Parent Payment
POLICY
PURPOSE
This policy ensures that:
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access to enrolment or advancement to the next year level will not be withheld as a condition of
payment for any of the three categories
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costs are kept to a minimum
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payment requests are clearly itemised under the three parent payment categories
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items that students consume or take possession of are accurately costed
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no student will be treated differently, denied access or refused instruction to the standard
curriculum program for not making a payment or voluntary contribution
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ensures that the OGPS school-level parent payment policy and processes are compliant with the
Department's policy requirements
The Department of Education (DET) provides funding to each school through the Student Resource
Package (SRP). This funding arrangement provides schools with flexibility to allocate resources
(human, financial and physical) in accordance with the goals and priorities outlined in our Annual
Implementation Plan and Strategic Plan. School Council believes that the amount allocated is
insufficient for us to provide the type of education expected by the OGPS community and required in
today’s complex and challenging world which will prepare our children for their future.
Our school and community, prides itself on the emphasis placed on encouraging all children to reach
their full potential by the provision of programs to support all areas of the curriculum. The
community wish to continue giving our children worthwhile programs and facilities and in order to
maintain the acknowledged high standard programs and educational environment at our school. We
ask for parents’ full support to generate the additional funds required to deliver these resources
and services. It should be emphasized that these are used during the school year for the direct and
immediate benefit of each student.
GUIDELINES
School councils are able to request payments or contributions for education items and services from
parents and guardians for students in Victorian government schools in the three categories –
essential education items, optional education items and voluntary financial contributions.
The school council is responsible for developing and approving a school-level parent payment policy
that ensures:

all students have access to the standard curriculum program

it covers the three parent payment categories i.e. essential education items, optional extras or
voluntary financial contributions

the school does not withhold access to enrolment or advancement to the next year level as a
condition of payment for any of the three categories

items that students consume or take possession of are accurately costed

cost is kept to a minimum

payment requests must be clearly itemised within each category

parents/guardians are given the option of purchasing equivalent essential education items
themselves, in consultation with the school

students are not treated differently, denied access to the standard curriculum program, refused
instruction or disadvantaged on the basis of payments not being made for education items,
services or voluntary financial contributions e.g. if parents/guardians choose for their children not
to attend a compulsory excursion/camp an alternative option needs to be provided.

the status and details of any payments or non-payments are confidential

parents are provided with early notice of payment requests (e.g. a minimum of six weeks’ notice
prior to the end of the previous school year)

payment may be requested but not required prior to the commencement of the year in which the
materials and services are to be used

it meets the community’s expectations and is provided to parents
IMPLEMENTATION
Ocean Grove Primary School spends considerable time selecting the most appropriate items and
services to meet the needs of our students.
Parents and guardians also have the option of purchasing equivalent materials from other sources. If
parents and guardians choose to provide equivalent materials, this should be done in consultation
with the school, as items should meet the specifications provided by the school. There may also be
certain items that due to their nature may only be provided by the school.
Parent Payment Categories
Essential education items are those items or services that are essential to support the course of
instruction in the standard curriculum program that parents or guardians are requested to pay the
school to provide or may provide themselves, if appropriate.
These items include:
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materials that the student takes possession of, including text books and student stationery
materials for learning and teaching where the student consumes or takes possession of the
finished articles (e.g. home economics, photography, catering)
school uniform
transport and entrance for camps and excursions which all students are expected to attend
Optional education items (or non-essential materials and services) are those that are provided in
addition to the standard curriculum program, and which are offered to all students. These optional
extras are provided on a user-pays basis and if parents and guardians choose to access them for
students, they will be required to pay for them.
These items include:
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student computer printing for personal use
extra-curricular programs or activities e.g. instrumental music, dance classes
school-based performances, productions and events
school magazines, class photographs
Voluntary financial contributions are for those items and services that parents or guardians are
invited to make a donation to the school, for example for grounds maintenance, a library or building
trust.
Second–hand book and uniform shop
In order to support parents in meeting the costs of their children’s education the school operates a
second-hand school uniform shop.
Other support options
The school appreciates that families may sometimes experience financial difficulties in meeting
requests for payments and contributions. A range of support options are available to assist eligible
parents, including the State Schools Relief Committee support.
Payment arrangements
Parents and guardians will be provided with early notice of payment requests for essential education
items, optional extras and voluntary financial contributions (e.g. a minimum of six weeks’ notice prior
to the end of the previous school year).
Costs will be kept to a minimum with payment requests/letters fair and reasonable. To further assist
parents with payments, four payment options have been developed:
Option A
Full amount at the beginning of Term 1
Option B
Payment at the beginning of each Term
Option C
Half yearly payment (beginning of Terms 1 & 3)
Option D
Other payment arrangements
Alternative payment options are available through the school and parents are encouraged to make an
appointment with the school to discuss circumstances and available options.
Payments may be requested but not required prior to the commencement of the year in which the
materials and services are to be used.
Payment requests to parents will be itemised and the category each items falls under will be clearly
identified as an essential education item, optional education item or voluntary financial contribution.
Receipts will be issued to parents immediately upon making payment.
Reminders for unpaid essential education items or optional extras will be generated and distributed on
a regular basis to parents, but not more than once a month.
Only the initial invitation for voluntary financial contributions and one reminder notice will be issued
per year to parents and guardians.
All records of payments or contributions and any outstanding payments by parents and guardians are
kept confidential.
Important:
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It is not acceptable to use coercion or harass parents/guardians to obtain payment.
Principals must ensure any payment records are kept confidential. The public identification of
students or their parents/guardians who have or have not made a payment or financial
contribution is unacceptable and must not occur in any circumstance.
Under no circumstances can collectors of any type, including debt collectors, be used by schools
to obtain any funds from parents/guardians.
Voluntary Financial Contributions
School councils may invite parents and 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. Schools may invite
voluntary financial contributions for the following purposes:
• contributions to a building trust fund or contributions to a library trust fund (these trust funds are
approved by the Australian Taxation Office and are tax deductible)
• contributions for a specific purpose identified by the school (e.g. equipment, materials or services) in
addition to those funded through the SRP. This may include additional computers or student-related
services
• general voluntary financial contributions or donations to the school
EVALUATION:
This policy will be reviewed as part of the school’s annual review cycle.
This policy was last ratified by School Council in....
March 2015