GAP
GENERAL ADMINISTRATIVE PROCEDURES
SECTION:
GAP NUMBER:
SUBJECT:
REFERENCE:
EFFECTIVE:
REVISED/AMENDED
REPLACES:
PAGE
500 SCHOOL ORGANIZATION AND MANAGEMENT
531.00
FEES for Learning Materials and Activities
Policy 20.00, Fees for Learning Materials and Activities;
Policy 8.08, Secondary Students – Compulsory Day Retreat;
GAProcedure 704.02, Accounting, The Administration of SchoolGenerated Funds
June 30, 2012
Educational Council, January 23, 2012
531.00, Activity Fees – Secondary Schools
1 of 9
The Education Act states that every student has the right to attend a publicly-funded Ontario
school without payment of fees for learning materials, supplies, activities or textbooks required
to meet curriculum expectations in order to graduate. Students in Dufferin-Peel can expect to be
provided with the essential classroom learning resources and materials needed to complete
grade and course expectations during the regular school day programs.
Fees for learning materials and activities are permissible in limited circumstances and only
where supported by Board policies, the Education Act - S.32(1), and the Ministry of Education’s
Fees for Learning Materials and Activities Guideline – March 2011 which states “that a fee
charge shall be permissible for an activity, material, course or program if it is:
•
•
•
•
Not required as part of the regular day school program;
Voluntary, and alternatives are offered;
Non-essential or extracurricular in nature and is not required for graduation by an
individual student; or
A voluntary upgrade or substitute of a more costly material to the material provided for
course purposes.”
School principals must ensure that any fees for learning materials and activities charged to
students and parent(s)/guardian(s) comply with Ministry of Education legislation, guidelines and
school board policies.
This General Administrative Procedure does not apply to Adult and Continuing Education
Programs.
DEFINITIONS
The following Ministry of Education terms and definitions will be used to support policy and
procedures related to fees for learning materials and activities:
GAP 531.00 – Page 2
Student Activity Fees
Student activity fees are voluntary amounts that are used to supplement a student’s school
experience through materials and activities such as student agendas, student recognition
programs, yearbooks, extracurricular activities, school dances, or theme days.
Enhanced Programming and Materials
Enhanced Programming and materials are voluntary enrichments or upgrades to the curriculum
or co-curricular activities beyond what is necessary to meet the learning expectations for a
particular grade or course. For example, in some performance and production courses (for
example, music, woodworking), students may wish to use a superior product or consumable
than that provided by the school, in which case they may be asked to pay the additional cost of
the upgrade.
Where students choose not to access these enhanced programs or materials, alternatives must
be available as essential course materials required to meet the learning expectations of the
course or grade are to be provided at no cost.
Optional Programming
Optional Programming refers to voluntary courses or activities that students normally choose to
attend through an application process, with the knowledge that these programs are beyond the
core curriculum. Some examples may include the Regional Arts and International Baccalaureate
programs.
GUIDING PRACTICES
Principals are to use the following criteria when implementing fees for learning materials and
activities in their schools to ensure adherence to the integrity and direction of the Ministry
Guidelines on Fees for Learning Materials and Activities.
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
Successful completion of a required grade or course leading to graduation cannot be
dependent on the payment of any course fee.
Where fees are permissible, they shall be for cost recovery purposes only and are to
reflect the actual cost of the services or materials being provided to the student.
Schools cannot overcharge to create a discretionary fund.
Minimizing, where possible, costs related to enhanced programming and materials that
are optional to a course or program.
Where a student chooses not to participate, alternative assignments are to be provided
for students to meet the expectations of the course.
Implementing a confidential process to support full participation of students regardless
of economic circumstances.
Making every effort to ensure all students can participate in student activities regardless
of ability to pay.
Setting limits for families with more than two children attending schools in the board.
GAP 531.00 – Page 3
TRANSPARENCY, ACCOUNTABILITY AND REPORTING
i.
ii.
iii.
iv.
v.
vi.
Financial transparency, accountability and reporting shall be adhered to as per Board
policy and procedures, with specific reference to: GAP 704.02 Accounting – The
Administration of School-Generated Funds.
A transparent accounting of the amounts collected and expenditures allocated must be
made available to the school community.
Principals should consult with school councils in the development of a school’s fee
schedule and make them aware of the use of student fees.
Fee schedules are itemized list of fees that state the rationale and purpose of fees for
learning materials and activities.
Included within the fee schedules should be information about the process to
confidentially address financial hardship.
Fee schedules for the upcoming school year should be communicated to the school
community in a timely fashion and as appropriate.
STUDENT ACTIVITY FEE
Elementary Schools
i.
ii.
iii.
Fees for student materials or activities that are voluntary and used to supplement a
student’s school experience shall be levied on an activity-by-activity basis.
Such fees will be for cost recovery purposes only.
The principal shall consult with the school council about fees for student activities, i.e.
student agendas.
Secondary Schools
i.
ii.
iii.
iv.
The yearly student activity fee in secondary schools shall be capped at $30.00 per
student.
Student activity fees are voluntary amounts that are used to supplement a student’s
school experience.
Students shall not be denied access to any course, use of the library, report cards,
timetables, or use of lockers for non-payment of student activity fees.
Such funds are to be used only for the activities of students and must fall into one or
more of the following categories:
• Student agenda
• Subsidy for yearbook
• Subsidy for faith formation activities
• Student awards
• Honoraria for guest speakers for classes and assemblies
• Subsidy for extra/co-curricular clubs, events, athletics
• Subsidy for student conferences and leadership camps
GAP 531.00 – Page 4
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•
•
v.
Subsidy for Grade 9 orientation activities
Subsidy for graduation activities
Subsidy for students facing financial hardship
Completed option sheets and /or registration packages are to be processed regardless
of the timeliness of the collection of student activity fees, faith formation/retreat fees,
or student council activity fees.
PUBLICATION AND COMMUNICATION OF STUDENT ACTIVITY FEES
i.
Each fall, Principals shall publish a detailed breakdown of the cumulative amount
collected during the previous year and the actual expenditures of these funds through
their school newsletters and/or on the school website.
Secondary Schools
i.
Registration packages, option sheets and school websites shall include a breakdown of
the intended use of the annual student activity fee, the faith formation/retreat fees, and
student council activity fees.
RETREATS AND FAITH FORMATION ACTIVITIES
i.
ii.
A fee is permissible for retreats and faith formation activities.
Schools may subsidize the retreats or faith formation activities for a student who is
unable to pay. Fees for retreats and/or faith formation activities are to be subsidized
from other cost centres of the school’s budget or from fundraising efforts for those
students who cannot afford to pay for such activities.
Secondary Schools
i.
ii.
The fee for the annual retreat in secondary schools is capped at $20 per student. Refer
to Policy 8.08 Secondary Students – Compulsory Day Retreat.
Faith formation activities and retreats are mandatory for all students regardless of their
ability to pay or not pay for such activities.
GAP 531.00 – Page 5
STUDENT COUNCIL ACTIVITY FEES
Secondary Schools
i.
ii.
iii.
iv.
v.
Student Council activity fees may be collected by schools for use for student activities;
for example: civvies days, charity support, spirit week, dances, etc.
All student council activities fees are voluntary including participation in civvies days.
Schools should make every effort to ensure all students can participate in such student
activities regardless of ability to pay.
Principals should consider modest student activity fees for school dances, student
council activities and clubs, and related activities.
Such school-generated funds must comply with all Board policies and procedures, with
specific reference to: GAP 704.02 Accounting – The Administration of School-Generated
Funds.
FEES FOR LEARNING MATERIALS FOR REGULAR DAY SCHOOL PROGRAM
Fees cannot be charged for learning materials that are essential to meeting the curriculum
expectations of a grade or course including materials consumed by a student which cannot be
used by another student the following semester or school year.
Textbooks
i.
Fees cannot be charged for a textbook or for a textbook deposit fee.
Workbooks or French Cahiers
i.
Fees cannot be charged for a workbook or French cahier where it is required to meet
the curriculum expectations of the grade or course.
(a) Principals shall purchase the workbook or cahier for students for use as a
consumable item by students;
OR
(b) Principals shall purchase a class set(s) of workbooks or French cahiers for
students to use as a text resource in class. The students shall not write in the
workbook or cahier and the workbook or cahier shall be returned at the end of the
school year or semester;
OR
(c) Principals may purchase black line masters where available and applicable.
ii. In programs or courses where the workbook or cahier is optional and not required to
meet the expectations of the curriculum, and where the option is available, a student
may choose to purchase such a workbook for their own use beyond the regular core
curriculum.
GAP 531.00 – Page 6
Printing/Photocopying
i.
ii.
Fees cannot be charged for printing or photocopying of materials required to meet the
curriculum expectations of a course.
Learning materials may be made available on the Board, school or class websites for the
student but are to be provided if they are required to meet the curriculum expectations.
Essential Supplies
i.
ii.
Essential program or course materials must be provided to students at no cost.
Learning materials such as art supplies or kits, geometry sets, graphing calculators,
science supplies lab material kits and safety goggles, required to meet the expectations
of the curriculum are to be provided without charge.
Instrumental Music
i.
Collection of fees for preventative maintenance of instruments is not permissible.
Recorders, Reeds and Mouthpieces:
i.
ii.
Schools are to purchase recorders, reeds or mouthpieces for those students who cannot
afford to purchase individual recorders, reeds or mouthpieces.
Schools should provide students and parents with the option of purchasing recorders,
reeds or mouthpieces for sanitary purposes.
Damaged / Lost Materials
i.
ii.
Fees may be charged for damaged or lost material.
Schools may recover the costs for the replacement or repair of lost, damaged or broken
materials such as textbooks, library books, music or science supplies, or any loaned
material which is not returned as required or returned in damaged condition.
ENHANCED PROGRAMMING AND MATERIALS
Enhanced programming and materials are voluntary enrichments or upgrades to the curriculum
or co-curricular activities beyond what is necessary to meet the learning expectations for a
particular grade or course.
i.
Fees are permissible for voluntary upgrades or substitutes of a more costly material or
activity to the material or activity provided for the program or course where the option
to upgrade is made available to students.
GAP 531.00 – Page 7
ii.
For example:
• students may wish to use a superior product or consumable than that provided
by the school, in which case they may be asked to pay the additional cost of the
upgrade; or
• a school community may wish to invite guest presenters (e.g., visiting artists or
scientists) for which there may be an associated fee.
iii.
Where students choose not to access these enhanced activities or materials because of
associated fees, alternatives must be available as essential course materials required to
meet the learning expectations of the course or grade and are to be provided at no cost.
Such fees are to be for cost recovery purposes only.
Fees are to be clearly delineated and intended purpose specified in communication with
parents(s)/guardian(s).
Where schools mandate that all students have these enhanced materials or
participate in these enhanced activities (e.g., direct instruction with ballroom dancing
experts) then the materials or activities must be provided at no cost for all students.
iv.
v.
vi.
Field Trips/Excursions
i.
ii.
iii.
Schools may charge a fee for field trips only where such excursions are an enhancement
to the core curriculum of the program, grade or course.
Students who are unable to pay the fee should not be excluded from participating in this
enhanced experience. Schools will need to subsidize these costs from the school budget
or through fundraising.
Where the student chooses not to participate in a field trip, alternative assignments
must be provided in order for the student to meet the expectations of the grade or
program.
GENERATING FUNDS FOR STUDENTS IMPACTED BY FINANCIAL HARDSHIPS
i.
ii.
iii.
iv.
Schools may collect additional voluntary amounts to cover the costs for students that
cannot afford to pay to attend a field trip or activity.
The fee charge including any additional voluntary amount requested for use as a subsidy
should be advertised showing the breakdown of these two amounts.
Schools may also fundraise to subsidize costs for student activities.
Accounting and reporting for the use of these amounts shall be part of the financial
reporting to the community.
OPTIONAL PROGRAMMING
Optional Programming refers to voluntary courses or activities that students normally choose to
attend through an application process, with the knowledge that these programs are beyond the
GAP 531.00 – Page 8
core curriculum. Examples may include any regional program, e.g., the Regional Arts,
International Baccalaureate, and Advanced Placement Programs.
i.
ii.
iii.
iv.
A fee charge is permissible for optional programming as it is a voluntary upgrade.
A fee charge is permissible for regional programming as it is voluntary and beyond the
core curriculum.
Alignment of fees for similar programs across the system to be reviewed through
Program Department.
Such fees are to be communicated to students and parents/guardians at the school level
at the time of registration in such programs.
Focus Courses in Secondary Schools
Focus courses in The Arts, Health and Physical Education, and Technological Education as
outlined in the Board course calendar may be deemed as optional programming, only on
condition that the following criteria is met:
i.
That the school have in place foundational courses (i.e.: non-focus courses) specific to
The Arts, Health & Physical Education and Technological Education curriculum at the
same grade level as the Focus courses.
ii.
That the foundational courses and programming are available in each grade at the
school to allow a student to meet the learning expectations of the program and diploma
requirements.
iii.
That the school offers courses and programming enabling students to meet the prerequisite expectations without having to enrol in optional programs with associated fees
in order to meet diploma requirements in The Arts, Health and Physical Education and
Technological Education.
iv.
Any fees associated with Focus courses which are deemed as optional programming,
must be communicated to students and parents/guardians at the school level at the
time of registration.
Where Focus courses are the only available choice for students to earn their diploma
requirements in The Arts, Health and Physical Education, and Technological Education, these
Focus courses would be like all other courses, part of the regular day school program. There is
no enrolment fee for the course.
i.
In these schools that do not offer foundational courses in The Arts, Health and Physical
Education and Technological Education and only offer Focus courses in these areas, any
fees associated with these focus courses would be only for voluntary upgrades or
enrichments of materials or activities.
ii.
For those students who choose not to access these enhanced materials or upgrades or
activities within these courses, alternatives must be made available as essential course
materials or activities required to meet the learning expectations of the course are to be
provided at no cost.
GAP 531.00 – Page 9
COURSE CALENDARS for SECONDARY SCHOOLS
i.
ii.
Where applicable and permissible, all fees are to be identified on the Board-wide course
calendar.
Where applicable, schools are to add a statement to each Focus course as follows:
“There is an associated fee of $ ___with this Focus course”.
SCHOOL OR GYM UNIFORMS
i.
ii.
iii.
Fees may be charged for school and gym uniforms.
School uniforms must be compliant with Board policy.
Clothing worn for physical education classes must be compliant with the school dress
code and should be detailed in the student agenda book where applicable.
EXTRA-CURRICULAR ACTIVITIES
i.
ii.
Schools should make every effort to ensure all students can participate in extracurricular activities regardless of ability to pay.
Fees associated with athletics, teams, clubs, etc., are not subject to the Guideline for
Fees for Learning Materials and Activities, March 2011.
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