Parent Payments

Communication requirements

Schools may communicate parent payment arrangements using any communication tool that is suitable for their school context, if communication is consistent with the Parent Payments Policy. This includes letters in the post, email, or using third party communication tools.

Schools must develop parent payment requests using one or more of the department’s parent payment arrangement templates:

• Parent payment arrangements template (primary schools) (DOCX) (staff login required)
• Parent payment arrangements template (secondary schools) (DOCX) (staff login required)
• Parent payment arrangements template (specialist schools) (DOCX) (staff login required).

Schools must follow the following communication requirements when inviting parents to make a financial contribution or payment to the school:

• all requests and communications covering each year level, where these are different from one another, must be published on the school website for transparency (for example, letters to parents requesting parent payments, booklists inviting parents to purchase educational items)
• school websites must include a link to the department’s Parent Payments policy on the same page as the school’s parent payments arrangements – this is also required to demonstrate compliance with the minimum standards for school registration
• communications regarding the following year’s contributions and payments should begin at least 6 weeks prior to the end of the previous school year to enable parents to plan and budget accordingly
• all communications 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
• a school that has communicated parent payment arrangements that are not aligned with the policy should review their current arrangements and make the necessary modifications. The school should then notify and send an updated version of the arrangements to its school community
• schools must not request any voluntary contributions from a carer of a student in out of home care. Schools may seek funding through the Special consideration criteria of the Camps Sports and Excursions Fund (CSEF).

Recognition of voluntary contributions

Schools that wish to recognise parents or other individuals for their voluntary contributions must adhere to the following requirements:

• Each student must have the same access to curriculum items or activities regardless of whether a student’s parent has contributed.
• Parents who have made curriculum or other contributions in response to an invitation by the school must not be given any material benefit, such as a curriculum or non-curriculum related gift, advertising space, or naming rights.
• Forms of recognition of a non-material nature, where no benefits or rights are provided as a result of the donation, can be made by the school. Non-material forms of recognition can include a letter of acknowledgement, the inclusion on a donor board, or a mention in a school newsletter.
• Where a school wishes to provide a public acknowledgement of a donation, donors must be treated fairly and transparently. Similar donations must be acknowledged in a similar way, and prospective donors should be aware of what level of contribution will prompt a certain type of public recognition. (For example, 'All parents who contribute $200 or more to the school building fund can choose to have their name included on the school honour board').
• Schools must seek and receive consent from a donor, prior to acknowledging them in public. Unless a donor explicitly provides consent, any record of their contributions must be kept confidential.
• Schools must ensure that public acknowledgements are not made in a way that could coerce or harass families that have not chosen to contribute.

Refer to Philanthropic Partnerships and Sponsorship for further information.

Parent payment contact person

The school must nominate suitable staff members to be school contacts for parent payments to respond to parent queries and facilitate financial support arrangements on behalf of the school.

This may be one or more staff members, including the principal, business manager or welfare officer, who will be responsible for working with parents to determine, negotiate and maintain appropriate responses on behalf of the school.

Refer to Financial Help for Families for further information.