1. Student Resource Scheme A Guide for Principals and School Business Administrators Version 1 – September 2015

2. Basic Principles Chapter 3 of the Education (General Provisions) Act 2006. Section 50 (2) the cost of providing instruction, administration and facilities must be met by the State. The Student Resource Scheme must not include any costs associated with instruction, administration or facilities. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

3. Basic Principles (cont.) The scheme is not to be used to raise funds for any other purpose. Fees must be used directly to fund the goods and service of the scheme. Only resources which enhance the student’s ability to engage with the curriculum can be included in the scheme. Any resource which is required for a student to engage with the curriculum must be provided by the school at no cost to the parent. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

4. Inclusions Administration of the scheme Equipment hire (musical instruments, electronic devices) All prescribed textbooks for each subject whether in hard copy or electronic format Reproduced class materials which complement and/or substitute for textbooks Other student reference books Audio and video recordings A student resource scheme can include: Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

5. Inclusions (cont.) Student diary/planner Student ID card – for external use (student discounts, transport) Computer disks/memory sticks/computer software Materials consumed when the instruction is extended through practical learning experiences Stationery, writing and drawing sets Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

6. Exclusions A student resource scheme must not include: voluntary financial contributions student internet access school magazine optional school activities such as excursions, camps, performances, and formals security deposits Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

7. Rationale Parents are directly responsible for providing the student with textbooks and other resources to enhance their student’s ability to engage with the curriculum. The purpose of the scheme is to provide the parent with a cost effective alternative to separately providing such resources. Therefore, it is very important that parents are presented with clear documentation to enable them to clearly identify the benefits of joining the scheme. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

8. Documentation The following documentation should be provided to the parent at the time the invitation is extended: Year Level Requirements List specifying:  all textbooks, resources, consumables and materials that a student is required to have for each year level  which of the listed items are provided to the student by participation in the scheme  which of the listed items are provided by the scheme for the temporary use of the participating student and must be returned to the school in good condition Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

9. Documentation (cont.)  component costs of the items provided by participation in the scheme  which of the listed items are not provided by participation in the scheme and are to be provided to the student by the parent Note:Items which are not able to be separately purchased by the parent (e.g. diagnostic tools) may not be included in the scheme. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

10. Documentation (cont.) Subject Requirements List specifying:  all goods and services required for specific subjects undertaken by the student including their component costs  which of the listed items are provided by the scheme for the permanent use of the student and may be retained, or are consumed in the education process  the annual participation fee for the scheme or capacity to calculate a total annual fee where a selection of components and costs are available in the scheme such as subject fees  the Participation Agreement Form (PAF) Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

11. Documentation (cont.) Note:The credit for the Textbook and Resource Allowance must be clearly disclosed. Under contract law, the above documentation, including the PAF, represents an offer which, upon completion and return by the parent, forms a binding contract. Invoices are not able to be raised until acceptance of the offer by the parent. Note:Payment of the participation fee without returning the PAF represents implied acceptance including the terms and conditions and no follow up action is required regarding the form. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

12. Documentation example

13. Documentation

14. Textbook & Resource Allowance The Textbook and Resource Allowance (TRA) provides financial assistance to parents to offset textbook and education resource costs for students. TRA is provided to students in:  years 7-12 attending approved State and non-State schools, including Special schools  years 7-12 registered home-schooling  Australian Agricultural College campuses in Queensland (in lieu of Years 11 and 12) Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

15. Textbook & Resource Allowance (cont.) Where a student participates in a Student Resource Scheme, the TRA must be used to offset the cost to the parent and be clearly identifiable in the offer sent to parents. Where a student does not participate in an SRS, the TRA must be sent to the parent. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

16. Process Following a decision to operate a Student Resource Scheme, consultation should occur with the school community, perhaps through the school newsletter. On an annual basis:  Determine scheme inclusions and fees in consultation with the P&C  Ensure all parents are invited to the P&C meeting where scheme inclusions and fees are discussed and ratified  Forward relevant documentation* to parents along with an invitation to join the scheme * See above Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

17. Process (cont.)  Receive returned signed Participation Agreement Forms from parents  Generate invoices for participating students  Pay the Textbook and Resource Allowance to non- participating parents  Follow up unpaid invoices where applicable  Provide to the P&C and, on request, to parents, an annual statement of receipts and expenditure for the current year’s scheme Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

18. Process (cont.) Non-Participants The school must develop a process to cater for students who are not participating in the scheme to ensure the student is not educationally disadvantaged through non- participation. Therefore, non-participating students must be provided with textbooks and resources necessary for them to engage with the curriculum while in the classroom. The school has discretion over whether or not students are allowed to take these items home. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

19. Process (cont.) The level of access to textbooks and resources for non- participating students should be made on a case by case basis in consultation with the parent. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

20. Invoicing Parents should not be invoiced until such time written acceptance of the offer and terms and conditions has been received. Where a parent pays the fee but does not return the agreement form, the funds may be receipted as a cash sale, negating the need for an invoice to be raised. Invoices for the Student Resource Scheme should not be included on the same invoices as excursions as the payment terms differ. Parents may have a payment plan arrangement for the SRS whereas excursions must be paid for in advance. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

21. Invoicing (cont.) Where an issued item is lost or negligently damaged or not returned, the parent may be invoiced and required to pay the replacement cost of the item. Schools should actively follow up outstanding invoices ensuring adherence to departmental debt management guidelines. At no time should voluntary financial contributions be invoiced as they are not a legally enforceable charge due to their “voluntary” nature. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

22. Fee Waivers The Principal should determine the decision-making parameters for waiving entirely or part of the participation fees for parents experiencing financial hardship in consultation with the P&C. Onus of proof of being so affected is on the parent, and might include possession of a current Health Care Card. The extent of information requested and the way that it is sought should be fair and not unreasonably intrude into the personal affairs of the parent. The principal should document the reason for making a decision to waive a fee, entirely or partly, but is not required to retain copies of the information from a parent. Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

23. Resources Supporting documentation may be found attached to the Student Resource Scheme Procedure which can be accessed at: http://ppr.det.qld.gov.au/corp/finance/services/Pages/current-procedures.aspx Participation Agreement Form State Education Fee Matrix Student Resource Scheme FAQ Sheet Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au

24. Contacts For further support please email Finance Branch at: financialpolicy.finance@dete.qld.gov.au or call on 303 45815 Uncontrolled copy. Refer to the Department of Education and Training Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document.http://ppr.det.qld.gov.au