Mandatory – Quality Area 7

Authorisation

This policy was adopted by the Approved Provider of Cherry Crescent Preschool on 7^th December 2020.

Review date:   

This policy shall be reviewed:___________________________________________________

Person with management and control:_____________________________________________

Date:_______________________________

Purpose

This policy will provide clear guidelines for:

• the setting, payment and collection of fees
• ensuring the viability of Cherry Crescent Preschool, by setting appropriate fees and charges
• the equitable and non-discriminatory application of fees across the programs provided by Cherry Crescent Preschool
• Cherry Crescent Preschool is committed to:
• providing responsible financial management of the service, including establishing fees that will result in a financially viable service, while keeping user fees at the lowest possible level
• providing a fair and manageable system for dealing with non-payment and/or inability to pay fees/outstanding debts
• ensuring there are no financial barriers for families wishing to access an early childhood program for their child/children
• maintaining confidentiality in relation to the financial circumstances of parents/guardians
• advising users of the service about program funding, including government support and fees to be paid by parents/guardians
• providing equitable access for families eligible for the Kindergarten Fee Subsidy.
• This policy applies to the Approved Provider, Person with Management and Control, Nominated Supervisor, Person in Day-to-Day Charge, educators and parents/guardians with an enrolled child, or who wish to enrol a child at Cherry Crescent Preschool.

Policy statement

1.   Values

2.   Scope

3.   Background and legislation

Background

The Department of Education and Training (DET) provides funding for each child who is enrolled and attending a funded kindergarten program in the year before school. Income from other sources, primarily fees, is required to meet all the additional costs incurred by the service in the delivery of the children’s program. In addition, the Kindergarten Fee Subsidy (refer to Definitions) enables eligible children to attend a funded kindergarten program free of charge in the year before school.

DET also funds Early Start Kindergarten for three-year-old Aboriginal and Torres Strait Islander children, and children known to Child Protection, to access kindergarten programs as outlined in The Kindergarten Funding Guide (refer to Sources). 

Regulation 168(2) (n) of Education and Care Services National Regulations 2011 requires that funded services have a comprehensive written fees policy, and the content of this policy must be communicated to families. The policy must include a written statement about the fees to be charged and the payment process. All families must be informed of applicable term and annual fees at the time of enrolment. Services must also advise eligible families of the Kindergarten Fee Subsidy arrangements. The fees charged must comply with the Kindergarten Fee Subsidy requirements (refer to Definitions), and be responsive to the local community and the viability of the service. The Kindergarten Funding Guide (refer to Sources) outlines the criteria to be covered in the policy.

Legislation and standards

Relevant legislation and standards include but are not limited to:

• Charter of Human Rights and Responsibilities 2006 (Vic)
• Child Wellbeing and Safety Act 2005 (Vic)
• Disability Discrimination Act 1992 (Cth)
• Education and Care Services National Law Act 2010
• Education and Care Services National Regulations 2011: Regulation 168(2)(n)
• Equal Opportunity Act 1995 (Vic)
• National Quality Standard, including Quality Area 7: Governance and Leadership

4.   Definitions

The terms defined in this section relate specifically to this policy. For commonly used terms e.g. Approved Provider, Nominated Supervisor, Regulatory Authority etc. refer to the General Definitions section of this manual.

Approved child care: Approved child care services are services that have Australian Government approval to receive the Child Care Subsidy (refer to Definitions) on behalf of eligible parents. Approved child care includes centre based day care, including long day care and occasional care, family day care, outside school hours care and in home care.

Early Start Kindergarten: A funding program that enables three-year-old Aboriginal and Torres Strait Islander children, and children known to Child Protection to attend a kindergarten program that is planned and delivered by an early childhood teacher for up to 15 hours per week. Details are available at: www.education.vic.gov.au

Enrolment application fee: A payment to cover administrative costs associated with the processing of a child’s enrolment application for a place in a program at the service.

Excursion/service event charge: An additional charge required to meet the cost of special events or excursions that occur in response to emerging children’s program needs. Events that are planned ahead and are included as an expenditure item in the service’s budget do not incur this additional charge (refer to Excursions and Service Events Policy).

Fees: A charge for a place within a program at the service.

Health Care Card: A Commonwealth Government entitlement providing concessions for low-income earners and other eligible people. Details are available at: www.humanservices.gov.au

Kindergarten fee deposit: A charge to secure a place that has been offered in a program at the service. This payment is retained and used as your child’s term 4fees.

Kindergarten Fee Subsidy (KFS): A state government subsidy paid in addition to per capita grants to subsidise the costs of parent fees and enable eligible children to attend a funded kindergarten for 15 hours free of charge (The Kindergarten Funding Guide (refer to Sources)).

5.   Sources and related policies

Sources

• The Kindergarten Funding Guide (Department of Education and Training): www.education.vic.gov.au
• The constitution of Cherry Crescent Preschool
• Service policies
• Complaints and Grievances Policy
• Delivery and Collection of Children Policy
• Enrolment and Orientation Policy
• Excursions and Service Events Policy
• Inclusion and Equity Policy
• Privacy and Confidentiality Policy
• reviewing the current budget to determine fee income requirements
• developing a fee policy that balances the parent’s/guardian’s capacity to pay, with providing a high-quality program and maintaining service viability
• implementing and reviewing this policy in consultation with parents/guardians, the Nominated Supervisor and staff, and in line with the requirements of DET’s The Kindergarten Funding Guide (refer to Sources)
• considering any issues regarding fees that may be a barrier to families enrolling at Cherry Crescent Preschooland removing those barriers wherever possible
• reviewing the effectiveness of the procedures for late payment and support offered
• considering options for payment when affordability is an issue for families
• clearly communicating this policy and payment options to families in a culturally-sensitive way, and in the family’s first language where possible
• ensuring that the Fees Policy is readily accessible at the service (Regulation 171)
• providing all parents/guardians with our Fee information for families (refer to Attachment 1)
• providing all parents/guardians with our Statement of Fees and Charge – Fee schedule – Four – your- old kindergarten program and Three–year-old kindergarten(refer to samples in Attachments 2, 3 and 4) upon enrolment of their child
• providing all parents/guardians with our Fee Payment Agreement (refer to samples in Attachments 5) and 6)
• ensuring fees are collected and receipted
• collecting all relevant information and maintaining relevant documentation regarding those with entitlement to concessions, where applicable
• complying with the service’s Privacy and Confidentiality Policy regarding financial and other information received, including in relation to the payment/non-payment of fees
• notifying parents/guardians a minimum of 14 days of any proposed changes to the fees charged or the way in which the fees are collected (Regulation 172(2)), and ideally providing one term’s notice.
• assisting the Approved Provider in developing this policy, and ensuring that this policy is based on the Kindergarten Funding Guide (refer to Definitions)
• implementing and reviewing this policy, in consultation with parents/guardians, the Approved Provider and staff, and in line with the requirements of DET’s The Kindergarten Funding Guide (refer to Sources)
• considering any issues regarding fees that may be a barrier to families enrolling at Cherry Crescent Preschool and removing those barriers wherever possible
• considering options for payment when affordability is an issue for families
• communicating this policy, the availability of the Kindergarten Fee Subsidy and payment options to families in a culturally-sensitive way and in the family’s first language where possible
• providing all parents/guardians with our Fee information for families (refer to Attachment 1)
• providing all parents/guardians with our Statement of Fees and Charge – Fee schedule – Four – your- old kindergarten program and Three–year-old kindergarten(refer to samples in Attachments 2, 3 and 4) upon enrolment of their child
• providing all parents/guardians with our Fee Payment Agreement (refer to samples in Attachments 5) and 6)
• collecting all relevant information and maintaining relevant documents regarding those with entitlement to concessions, where applicable
• complying with the service’s Privacy and Confidentiality Policy regarding financial and other information received, including in relation to the payment/non-payment of fees
• notifying parents/guardians within 14 days of any proposed changes to the fees charged or the way in which the fees are collected.
• informing the Approved Provider of any complaints or concerns that have been raised regarding fees at the service
• referring parents’/guardians’ questions in relation to this policy to the Approved Provider.
• reading the Cherry Crescent Preschool Fee information for families (refer to Attachment 1), the Fee Payment Agreement (refer to Attachments 5 and 6) and the Statement of Fees and Charges (refer to Attachments 2,3 and 4)
• signing and complying with the Fee Payment Agreement (refer to Attachments 5 and 6)
• notifying the Approved Provider if experiencing difficulties with the payment of fees
• providing the required documentation to enable the service to claim the Kindergarten Fee Subsidy for eligible families (refer to Attachment 1 – Fee information for families).

Procedures

The Approved Provider and Person with Management and Control are responsible for:

The Nominated Supervisor and Person in Day-to-Day Charge is responsible for:

All other staff are responsible for:

Parents/guardians are responsible for:

Evaluation

In order to assess whether the values and purposes of the policy have been achieved, the Approved Provider will:

• regularly seek feedback from everyone affected by the policy regarding its effectiveness, particularly in relation to affordability, flexibility of payment options and procedures for the collection of fees
• monitor the implementation, compliance, complaints and incidents in relation to this policy
• monitor the number of families/children excluded from the service because of their inability to pay fees
• keep the policy up to date with current legislation, research, policy and best practice
• revise the policy and procedures as part of the service’s policy review cycle, or as required
• notify parents/guardians at least 14 days before making any changes to this policy or its procedures (Regulation 172(2)) unless a lesser period is necessary because of a risk.
• Attachment 1: Fee information for families
• Attachment 2: Statement of Fees and Charges – Fee schedule – Four-year-old (funded) kindergarten program 15 hours
• Attachment 3: Statement of Fees and Charges – Fee schedule – Three-year-old kindergarten program 5 hours
• Attachment 4: Statement of Fees and Charges – Fee schedule – Three-year-old kindergarten program 3.5 hours

Attachments

Attachment 1

FEE INFORMATION FOR FAMILIES

1. General information

The Department of Education and Training (DET) provides funding for each child enrolled and attending kindergarten in the year before school as a contribution toward the costs of providing the program. Services meet the balance of costs through charging fees and fundraising activities.

DET provides a Kindergarten Fee Subsidy (see below) that enables children from eligible families to attend a kindergarten program free of charge in the year before school.

DET also provides funding to assist eligible three-year-old Aboriginal and Torres Strait Islander children, and children known to Child Protection, to access kindergarten programs.

Cherry Crescent Preschool provides a range of support options to parents/guardians experiencing difficulty with payment of fees (see below).

Planned closures and additional hours to account for closure: Cherry Crescent Preschool offers a funded four year old kindergarten program that is planned and delivered by a qualified teacher. The funded four year old program offers at least 15 hours per week for 40 weeks of the year, or 600 hours per year.

There may be times when it is not possible to deliver the scheduled funded kindergarten program hours in a given week due to public holidays, child-free days, unplanned teacher absences or emergency situations.

Cherry Crescent Preschool will:

• communicate to families at the beginning of the year about the days and times the service will operate

• identify any planned closures, including public holidays and child-free days

• provide details of any planned alternative sessions

• manage disruptions in program delivery to ensure that staff, families and children are considered

• inform the Department if a qualified replacement teacher cannot be sourced to deliver the funded program.

Where possible, Cherry Crescent Preschool will minimise the amount of disruption to normal service delivery, including:

• appointing relief staff to ensure sessions can continue

• scheduling closures so that the same group of children are not continually missing out on program hours

• offering alternative sessions throughout the year.

Where possible, Cherry Crescent Preschool will try to avoid cancelling sessions or changing session times during the year if the closure has not been planned and communicated to families at the beginning of the year.

Voluntary parent/guardian contribution: A voluntary payment for items not directly related to the provision of the children’s program. Attendance at the service is not conditional on this payment.

1. How fees are set

As part of the budget development process, the Committee of Management/Board sets fees each year for the programs of the service, taking into consideration:

• the financial viability of the service
• the level of government funding provided for the program, including the Kindergarten Fee Subsidy
• the availability of other income sources, such as grants
• the fees charged by similar services in the area
• the capacity of parents/guardians to pay fees
• reasonable expenditure in meeting agreed program quality and standards
• requirements of The Kindergarten Funding Guide (Department of Education and Training) available from the DET website: www.education.vic.gov.au

Once fees are set for the year, they will only be reviewed in extraordinary circumstances, for example, if enrolments drop and the service is at risk of not being able to meet its expenses.

1. Other charges

Other charges levied by Cherry Crescent Preschool are included on the Statement of Fees and Charges. These include:

• Kindergarten fee deposit: This payment secures a child’s place at the service and is payable during our Orientation Day. This payment is retained and used as your child’s term 4fees. Families eligible for the Kindergarten Fee Subsidy (see below) are not required to pay the deposit. Families experiencing hardship should discuss any difficulties with the service.
• Excursion/service event charge: At times throughout the year an additional excursion(s) or event(s) may be arranged where it is considered relevant to the service’s program and the children’s interests. At this time any additional costs to families are taken into consideration before a decision is made (refer to Excursions and Service Events Policy).
• Fundraising levy: The participation of parents/guardians is encouraged by the service and can help to keep costs more affordable. As not all families are able to assist at our service, a fundraising levy system has been introduced to replace volunteering or fundraising activities. The levy is not intended to be a barrier for participation. Parents/guardians experiencing difficulty in paying the fundraising levy are requested to contact Dianne Ferrel (primary nominee) to arrange a suitable alternative payment plan. The Privacy and Confidentiality Policy of the service will be complied with at all times in relation to a family’s financial/personal circumstances. This levy is retained by the service and is included in the total fees charged by the service.

1. Statement of fees and charges

A statement of fees and charges for four-year-old or three-year-old kindergarten will be provided to families on enrolment.

1. Fundraising

Not all service costs are covered by DET per capita funding and the fees charged. Fundraising is undertaken to meet the balance and/or pay for additional items for the service. While participation in fundraising is voluntary, the support of every family is encouraged. Fundraising activities are also an opportunity for families and communities to come together.

1. Subsidies

6.1    Kindergarten Fee Subsidy (four-year-old programs only)

The Kindergarten Fee Subsidy is provided by DET and enables eligible children to attend 15 hours of kindergarten free of charge. Eligibility conditions may change from time-to-time and must be checked in the most recent edition of the Kindergarten Funding Guide (refer to Sources).

Families may be eligible for the Kindergarten Fee Subsidy in the year before school if their child:

• is Aboriginal and/or Torres Strait Islander; or

• holds, or has a parent/guardian who holds a Humanitarian or refugee Visa; or

• is a multiple birth child (triplets or more); or

• holds, or has a parent who holds a Commonwealth Health Care Card, Pensioner Concession Card or Veteran’s Affairs Card.

Exclusions and exceptions: Not available for approved child care services in receipt of Commonwealth Child Care Subsidy.

Where a child is identified by a parent, carer or legal guardian as an Aboriginal and/or Torres Strait Islander, no verification is required.

In all other instances, supporting documentation should be sighted by the service on acceptance of a place or on commencement in the program, however where there are delays, such as in obtaining health care cards for children in out-of-home care, the delay should not provide a barrier to the child accessing the Kindergarten Fee Subsidy. Families are eligible for the Kindergarten Fee Subsidy for the full term in which their concession is valid. Contact the service for further information.

6.2    Early Start Kindergarten fee subsidy

Three-year-old Aboriginal and Torres Strait Islander children and children known to Child Protection are eligible to attend a funded early childhood program that is planned and delivered by a qualified early childhood teacher free of charge. The service receives funding for children who meet the eligibility criteria. Contact the service for further information.

1. Payment of fees

The Committee of Management/Board will regularly review payment options and procedures to ensure that they are inclusive and sensitive to families’ cultural and financial situations.

Fees will be invoiced to parents/guardians directly and each invoice will be accompanied by payment instructions. Term fees will ideally be received in full within 14 days of the child’s commencement at Cherry Crescent Preschool. For children enrolled after the commencement of a term, a pro rata invoice will be issued and the service will work with the families to aim for this payment to be paid in full within 14 days of the child’s commencement at the service. Receipts will be provided for all fee payments.

Parents/guardians experiencing difficulty in paying fees are requested to contact Dianne Ferrel (primary nominee) to arrange a suitable alternative payment plan. The Privacy and Confidentiality Policy of the service will be complied with at all times in relation to a family’s financial/personal circumstances. A payment plan can be arranged to support families and children experiencing vulnerability to establish consistent attendance. Cherry Crescent Preschool is committee to engage families experiencing vulnerability. Australian research confirms that the families most in need are those least likely to access programs, with the very factors that make them vulnerable often acting as barriers to their seeking and obtaining help and support. The Centre for Community Child Health Policy Brief ‘Engaging Marginalised and Vulnerable Families’ provides the following advice for services engaging with vulnerable families: “The way in which services engage and work with families is critical: professionals need to respond to family priorities, build on family strengths, and establish partnerships that involve shared decision making, thereby giving families greater control over their lives.

1. Unpaid fees

For any outstanding fees, the following steps may be taken:-

• The Committee of Management/Board is committed to engage families experiencing vulnerability. A payment plan can be arranged to support families and children experiencing vulnerability to establish consistent attendance.
• An initial reminder letter may be sent to parents/guardians with a specified payment date and will include information on a range of support options available for the family.
• Where payment is still not received, families may be invited to attend a meeting to discuss the range of support options available and establish a payment plan.

1. Refund of fees

If a family becomes eligible for the Kindergarten Fee Subsidy during a term, a full refund of the applicable term fees (and fee deposit, where appropriate) will be provided. Fees may still apply for programs offering more than the required minimum hours per week.

In any other case, fees are non-refundable (exceptional circumstances may apply – these are at the discretion of the Committee of Management/Board). There will be no refund of fees in the following circumstances:

• a child’s short-term illness
• public holidays
• family holiday during operational times
• closure of the service for one or more days when a qualified educator is absent and a qualified reliever is not available
• closure of the service for staff training days
• closure of the service due to extreme and unavoidable circumstances.

In addition, there will be no refund where a family chooses not to send their child to the program for the maximum number of hours for which they are enrolled.

1. Children turning three during the year of enrolment

Full payment is required to reserve a place while a child is waiting to turn three in our three year old kindergarten program. The child will need to be accompanied by an adult family member throughout the session, until they have turned three years of age.

1. Support services

Families experiencing financial hardship often require access to family support services. Information on these services may be available from the kindergarten service provider or alternatively families may contact the local council.

1. Notification of fee changes during the year

Fees set for the year would only be reviewed in extraordinary circumstances, for example, if attendance rates fall below the budget ‘break even’ point. Parents/guardians will be notified one term in advance of any required fee increase and will be offered the option to request a payment plan.

Attachment 2

Statement of Fees and Charges

Fee schedule 2021

Four-year-old (funded) kindergarten

* While participation in fundraising is voluntary, support from every family is encouraged

Payment of fees

Invoices will be issued every term and we will work with every family to help aim for payment to be paid by the due date. Cherry Crescent Preschool will provide a range of support options to parents/guardians experiencing difficulty with payment of fees.

Kindergarten fee deposit

This payment secures your child’s place at Cherry Crescent Preschool and is payable during our Orientation Day. This payment is retained and used as your child’s term 4fees.

Kindergarten Fee Subsidy

Families who are eligible for the Kindergarten Fee Subsidy (refer to Fee information for families) will not be required to make fee payments.

Attachment 3

Statement of Fees and Charges

Fee schedule 2021

Three-year-old kindergarten

* While participation in fundraising is voluntary, support from every family is encouraged

Payment of fees

Invoices will be issued every termand we will work with every family to help aim for payment to be paid by the due date. Cherry Crescent Preschool will provide a range of support options to parents/guardians experiencing difficulty with payment of fees.

Kindergarten fee deposit

This payment secures your child’s place at Cherry Crescent Preschool and is payable during our Orientation Day. This payment is retained and used as your child’s term 4 fees in our three-year-old (unfunded) kindergarten program.

Early Start Kindergarten fee subsidy

Families who are eligible for the Early Start Kindergarten fee subsidy (refer to Fee information for families) will not be required to make fee payments.

Children turning three during the year of enrolment

Full payment is required to reserve a place while your child is waiting to turn three in our three year old kindergarten program. Your child will need to be accompanied by an adult family member throughout the session, until they have turned three years of age.

Attachment 4

Statement of Fees and Charges

Fee schedule 2021

Three-year-old kindergarten

* While participation in fundraising is voluntary, support from every family is encouraged

Payment of fees

Invoices will be issued every termand we will work with every family to help aim for payment to be paid by the due date. Cherry Crescent Preschool will provide a range of support options to parents/guardians experiencing difficulty with payment of fees.

Kindergarten fee deposit

This payment secures your child’s place at Cherry Crescent Preschool and is payable during our Orientation Day. This payment is retained and used as your child’s term 4 fees in our three-year-old (unfunded) kindergarten program.

Early Start Kindergarten fee subsidy

Families who are eligible for the Early Start Kindergarten fee subsidy (refer to Fee information for families) will not be required to make fee payments.

Children turning three during the year of enrolment

Full payment is required to reserve a place while your child is waiting to turn three in our three year old kindergarten program. Your child will need to be accompanied by an adult family member throughout the session, until they have turned three years of age.