Parent Payments

Applying the policy to specific examples

Administrative software and communication tools

Schools may request contributions for costs associated with third-party software and communication tools under other contributions.

School’s must not request contributions or payments for items or activities for which they receive full funding, such as department provided administrative software – for example, CASES21.

Alternative forms of instruction

An alternative form of instruction is the delivery of the curriculum through non-standard instructional methods, and/or the delivery of a parallel curriculum. An alternative form of instruction can be provided on a user-pays basis and categorised in extra-curricular items and activities provided the school also offers free access to the curriculum using standard instructional methods.

Schools do not need to provide students with access to alternative forms of instruction if payment is not received. However, schools cannot refuse students instruction in the standard curriculum if payment is not received.

Alternative forms of instruction must be specific, clearly described and identified as optional.

Alternative forms of instruction can include:

• the parallel instruction of the curriculum using non-standard instruction methods, including the Montessori and Steiner frameworks
• the completion of a senior secondary qualification as an alternative to the VCE including the VCE Vocational Major or the Victorian Pathways Certificate (for example, the International Baccalaureate Diploma)
• language immersion and binational programs that are offered as an optional stream to the curriculum.

Alternative forms of instruction do not include:

• bilingual programs that deliver the curriculum to all students in the school
• flexible learning options (for example, school re-engagement programs)
• accelerated learning programs (for example, select entry programs)
• single subjects offered as an alternative to mainstream classes.

Camps and excursions

Schools may request voluntary curriculum contributions towards the costs of camps and excursions that are used by students as part of the school's delivery of the curriculum. It is at a school’s discretion to determine whether a camp or excursion is either necessary for delivering the curriculum or provided to enhance and broaden the schooling experience of students. Schools may request curriculum contributions for the entire excursion or just transportation.

Schools cannot refuse students instruction in the curriculum or deny student access to a camp or excursion on the basis of curriculum contributions not being made. Schools cannot refuse students instruction in a subject, including any camps or excursions that are required to meet the subject’s curriculum outcomes, on the basis of financial contributions or payments not being made.

Schools can invite parents to purchase camps and excursions that enhance or broaden the schooling experience of students and are additional to or outside what the school provides for free to deliver the curriculum.

A camp or excursion can be provided on a user-pays basis and categorised in extra-curricular items and activities if it is not required for students to meet curriculum outcomes or if there is a free standard activity available for students to participate in the curriculum. Camps and excursions provided on a user-pays basis can still support curriculum-based learning; however, schools must be able to deliver the standard curriculum requirements to a student who does not participate.

Camps or excursions categorised in extra-curricular items and activities must be specific, clearly described and identified as optional.

Camps or excursions categorised in extra-curricular items and activities can include:

• the cost of transport, food, entry fees and accommodation for students and teachers attending extra-curricular excursions and camps
• the cost of a casual relief teacher who is engaged for the purpose of supporting the extra-curricular excursion and camp during its operation, either on or off school premises.

Camps or excursions categorised in extra-curricular items and activities cannot include the salaries of department teaching staff.

Schools should ensure the cost of camps or excursions categorised as extra-curricular items and activities are kept to a minimum and made affordable for families. Schools must apply the Financial Help for Families policy in relation to camps or excursions categorised as extra-curricular items and activities to support families experiencing financial hardship. This includes the Camps, Sports and Excursions Fund (CSEF) that assists with the costs of camps, sporting activities and excursions for eligible families.

Canteens

Canteens in schools are governed by the Canteens policy.

Refer to Canteens for further information.

Classroom consumables

Schools may request curriculum contributions towards the costs of classroom consumables that are used by students as part of the school's delivery of the curriculum. It is at a school’s discretion to determine the classroom consumables necessary for delivering the curriculum. This can include chemicals for Science, paint and coloured paper for Art, wood for Technology, and ingredients for Food Technology.

Schools cannot refuse students instruction in the curriculum or deny students access to classroom consumables on the basis of curriculum contributions not being made.

Schools must provide a clear description when requesting curriculum contributions and allocate funds for the purposes for which they were requested. Schools do not need to itemise individual classroom consumables when requesting curriculum contributions.

Schools can invite parents to purchase classroom consumables that enhance or broaden the schooling experience of students and are additional to or outside what the school provides for free to deliver the curriculum. curriculum consumables can be provided on a user-pays basis and categorised in extra-curricular items and activities if they are not required for students to meet curriculum outcomes or if there are free standard items available for students to participate in the curriculum. For example, students wanting to use mahogany wood and silver for Technology in lieu of the school’s standard materials of pine timber and steel can be invited to purchase these materials. Extra-curricular classroom consumables must be specific, clearly described and identified as optional.

Classroom equipment and materials

Schools may request curriculum contributions towards the costs of classroom equipment and materials that are used by students as part of the school's delivery of the curriculum. It is at a school’s discretion to determine the classroom equipment and materials necessary for delivering the curriculum. This can include class sets of items, sports equipment and any materials used by the teacher to teach.

Schools cannot refuse students instruction in the curriculum or deny students access to classroom equipment and materials on the basis of curriculum contributions not being made.

Schools must provide a clear description when requesting curriculum contributions and allocate funds for the purposes for which they were requested. Schools do not need to itemise individual classroom equipment and materials when requesting curriculum contributions.

Digital and online subscriptions

Schools may request curriculum contributions towards the costs of digital and online subscriptions that are used by students as part of the school's delivery of the curriculum. It is at a school’s discretion to determine the digital and online subscription is necessary for delivering the curriculum.

Schools cannot refuse students instruction in the curriculum or deny students access to digital and online subscriptions on the basis of curriculum contributions not being made.

Schools can also invite parents to purchase digital and online subscriptions from third parties instead of using what is made available for free by the school. If a parent does not provide or purchase their own subscription, the school must ensure the student has free access to any digital or online subscription needed to access the school’s delivery of the curriculum.

Schools can invite parents to purchase digital and online subscriptions that enhance or broaden the schooling experience of students and are additional to or outside what the school provides for free to deliver the curriculum.

A digital and online subscription can be provided on a user-pays basis and categorised in extra-curricular items and activities if they are not required for students to meet curriculum outcomes or if there is a free standard learning resource available for students to participate in the curriculum. Digital and online subscriptions provided on a user-pays basis can still support curriculum-based learning; however, schools must be able to deliver the standard curriculum requirements to a student who does not participate. These subscriptions must be specific, clearly described and identified as optional.

Digital devices

Schools must ensure that students have free access to digital devices as required for the school’s delivery of the curriculum. The extent and frequency of access that students require depends on the school’s digital learning program.

Schools may request curriculum contributions towards the costs of the school’s ICT facilities and digital devices the school owns that are used by students as part of the school's delivery of the curriculum. It is at a school’s discretion to determine the ICT facilities and digital devices necessary for delivering the curriculum.

Schools cannot refuse students instruction in the curriculum or deny students access to the school’s ICT facilities and digital devices on the basis of curriculum contributions not being made.

Schools can invite parents to bring from home, purchase, or lease, digital devices directly from third parties instead of using what is made available for free by the school. When inviting parents to purchase, or lease, digital devices directly from a third-party provider, the school may include a list of recommended digital devices, minimum specifications or peripherals (for example, headphones, case, bundled apps or software and device insurance). If a parent does not provide or purchase digital devices, the school must ensure that students have free access to digital devices as required for the school’s delivery of the curriculum.

Schools cannot communicate to families that parents must purchase digital devices from third parties. Schools are not required to provide students with digital devices to own, or keep, on a one-to-one basis. However, schools must determine appropriate resourcing to ensure students have access to the relevant digital devices for the duration required to access the curriculum. This could include using a shared class set device, being loaned a device or being given a device by the school.

Where schools invite parents to purchase digital devices from third parties, arrangements should be facilitated that provide favourable deals for their school community, leveraging the ability to represent large cohorts of potential buyers to save money for parents.

Refer to Digital Learning for further information.

Extra-curricular items and activities must not include items that are required to fulfil the curriculum such as the sale of digital devices or the hire, lease, or lease-to-own, of school owned digital devices.

Homework

Schools must ensure that students have free access to items required for homework that is part of the school’s delivery of the curriculum. The extent and frequency of access that students require depends on the school’s context and delivery of the curriculum.

This can include but is not limited to:

• running an afterschool homework club where students have free access to items
• providing students with access to items to take home and return to the school once the homework is completed
• sharing access to items between students by making them available to take home on scheduled days
• photocopying to provide access to reading materials (subject to copyright).

Students and their parents are responsible for returning all items to the school in the same condition they were made available, subject to standard wear and tear. Refer to Seeking payment for damages to school property above for more information.

International student fees

International students enrolled in the International Student Program pay fees set out in a contract with the Department of Education. These fees cover all costs that the family must pay for the student to complete their course.

Refer to the International Student Program policy for further information.

Schools may also request parents of international students to make voluntary financial contributions towards the cost of schooling in accordance with the Parent Payments policy. Schools cannot refuse international students’ instruction in the curriculum or disadvantage students on the basis of financial contributions not being made.

Schools can invite parents of international students to purchase items and activities that enhance or broaden the schooling experience of international students and are additional to or outside what the school provides to deliver the curriculum.

All communications to parents of international students must use language that is easy to understand, is culturally appropriate and if required, translated into multiple languages. Schools can use funded Interpreting and Translation Services for key school communications.

Schools should clearly communicate that contributions are voluntary and consider the appropriateness of parent payment requests to parents of international students as:

• cultural or linguistic barriers may exist
• fee-paying international students already make large financial commitments to Victorian schooling.

Out of school hours care

Schools can invite parents to purchase out of school hours care on a user-pays basis under extra-curricular items and activities.

Refer to the Outside School Hours Care policy for further information.

Safety equipment

Schools must ensure that students have free access to safety equipment as required for the school’s delivery of the curriculum.

Schools may request curriculum contributions towards the costs of safety equipment that is used by students as part of the school's delivery of the curriculum.

Schools can invite parents to supply their own safety equipment from home or purchase safety equipment from third parties instead of using what is made available for free by the school.

Schools are not obliged to provide safety equipment that is considered part of a student’s uniform/clothing or is specifically fitted to them (for example, safety boots, closed shoes).

Stationery

Schools must ensure that students have free access to stationery as required for the school’s delivery of the curriculum. The extent and frequency of access that students require depends on the school’s context and delivery of the curriculum.

Schools may request curriculum contributions towards the costs of school-owned stationery that is used by students as part of the school's delivery of the curriculum. Schools cannot refuse students instruction in the curriculum or deny students access to school-owned stationery on the basis of curriculum contributions not being made.

Schools can also invite parents to bring from home or purchase stationery directly from third parties instead of using what is made available for free by the school. When inviting parents to purchase stationery directly from a third-party provider, the school may include a list of recommended stationery (for example, pens, pencils, notepads).

Schools cannot communicate to families that parents must purchase stationery from third parties. If a parent does not provide or purchase their own stationery, the school must ensure that students have free access to stationery as required for the school’s delivery of the curriculum. Schools are not required to provide students with stationery to own, or keep, on a one-to-one basis. However, schools must determine appropriate resourcing to ensure students have access to stationery for the duration required to access the curriculum. This could include using a shared class set of stationery, being loaned stationery or being given an individual stationery pack by the school.

Where schools invite parents to purchase stationery from third parties, arrangements should be facilitated that provide favourable deals for their school community, leveraging the ability to represent large cohorts of potential buyers to save money for parents.

Extra-curricular items and activities must not include items that are required to fulfil the curriculum such as stationery.

Subject enrolment fees and elective subject fees

Schools may request curriculum contributions towards the costs of a school's provision of subjects as part of the school's delivery of the curriculum:

• schools may request parents make specific curriculum contributions towards the cost of the individual subjects their child is enrolled in or
• schools may request parents make a curriculum contribution towards the general cost of the school’s subject offerings so that the school can provide a variety of programs.

Schools can invite parents to purchase items and activities associated with a subject that enhance or broaden the schooling experience of students and are additional to or outside what the school provides for free to deliver the curriculum (for example, optional subject-related excursions or non-standard classroom materials). It is at a school’s discretion to determine whether an item or activity associated with a subject is extra-curricular.

An item or activity associated with a subject can be provided on a user-pays basis and categorised in extra-curricular items and activities if it is not required for students to meet curriculum outcomes or if there is a free standard item or activity available for students to participate in the curriculum. Items or activities associated with a subject provided on a user-pays basis can still support curriculum-based learning; however, schools must be able to deliver the standard curriculum requirements to a student who does not participate.

Extra-curricular items and activities associated with a subject must be specific, clearly described and identified as optional.

Schools cannot refuse students instruction in a subject, including an ‘elective’ on the basis of financial contributions or payments not being made. As all subjects provided to students by the school are delivered as part of the curriculum, the option for students to choose between subjects does not qualify a subject as extra-curricular.

Swimming

Schools must ensure that all students are provided with a free swimming and water safety program that aligns with curriculum requirements. Schools may request curriculum contributions towards the costs of a school’s swimming program, including transport and entrance into swimming pools, as part of the school's delivery of the curriculum.

Schools cannot deny access to a swimming and water safety program required to meet the requirements of the curriculum on the basis of financial contributions or payments not being made.

Schools can invite parents to purchase swimming lessons that enhance or broaden the schooling experience of students and are additional to or outside what the school provides for free to deliver the curriculum.

Swimming lessons can be provided on a user-pays basis and categorised in extra-curricular items and activities if it is not required for students to meet curriculum outcomes or if there is a free standard activity available for students to participate in the curriculum.

Extra-curricular swimming lessons must be specific, clearly described and identified as optional.

Refer to Swimming Instruction and Water Safety Education for further information.

Sexuality and consent education

Schools must ensure that all students have free access to the delivery of sexuality, and consent education as part of the curriculum mandated for government schools in Victoria.

While a parent or carer may decide not to allow their child to participate in the sexual health component of the school’s health education, these lessons or programs form part of the curriculum and cannot be categorised as extra-curricular items or activities.

Refer to the Sexuality and Consent Education policy for further information.

Textbooks (including digital textbooks) and calculators

Schools must ensure that students have free access to textbooks and calculators as required for the school’s delivery of the curriculum. The extent and frequency of access that students require depends on the school’s context and delivery of the curriculum.

Schools may request curriculum contributions towards the costs of the school-owned textbooks and calculators that are used by students as part of the school's delivery of the curriculum. Schools cannot refuse students instruction in the curriculum or deny students access to school-owned textbooks and calculators on the basis of curriculum contributions not being made.

Schools can also invite parents to bring from home or purchase textbooks and calculators directly from third parties instead of using what is made available for free by the school. When inviting parents to purchase textbooks and calculators directly from a third-party provider, the school may include a list of recommended textbooks and calculators. If a parent does not provide or purchase their own textbooks and calculators, the school must ensure that students have free access to textbooks and calculators as required for the school’s delivery of the curriculum.

Schools are not required to provide students with items to own, or keep, on a one-to-one basis. However, schools must determine appropriate resourcing to ensure students have access to textbooks for the duration required to access the curriculum. This can include class sets of textbooks, library copies, loan and sharing programs, photocopied pages of relevant texts (subject to copyright).

Where schools invite parents to purchase textbooks from third parties, the school can continue to facilitate arrangements with third parties and negotiate favourable deals for their school community, leveraging the ability to represent large cohorts of potential buyers to save money for parents.

Extra-curricular items and activities must not include items that are required to fulfil the curriculum such as textbooks and calculators.

Uniforms

Uniforms are governed by the Student Dress Code policy.

Refer to the Student Dress Code policy for further information.

Vocational education and training

Schools may request a general curriculum contribution towards the costs of a school's provision of vocational education and training (VET) courses as part of the school's delivery of the curriculum. Schools cannot refuse students instruction in VET courses or deny student access to items or activities on the basis of Curriculum Contributions not being made.

Schools can invite parents to purchase items and activities associated with a VET course that enhance or broaden the schooling experience of students and are additional to or outside what the school provides for free to deliver the Curriculum (for example, an optional course-related excursion or non-standard classroom materials). It is at a school’s discretion to determine whether an item or activity associated with a VET course is extra-curricular.

An item or activity associated with a VET course can be provided on a user-pays basis and categorised in Extra-Curricular Items and Activities if it is not required for students to meet Curriculum outcomes or if there is a free standard item or activity available for students to participate in the Curriculum. Items or activities associated with a VET course provided on a user-pays basis can still support curriculum-based learning, however, schools must be able to deliver the standard curriculum requirements to a student who does not participate.

Extra-curricular items and activities associated with a VET course must be specific, clearly described and identified as optional.

Schools must not have parent payment arrangements that request payments for items or activities that schools receive full funding for such as VET equipment and materials.

Schools cannot refuse students instruction in a VET course, including an ‘elective’ on the basis of financial contributions or payments not being made. As all VET courses provided to students by the school are delivered as part of the Curriculum, the option for students to choose between VET courses does not qualify a course as extra-curricular.

Schools can also invite parents to bring from home or purchase VET tools and equipment directly from third parties instead of using what is made available for free by the school. When inviting parents to purchase VET tools and equipment directly from a third-party provider, the school may include a list of recommended tools and equipment. If a parent does not provide or purchase their own tools and equipment, the school must ensure that students have free access to tools and equipment as required for the school’s delivery of the Curriculum.

Schools are not required to provide students with items to own, or keep, on a one-to-one basis. However, schools must determine appropriate resourcing to ensure students have access to the relevant VET tools and equipment for the duration required to access the Curriculum.

Schools are not obliged to provide safety equipment that is considered part of a student’s uniform/clothing or is specifically fitted to them (for example, safety boots, closed shoes).

Schools can seek reimbursement from the department for the cost of VET materials in line with the Vocational Education and Training (VET) Delivered to Secondary Students policy. Schools can find more information on reimbursements for VET materials at the VET Delivered to Secondary Students page on the Policy and Advisory Library.

Please note that information provided in the Parent Payment policy should be read in conjunction with the VET Delivered to Secondary Students policy.