Community Unit School
District 303
School Fees
Collection Manual
The following procedures shall be followed when working to collect delinquent school fees and should be
used in connection with and serve as additional guidance to Board policy 4:140. Board policy 4:140
establishes the criteria for waiving or reducing school fees (70% discount). Principals should carefully
follow this policy to ensure all fee waiving policies are consistently applied across the District. The
following steps should be used when dealing with students/parents (guardians) who are delinquent in
paying their fees:
1.
If the student is not a reduced fee student then District staff should take appropriate steps to
determine if the student’s household qualifies for student waivers or any of the other approved
reasons for reducing or waiving fees. If not, then staff members should diligently work to collect
all fees owed.
2. The following list is a prioritization (first to last) in which all fees paid should be applied and the
actions to be applied if fees are not paid in a timely manner:
Registration Fee
Course/AP Fees
Band/Orchestra/PE Fees
Other Optional School Fees
Athletics/Participation Fee
Drivers Education Fee
Parking Fee
Yearbook/Graduation Fees
See Note #1
See Note #1
See Note #1
See Note #1
Student can not participate until fees are paid – see 3.c.
State of Illinois will not be notified of course completion
until fees are paid.
Student can not be issued parking permit until fee is paid.
Student can not order said items until fee is paid.
Note #1: Students who are delinquent with these fees should not be denied participation from
these activities. Students should not be singled out or asked about the delinquent fees. Please
remember, in most cases the students have no control over payment of these fees.
3. Steps to collections:
a. First Notice 30 days delinquent (school office) - Parents (guardians) are sent letter
indicating delinquent fees and informing parents (guardians) that their student can not
participate in certain activities if the fees are not paid and request full payment within two
weeks. Also, remind them at all accounts over 60 days delinquent will be charged a
$10.00 late fee per month, per family, per school and all accounts over 150 days
delinquent will be submitted to small claims court and all fees will be added to the
account balance.
b. Second Notice 60 days delinquent – Same as above, but include information regarding
waiver of fees.
c. Third Notice 90 days delinquent – Same as above, but request parents (guardians) work
with school staff to develop payment plan. If parents agree to a payment plan and
payment of fees is probable, then students can begin participation in athletics, clubs, etc.
d. Final Notice 120 days delinquent – Same as above, except emphasis that this is their final
notice and if not paid within 30 days the account will be submitted to small claims court.
Refunding of School Fees
No school fees will be refunded unless specifically requested by parents or guardians.
Collection Procedure Timeline
Step 1 – 30 days after the first day of school
The 30 day collection letter is to be sent from the Administrative Assistant to the Principal’s office or school
treasurer’s office to all delinquent families. The Administrative Assistant to the Principal’s office or school treasurer will
send a list of all delinquent families to the Business Office. A representative from the Business Office will phone all
delinquent families to also inform families of the delinquency and arrange for payment. This representative will be in
weekly contact with the schools and families to try to resolve the delinquency.
Step 2 – 60 days after the first day of school
The Administrative Assistant to the Principal’s office or school treasurer will send a list of all delinquent families
to the Business Office and add a $10.00 late fee to the delinquent accounts. A representative from the Business Office
will send the 60 day collection letter to all 60 day delinquent families and included information regarding waiver of fees.
This representative will also phone all delinquent families to arrange for payment and will continue weekly contact with
the schools and families to try to resolve the delinquency.
Step 3 – 90 days after the first day of school
The Administrative Assistant to the Principal’s office or school treasurer will send a list of all delinquent families
to the Business Office and add another $10.00 late fee to the delinquent accounts. A representative from the Business
Office will send the 90 day collection letter to all 90 day delinquent families. This representative will also phone all
delinquent families to arrange for payment or will request that families agree to a payment plan. If family agrees to a
payment plan and payment of fees is probable, then students can begin participation in athletics, clubs, etc. The Business
Office representative will continue weekly contact with the schools and families to try to resolve the delinquency.
Step 4 – 120 days after the first day of school
The Administrative Assistant to the Principal’s office or school treasurer will send a list of all delinquent families
to the Business Office and add another $10.00 late fee to the delinquent accounts. A representative from the Business
Office will send the 120 day collection letter via certified mail/return receipt to all 120 day delinquent families. This
representative will also phone all delinquent families to arrange for payment or to follow up on payment plans with these
families with an emphasis that this is their final notice and if the delinquency is not paid within 30 days the account will
be submitted to small claims court. The Business Office representative will continue weekly contact with the schools and
families to try to resolve the delinquency.
Step 5 – 150 days after the first day of school
The Administrative Assistant to the Principal’s office or school treasurer will send a list of all delinquent families
to the Business Office and add another $10.00 late fee to the delinquent accounts. A representative from the Business
Office will send the Final Notice Submission to Small Claims Court collection letter via certified mail/return receipt to all
150 day delinquent families. This representative will also phone all delinquent families to inform them of submission to
small claims court and to give them a final chance to arrange for payment or to develop a payment plan. This
representative will continue weekly contact with the schools and families to try to resolve the delinquency, but will submit
all families who do not respond within 10 days of the date of the letter to the Assistant Superintendent for Business
Services for submission to small claims court.
Note:
The same procedures will be followed for fees that are incurred at the beginning of second semester. Families
who commit to a payment plan will be immediately contacted if they fall behind on their payment plan and will be subject
to the above procedures if payments are not made as agreed.
Sample 30 day Collection Letter
September
, 2009
Dear Parent/Guardian,
You have a balance due for the 20XX-20XX school year of $____________. Please contact the
Administrative Assistant to the Principal/Treasurer’s Office at XXX-XXX-XXXX to make
payment or set up a payment plan. Also note that all fees must be paid in full by the end of each
school year. Second Semester, payments for optional fees such as sports or parking, will be
transferred and applied to the unpaid District registration fees first. If your student is in 12th
grade, all monies due must be paid in order to participate in graduation. Current policy is that
diplomas and official transcripts will not be released until fees are paid.
We realize that the economic situation has affected many of us and we are willing to work with
your family to resolve these unpaid balances. Please contact my office at your earliest
convenience.
Thank you,
Administrative Assistant to the Principal/Treasurer
St. Charles XXXX High School
Sample 60 Day Collection Letter
Community Unit School District 303
201 South 7th Street
St. Charles, IL 60174-2664
FAX (630) 513-5392
“Empowering and
Inspiring All”
Brad Cauffman
Asst. Superintendent for Business Services/CFO
(630) 377-4819
Brad.Cauffman@d303.org
SECOND NOTICE
Dear Parent/Guardian:
We have been informed by your school Administrative Assistant to the Principal/treasurer, that
you have an outstanding balance of $____________for school fees. The school Administrative
Assistant to the Principal/treasurer has also informed our office that they have not heard from
you in response to their previous correspondences regarding this outstanding balance. These fees
are established in accordance with the Board of Education, pursuant to State of Illinois statute
and must be paid accordingly. It is essential that this account be settled as soon as possible. All
accounts over 60 days delinquent are subject to a $10.00 late payment fee, per month, per family,
per school, and all accounts over 150 days delinquent will be submitted to small claims court and
all court costs will be added to the outstanding balance.
If this outstanding balance can not be paid in full immediately, the District will work with you to
establish a payment plan. Please contact your school Administrative Assistant to the
Principal/treasurer to set up the parameters of this payment plan. Please keep in mind when
setting these parameters that all outstanding balances must be paid in full before the end of the
school year. Payments by personal check will be accepted through April XX, 20XX. Beginning
May X, 20XX we will no longer accept personal checks, only cash or credit card payments at the
school treasurer’s office will be accepted. Payments made by check should be made payable to
District 303 and mailed directly to your school or be dropped off at the school’s main office.
Please note: No senior will be given his/her cap & gown, be allowed to participate in the
graduation ceremony, or receive his/her diploma, until all obligations are met. Also, it is our
policy that official transcripts will not be released until all fees are paid in full.
If you have any questions regarding your outstanding balance, please call your school
Administrative Assistant to the Principal/treasurer as soon as possible.
Sincerely,
Brad Cauffman
Brad Cauffman
Assistant Superintendent for
Business Services/CFO
Sample 90 Day Collection Letter
Community Unit School District 303
“Empowering and
Inspiring All”
201 South 7th Street
St. Charles, IL 60174-2664
FAX (630) 513-5392
Brad Cauffman
Asst. Superintendent for Business Services/CFO
(630) 377-4819
Brad.Cauffman@d303.org
THIRD NOTICE
Dear Parent/Guardian:
Your school Administrative Assistant to the Principal/treasurer has informed my office that you
continue to have an outstanding balance of $____________for school fees. These fees are
established in accordance with the Board of Education, pursuant to State of Illinois statute and
must be paid accordingly. It is essential that this account be settled as soon as possible. All
accounts over 60 days delinquent are subject to a $10.00 late payment fee, per month, per family,
per school, and all accounts over 150 days delinquent will be submitted to small claims court and
all court costs will be added to the outstanding balance.
If this outstanding balance can not be paid in full immediately, the District will work with you to
establish a payment plan. Please contact your school Administrative Assistant to the
Principal/treasurer to set up the parameters of this payment plan. Please keep in mind when
setting these parameters that all outstanding balances must be paid in full before the end of the
school year. Payments by personal check will be accepted through April XX, 20XX. Beginning
May X, 20XX we will no longer accept personal checks, only cash or credit card payments at the
school Administrative Assistant to the Principal/treasurer’s office will be accepted. Payments
made by check should be made payable to District 303 and mailed directly to your school or be
dropped off at the school’s main office.
Please note: No senior will be given his/her cap & gown, be allowed to participate in the
graduation ceremony, or receive his/her diploma, until all obligations are met. Also, it is our
policy that official transcripts will not be released until all fees are paid in full.
If you have any questions regarding your outstanding balance, please call your school
Administrative Assistant to the Principal/treasurer as soon as possible.
Sincerely,
Brad Cauffman
Brad Cauffman
Assistant Superintendent for
Business Services/CFO
Sample 120 Day Collection Letter
Community Unit School District 303
“Empowering and
Inspiring All”
201 South 7th Street
St. Charles, IL 60174-2664
FAX (630) 513-5392
Brad Cauffman
Asst. Superintendent for Business Services/CFO
(630) 377-4819
Brad.Cauffman@d303.org
FINAL NOTICE
PRIOR TO SUBMISSION TO SMALL CLAIMS COURT
Dear Parent/Guardian:
Your school Administrative Assistant to the Principal/treasurer has informed my office that you
continue to have an outstanding balance of $____________for school fees. If these fees are not
paid in full within 30 days from the date of this notice, the District will begin proceedings for
submissions to small claim court. All court costs will be added to the outstanding balance owed.
Payments by personal check will be accepted through April XX, 20XX. Beginning May X,
20XX we will no longer accept personal checks, only cash or credit card payments at the school
Administrative Assistant to the Principal/treasurer’s office will be accepted. Payments made by
check should be made payable to District 303 and mailed directly to your school or be dropped
off at the school’s main office.
Please note: No senior will be given his/her cap & gown, be allowed to participate in the
graduation ceremony, or receive his/her diploma, until all obligations are met. Also, it is our
policy that official transcripts will not be released until all fees are paid in full.
If you have any questions regarding your outstanding balance, please call your school
Administrative Assistant to the Principal/treasurer as soon as possible.
Sincerely,
Brad Cauffman
Brad Cauffman
Assistant Superintendent for
Business Services/CFO
Sample 150 Day Collection Letter
Community Unit School District 303
“Empowering and
Inspiring All”
201 South 7th Street
St. Charles, IL 60174-2664
FAX (630) 513-5392
Brad Cauffman
Asst. Superintendent for Business Services/CFO
(630) 377-4819
Brad.Cauffman@d303.org
NOTICE OF SUBMISSION TO SMALL CLAIMS COURT
Dear Parent/Guardian:
Your school Administrative Assistant to the Principal/treasurer has informed my office that you
continue to have an outstanding balance of $____________for school fees. If these fees are not
paid in full within 10 days from the date of this notice, the District will submit your delinquency
to small claim court and all court costs will be added to the outstanding balance owed.
The District will no longer accept personal checks, only cash or credit card payments at the
school Administrative Assistant to the Principal/treasurer’s office or Administration building will
be accepted.
Please note: No senior will be given his/her cap & gown, be allowed to participate in the
graduation ceremony, or receive his/her diploma, until all obligations are met. Also, it is our
policy that official transcripts will not be released until all fees are paid in full.
If you have any questions regarding your outstanding balance, please call your school
Administrative Assistant to the Principal/treasurer immediately.
Sincerely,
Brad Cauffman
Brad Cauffman
Assistant Superintendent for
Business Services/CFO
DATED:
(BC) April 2011