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CENTRE POLICY

FEE POLICY

Version 2 – January 2008

The development of the Fee Policy at the Geelong Kindergarten Association is enabled (or governed) by the:

· Geelong Kindergarten Association Constitution

· GKA Privacy of Personal Information Policy

· Victorian Kindergarten Policy and Procedures and Funding Criteria 2007-2009

· Department of Human Services Kindergarten Fee Subsidy – Fees Policy

· GKA Complaint Management Policy

Scope

This policy applies to all families, staff and Committees of Management of all Geelong Kindergarten Association Centres and may at times, involve the Office of Children.

Definitions

GKA

Geelong Kindergarten Association

Kindergarten Fee Subsidy

is State Government funding paid to organisations to enable concession card holders to attend kindergarten at no cost (or minimal cost) for families meeting the eligibility criteria.

Kindergarten Programs

Kindergarten 4yo programs receive partial funding. Fees are charged to cover the costs of any or all of the following:

	Remaining cost of staff salaries,
	Utilities, equipment, supplies, cleaner, repairs, outdoor maintenance and other sundries.

Pre-Kinder Programs

Receive no Government Funding. Therefore fees are charged to cover the costs of any or all of the following:

	Full Cost of staff salaries
	Utilities, equipment, supplies.

Time of enrolment

at the signing of the enrolment form.

Policy Statement

Centres will abide by the Kindergarten Fee Subsidy – Fees Policy principles and guidelines at all times.

The setting and collection of fees is the responsibility of the Committee of Management in consultation with Geelong Kindergarten Association.

Fees charged must comply with the Kindergarten Fee Subsidy – Fees Policy and be responsive to the local community and the viability of the service.

Collection of fees must be conducted in a fair and equitable manner.

Committees are required to have in place and communicated to families, a comprehensive written fee agreement.

By no later than the confirmation of an offer of a place, Committees must advise families of any amount charged for an enrolment/booking/holding fee or deposit, and state the circumstances under which it may or may not be refundable.
At the time of enrolment, Committees must provide to all families;

· the written fee agreement; and

· the GKA Privacy and Disclosure Statement.

Written fee agreement must contain the following items:

· Term and Annual Fees to be paid by each family.

· Description and application of any refundable and non-refundable levies

· Any charges or refundable deposits required to secure a place on a waiting list or to accept an offered place and their application against the fees/levies.

· Alternative fee arrangements.

· How the kindergarten fee subsidy is applied and arrangements for eligible families to claim the subsidy.

· Parent notification of fee changes throughout the year

· Payment options, due dates and procedures.

· Option of Payment Plans for those families who experience difficulties in making fee payments within the requested time frame.

· Receipting arrangements.

· Action to be taken if fees are not paid.

· Contact Details for fee queries or if unable to pay on time.

· The application of fundraising

· Circumstances by which refunds of fees will be issued.

Each GKA centre has the discretion to charge an additional, alternative or reduced fee in regard to any or none of the following:

· Twins, triplets or siblings;

· Lump sum payment of the full years fees;

· Late Collection of children from the centre.

Centres are eligible to receive the kindergarten fee subsidy for each child who meets the following criteria:

· The child:

a. Is eligible to attend a funded kindergarten program, and

b. Individually holds, or has a parent or guardian who holds, a Commonwealth Health Care Card or a Commonwealth Pensioner Concession Card or Visa 786 or 785.

Or the child

c. Is identified on the birth certificate as triplet or quadruplet; and

d. The other two or three children on the birth certificate are attending a funded kindergarten program

And the child

e. Does not have “approved” Commonwealth Child Care Benefit applied to the fee paid for the time spent in the funded kindergarten program.

Committees of Management and staff must ensure that privacy of personal information and confidentiality for families is maintained in accordance with legislation, GKA Privacy Policy and the GKA Privacy and Disclosure statement.

Where a family is experiencing genuine financial difficulties, if professional financial counselling is being undertaken and/or there are recognized financial difficulties, upon presentation of written documentation from a financial counselling agency, centres must attempt to undertake some financial arrangements with the family to ensure that the child has access to the kindergarten program.

Committees must use the standard Fee Agreement form as provided by GKA.

If the services of a debt collection agency or child exclusion are to be implemented this decision must be approved at a committee meeting and the Executive Officer of GKA must be informed prior to either taking place.

All costs associated with a debt collection agency are to be borne by the family/fee payer.

Committees must follow the GKA procedures for
1. Collection of Unpaid Kindergarten Fees;
2. Kindergarten Fee Subsidy; and
3. Implementation of GKA Fee Policy

If a family/fee payer feels that they have a grievance or believe they have been unfairly treated, they should be advised to follow the GKA Complaints Management policy. A copy of the complaint management procedure should be provided and assistance offered if requested.

The successful implementation of this policy involves effective and timely communication between the Committee of Management, family/fee payer and the centre’s kindergarten teacher.

Costs relating to the kindergarten program are not to be funded as levies i.e. materials levy or excursions levies.

This policy must be readily accessible and communicated to all families.

This policy is effective from 1 January 2008.

Procedures

· Collection of Unpaid Kindergarten Fees procedure

· GKA Kindergarten Fee Subsidy procedure

· Implementation of GKA Fee Policy procedure

Responsibility

Executive Officer

Other Documentation

GKA Fee Agreement form

GKA Privacy and Disclosure Statement

Authorisation

This policy was adopted by the Board of Directors of Geelong Kindergarten Association, at the Board Meeting on 10^th October 2007.

Review Date

The policy will be reviewed by the Bookkeeper annually from the Board approval date or where changes to subsidy arrangements occur in consultation with committees.