Voluntary school contribution
Direction and guidance on the criteria for schools to request voluntary school contributions that may be made by parents and carers to enhance educational programs.
Audience
All staff in NSW Government schools, including preschools in government schools.
| Version | Date | Description of changes | Approved by |
|---|---|---|---|
| V01.0.0 | 20/06/2024 |
Under the 2023 Policy and procedure review program, new policy document with consolidated instructions previously provided in Voluntary School Contribution policy and Voluntary School Contribution Code of Practice. Instructions updated, making compliance requirements easier to understand and apply. There has been no change to existing policy procedure requirements. |
Chief Financial Officer |
About the policy
These procedures relate to the Financial management policy.
| Term | Definition |
|---|---|
Voluntary school contributions |
Optional contributions the school requests from parents and carers to enhance educational programs. |
Elective subject contributions |
Contributions the school requests from parents and carers for elective subjects in which the student is enrolled for resources that go beyond the minimum requirements of the curriculum. |
Principals:
- determine the level of voluntary school contributions, in line with published department advice and in consultation with the school community
- determine the level of elective subject contributions, in consultation with the school community
- advise parents and carers that school contributions are voluntary
- inform parents and carers that financial assistance for elective subject contributions is available if required
- make decisions about financial assistance and refunds that relate to voluntary school contributions
- ensure that all school communication with parents and carers complies with these procedures.
Director, Schools Planning, Budgeting and Reporting:
- publishes advice regarding voluntary school contributions each year.
What needs to be done
All schools may request contributions from parents and carers of students enrolled in the school to enhance educational programs. The payment of voluntary school contributions is at the discretion of parents and carers.
Students must have access to the minimum curriculum and not be denied from the opportunity to meet syllabus requirements because of non-payment of voluntary school contributions.
Schools may request contributions for elective subjects for resources that go beyond the minimum requirements of the curriculum.
Parents and carers who are unable to pay elective subject contributions because of financial hardship may be eligible for assistance from the school.
1. Determine voluntary school contributions
Principals can decide on voluntary school contributions and elective subject contributions following consultation with the school community, through structures such as the:
- parents and citizens association (P&C)
- Aboriginal Education Consultative Group (AECG)
- finance/resourcing committee.
2. Determine elective subject contributions
Schools may request contributions for elective subject subjects that go beyond the minimum requirements of the curriculum after consultation with the school community, through structures such as the:
- parents and citizens association (P&C)
- Aboriginal Education Consultative Group (AECG)
- finance/resourcing committee.
3. Communicate school contributions to parents and carers
Principals must:
- communicate with parents and carers to advise that school contributions are voluntary, and their purpose is to enhance the school’s educational programs
- ensure that students and families who are unable to make a voluntary school contribution or elective subject contribution do not experience any embarrassment or discrimination. Schools must maintain confidentiality and privacy regarding payment of contributions.
Schools must:
- interact with students and families about voluntary school contributions and elective subject contributions with sensitivity, discretion and impartiality
- not use terms that imply voluntary school contributions are mandatory, such as ‘fee’, ‘charge’ or ‘levy’, in writing or verbally
- not use incentives or consequences regarding the payment or non-payment of voluntary school contributions.
4. Receipt contributions
Schools:
- must use general ledger account 420009 – General School Contributions, fund code 6300 for voluntary school contributions. Voluntary school contributions are GST-free
- should receipt elective school contributions before issuing materials to students. Schools must use general ledger account 420010 – Subject Contributions, fund 6300 for elective subject contributions. Elective subject contributions are GST-free.
5. Provide financial support and refunds
Principals:
- must communicate the availability of financial assistance and its application process to parents and carers
- make the decisions regarding financial assistance and refunds.
Supporting tools, resources and related information
Parents and carers may raise concerns about school contributions with the principal in accordance with department guidelines (refer to Your Feedback).
Education Act 1990 (NSW), section 31 states there will be no charge for instruction in government schools, except for overseas students.
Policy contact
The Director, Schools Planning, Budgeting and Reporting monitors the implementation of this policy, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.