FAQ –
Voluntary Financial Contributions
What can be included in a voluntary contribution scheme?
Voluntary contribution schemes may include:

Reprographics (other than classroom materials and workbooks)

Arts and craft supplies (not associated with subject fees)

Cooking materials (not associated with subject fees)

First Aid materials
Can a voluntary contribution be included in the student resource
scheme?
No. A condition of the SRS is that it is voluntary to join. However, once a parent
agrees to participate in a SRS, the fee becomes recoverable.
Voluntary contributions are in no way recoverable, so inclusion in a SRS is
contradictory. Voluntary contributions should not be “packed” within a SRS.
Can a fee be charged for first aid material in a student resource scheme?
No.
Schools have a duty of care and a responsibility to provide a safe
environment for students.
First aid materials can, however, be included within a voluntary contribution
request.
Are all charges in primary schools voluntary?
No. A primary school can operate a student resource scheme which is voluntary
to join, but once a parent decides to participate a recoverable fee will be charged.
Extra-curricular activities including trips, excursions, sports activities, transport to
sporting or cultural activities, arts councils, competitions, courses, visiting
instructors and instrumental music are all activities which may also attract a fee
on a user pays basis. Parents need to be advised that participation in these
activities constitutes an agreement to pay, and that the school could operate a “no
pay, no go” policy.
Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at
http://ppr.det.qld.gov.au to ensure you have the most current version of this document.
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Can we make changes to the Voluntary Financial Contribution
Information Sheet, either on an as needs basis or as school specific
conditions?
No. To ensure consistency with legislative and departmental requirements, a
standard Information Sheet is prescribed for use by schools in requesting a
voluntary financial contribution from parents. This only applies to the school
voluntary contribution. P&C voluntary contribution information sheets should be
developed by the P&C.
Schools should provide a copy of the Information Sheet to parents along with the
specific request for contribution; including information on how exactly the funds
will be used.
Can schools charge for Internet usage?
Students may access the internet at no charge as a part of classroom activities.
Access to internet for any other purpose may attract a charge. The basis for a
charge needs to be measurable and based on cost recovery.
Additional internet usage may be included in a voluntary contribution scheme.
Can schools charge for ICT printing?
Printing during normal classroom activities will not attract a charge. Printing for
other purposes can attract a charge. The basis for a charge needs to be
measurable e.g. $0.10 per sheet and on a cost recovery basis.
Alternately, a ream of paper may be included in a voluntary contribution scheme.
What is classed as course materials?
Course materials are those materials required for the student to undertake the
core activities of the subject. This could include ingredients for cooking or wood
or metal or fabric that is fabricated into a completed item.
Can schools ask parents to supply a ream of photocopy paper or a box of
tissues?
Yes. However this is considered within a voluntary contribution scheme. Parents
will not incur a debt if they do not contribute.
Can schools run a voluntary financial contribution program in addition to
running student resource schemes?
Yes, with P&C endorsement, schools can run voluntary financial contribution
programs as well as student resource schemes as they are for different purposes.
Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at
http://ppr.det.qld.gov.au to ensure you have the most current version of this document.
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The P&C voluntary levy & class room levy will need to be listed and sent
to parents on the “Request for Voluntary Financial Contribution” form.
Ideally the invoice from the school and the contribution form would be
sent home together. In many cases parents are going to want to pay all
these in one transaction
If the class room levy is a voluntary contribution by parents to enhance the
education provided by the school the school must use the Voluntary Financial
Contribution guidelines. However, the P&C contribution may not be included; a
different form must be used, provided by the P&C.
Schools must not invoice any voluntary financial contributions.
Currently, the school collects funds from parents as voluntary P&C
contributions and then transfers it to our P&C bank account; is this still
going to be possible with the One School system, i.e. can the school still
collect on behalf of the P&C and transfer to the P&C account?
The Education (General Provisions) Act 2009 provides that the P&C and school
work together for the benefit of the students of that school. It also states that
any voluntary contributions from parents are to be used to enhance the
instruction, administration and facilities of the school. A risk is that the voluntary
contributions end up paying for the costs of running the P&C itself. That is why
we prefer that the school collect and retain any voluntary contributions made by
parents for the benefit of the school.
P&C voluntary contributions have not been tested under the Act, which states that
the Principal, as the accountable officer, may request a voluntary contribution.
However, P&Cs may run fundraising activities and a voluntary contribution scheme
may fit under that category.
Technically, schools may act as an agent for the P&C. However, the school must
not raise invoices for the P&C voluntary contribution; only request it via a letter or
other form. The school should ensure the community is clear about the
separation between the P&C collection and the school collection. If the school
receipts the P&C money that separation is blurred.
If it is possible for the school to act as an agent for the P&C, how do we
set this up?
There is a code on the Balance Sheet set up for collections for other agencies that
could be used.
Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at
http://ppr.det.qld.gov.au to ensure you have the most current version of this document.
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If this is possible for the school to act as an agent for the P&C, would we
as a P&C need to invoice the school each term for our contributions to be
transferred? Or can they just be transferred as a cash payee?
It is not necessary to invoice the school; the school can just make a payment.
Finally, if the school decides to offer the BPay option to parents, can a
separate BPay option be set up for the P&C collected funds?
Setting up a separate BPay option for the P&C would negate the benefits of a
single payment. As the voluntary P&C contribution would not have an invoice to
auto match in OneSchool, the BPay receipt would have to be matched manually.
Again, having the P&C contribution paid directly to the P&C is more transparent.
The P&C may set up their own BPay facilities.
Can invoices be generated for Voluntary Financial Contributions instead
of receiving money as cash sales?
No, invoices may not be generated for Voluntary Financial Contributions.
There is no need for "tracking data and reimbursing funds". Voluntary
Contributions represent donations. There is no need to track donations or refund
them. Voluntary Contributions are to be recognised as cash receipts to a student
only with the EQID as a reference or comment.
When a teacher aide works solely with one child, how is this invoiced to
parents?
The payment for the teacher's aide to ENHANCE instruction at the school is fine.
It falls under the voluntary financial contribution procedure and should be formally
documented. The parents should not be invoiced however would have to
remember or be reminded to pay each fortnight.
Can schools charge a fee for the replacement of computers?
Yes, however only under a 1 to 1 Learning Program. Under the Education
(General Provisions) Act 2006, schools provide instruction, administration and
facilities at no charge. Computers are required in schools for students to
undertake curriculum activities and are necessary for the delivery of instruction.
They are therefore deemed to be facilities and no charge can be applied under a
student resource scheme except where the computer or electronic device may be
taken home.
A voluntary contribution for this purpose may be requested to supplement
government funding.
Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at
http://ppr.det.qld.gov.au to ensure you have the most current version of this document.
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Can schools charge a fee to cover professional development for teaching
staff?
No. The provision of instruction is free of charge. Professional development
ensures that staff use best practice when providing instruction.
Professional development can be included in a voluntary contribution scheme.
The school needs to be able to demonstrate that students will benefit directly from
the professional development outcomes.
Can our parents purchase their booklist items and make payment for
fees and Voluntary Financial Contributions on line with a booklist
business that operates across State and Private schools in Queensland.
No. Parents may use third party suppliers to purchase their booklist items
however, a third party must not be used to collect voluntary contributions, due to
the risk. There have been incidents in the past where the third party has gone
broke before remitting the money to the school. Voluntary contribution and
payments for camps, excursions, or other ‘fees’, etc., are to be received directly
by the school.
Can fees be requested from parents to cover the running cost of buses
for Special School trips such as shopping trips and other life skill
activities?
No. It is not appropriate for the school to request fees from parents to cover the
cost of providing education. If the life skills component of the curriculum requires
transport, that should be provided by the school. A voluntary contribution may be
requested. If the school owns the bus, then the parents may not be charged
whenever that bus is used, regardless of the reason for use.
Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at
http://ppr.det.qld.gov.au to ensure you have the most current version of this document.
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