As the new school year begins, expect to receive an invoice outlining the items needed for the year, along with a letter from the school. It’s important to understand the responsibilities that fall on both you as a parent and the school.
As per the Education Act, EPCA offers a clear explanation of the sections below.
"Materials that are used for personal use and personal organization," such as pens, pencils, paper, pencil cases, backpacks, binders, school uniforms (if applicable, specific conditions apply), and physical education clothing, can be broadly classified as items for which parents are responsible. In essence, parents are responsible for non-reusable items that cannot be returned to the school. See below for more information on the grey areas of parental responsibility.
Items that can be used by multiple students and must be returned to the school at the end of the school year cannot be charged to parents. For instance, if a textbook is required for a class, the school must provide it, either in full or through printed pages, along with technology supplies, safety goggles, sports equipment, and other materials.
Be aware there are some exceptions!
While schools may request that parents provide personal supplies and suggest specific colors for duo-tangs, pencil styles, or binders with pockets, they cannot require parents to purchase a specific brand or buy from a particular supplier.
This rule also applies to school uniforms.
When a single company supplies or manufactures the uniforms, alternative options must be offered. For instance, the school can set standards for the uniform's style and color (e.g., long-sleeved shirts, shorts, blue skirts, pants, etc.) and offer a crest with the school logo that parents can affix to the garment at a reasonable cost.
In all cases, if parents are required to pay a fee, it must only reflect the actual cost of the item—schools are not allowed to profit from the sale of crests.
Are you familiar with the Regulation regarding free instructional materials and who it applies to?
According to Article 10 of the Education Act: Regulations governing free use of teaching materials and certain financial contributions that may be required, items specified in the Minister's budget, such as tissue paper and health and hygiene products, must be supplied by the school.
ALSO!!!
Any educational materials, such as teaching aids, required for activity programs or curriculum instruction must be provided free of charge. This includes:
- Protective gear like helmets, safety glasses, and hairnets.
- Art supplies such as paint, pastels, clay, and modeling materials.
- Technological devices, including headphones, laptops, and graphing calculators.
"Any financial contribution required for a service, activity, material not covered by the right of free use, or student supervision during lunchtime must be clearly itemized on a detailed invoice." This means the school must provide a clear invoice specifying the purpose of each item and its exact cost. Additionally, "If a voluntary contribution or donation is requested, no amount related to it may appear on the total invoice." The school's governing board is responsible for reviewing and approving the school supply list and informing the school of the approved items.
What about padlocks? It varies. If the school does not provide combination locks, you will likely need to purchase your own. However, if the school supplies the lock (already installed on the locker), there will be no charge to the parent. In many cases, high schools sell the lock, which is convenient as they will have a key to access it if your child forgets the combination. A security deposit may be required if the lock isn’t returned by the end of the year.
If you choose to purchase your own combination lock, request that the associated fee be removed from your bill when you return the school's borrowed padlock.
Printing and Photocopying: Important Considerations
It’s essential to double-check the invoice to ensure you are being charged the correct amount, as schools are only permitted to bill for the actual cost of goods or services. Pay particular attention to charges related to printing and photocopying, especially in high school. Fees may apply for photocopies of materials such as student assignments, drawings, or cutouts, but these costs should be clearly outlined and subject-specific.
Example: Secondary 4 - Printing Fees
- $8 for French
- $5 for Math
- $3 for English
- $4 for History
Parents can only be charged for documents that replace an activity or exercise book.
Important Reminder!
Invoices must not mention any possibility of, or suggest an amount for, personal donations. Asking for donations is never allowed! Any contributions must be entirely voluntary, and parents should never feel pressured to donate.
To clarify what is and isn’t applicable, the Ministry of Education has provided the following guide:
When in doubt you can always consult the ministry's checklist or the visit parents.quebec to learn more about the Parent’s Financial Contributions under FAQ’s.
You can also contact the EPCA's by e-mail (president@epcaquebec.org). We'll be happy to answer your questions or direct you to the right resources.