4:045-AP2 Recovery of Delinquent Debt

Recovery of delinquent school fees and should be used in connection with and serve as additional guidance to Board policy 4:045 Insufficient Fund Checks and Debt Recovery and 4:140 Waiver of Student Fees.  

Definitions

An overdue account with a negative balance that exceeds -$15 shall be considered overdue after thirty days.

A delinquent account with a negative balance that exceeds -$15 shall be considered delinquent after 90 days overdue.  Accounts 120 days overdue are subject to fines.  

A payment plan is a commitment to pay fees or any outstanding balance on a regular (monthly) basis in full prior to the end of the current school year.

Guidelines

The following guidelines shall be used for delinquent accounts:

  1. Students with overdue or delinquent accounts shall not be denied a meal or participation from student activities.
  2. Students should not be singled out or asked about overdue or delinquent accounts. In most cases, students do not have control over payment of fees.
  3. If the family is not eligible for a fee waiver, they are responsible for all required fees.
  4. At the time of registration, parents/guardians should be advised of any prior outstanding balance and an attempt to collect the balance due made.
  5. An overdue or delinquent account may be placed on a payment plan at the parent/guardian’s request.

Payment Priority

When money is collected on delinquent accounts, the following list is the order in which such money shall be applied to any outstanding balances:

  1. Outstanding balance from prior school year(s)
  2. General registration fees
  3. Course fees
  4. Co-curricular/ athletic fees
  5. Other fees
    1. Student parking
    2. Yearbook
    3. Other miscellaneous fees

Outstanding Lunch Account Balances

Until the account is considered delinquent, notices and conditions related to outstanding lunch balances will be coordinated by the school office:

  1. Students with a negative lunch account balance may purchase a meal, but may not purchase any extras (a la carte items, e.g. cookies, chips, drinks). 
  2. When the lunch balance is more than -$15, a notice will be sent to the parent/ guardian by email or backpack reminder.  

Account Collection and Fees

Notices related to overdue or delinquent accounts will be coordinated by the Business Office:

  1. After thirty (30) days overdue, or when a payment plan defaults, a written notice shall be sent to the parent/ guardian by email.
  2. After sixty (60) days overdue, a written notice shall be sent to the parent/ guardian by letter and email.
  3. After ninety (90) days overdue, the account shall be considered delinquent.  A written notice shall be sent to the parent/ guardian by certified mail, with return receipt requested.   
  4. After one hundred twenty (120) days overdue, a delinquency fine of 10% of the outstanding balance shall be assessed.  Every thirty (30) days thereafter, an additional delinquency fine of $10 shall be assessed to the delinquent account. 
  5. After one hundred (150) days overdue and the balance exceeds -$500 and if no reasonable challenge to the overdue claim is submitted by the parent/guardian, the overdue balance may be sent to a collection agency at the discretion of the Superintendent or designee.    
  6. Delinquency fines may be waived at the discretion of the Superintendent or designee.  
  7. Any outstanding balances shall be carried over to the subsequent school years.
  8. Official transcripts shall not be provided for any student with an overdue or delinquent account (see 7:340-AP1 Student School Records, Part L. Transmission of Records for Transfer Students).

Date Reviewed: April 26, 2016

Date Amended:  September 5, 2018

Cross Reference:

7:340-AP1 School Student Records

Legal References:

Hunger-Free Students’ Bill of Rights Act