING MATERIALS
AND ACTIVITIES
PROCEDURES MANUAL
317-A
RESPONSIBILITIES OF THE SCHOOL
Schools will:
E.
1.
consult the school community including students, school staff,
teachers, and School Council in the development and allocation of
student fees;
2.
communicate student activity fees, including the rationale and
breakdown, to the existing school community annually, and to new
students and parents in September of each school year, or when a
new student enrolls in the school;
3.
establish a limit on a student activity fee for families that have more
than two students enrolled in the school in any one school year;
4.
develop a confidential process by which students and/or their
parents/guardians experiencing financial hardship can access
events/activities/resources for which a fee may be charged,
respecting the dignity and privacy of students and parents, and
5.
all fees for learning materials and activities shall be accountable
through School Generated Funds.
INELIGIBLE FEES
A fee may not be charged to any student enrolled in any regular day
school program for:
1.
registration or administration;
2.
use of the school library;
3.
mandatory flat fee for taking a course required for graduation;
4.
textbook fees or deposits;
5.
a guest speaker, a visiting teacher or in-class field trip where the
material being presented is a learning expectation of the course;
Adopted 2011 08
4
ADMINISTRATION
F.
FEES FOR LEARNING MATERIALS
AND ACTIVITIES
PROCEDURES MANUAL
317-A
6.
mandatory learning materials required for completion of the
curriculum such as workbooks, musical instruments, science
supplies, lab materials and safety goggles;
7.
items funded through the School Board budget such as computers
and staff development, and
8.
consumables required for the delivery of a course that are
consumed by the student and cannot be used again in another
semester, such as chemicals, food products,
art supplies,
photocopied learning materials, or paper.
ELIGIBLE FEES
When determining whether fees may be appropriate, the following may be
considered:
1.
in case of economic hardship, financial assistance must be
available to students/families;
2.
enhanced or optional programming;
3.
extra-curricular trips, events or activities that are extensions to the
curriculum but not required for graduation, including but not limited
to dances, school clubs, theme days, athletics (including travel),
drama, student council activities;
4.
extended student trips or excursions such as trips abroad;
5.
enhanced art or music supplies or higher quality materials that
students choose to use for woodworking, design or technology;
while ensuring that as long as the required materials are provided
for course completion, they are provided at no cost;
6.
co-curricular activities, special events, program enhancements or
field trips if alternative programming and assignments are offered to
students who choose not to participate; these fees may reflect the
actual costs of participation, materials, resource persons, rental of
equipment and travel;
Adopted 2011 08
5
ADMINISTRATION
G.
FEES FOR LEARNING MATERIALS
AND ACTIVITIES
PROCEDURES MANUAL
317-A
7.
student activity fees;
8.
student agendas;
9.
student yearbooks;
10.
orientation and leadership programs, and
11.
special speakers that are not a learning expectation of a course.
COMMUNICATION
1.
Each year, the Principal will communicate any fees widely to the
school community by such means as a school newsletter, school
website, references in student agendas, course calendars, etc.
2.
The communication will include:
a)
information on the confidential processes by which a parent
or a student may opt out of the fee or where financial
assistance may be provided due to economic hardship, and
b)
financial reporting and an accounting of the amounts
collected and expenditures allocated.
Adopted 2011 08
6