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

2009-2010 2010-2011 2011-2012

#Schools 42 42 45

Assessed $5,670,382.21 $5,758,587.40 $5,618,052.34

Paid $4,896,820.02 $4,899,346.85 $4,491,837.02

Outstanding $773,562.19 $859,240.55 $1,126,215.32

% Collected 86 85 80

% COLLECTED SCHOOL BOOKS DIRECT POST

SD72 20 0

DELTA 82 7

SD22 62 N/A

SD83 76 7

SOAKS 73 0

RETSD 88 0

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 CodesInitial Setup, Repeat as required

SCH.320 Define Course Fees as applicable

Assess StudentsSGH.430/SCH.410C IndividuallySGH.910 Mass

STU.324 Allow Connect Access

Accept PaymentsSGH.430/SCH.410C IndividuallySGH.920 MassTeacher Connect (as allowed & applicable)Report on Fees Assessed/Paid/Owing

Connect ProductsSGH.526 Student StatementsSGH.527 Student ReceiptsSGH.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)

• Email/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

• Email 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