Business Office | 2019 -20 Financial Policies

Financial Policies 2019-2020

Introduction

Circle Christian School (CCS) operations are supported almost entirely by student tuition and fees.  There are no agencies or groups that underwrite any shortfall of the school’s operating funds; the families of the students who use them pay for the activities and services of the school. All fees and tuition, as set by CCS, must be made on a timely basis.  Parents are expected to be diligent in meeting their financial obligations to the school. The following financial policies do not vary the terms of any enrollment agreement as it relates to tuition, general fees, and athletic fees.

Tuition Payments
Circle has partnered with the FACTS Management Company to simplify the process of making tuition payments and managing tuition payment obligations. FACTS gives families a Parent Portal to check the status of their account, pay tuition and fees, update demographic information, switch payment methods, check account balances and more.

Participation
All Circle families are required to participate in the FACTS program as part of enrollment for the school year.  The FACTS enrollment process must be completed by the designated deadline to ensure a smooth transition into the upcoming school year. If enrollment is completed after that date, there will be less payment plan options to choose from.

Account Statements
Each Circle family will have 24/7 online access to two types of statements through their FACTS account.

  1. Primary Payment Plan: This will include all class and tuition selections.
  2. Incidental Billing: Circle will use this statement to bill for athletic participation and other fees that may be incurred throughout the school year.

Flexible Payment Options

  1. ACH (Checking or Savings Account)
  2. Credit Cards (Mastercard, Visa, American Express, Discover)
    Please note that each family will be responsible for the credit card fees associated with the transaction.

    *Circle highly recommends families choose the ACH method through the bank as no additional charges are assessed.

All payments should be completed through the FACTS system to ensure timely and proper accounting of funds.

Payment Due Dates
Due dates are determined by the type of statement.

  1. Primary Payment Plan: Circle offers the ability to select the tuition payment due date. Each family will have the option to have your funds drawn on either the first (1st) of the month or the fifteenth (15th) of the month depending on the plan you select.
  2. Incidental Billing: Is determined by the type of charge and the schedule associated with that charge.

Late Fees
When a payment is late, fees are assessed to the account.  Fees are as follows:

  1. Primary Payment Plan: $25.00 is applied after the second failed attempt to resolve the outstanding balance.  This fee will be reflected on the next month’s amount due.
  2. Incidental Billing: 2.00% of the invoiced amount (minimum $5.00) is assessed on the 5th calendar day after the due date.

Returned Payments
Returned Payments will be assessed a $30.00 fee through FACTS.  This fee will be reflected on the next month’s amount due.  Circle does not have the ability to waive or adjust these fees when assessed.

Past Due Accounts
Account balances older than thirty (30) days are PAST DUE and considered delinquent.  As a result, the following will apply:

Immediate Response
Families will have ten (10) calendar days from the date of the delinquent notice to resolve the account by:

  • Payment in full of past due account via the FACTS system in order to maintain current family and student status.

After ten (10) calendar days of unresolved payment:

  • Students will be denied access to attend classes, programs, or athletic activities.
  • Students will be denied access to online testing and test results.
  • Academic records including transcripts and diplomas will not be released to the parent or requesting schools until the account is brought current.
  • Families and students will not be permitted to re-enroll or register for classes or programs for the next school year until the account has been paid in full.
  • After the account balance is paid in full, the family will be placed on probation with the understanding that failure to maintain current family and student status could result in removal from enrollment.

No Resolution Obtained
If resolution cannot be obtained after all attempts, either written or oral, have failed to collect the unpaid balance, the following will occur:

  • The associated family and student will be formally withdrawn from enrollment in CCS.
  • The past due account will be forwarded to a collection agency. All fees associated with the collection efforts will be the responsibility of the parent or legal guardian.

CCS believes that a positive and constructive working relationship between the school and students and parents is essential to the accomplishment of the school’s spiritual and educational mission. The school reserves the right to terminate or not renew a family’s enrollment contract if the school concludes that the actions of the student, parent, or guardian make a constructive relationship impossible or interferes with the school’s accomplishment of its spiritual and educational purposes.

Financial Emergencies

CCS recognizes that some families face financial challenges during the year for a variety of reasons.  Prompt and timely communication is very important. Please contact Mike Stroup (e-mail: mikes@circlechristianschool.org) at the Circle offices to discuss payment options to remain in good standing.

Payment options are subject to approval by the designated leadership team. Failure to comply with designated arrangements will move the account into the enrollment removal procedure.

Dropping Classes

All class registration fees are non-refundable.  This has been Circle’s policy for many years.

We understand that your desire for your student(s)’s schedule may change.  Families can drop classes at any time; however, depending on the date of the drop, there could be financial requirements as a result of the change.  It is important to be aware of dates noted below:

Class Drop Date Class Registration Fee Class Participation Fee
Prior to June 13, 2019 Non-Refundable Waived
After June 13, 2019 Non-Refundable Due in full for the entire school year

 

From time of registration until June 13, 2019 we allow you to drop or transfer from classes with no additional fee, as long as enrollment is maintained for the upcoming school year.
Policy change from previous years:
After enrollment closes on June 13, drops from enrollment or classes will result in the entire class participation balance still being due, as teachers have been hired and classes confirmed with the understanding that your student(s) was a part of the organization.

Withdrawal

As part of enrollment, Circle families made a commitment for the entire school year based on their student tuition and class selections. Upon withdrawal from the school, the remaining balance will be due immediately.

Until the account balance is resolved,

  • Academic records including transcripts and diplomas will not be released to the parent or requesting schools.
  • Students will be denied access to online testing and test results.
  • Families and students will not be permitted to re-enroll or register for classes or programs for subsequent school years.

In the event, the balance is not resolved,

  • The past due account will be forwarded to a collection agency. All fees associated with the collection efforts will be the responsibility of the parent or legal guardian.