Goals of this Session: Release Highlights Flow of operations School implementations Challenges Payment methods School Fees

Release Highlights SGH.520 Student Outstanding Fees Listing –Added a CURRENT STUDENTS ONLY = A option to include all students currently assigned to your school AND ones assigned to other schools, i.e. all but unassigned students SGH.550 Dayend Assessment/Payment Total List –Indicate payment totals by cash code and revenue code that are marked as excluded from post to school books School Fees

Fee Statistics – as at April 3rd School Fees #Schools42 45 Assessed $5,670,382.21$5,758,587.40$5,618, Paid $4,896,820.02$4,899,346.85$4,491, Outstanding $773,562.19$859,240.55$1,126, % Collected % COLLECTEDSCHOOL BOOKS DIRECT POST SD72200 DELTA827 SD2262N/A SD83767 SOAKS730 RETSD880

Introduction The Student Fees module consists of two operations, namely: a) assessing/assigning fees to a student or group of students b) record payments received from students Fees can be associated to a course and/or section or a tag, but this is not mandatory. Payment maintenance accepts partial payments, or payment by cheque, cash or a combination. Student owing is tightly integrated into CIMS student. Class rolls can be produced indicating fees owing (SCH.538) as well as student timetables and student transcripts. Student assessment and payment is school specific. If a student attends one school and assumes assessment and payment lines, these lines remain with the school even if the student transfers. Student owing and payment details are not carried forward to the other school. At the second location the student may also accumulate assessment and payment. A student statement print at the new location will only show that school's details. School Fees

Basic Flow of Operations School Fees SGH.102 Revenue Codes SGH.103 Cash Codes Initial Setup, Repeat as required SCH.320 Define Course Fees as applicable Assess Students SGH.430/SCH.410C Individually SGH.910 Mass STU.324 Allow Connect Access Accept Payments SGH.430/SCH.410C Individually SGH.920 Mass Teacher Connect (as allowed & applicable) Report on Fees Assessed/Paid/Owing Connect Products SGH.526 Student Statements SGH.527 Student Receipts SGH.520 Outstanding Fees Listing

School Fees

Different Implementation Options Have a “fee day” … fees are assessed and students come in groups and pay off their fees and receive a “receipt”. Teachers can collect their course fees and indicate payments instead of manually tracking it and then dropping off paper information to you and having you enter it into CIMS Post collected fees directly to CIMS School Books as cash receipts! Link to specific accounts and appropriate school books ID needs to be defined (can be done at school level) /print statements to parents/guardians Auto call out parents/guardians of students who owe fees Indicate detailed and/or summarized fees owing on schedules and/or report cards School Fees

Different Implementation Options If using CIMS for tracking textbooks then you can assess for lost textbooks directly to student fees Elementary “earned credits” … some schools have where students can earn school $ by volunteering at school sporting events, etc. These schools then track earned credits by putting in negative assessment and “paying the credits off” when students spend the money on school store items. NOTE: This is only happening in schools that do not do normal assessment and fees. It is possible to do both but the balance owing would get more complicated School Fees

When to assess fees / Impact Schools assess in April-June for Next Year’s Fees ??? If you do this what is your process? What year are you in? Assess course fees – Too early means loads of crediting, late means?? School Fees

Collections & Payment - Super Important Item What are schools doing to improve/do the best they can in collection? How well collected are you? What do you to at assessment time to inform students/parents about the fees owing –Print/include on schedule –Send out separate statements generated by CIMS right at the time of assessment? Report cards and transcripts have some options –(GRD.211) Show Outstanding Fees Y/N or ‘D’ –(GRD.511) Print Only Students with Fee Status Paid or Owe statement (SGH.526) means keep reminding them they still owe - How often? Anyone using? School Fees

Challenges Transferring course fees and/or payments when student drops and/or transfers courses Refunding fees and cancelling unpaid fees Waiving and/or partially waiving fees … best way to handle! Tracking future assessment and payments … band students are going on a trip to a music festival and are raising funds, how to assess these but exclude these as outstanding from statements, etc. School Fees

Regarding Payment Methods Fort McMurray Districts have VISA machines in all schools! This does mean bank reconciliation to a separate account, fees, management and reconciliation of this machine … cost plus effort Delta for Continuing Ed allows for students to make payments online and then receives a file that they reconcile SD23 is year one into a new product SchoolCashOnline that allows parents to create an account, link up with a student, and pay money for fees, transportation … whatever. School Fees