Debt Recovery Policy

Reviewed by: Shakera Rahman and Sarah Cokayne, Resources Committee 27th February 2023

Next Review: Spring 2025

Introduction

The Governing Body has a responsibility for ensuring that appropriate procedures are in place to enable the school to receive all income to which it is entitled. For this reason it is important that the school has a policy for dealing with debts which is approved by the Governing Body. This policy encompasses debts that may be accrued from the sale of: school dinners, or the attendance at: School Journey, Club Xtra and Sports Clubs.

Principles

The school will actively pursue debtors, including parents/carers for the collection of monies owed to it.

The Headteacher and School Business Manager will ensure that:

all letters requesting monies outstanding are accurately recorded and maintained;
there is documentary evidence of all the steps undertaken by the school to recover the debt and this includes recording the dates that letters and statements were sent, and/or phone calls that have been made to debtors;
for all outstanding debts, a final statement is issued by recorded delivery to the person(s) liable for the charge;
each case involving a family will be judged on the family’s individual circumstances and the amount outstanding as to the length of time before legal action is started;
the identity of a family involved is only disclosed to those who need to know under this policy.

The Governing Body:

must consider the arrangements for debt recovery;
must approve the school undertaking legal action in any particular case;
must include in the minutes of its meeting or record of its decision, its approval to pursue any outstanding debt;
will ensure that the identity of a family involved is only disclosed to those who need to know under this policy;
may delegate its responsibilities under this policy to the chair of the Resources committee.

Pursuance of Debt

The school will:

publish on the school website and in the newsletter its expectation that parents and carers pay in advance for goods and services provided by the school
send weekly dinner money reminders to parents and carers by text
send bi-weekly Club Xtra / Breakfast Club reminders to parents and carers by text

For debts of £20 and over, the senior administrative officer will send a letter to the parent/carer requesting that they clear the amounts owed as soon as possible (appendix 1).

For debts of over £50 the school business manager will be notified. The senior administrative officer will send another letter indicating that services may be withdrawn if the parent/carer do not contact the school to arrange a payment plan (appendix 2).

If no response is received within 7 days, the school business manager will phone the parent or carer and request that they attend school to arrange a payment plan.

If the debt still remains unpaid, a letter will be sent from the school business manager (appendix 3) informing them of the likely withdrawal of services.

If the debt continues to remain unpaid, the headteacher will withdraw the services.

Waiving of Debt

A debt or up to £1,000 may be written off or waived by resolution of the Governing Body on the recommendation of the Headteacher.

A recommendation to write off or waive a debt can be made by the Headteacher when either:

all reasonable avenues to recover the debt have been exhausted, and where it is not cost effective to pursue the debt through legal action;

it is believed the debtor is experiencing financial hardship.

Policy Review

This policy will be reviewed every two years by the resources committee or sooner if required.

Kelvin Grove School