Manager: Julia Sandiford-Mitchell                                                                           Reviewed:  Jan. 2015 

Approved by Governors:  Jan. 2015

Next Review:  Jan. 2018


This policy is the Governing Body of Shawclough School’s response to the requirement and responsibility placed upon it by the Education Act 1988, Section 106 - 111 and 117 - 118 which sets out the law on charges in general.  The provisions took effect from April 1989.


The aims of a policy on charging provisions are:

  • to maintain the right to free school education;
  • to establish that education offered within normal teaching time should be available to all pupils regardless of parents ability or willingness to help meet the costs;
  • to emphasise that school does have the discretion to charge for optional activities provided outside of school hours;
  • to confirm the right of school to invite voluntary contributions in support of any activity organised by the school whether during or outside school hours.


It should be noted that whilst the Governing Body aims to offer the highest quality of education free of charge it believes that education should broaden experience, expand horizons and present a wide range of opportunities for first-hand experience of the pupils in its care.  It further believes that educational achievement and fulfilment should not hinge upon the ability or willingness of parents to provide the necessary funds.  However the provisions of the Act with regard to charging will inevitably put the Governors in conflict with its belief that education should be free because a financial donation will be required for some out of school activities.  The Governors will endeavour to always work within the requirements of the Act.


Also refer to the other appropriate school policies Visits out of School policy and Study Support Policy.



Basically there are five requirements in the Act.  They are:

  1. No charge is to be made for education provided during school hours.
  2. Charging is never a statutory requirement
  3. Where charging is permissible it must be administered within the guidelines laid out by the Governors.
  4. Charges cannot be applied until the Governing Body has drawn up a statement of policy on both charges and remissions.
  5. When charges are made they must not include any element of subsidy for other pupils engaging in the same activity.



At Shawclough education that is organised during the school day (that is education that takes place wholly or mainly during the school pupil day) is and shall be free of charge.  Further to that, no charge will be made for incidental materials or equipment or other items which the children need for educational purposes.


The mid-day break is not regarded as part of the school day.


The Act does allow some exceptions to the above of which the Governing Body may, from time to time, take advantage:

  1. Individual music tuition.
  2. Transport provided by the school (see paragraph 16 of DfEE circular 2/89).
  3. Ingredients and materials for practical subjects where the parents have indicated in advance they wish to own the completed product e.g. items of pottery, food products, battery operated electric circuits.



No charge will be made for education outside the school hours where it fulfils statutory duties relating to the National Curriculum or those relating to Religious Education.


Where a school activity requires pupils to spend nights away from home the school is allowed to make a charge for board and lodging.  This is with the exception of pupils whose parents are receiving:  Income Support; Income-based Jobseekers Allowance; Support under part V1 of the Immigration and Asylum Act 1999; or Child Tax Credit (providing that they do not also receive Working Tax Credit) and an income related employment and support allowance.  Since April 2003 the eligibility criteria that entitle families to an exemption from paying for the cost of board and lodging on residential visits have been aligned with free school meals eligibility criteria.  The headteacher must inform all parents of the right to claim free board and lodging if they are receiving these benefits.


All other activities undertaken outside school hours become “optional extras” for which charges may be made under the following conditions:

  1. Participation will be subject to parental choice. Parents must have previously agreed to pay.
  2. No child whose parents have agreed to pay will be excluded provided that space is available for the child.
  3. Charges will not exceed the actual costs divided by the number of pupils willing to participate.  Nor will any element in that charge is used for subsidising other pupils wishing to participate but whose parents are unwilling or unable to afford the full charge.


The cost of optional extras can and may include: -

  • pupils travel cost
  • pupils board and lodging
  • materials
  • non teaching staff costs
  • entrance fees
  • insurance costs
  • teaching-staff costs

(See para 24 DfEE circular 2/89) “ ... any charge may also take into account the cost of engaging teaching staff specifically for the purpose of providing the activity ... but not of staff already employed at the school.”


Charges will be made for breakfast club as an optional extra for 2015/16 this will be £1.00 per session in addition charges will be made for food purchased at breakfast club.

Charges will be made for teatime club as an optional extra this will be £1.50 per session including a snack.



Where an activity takes place partly during and partly outside school hours the Acts prescribe a basis for determining whether it deemed to take place in or out of school hours. This makes clear whether the cost can be charged or not, or it is simply a contribution which can be asked for.


Out of school activities are those deemed to take place during school hours only if fifty per cent or more of the activity period occurs during school hours.  Due to this definition the school will, when charging for an activity, state the start and return times in advance and make participant’s parents aware of the matter.


When the activity takes place outside school hours, that is when the activity takes place mostly outside school hours (and visits overnight will be included in this), a charge (see section above) can be made, whereas if it takes place during school hours only a donation can be requested.


If the activity is deemed within school hours the only permissible charges are for board and lodging.  Again parents will be made aware of this at the onset.



It is clear that school cannot charge for school time activity but it can and will invite parents and others to make voluntary contributions at any time.  These contributions will be genuinely voluntary and children will not be treated differently according to whether or not their parents have contributed.


Paragraph 58 of the DfEE circular states”... if the activity cannot be funded without voluntary contribution, the Governing Body or Headteacher would make this clear to parents at the outset.”  With reference to that statement all letters requesting voluntary contribution that are sent out by the school will include such information and will give an indication of where those costs will be incurred.


The level and use of the contribution will be for the school to decide.  For example, subsidising pupils from low-income families or the cost of travel for accompanying teachers or helpers can be included in the suggested contribution.


As an appendix sample letters to parents are included:

  • Notification for children going on a school-visit with an indication of contribution.
  • Parental consent and willingness to contribute to the cost of a supervised visit.



Breakage and “fines” are not covered by the Act.


However at Shawclough it has been decided that parents may be requested from time to time to pay for damage or loss of school property or equipment including library books, which is caused by their child’s misbehaviour or wilful act.


It is also clear in the Act that those sums payable for previously agreed optional extras or for board and lodging are retrievable by civil debt procedures.


Music tuition is the only activity which can take place during the school day and for which a charge can be made.


School clubs are organised at various times of the day, before and after the school day as well as at lunchtime. Some of these clubs may make charges for example for resources and materials taken, awards achieved or for prizes, the cost of coaches or tutors. Those charges will be made clear to the users before the children enrol at the start of the club.



A planned date of January 2018 has been set for the evaluation and review of the Policy for Charges. The Governors Resources sub-committee will be responsible for this.





 APPENDIX - letter requesting contribution (paragraph in Italics)



Thrum Hall Lane


Tel:  647991


                                                                                                                                     1 March 2014


Dear Parents

Unit Two Visit to our Penfriends in Bradford


As part of our work in English and Geography Unit Two will be making a journey to Idle, in Bradford, to visit our penfriends school on Monday, 26th April, Tuesday, 27th April and Wednesday, 28th April.  Your child will be going on:


Monday, 26th April                  Tuesday, 27th April                 Wednesday, 28th April


The children will be travelling by coach (with seat belts) and will be back in school at

3.30 p.m.


Your child will require a packed lunch on this day.  Therefore you will need to pay for only four days dinner money for the week.   If your child is on Free School Meals a packed lunch will be provided by the school’s kitchen.


Costs are as follows:                 Hire of coaches                        £480.00



This cost is divided between the children in Unit 2 and therefore your child’s contribution is £4.00.


This is a voluntary contribution and if you should decide not to contribute the law states that your child should be entitled to go on the visit.  In reality we will not be able to go ahead with the trip if parents decide against contributing since we have no alternative source of funding.


If you are willing to make a contribution would you please send the money into school by Wednesday, 14th April in a sealed envelope marked ‘Bradford ‘ with your child’s name on and the amount enclosed.


Yours sincerely


Diane Johnson