Fee & Imprest Policy

 

Policy:   Fee & Imprest Policies

Code: POL/Parent/Gen/004/Ver-1

Owner(s):

Implementer (s): Accounts Incharge

Version: 1

Owner(s) Sign:

Implementer (s) Sign:

Signing Authority:

Approval Date:

Implementation date:

Last updated on:

 

Content:

1.       Fees & Other Details

2.       Refund

3.       Collecting Money from Students

4.       Imprest & Accounting

5.       School Leaving Certificate

Annexure:

Fee structure 2019-20

Objective:

The objective of this policy is to provide specific and clear instructions to all parents about the school fees payments.

Applicable to:

This policy applies to all parents and students.

Value (s) guiding policy:*

a)       Value Term: Fairness

b)       Why: My action must be not discriminate or give undue advantage to anyone.

Rationale:

The school has the responsibility to inform parents enrolling their child’s about the fee charges and related procedures.

Policy Guidelines:

Please note that the admission fee is non refundable and tuition fees once paid are refundable under below mentioned circumstances only.

·      Admission Fees: Is non refundable.

·    Refundable deposit: The refundable deposit becomes refundable only when the child leaves the school. It is refundable only when all fees have been paid in full - subject to deductions.

·     Fee Payment:

·         Late Fees: In case of late payment of fees after the given deadline following late fee will be applicable:

 

Late Fee Charges

Amount

Day

100 Rs.

Per day (after last date of submission)

Change the Installment type:-

In case parent wants to change the installment type, then Rs. 500/- administrative charges will be applicable.

Failed Payments: In case your cheque bounces, the school will charge Rs.500/- as administrative charges for every payment instrument.  if not paid, the same will be recovered from the imprest deposit or security deposit.

 


·         Annual Fee Increment: The school reserves all rights to increase the fees up to 10% per annum under normal economic scenario without any consultation.

·         Fee coverage: The annual education fees does not cover the following:

Items not Included in the Tuition Fees

Transportation

Education Trip / Field Trip

Kitchen / Food services including lunch

Books and Stationery

Activities/services which are not a part of co-curricular activities related to the board

Any other activities/services/facilities which are declared by Gujarat Government

Any meals brought from home

Prescribed text books (as applicable) and Readers for all Grades (Nursery – G12) which is part of the course work.  (not optional)

Library charges for late deposit or lost / missing book, late fees on account of delayed deposit of tuition fees, recovery of any damages. (not optional)

Bag, shoes, school uniforms, sports uniforms, sports related materials/ music instruments

All out of town education trips/Nature camps/ Picnics (Day trips, 3-4 days trips or longer duration camps) (Optional but highly recommended)        

Charges for expenses incurred for Inter School Events in the Sports & Performing Arts areas

Material charges, books and examination fees.

Registration & Examination Fee for MYP & DP Exams - Charges as per the choice/number of subjects.

Annual Performance costumes, AS Performance (props, rental expenses

Aero-modelling Camps, Robotics Camps, any other workshops etc. (optional)

AS (Arts Special) Classes - e.g. Guitar, Keyboard, Tabla, Percussion, cooking, makers & space, Dance Educational Programme etc

PS classes -Football, Basketball, Volleyball, Athletics, Frisbee,

Skating, Volleyball, Table Tennis, etc

●  In case of any external medical attention given to the student (inside or outside school premises) then primary first aid expenses up to Rs.500/- can be borne by school and rest will be borne by the parents and the school takes no responsibility towards the same.

●   There may be optional expenses which if the parents opt for their child and will be charged extra.

Important Note: The fee for Grade 10 & 12 does not include the external examination fee (MYP & IBDP final exams). The fee for external exams is charged by IBO which the school pays directly to them. The school has no share in this fee.


The fee details for MYP & IBDP final exams are given below:

MYP Examination fee:

MYP e-assessments will be approximately Rs. 45,000 to Rs. 55,000 which will have to be paid in Grade 10.

IB Diploma Programme Examination Fee (Grade 12) – Homepage → Admission → Fee Structure

Additional Service Package (ASP) - Optional

In addition to the education fees, parents can opt-in for the ASP which consists of:

The Additional Services Package can be opted out ONLY for the whole year.

ASP amount will be required to pay for the full year along with the 1st  installment.

ASP opt out Policy

Why we recommend that you don’t opt out of the ASP

Transport (regular and field trips):

  • Parents will be responsible for picking up and dropping of the child on a daily basis, including field trips.
  • Vehicles that drop the children will not be allowed within 200 m of the school gate (under all weather conditions) to ensure the safety of the other students and to ensure that buses have enough space to enter / exit the school gate and internal roads.
  • No vehicle should be parked on the Gram Panchayat road leading to the school gate as the Panchayat is likely to take action against blocking of the road.
  • Students will be the responsibility of the parents as soon as they leave the school gate.
  • No student will be allowed to drive a vehicle to school.

  • It is cheaper for the parent to use the school bus service.
  • The school bus service is safer with compulsory seat belts and a lady attendant on board.
  • Students learn to use eco friendly mass transport service thus reducing their carbon footprint.  
  • Students learn discipline by taking bus at a fixed time, they learn to be comfortably uncomfortable with the weather .

Food:

  • The student opting out of the school food will need to bring his/her own food from home.
  • Tiffins or lunch boxes will not be allowed to be sent later to the students.
  • Further, the student needs to move to the dining areas to eat their own meals so that we are able to manage the logistics of the rest of the students effectively, who now eat in their own classes.

  • The school menu  is planned to ensure that students have a seasonal, fresh and complete meal in school.
  • Food made at school will be fresher compared to food sent from home.
  • Students learn to eat with their friends in class instead of being alienated and eating alone
  • Fussy eaters will become more picky about their food choices when supplied with home food on a daily basis.

Extra-curricular activities (AS/PS):

  • PS & AS classes are applicable from Grade 1 & 3 respectively.
  • Students opting out will be required to go to one common area where they will be asked to sit quietly under the supervision of an adult.

  • Each student learning a specific art or sport is part of the vision of Fountainhead School for its students to develop leaders with character and competence. AS and PS offers students an opportunity to identify their strengths and talents and also serves as a platform for future recognition in these areas (national, state level, district level competitions etc).
  • Loss of productive time in school as students will have to sit idle.

Career Counseling (Grade 7-12):

  • Students will not participate in any career counseling activities - whether they are career counseling sessions in group, expert panel sessions, one-to-one sessions, aptitude tests, Naviance access.
  • For DP students, the school will only be responsible for giving students the predicted grades, transcripts and letters of recommendations which are necessary. School will not give guidance on careers or colleges, or help students managing their applications.

  • Identification of strengths, abilities and areas of interest is an important support for students to make conscious and informed career and subject choices.
  • The school counseling team is better equipped to guide students and parents as they liaison with teachers, principals and parents regularly to recommend  a best fit of student’s interest and university choice. We strongly recommend seamless integration of academic team and counseling team for synergistic outcome for every student.
  • External career counseling services are far more expensive.                

Stationery*

  • Stationery comprises of set of notebooks, project book, graph book, portfolio, folder, pencil box etc.
  • Student will be eligible for the above mentioned package
  • Buying stationery from outside may fall expensive compared to stationery given from school as the school purchases in bulk and passes the discount to the parent.
  • Students may ask for fancy stuff which may fall more expensive.

*Grade wise list of stationery items available on website

 

Collecting money from Students for Additional Expenses other than tuition fee (Imprest Details):

The objective is to define system for money collection to avoid misplacement. The system of cash collection from students for various events has been discontinued as there are chances of misplacement / getting lost etc.

Payments other than Imprest, above Rs.300/- would be accepted by cheque only and the same has to be submitted to respective incharge, who will hand over the same to Accounts dept and keeping necessary records. The parents will write the name and grade of the student on the backside of the cheque. Payments below Rs. 300/- will be adjusted from the imprest amount.

Imprest:

‘Imprest deposit’ is collected from the students at the start of every academic year along with fees.  The objective is to avoid cash transaction between student and school for various activities conducted in the entire academic year.

Guidelines

All charges which are optional would be incurred on account of activities and will be deducted from the respective imprest deposit amount of the student with prior consent / information to the parents.  This imprest deposit is to be paid in a single installment along with the 1st Installment of the Academic fees irrespective of the mode of payment of academic fees.

Imprest Deposit covers the following expenses:

Key Points


The present Imprest deposit amount grade wise is as under:

Grades

Imprest Amount

Nursery &

1,500

Junior KG & Senior KG

2,000

Grade 1

5,000

Grade 2

10,000

Grade 3

10,000

Grade 4

10,000

Grade 5

14,000

Grade 6

20,000

Grade 7

15,000

Grade 8

20,000

Grade 9

18,000

Grade 10

15,000

Grade 11

25,000

Grade 12

10,000

 These amounts have been estimated as per the actual expenses incurred in this academic year. Details of expenses for the grades are given above for better appreciation.


School Leaving Certificate:

Objective:

To get early information about students who wants to leave school early/mid of the session.

Rationale:

Fountainhead School has developed a Leaving Certificate to ensure that we get information about students terminating admission early enough so that those students who wish to get admitted are not denied.

Guidelines:

Application for Leaving Certificate

Application should be given at least 1 week in advance by sending and email on school’s email id (surat@fountainheadschools.org) or by filling the school leaving application form from your child account in the Nucleus. LC will be issued if and only if all dues are cleared. This includes tuition fees, term fees, ASP fees, late fees, other fees, any damages, library fines, and outstanding amounts for any events, activities, camps, etc. In case the dues are not paid, then the same sum will be deducted from the security deposit, if the student is eligible to get the security deposit. The effect on the fee & security deposit on the day of application is given here:

Proposed Policy

1st Quarter

2nd Quarter

3rd Quarter

4th Quarter

1st Installment

2nd Installment

Leaving Certificate will be given

Within 15 working days

Within 15 working days

Within 15 working days

Within 15 working days

Term fees

Non refundable (even the student attends school for 1 day)

Non refundable (even the student attends school for 1 day)

Tuition

If the student has paid the fee or not paid the fee for the next upcoming academic year;

Eg: (1) If the intimation is given in May, one month tuition fee (May) will be deducted then if they inform us that he/she will be leaving the school - Tuition fee amount for 1 month will be deducted and Term fee + ASP + Imprest deposit + remaining tuition fees will be refunded.

(2) If intimated in April - full refund

(3) If the parent applies in June before the school starts, then the amount for tuition fee for May and June both will be deducted and the remaining amount of tuition fee and ASP + term + Imprest will be refunded.

(4) If the parent applies in July, then tuition fee & ASP for 1 quarter and 1 full term will be deducted.

Tuition fee will be refunded on pro-rata basis. Pro-rata basis should be calculated on a quarterly. i.e. if a student leaves in between the month, then it will be considered as a full quarter

Tuition fee will be refunded on pro-rata basis. Pro-rata basis should be calculated on a quarterly. i.e. if a student leaves in between the month, then it will be considered as a full quarter

Tuition fee will be refunded on pro-rata basis. Pro-rata basis should be calculated on a quarterly. i.e. if a student leaves in between the month, then it will be considered as a full quarter

Additional Service Package (even the student attends school for 1 day)

Refundable on a pro-rata basis by quarter only

Refundable on a pro-rata basis by quarter only

Refundable on a pro-rata basis by quarter only

Refundable on a pro-rata basis by quarter only

Security Deposit

To be refunded along with the LC after all outstanding deductions

To be refunded along with the LC after all outstanding deductions

To be refunded along with the LC after all outstanding deductions

To be refunded along with the LC after all outstanding deductions

Imprest

Balance amount to be refunded along with the LC after outstanding deductions

Balance amount to be refunded along with the LC after outstanding deductions

Balance amount to be refunded along with the LC after outstanding deductions

Balance amount to be refunded along with the LC after outstanding deductions

LC request before school starts

If the student has paid the fee for the next academic year and then if they inform us that he/she will be leaving the school - Tuition fee amount for 1 month will be deducted and Term fee + ASP + Imprest deposit will refunded. Eg: (1) If the intimation is given in May, one month tuition fee (May) will be deducted

(2) if the parent applies in June before the school starts, then the amount for tuition fee for May and June both will be deducted and the remaining amount of tuition fee and ASP + term + Imprest will be refunded.

3) for G 11 - if the parent applies in June/july before the school starts, then the amount for tuition fee for June will be deducted and the remaining amount of tuition fee and ASP + term + Imprest will be refunded.

LC request not received, 1st installment not paid and student not attending school

In case the parent hasn’t paid the 1st installment fee and has not applied for LC, then LC will be given, by the school 10 days after school reopens.

Tuition fees for May & June will be deducted from the security deposit/imprest deposit.

Monthly installments +interest

10 installments to be collected. 1st installment to taken from April (April- Jan)- ECS

Please note:

  1. LC will be given to parents as per the request.
  2. LC can be issued automatically under following conditions:
  1. If the parent has not deposited the fee till the time given to them, it will be adjusted from the security deposit and LC will be issued.
  2. 2 reminders will be sent to the parent to collect the LC from school after that it will be sent to their address through registered post.
  3. If a student is absent for more than 10 days without information then the school will send 1 reminder to submit application mentioning the reason for absence after that LC will be issued.
  4. If a student has left the school without giving information to school and school has got the information from other sources then LC will be issued to the student.
  5. After issuing LC to the student and informing the parents about the same, the records will be deleted from the nucleus.  
  1. Once the LC is issued and you decide to readmit the child, then we will consider it as new admission.
  2. Leaving Certificate will not be issued with a counter sign of the District Education Officer (DEO) since the school does not fall under the purview of district/state education authority.
  3. No Objection Certificate (NOC) issued from Government of Gujarat, which allows us to run a primary school with an IBO affiliation, will be given along with the Leaving Certificate.
  4. Copy of PYP Authorization Certificate endorsed/attested by a govt. authority will be given along with Leaving Certificate. For the Middle Years (Grades 7 onwards), attested copy of the CIE authorization certificate (Cambridge board) will also be given.
  5. Admission Fees: Not refundable
  6. Refundable deposit: The refundable deposit becomes refundable only when the child leaves the school. It is refundable given that all fees have been paid in full - subject to deductions for replacement, repair and damage to school property including library books, computers etc.
  7. Security deposit will be deposited in parent's account by 30th April.
  8. For Grade 12th deposit will be done by 10th July as results are declared on 5th July.

Important Points:

Refund of Security Deposit:

  1. Security deposit will refunded by 30th April in respective bank account.
  2. Parents will have to email us  us the scanned copy of a cancelled cheque (account in which the refund needs to be made) at surat@fountainheadschools.org or forward us the bank details on school’s email id.

Fee Refund (New Admission):

Refund Policy:

School will deduct administrative charges as per slabs given below if the parent inform us that they want to withdraw the admission after the specified date of confirmation from our end.

Rationale: We are at risk of losing a student as we might not get admission for the vacant seat. In this case the seat will remain vacant for the rest of the year. Also there is a cost incurred due to last minute changes in bus stop, other internal processes etc. This policy is applicable only to all new admissions:

Slabs and Scenario of admission cancellation

Deduction of Admission Fees & Security Deposit

Request received after admission confirmation till 28th February

15,000/- will be deducted from the amount paid earlier during admission  

Request received from 1st March till  fIrst week of June (before school reopens)

30,000/- will be deducted from the amount paid earlier during admission  

1st installment of tuition fees not paid by the 5th of April

The admission stands cancelled on 6th April and the seat will be allocated to another student. Hence 30,000/- will be deducted  from the amount paid earlier during admission and tuition fees for May & June will be deducted from the security deposit/imprest deposit

1st installment of tuition fee is paid but wish to withdraw the admission. Request received between 1st March till the  first week of June (before school reopens)

30,000/- will be deducted + Tuition fee amount for 1 month will be deducted and Term fee + ASP + Imprest deposit will be refunded. Eg: (1) If the intimation is given in April or May, one month tuition fee (May) will be deducted

(2) if the parent applies in June before school starts, then the amount for tuition fees for May and June both will be deducted and the remaining amount of tuition fee and ASP + term + Imprest will be refunded.

Amount to be calculated as per monthly installments

The student comes to school even for a day after the school reopens.

60,000 /- will be deducted   +   Tuition fees (quarterly- May to July) + Term fee + ASP amount will be deducted quarterly from the total amount paid

Eg: 1 ) If a new student joins in June, has paid all the fees and wishes to withdraw in the same month then the above mentioned scenario will be applicable.

2) If an existing student has paid fees and wishes to withdraw in the same month then the above mentioned scenario will be applicable.

The student does not come on the first day of school in spite of paying the tuition fees and there is no information to school from parent’s side

Admission will stand cancelled within 2 days of school reopening.

60,000 /- will be deducted from the amount paid at the time of admission(admission fee and security deposit). Tuition fees for May & June will be deducted and remaining amount will be refunded.

Registration amount (form fees) - Non refundable in all cases.

Note:

1. Security deposit is refundable in all cases. Please refer to the fee payment schedule for more details.

2. The school management has the right to implement changes to the fee structure. If the government brings in any new regulations or introduces some new taxes or change the existing one (e.g. service tax on tuition or transportation fee etc.) then the same will be passed on to parents and is applicable from whichever date is passed on.

3. Please note that the admission fee is non refundable and tuition fees once paid are refundable as per policy only.


Scenarios for Re-admission/LC

Scenario

Parent Communication

Case 1: LC issued to the student but wants to join again.

If a student applies for leaving certificate, leaves the school, but wants to join back again for current academic session.

  • Student can start the school immediately from next day. Fees for the current annual academic fees will have to be paid within 2 working days.
  • The admission will be granted only if seats are available.
  • While the student need not go through the admission process, they will need to pay the admission fees / Security deposit as for new admissions.
  • The fees to be paid will be from the month of joining.

Case 2: Student leaves the school after attending first few days of the new academic session.

If a student attends school in new academic session for first few days/ one week and after that s/he doesn't come to school for more than one week  without any information.

  • Confirmation call for the issuing of LC will be given to the parent if we come to know from hrt/mentor teacher that the child is leaving.
  • LC will be issued and emailed to the parent on personal / school mail id.

Case 3: Does not attend the school from 1st day

If a student doesn't attend the school for 1 week after the start of the new academic session (July in case of G11) and we have not received any LC request

  • Confirmation call for the issuing of LC will be given to the parent if we come to know from hrt/mentor teacher that the child is leaving.
  • LC will be issued and emailed to the parent on personal / school mail id.

Case 4: (Especially for G11) (new admission or readmission)

For Grade 11 the school starts in the month of July but the students joins the school in month of July or August

  • The first quarter fees applies to everyone, no matter whether they start school in July or Aug.
  • If joining is from September then fees to be paid will be from the month of joining.

Case 5:

If for some reason a student wants to retain admission but can't attend school, the parents may apply for the same with the reasons by emailing it on surat@fountainheadschools.org

(One of the student had taken admission in some other school but also wanted to continue his admission in FS for 2-3 months as the new school had given a conditional admission. They would finalise it after the board results were out (Aug). The parents wanted to on a safer side and requested for an extension for LC).

If the extended leave is approved by the school management

  • The seat will retained for a maximum for one year after which a leaving certificate will be issued unless the student attends school.  (in case where we have a spare seat and no waitlisted students)
  • Fees will be charged as for any other student during this period.
  • If the parent has paid fees for the next term but have requested to retain their child’s seat till August as they might not continue after that and also the student does not attend school (to avail full refund), then the fees will be charged as per pro rata basis till the LC application date from the parent, whether the student attends school or not.

If the extended leave is not approved by the school management or if the student hasn't attended school without any information,

  • The school can issue a leaving certificate (even if the parent has not applied for it) and it will be emailed to the parent.
  • If the student wishes to rejoin school, then it will be treated as a new admission according to the standard admission policy of the academic year.

Case 6:

When a student applies for long leave for any of the following reasons:

  • Medical
  • Gap year
  • Exchange Programme
  • Boarding or other school

It will be granted only in case of a medical emergency with payment (tuition, term and ASP) for the whole year is to be done. The seat will be reserved for the next year. LC will not be issued.

For other reasons, LC will be issued.

The student can apply for readmission. The parents will have to go through the admission process again (collect form, submit documents, online admission form and readiness test to be given by the student).

Readiness test can be taken or waived off upon the principal’s discretion depending on grade and student’s performance

Annexure :

Fee structure :2019-20

Grades

Tuition Fees

Tuition Fees + Term Fees (2/12 of Tuition Fees)*

Additional Services Package (ASP)

Total Cost excluding Imprest Deposit

Imprest Deposit

Grade 1-6

1,20,022

20,004

46,510

1,86,536

Please refer to the Imprest table given above for grade wise imprest amount.

Grade 7-10

1,48,677

24,780

57,623

2,31,080

Grade 11-12

2,79,784

46,631

69,793

3,96,208