Actor

Action

Superintendent or designee

Prepares and recommends to the School Board a list of school fees and fines to be charged to students for the use, damage, or loss of textbooks, consumable materials, field trips, extracurricular activities, graduation fees, and similar items. See 105 ILCS 5/1-3, amended by P.A. 102-805, and 23 Ill.Admin.Code §1.245(a) for definitions of school fees and fines.

Initial notice: For all students enrolling in the District for the first time, notifies their parents/guardians that the District will waive school fees for persons unable to afford them in accordance with Board policy 4:140, Waiver of Student Fees. 23 Ill.Admin.Code §1.245(c)(2)(A).

The initial notice must at least describe: (1) the Board’s policy, including the criteria and other circumstances under which the District will waive school fees or fines; (2) the school fees or fines subject to a waiver; (3) the procedure to apply for a fee or fine waiver, including the availability of a fee or fine waiver request form and the documents whose use is required by the District in verifying income; and (4) the dispute resolution procedure. 23 Ill.Admin.Code §1.245(c)(2)A).

Notice with every bill: includes a notice with every bill for fees and/or fines sent to parents/guardians who owe school fees that the District will waive school fees and fines for persons unable to afford them in accordance with Board policy 4:140, Waiver of Student Fees. 

The notice must include a description of the fee waiver application process or the name, address and telephone number of the person to contact for information concerning a fee waiver. 23 Ill.Admin.Code §1.245(c)(2)(B).

Determines whether the required inclusions in these notices will be satisfied by providing parents/guardians with a written copy of Board policy 4:140, Waiver of Student Fees, and form 4:140-E1, Application for Fee Waiver.

Parent(s)/Guardian(s) seeking a school fee waiver

For waiver sought based on income guidelines for the federal free meals program or because parents/guardians are veterans or active-duty military personnel with income at or below 200% of the federal poverty line:

Completes 4:140-E1, Application for Fee Waiver, and returns it to the Building Principal along with documents that will verify the family’s income, such as, payroll stubs, tax returns, or evidence of receipt of food stamps or Temporary Assistance for Needy Families. 23 Ill.Admin.Code §1.245(d).

May apply for a waiver of school fees by completing 4:140-E1, Application for Fee Waiver, at any time.

For waiver sought based on homeless status: Contact the District Liaison for Homeless Children, [Dr. Megan Johnson], at [Central Office].

Building Principal or designee

Determines the student’s eligibility for fee or fine waiver based in accordance with Board policy 4:140, Waiver of Student Fees. 

Notifies the parent(s)/guardian(s) within 30 calendar days if their Application for Fee Waiver is denied. 23 Ill.Admin.Code §1.245(c)(3).

A rejection notice must include: (1) the reason for the denial; (2) a notification of their right to appeal as well as the appeal process and timelines (4:140-E2, Response to Application for Fee Waiver, Appeal, and Response to Appeal); and (3) a statement that they may reapply at anytime if circumstances change. 23 Ill.Admin.Code §1.245(c)(3)(A).

Ensures that any completed 4:140-E1, Application for Fee Waiver, and the 4:140-E2, Response to Application for Fee Waiver, Appeal, and Response to Appeal, are confidentially treated and maintained. 23 Ill.Admin.Code §1.245(f).

Parent(s)/Guardian(s) seeking a school fee waiver

May appeal the denial of a fee waiver request. 

If desired, meets with the person who will decide the appeal in order to explain why the waiver should be granted. 23 Ill.Admin.Code §1.245(c)(3)(B).

Superintendent or designee

Contacts the parent(s)/guardian(s) to determine if they want to meet to explain why the fee waiver should be granted. 23 Ill.Admin.Code §1.245(c)(3)(B). If so, meets with the parent(s)/guardian(s) at a prearranged date and time.

Ensures that the person who decides the appeal is not the person who initially denied the fee waiver or a subordinate of this person. 23 Ill.Admin.Code §1.245(c)(3)(B).

Responds in writing to the parent/guardian’s appeal within 30 calendar days of receipt of the appeal. 23 Ill.Admin.Code §1.245(c)(3)(B). 

Ensures that no discrimination or punishment of any kind, including the lowering of grades, exclusion from classes, or withholding of student records, transcripts, or diplomas, is exercised against a student whose parent(s)/guardian(s) are unable to purchase required textbooks or instructional materials or to pay required fees and fines.  105 ILCS 5/28-19.2. (a), amended by P.A. 102-805; 23 Ill.Admin.Code §1.245(g).