Fee Collection and Payment Policy

Purpose /Policy Statement

As a Catholic school, operating as part of the Catholic Church, we have a vital mission, to provide a Catholic education for the children of families in our Parish.  There is an obligation on us, as a school community, to ensure that families who desire their children to be educated in the Catholic faith, can do so without fear of prejudice on the grounds of financial concerns.

There is also a recognition that State and Commonwealth funding does not provide all the money necessary to maintain the operation of the school.  We are dependent upon the financial contributions of the families within the school to maintain the best possible level of educational service that we provide.  There is therefore an obligation on the part of families with children at Immaculate Heart Catholic Primary School to contribute to the cost of running the school.  This obligation, termed “school fees" for the purposes of this policy, incorporates tuition fees, capital levies, and education levies.  In the interests of justice and equity for all members of our school community there is the expectation that all families will contribute to the collection of school fees.

School Responsibilities:

To ensure that there is equity and justice in all financial matters relating to school fee collection, the following principles will apply:

  • The collection of school fees shall be approached in the spirit of the Catholic Tradition
  • The inability to pay school fees will not be a factor in determining the acceptance or enrolment of a family into the school
  • The inability to pay school fees will never be a reason for the withdrawal or withholding of services to the student
  • In a spirit of justice, Immaculate Heart Catholic School will actively pursue the collection of school fees
  • All applications for fee concessions will be treated with dignity, compassion and confidentiality by the Principal and delegate
  • All information pertaining to parents and the collection of school fees will be treated with the utmost confidentiality
  • Any changes to the School Fee Policy will generally be communicated to parents and the school community

Parent & Caregiver Responsibilities:

  • To pay fees by due date
  • Advise in a timely manner if there is difficulty paying fees by due date
  • Approach the school if there is a need to apply for a concession
  • If a payment plan is created the account holder agrees to commit to the arrangement
  • If the account holder's financial circumstances change it is his/her responsibility to advise the school

School Fee Policy

A condition of enrolment at Immaculate Heart Catholic Primary School is the regular payment of school fees and levies as they become due. No Catholic child is excluded from an Archdiocesan School or College on the grounds of genuine inability of the family to pay fees. Occasionally families fall behind in meeting their financial commitments to Immaculate Heart Catholic Primary School, however it is a matter of justice to all that every family makes a fair contribution to the financial operation of the school. The fees and levies collected at Immaculate Heart Primary School are essential in providing a high-quality catholic education for your child/children.

Fees and Levies collected at Immaculate Heart Catholic Primary School are used for the following purposes which are aligned to the Vision and Mission of the Immaculate Heart Catholic Primary School:

  • Provide teaching, administrative, classroom support and facilities
  • Provide essential resources, materials, facilities and equipment
  • Assist with providing activities such as excursions
  • Support Immaculate Heart Primary School building program
  • Maintain buildings, grounds and other facilities

The Immaculate Heart Catholic Primary School Parents and Friends Association also collects a levy through the school fee structure to support the initiatives of the parents and community within the school.

The administration at Immaculate Heart Catholic Primary School may check payment and student records at previous schools and Parent/s or Guardian/s may be requested to provide a letter from their previous school indicating that all fees are paid at time of transfer.

For those families experiencing short or long-term genuine inability to pay fees, we are committed to providing support to ensure that enrolment is not compromised.  Please contact the Principal or Finance Secretary for further information concerning the Concession Application process.

School Fee and Levy Collection Process       

1.        School fees and levies are charged on a term basis during the third week of the term in accordance with the School Fees and Levies Schedule (available on our website).

2.        Fees are due to be paid within 30 days of the issue of the Statement of Fees and Levies.

3.        Where a parent/guardian believes financial circumstances have arisen that will prevent or delay the payment of the school fee account, a variety of options are available:

a.    Extension of Time

        If an extension is required, please contact the School Finance Office prior to the due date.

b.    Payment Plans
Payment of the school fee and levy account by regular instalments. All payment plans must ensure that the account is cleared by the last day of the school year or as negotiated with the Principal and or Finance Secretary.

c.    Fee Concessions

        In cases of genuine financial hardship an application may be made for a Fee Concession. 

(i)             Concession Applications are accepted at the commencement of each year or at any point initiated by the family.  Concessions are issued for a maximum period of 12 months within a calendar year. Consideration for a subsequent 12-month period will require a new application.

(ii)           A compassionate and just approach under the mission and values of Brisbane Catholic Education and Immaculate Heart Catholic Primary School is used when reviewing applications.  The same process is adopted by all Brisbane Catholic Education schools/colleges for assessing eligibility. 

(iii)         Concession Application forms are available at the School Finance Office.

(iv)         All matters are dealt with on a confidential basis.

4.        Recovery of unpaid fees

In fairness to families who pay their school fees regularly and on time, Immaculate Heart Primary School will follow up all overdue school fee accounts.

a.    A reminder statement/notice/letter will be issued within 7 days to any family who has not settled their school fee account by the due date where a payment plan or other arrangements are not in place. 

b.      If payment or a suitable response is not received within 7 days of the reminder statement, contact with the parent will be made via telephone, mail or email.

c.       If after two (2) weeks from this second reminder satisfactory arrangements have not been reached, the account may be sent to the school Debt Collection agency.  In serious cases, where there is clear capacity to pay outstanding fees, legal options may be pursued by the school.

d.      Legal costs, direct debit rejection fees and any debt collection costs or other costs incurred will be at the family's expense.

Agreed Payment Plans

All Agreed Payment Plans must be organised to include a regular schedule that will clear the school fees account by the last day of the school year. Any extensions to an Agreed Payment Plan must be negotiated with the Principal and/or Finance Officer.

Late Start Enrolment

New students entering Immaculate Heart Catholic Primary School after the commencement of the term may be charged on a pro-rata basis for the remaining weeks of the term where appropriate at the Principal's and/or School Finance Secretary discretion.  

Withdrawal of Enrolment

The $50.00 enrolment application fee is a non-refundable fee. In addition, the $200.00 enrolment acceptance fee is also a non-refundable fee. The enrolment acceptance fee ($200.00) will be credited to the family's school account and count towards tuition charges. If an enrolment is withdrawn due to extenuating circumstances after the payment of both fees, then it is at the Principles discretion to authorise a refund. 

Fees will be payable for the whole term in which the enrolment is terminated.  For a reduction in fees a written request must be made to the Principal at the time of notification and may be granted at the Principal's discretion.

Student text books, library books and laptops and all accessories are to be returned to the School.  If any fees remain outstanding, they will be payable as per the normal payment terms and where appropriate, any fees in credit will be refunded.

​Extended Leave/ Holding an Enrolment Place

Fees will be payable for the whole term in which extended leave is taken. For a reduction in fees a written request must be made to the Principal at the time of notification and may be granted at the Principal's discretion.  Consideration will be given to the length of the break, the nature of the leave, the time the student has been at the school, the number of previous leave occurrences, and the existence of student waiting lists.


For further clarification regarding the above School Fee and Levy collection process, please contact the School Finance Office.