ADMISSION
POLICY

Kigali Greater Heights School expects that families will honor their financial commitment to pay fees. This policy is produced by Kigali Greater Heights School to inform families of the principles and guidelines which govern the collection of school fees and related charges and the provision for negotiated arrangements if families’ financial circumstances change.

GUIDELINES

The following procedures are established to ensure that parents are aware of their responsibility regarding school fee payments.
The procedure for application for enrolment of a new learner requires parents or guardians of the learner to enter into a contract with the School for the payment of fees. The contract forms part of the application and admission process. Parents or guardians who accept admission for their children dully accept the terms of this school fees payment policy. Should special arrangements be required for the payment of school fees when an application for enrolment is made, then formal application should be made to the Director for fee rescheduling via the relevant form.
School fee accounts will be forwarded by the school at the end of the school year for the forthcoming year. All families are expected to enter into a negotiated active payment plan e.g. Direct Debit, within a month of the beginning of every term as agreed in the PTA. All outstanding fees should be finalized no later than a month of the start of every term. If, due to changes in circumstances, families are unable to finalize their fees by this date, they are welcome within the first month, and encouraged, to contact the School to discuss their situation, and negotiate an arrangement to finalize their fees as soon as possible. An administration fee is set by the School Management and may be charged where no active approved payment plan is in place. Payment plans are negotiated with the family and the Director, or Director’s delegate, and the School will make every effort to accommodate family circumstances to ensure that the learner’s ability to attend the School is protected, especially in cases where the learner is already enrolled with the School.
If fees are not paid according to the agreed interval on the payment plan and special payment arrangements have not been agreed to by the School, an overdue statement and/or letter will be issued requesting fees be paid within a further specified period of time. A range of attempts, over periods of time, will be made by the School to make contact with families who do not respond to letters, SMS, emails, phone calls or other approaches made by the School to address the issue of outstanding fees. The Director is always kept informed of progress. If the satisfactory payment of fees still cannot be negotiated, the parent/guardian will be asked not to bring the child back to school and the debt may be referred to a debt collection agency with the approval of the Director or the Director’s delegate. All legal costs incurred will be payable by the family.
  1. On completion of the expression of interest for enrolment parents and/or guardians will be provided with the School’s current fee policy. These can also be found on the KGHS website. Any clarification needed by parents and/or guardians about the policy shall be given at the initial enrolment interview. Acknowledgement of the fee collection procedures shall be on the ‘Acceptance of Enrolment’ by both parents and/or guardians. In the event where parents split bill or change payer responsibility for fees this must be conveyed to KGHS in writing.
  2. Annual fees and charges including maximum increases shall be set by the KGHS Management, PTC, in accordance with BoG advice and confirmed by the PTA at the Annual General Meeting in November of the preceding year.
  3. Enrolment fee shall be 10,000 and caution money shall be 10,000 Rwandan Francs. Where circumstances result in an acceptance of enrolment impossible, no refund of the Enrolment fee is acceptable.
  4. All learners and families are eligible for the fourth sibling discounts. The child in the highest class is the one to be given scholarship by the school. Each family is given 100% the discount equivalent to the tuition fees of the fourth child. Other fees are charged normally.
  5. Fee discounts shall only apply to tuition fees and not to any other levies and charges.
  6. At the beginning of the Academic year, parents/guardians will receive a statement outlining their child/ren’s term tuition fee, transport fee, cafeteria fee, curriculum levy and any other associated levies and charges. Camps and retreats will be invoiced separately due to tax implications and must be paid in full to the school prior to the designated activity.
  7. A range of options is available to parents/guardians to pay the annual fees and charges:
    1. Option 1 – Direct Debit.
      • Payment of account by weekly, fortnightly or monthly payments automatically to the School from a nominated bank account under agreement with the School. Learners must report with for the school fees. Account must be finalized by 30th day of the first month of each term.
    2. Option 2- Payment in full by the due date.
      • The best option is for the payment of tuition fee, transport and cafeteria fees in totality only of the invoice by the opening of the term.
    3. Should parents have financial difficulties in meeting their obligation to the School within the month’s time after the term opens, they are invited to complete a Fee Payment Commitment Form within that first month. This will be reviewed by the Financial Controller and Director and a recommendation will be made to the accountant to follow up on the new fees payment schedule.
    4. All matters relating to discounts, applied for fees payment schedules or concessions for families will remain confidential, and at the discretion of the Director.
    5. Where parents have agreed to pay fees the collection of school fees shall be actively pursued. KGHS procedures for recovery of fees are:
      1. Should the parent/guardian ignore the request for payment of School fees and other charges a reminder will be sent 7 days after due date.
      2. Should the parent/guardian fail to respond to all reasonable efforts to resolve the outstanding fees another letter will be sent advising that the parent should not send the child to school and the matter will then be handed to a debt collection agency or solicitor for recovery action and any additional costs will be added to the account in accordance with this agreement and policy.
      3. Should the parent/guardian fail to respond to this letter then the matter will be handed to the debt collection agency or solicitor for recovery of outstanding fees and additional costs.
      4. The debt collection agency will send a letter to the debtor requesting payment and/or contact with the School to resolve the dispute.
      5. Should the parent/guardian ignore the request then a summons will be issued via the debt collection agency and judgment entered against the parent by relevant authorities.
      6. All fees and charges incurred by the debt collection agency are to be passed onto the parent/guardian and collected as part of the action.
      7. On completion of the expression of interest for enrolment parents and/or guardians will be provided with the School’s current fee policy. These can also be found on the KGHS website. Any clarification needed by parents and/or guardians about the policy shall be given at the initial enrolment interview. Acknowledgement of the fee collection procedures shall be on the ‘Acceptance of Enrolment’ by both parents and/or guardians. In the event where parents split bill or change payer responsibility for fees this must be conveyed to KGHS in writing.
      8. Annual fees and charges including maximum increases shall be set by the KGHS Management, PTC, in accordance with BoG advice and confirmed by the PTA at the Annual General Meeting in November of the preceding year.
      9. Enrolment fee shall be 10,000 and caution money shall be 10,000 Rwandan Francs. Where circumstances result in an acceptance of enrolment impossible, no refund of the Enrolment fee is acceptable.
      10. All learners and families are eligible for the fourth sibling discounts. The child in the highest class is the one to be given scholarship by the school. Each family is given 100% the discount equivalent to the tuition fees of the fourth child. Other fees are charged normally.
      11. Fee discounts shall only apply to tuition fees and not to any other levies and charges.
      12. At the beginning of the Academic year, parents/guardians will receive a statement outlining their child/ren’s term tuition fee, transport fee, cafeteria fee, curriculum levy and any other associated levies and charges. Camps and retreats will be invoiced separately due to tax implications and must be paid in full to the school prior to the designated activity.
      13. A range of options is available to parents/guardians to pay the annual fees and charges:
        1. Option 1 – Direct Debit.
          • Payment of account by weekly, fortnightly or monthly payments automatically to the School from a nominated bank account under agreement with the School. Learners must report with for the school fees. Account must be finalized by 30th day of the first month of each term.
        2. Option 2- Payment in full by the due date.
          • The best option is for the payment of tuition fee, transport and cafeteria fees in totality only of the invoice by the opening of the term.
        3. Should parents have financial difficulties in meeting their obligation to the School within the month’s time after the term opens, they are invited to complete a Fee Payment Commitment Form within that first month. This will be reviewed by the Financial Controller and Director and a recommendation will be made to the accountant to follow up on the new fees payment schedule.
        4. All matters relating to discounts, applied for fees payment schedules or concessions for families will remain confidential, and at the discretion of the Director.
        5. Where parents have agreed to pay fees the collection of school fees shall be actively pursued. KGHS procedures for recovery of fees are:
          1. Should the parent/guardian ignore the request for payment of School fees and other charges a reminder will be sent 7 days after due date.
          2. Should the parent/guardian fail to respond to all reasonable efforts to resolve the outstanding fees another letter will be sent advising that the parent should not send the child to school and the matter will then be handed to a debt collection agency or solicitor for recovery action and any additional costs will be added to the account in accordance with this agreement and policy.
          3. Should the parent/guardian fail to respond to this letter then the matter will be handed to the debt collection agency or solicitor for recovery of outstanding fees and additional costs.
          4. The debt collection agency will send a letter to the debtor requesting payment and/or contact with the School to resolve the dispute.
          5. Should the parent/guardian ignore the request then a summons will be issued via the debt collection agency and judgment entered against the parent by relevant authorities.
          6. All fees and charges incurred by the debt collection agency are to be passed onto the parent/guardian and collected as part of the action.
  1. The School Management from the advice of the PTC and the Board of Governors may amend this policy as required.
  2. Notwithstanding any principles or procedures contained in this policy, the Board will seek to ensure that action taken for collection of outstanding fees does not contradict the current practice and policies of Christian biblical values and the laws of Rwanda.
  3. Further information regarding this policy or for discussion of any matters relating to school fees, please contact the Financial Controller (0788585474), the Head teacher (0783721970), or the Accountant (0788851118).