4:140 AP1 – Fines, Fees, and Charges – Waiver of Student Fees

Actor Action
Superintendent or Designee

Prepares and recommends to the School Board a list of school fees to be charged to students for the use of textbooks, consumable materials, field trips, extracurricular activities, graduation fees, and similar items. See 23 Ill.Admin.Code §1.245(a) for a definition of school fees.  Develops a prorated fee schedule.

Initial notice: For all students enrolling in the District for the first time, notifies their parents/guardians that the District will waive school fees for persons unable to afford them in accordance with policy 4:140Waiver of Student Fees23 Ill.Admin.Code §1.245(c)(2)(A).

The initial notice must at least describe: (1) the Board’s policy, including the criteria and other circumstances under which the District will waive school fees; (2) the school fees subject to a waiver; (3) the procedure to apply for a fee waiver, including the availability of a fee waiver request form and the documents whose use is required by the District in verifying income; and (4) the dispute resolution procedure. 23 Ill.Admin.Code §1.245(c)(2)A).

Annual notice: Includes a notice with the first statement sent to parents/guardians who owe school fees that the District will waive school fees for persons unable to afford them in accordance with policy 4:140Waiver of Student Fees.

The annual notice must include a description of the fee waiver application process or the name, address and telephone number of the person to contact for information concerning a fee waiver. 23 Ill.Admin.Code §1.245(c)(2)(B).

Determines whether the required inclusions in these notices will be satisfied by providing parents/guardians with a written copy of Board policy 4:140,Waiver of Student Fees, and form 4:140-E1Application for Fee Waiver.

Parent(s)/Guardian(s) seeking a school fee waiver

Completes 4:140-E1Application for Fee Waiver, and returns it to the Building Principal along with documents that will verify the family’s income, such as, payroll stubs, tax returns, or evidence of receipt of food stamps or Temporary Assistance for Needy Families. 23 Ill.Admin.Code §1.245(d).

May apply for a waiver of school fees by completing 4:140-E1Application for Fee Waiver, at any time.

Fees may also become waived when student is on a Direct Certification list provided by the state.

Fees will be waived from the point when application is approved or date of Direct Certification.

Building Principal or Designee

Determines the student’s eligibility for fee waiver based on policy 4:140Waiver of Student Fees.  Approvals will follow the schedule below for general registration fees:

Incoming:  Fees shall be assessed in full for an initial enrollment date through the end of the first Academic Period.  Thereafter, fees shall be assessed proportionate to the total number of Academic Periods.

Outgoing:  Fees shall be refunded in full up to the 10th day of the 1st Academic Period.  Thereafter, only future Academic Periods shall be refunded proportionate to the total number of Academic Periods.

Academic Periods are defined as quarters, trimesters or semesters of the applicable school level.

Notifies the parent(s)/guardian(s) within 30 calendar days if their Application for Fee Waiver is denied. 23 Ill.Admin.Code §1.245(c)(3).

A rejection notice must include: (1) the reason for the denial; (2) a notification of their right to appeal as well as the appeal process and timelines (4:140-E2, Response to Application for Fee Waiver, Appeal, and Response to Appeal); and (3) a statement that they may reapply at anytime if circumstances change. 23 Ill.Admin.Code §1.245(c)(3)(A).

Ensures that any completed 4:140-E1Application for Fee Waiver, and the 4:140-E2, Response to Application for Fee Waiver, Appeal, and Response to Appeal, are confidentially treated and maintained. 23 Ill.Admin.Code §1.245(f).

Refunds prorated general registration fees for students leaving the district when requested by parent.

Parent(s)/Guardian(s) seeking a school fee waiver

May appeal the denial of a fee waiver request.

If desired, meets with the person who will decide the appeal in order to explain why the fee waiver should be granted. 23 Ill.Admin.Code §1.245(c)(3)(B).

Superintendent or designee

Contacts the parent(s)/guardian(s) to determine if they want to meet to explain why the fee waiver should be granted. 23 Ill.Admin.Code §1.245(c)(3)(B). If so, meets with the parent(s)/guardian(s) at a prearranged date and time.

Ensures that the person who decides the appeal is not the person who initially denied the fee waiver or a subordinate of this person. 23 Ill.Admin.Code §1.245(c)(3)(B).

Responds in writing to the parent/guardian’s appeal within 30 calendar days of receipt of the appeal. 23 Ill.Admin.Code §1.245(c)(3)(B).

Ensures that no discrimination or punishment of any kind, including the lowering of grades or exclusion from classes, is exercised against a student whose parent(s)/guardian(s) are unable to purchase required textbooks or instructional materials or to pay required fees. 105 ILCS 5/28-19.2.

Date Adopted:     June 15, 2012

Date Amended:   April 22, 2015