Series IV - Financial Management and Marketing Fiscal Year

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1 Series IV - Financial Management and Marketing Fiscal Year Budget Preparation Authorized Signatures Financial Assistance R Financial Assistance Application Procedures Sintra Concelho Scholarships R Sintra Concelho Scholarship Application Procedures Cash in School Buildings Tuition and Schedule of Payment Social Benefit for all Employees Non-Payment of Tuition and Fees Late Admissions and Early Withdrawals Entrance Fees Series IV - Financial Management and Marketing Fiscal Year The official Foundation account books are kept according to the school academic year. These account books open at the beginning of August close at the end of July. Adopted: 19 March 1992 Revised: 15 July 2005

2 4.102 Budget Preparation The preparation of the budget is the responsibility of the Director, in conjunction with the Business Manager, after consultation with the Division Principals and Program Coordinators who are responsible for managing cost centers. Faculty members are asked for input through Division Principals and Program Coordinators. Adoption The Board shall approve the budget for the ensuing year no later than its February meeting. Allocation of Funds among Cost Centers The Director has the authority to reallocate money among the cost centers up to 20,000 Euros. Budget as a Spending Plan The approved budget shall be considered as controlled spending plan for the ensuing year. Adopted: 20 March 1992 Revised: 14 November 2006 Revised: 16 November 2010 Revised: 15 March 2016

3 4.201 Authorized Signatures Statutes of the Fundação Escola Americana de Lisboa stipulate that two signatures are needed for any transaction to be approved. Signatures of the Director or Business Manager and a Trustee are required for all transactions above twenty thousand Euros (20,000 ). For transactions twenty thousand Euros and below, the signatures of the Director and the Business Manager will suffice. In transactions of any amount, two Trustees may sign. Adopted: 20 March 1992 Revised: 21 March 1997 Revised: 15 March 2005 Revised 15 September 2015

4 Financial Assistance CAISL s need-based Financial Assistance Program operates on an annual budget, which is established by the Board of Trustees. The Trustees are responsible for the fair and equitable distribution of the funds provided in the budget, based on the Financial Assistance Policy. The criteria for Trustee decisions on Financial Assistance will be the financial need of the applicant as determined by the yearly net income as shown on the Financial Statement provided by the parents/guardians; the academic, behavior, and attendance record of the student(s); and the timely payment of school fees. Yearly net income is understood to be an accumulation of salary, allowances and benefits, and other income generated in Portugal and elsewhere after taxes have been paid. Financial assistance will not be granted to first-year students of any grade or to those in the Early Childhood program (EC3, EC4, EC5), including those who have siblings currently enrolled. Financial Assistance is granted for one academic year at a time. The student s academic, behavior, and attendance records will be reviewed each quarter as will the payments which must remain current. Should the student s academic, behavior, and/or attendance record show a decline or should payments be in arrears, the Board of Trustees may withdraw the assistance at any time. Time Limit for Financial Assistance Fee reductions are normally limited to two years per family but may be extended for a further two years (or to graduation in the case of a student in Grades 10, 11 or 12) in case of a family s continuing, substantial, and documented financial need for a student who has a positive impact on the CAISL community and who exemplifies the CAISL Mission at its highest level in all aspects of the Values of the school and the Profile of the Learner. Adopted: 20 March 1992 Revised: 24 February 1994 Revised: 3 December 1997 Revised: 11 May 2004 Revised: 3 June 2009 Revised: 3 May 2011 Revised: 7 February 2012 Revised: 17 November 2015

5 R Financial Assistance Application Procedures Applications for Financial Assistance are to be submitted by the date published annually on the Fee Schedule. Completed applications for Financial Assistance are to be addressed to the Board of Trustees and submitted by the published deadline. Application forms are available on the school s website. Applicants must submit, as part of the application, the following information: 1. Completed Financial Assistance Application Form; 2. The last two salary receipts from the current fiscal year and employercertified letters stating yearly salary, all allowances, and all benefits from the previous fiscal year; 3. Global Position (Assets and Liabilities) accessed via e-banking for all Portuguese and Out of Country Banks; 4. Copies of documents as proof of outstanding loans, only if different from point 3; 5. Global position for other investments (ex. treasury certificates), only if different from point 3; 6. Património Predial" from Finanças site for the fiscal numbers of each parent/ guardian and companies (if applicable) or documents proving ownership of real state elsewhere; 7. Cadastro de viaturas automóveis from Finanças site for the fiscal numbers of each parent/legal guardian and companies (if applicable); 8. Tax return records for the preceding two years; if the tax return for the most recent year is not yet available, a simulation must be submitted; 9. Modelo 22 tax return for the preceding two years in the case of ownership of a company. If Modelo 22 of the most recent year is not available, the last Balancete and or Balanço and Demonstração de Resultados must be submitted; 10. Copies of any document used for calculation of assets and expenses; 11. Academic records and references for the child enrolling; 12. Any other documents which may be requested by the School. Failure to submit requested financial information may void the application. Information deemed to be inaccurate, incomplete, or fraudulent will automatically be cause for withdrawal of financial assistance and demand for reimbursement of formerly granted financial assistance. Upon receipt of application and supporting documents, the Trustees will meet to consider the request. Applications of returning students will be acted upon, and the parents informed by the Director, no later than May 15. Adopted: 20 March 1992 Revised: 24 February 1994 Revised: 23 January 1995 Revised: 03 December 1997 Revised: 11 May 2004 Revised: 08 June 2004 Revised: 04 February 2014

6 Revised: 09 December 2014 Revised: 17 November 2015 Revised: 07 December 2016 Revised: 15 November 2017

7 Sintra Concelho Scholarships The Carlucci American International School-Lisbon awards 6 scholarships annually to students residing in the Concelho of Sintra. These scholarships are awarded based on academic merit determined through previous school records, extracurricular involvement, high behavioral standards, and, where desirable, competitive examinations administered by CAISL. Students applying for Sintra Scholarships for the first time must be entering grades 5 through 11. Each of these Scholarships carries with it full remission of tuition, building fee, and registration fee and is granted for one academic year only. It is the desire of the school for a student receiving a Sintra Scholarship to continue on Scholarship through High School graduation. However, the student must submit a letter detailing the ways in which he/she continues to meet the eligibility standards by 15 March of each year. Requests for continuing Scholarship will be reviewed by the Faculty Committee and decisions communicated to the family by 1 April. Note that the Scholarship may be withdrawn at any time for significant breaches of any of the standards given below. Minimum eligibility requirements for receiving or continuing this Scholarship are: I. Academics Students coming from an American System: Grades 5 through 12: Grade Average of B+ or better with no Ds or Fs Students coming from the Portuguese System: Grades 5 through 9: Grade Average of 4 or better with no 2s Grades 10 through 12: Grade Average of 16 or better with no grade below 12. II: Behavior a) No disciplinary action by the school b) Role model for other students in behavior and attitude, as determined by the child s teachers c) Positive involvement in school-sponsored extracurricular activities, sports, and/or community service. Adopted: 8 June 1998 Revised: 21 January 2003 Revised: 8 June 2004 Revised: 25 September 2007

8 R Sintra Concelho Scholarship Application Procedures When a Sintra Scholarship is available for the subsequent year, an announcement will be placed in local newspapers and the school newsletter, and the Division of Education of the Sintra Câmara will be notified of the availability. Deadline for Applications will be announced at that time. Applicants must submit to the Director, as part of the application, the following information: 1. Official and complete academic transcripts for the past three years. 2. A Personal Statement written by the student explaining why he/she wishes to attend CAISL and detailing his/her involvement in non-class activities. 3. Two letters of recommendation from professional staff at the school the child is now attending or from the teachers/sponsors/coaches of his/her extracurricular activities. A Faculty Committee will make the final determination on Scholarship recipients. In case of a tie on Faculty Committee, the Secondary Principal will have the deciding vote. The Committee may make its determination based on these documents alone or may require additional school-administered examinations before reaching a decision. The applicant will sign an Authorization for Information Verification document stating that the School has the right to verify with the appropriate authorities the accuracy of the information submitted. Information found to be inaccurate, incomplete, or fraudulent will automatically be cause for withdrawal of Scholarship and demand for reimbursement of formerly granted financial assistance. Adopted: 8 June 1998 Revised: 23 January 2003 Revised: 8 June 2004

9 4.203 Cash in School Buildings The Business Manager shall determine the number and size of petty cash accounts for each school division or building, with the approval of the Director. Either the division Principal or the Bursar shall individually manage the petty cash accounts. Adopted: 20 March 1992 Revised: 21 March 1997 Revised: 14 June 2005

10 4.302 Tuition and Schedule of Payment The annual schedule of fees shall be established by the Board of Trustees and shall be based upon anticipated needs and student enrollment. Payment Schedule The annual tuition fee assessment per pupil is billed quarterly or annually. Individual payment plans may be arranged with the Accounts Manager Methods of Payments Payments for tuition and building fee should be made by bank transfer as much as possible. Checks drawn on Portuguese banks or Portuguese branches of foreign banks are also acceptable. Payments in cash are not accepted except for values under 100. Exceptions to this will be considered under special circumstances evaluated by the Business Manager. Invoicing Changes to invoices, in general, will not be done retroactively. The Business Manager has the authority to authorize a change upon receipt of a written request explaining the need. Overpayments When an overpayment has occurred, it will be used against the subsequent contracted services. Reimbursement will only be possible under special circumstances evaluated by the Business Manager and will only be done by returning the money via bank transfer to the bank account from which it originated. Discount for Advance Payments Annually when the next year s budget is set, a discount for the full year s tuition and building fee (if applicable) paid in advance will be considered. Inclusion of such a discount will be based on the needs of the school and the local economic conditions. Annual payments for a discount will be due on the same date as the deadline for reregistration payment. Tuition and building fee paid in advance for a discount will not be refunded in the case of unexpected withdrawal. In the case of extraordinary personal crisis, application for an exception may be made in writing to the Accounts Manager for consideration by the Director and/or the Board of Trustees. In the case of government or corporate unexpected transfer, the amounts paid in excess of those owed as per Board policies may be applied within the next two school years to a newly enrolled child from the same organization. Refunds are not permitted. Applications for admission must be done through the Admissions Office and applicants must meet all admissions criteria. Sibling Discount A 15% reduction applies to tuition and building fee (if applicable) paid for a third child. A 25% reduction applies to tuition and building fee (if applicable) paid for a fourth child and subsequent children. These discounts will be applied to the tuitions and building fees of the children in the lowest grades.

11 Re-Registration To re-register a student for the upcoming school year, 1 st Quarter Tuition and 25% of the Building Fee (if applicable) must be paid by the date established annually on the fee schedule. Re-Registration fees are non-refundable. Revision of Fees All fees are subject to revision during the school year in the event of unusual and unforeseen economic conditions. Adopted: 17 January 1980 Revised: 19 March 1992 Revised: 08 May 2001 Revised: 18 January 2005 Revised: 19 February 2008 Revised: 16 November 2010 Revised: 07 February 2012 Revised: 28 August 2012 Revised: 12 June 2014 Revised: 09 December 2014 Revised: 17 November 2015 Revised: 07 December 2016 Revised: 15 November 2017

12 Social Benefit for all Employees Fee waivers for children of employees are intended to promote a sense of security in the knowledge that their children are receiving the best possible education and to provide an incentive for professional commitment that will be of benefit to the school as well as to the individual. The privilege of enrolling children under this policy is not absolute. Employee children must meet the same academic and behavioral standards as set for all students, must go through the same admissions process and admissions screening, are subject to the same admissions priorities, as well as to the same conditions as other students for continuing admission. For the purpose of this policy, child is defined as the biological or legally adopted child of the employee. Re-Registration of an Employee Child: Re-Registration of an employee s child who remains eligible for admissions as per CAISL policy on Continuing Admission and whose parents meet the applicable requirements on the Enrollment Contract must be done by the deadline for all students, set annually during the re-registration process. Application for 1 st Time Admission of an Employee Child Must have been made by 1 February for the subsequent school year. Is evaluated under the same procedures and standards as all other applicants. Is admitted and/or wait listed under the same procedures and standards as all other applicants. Fee waivers for children of employees are a non-cash benefit and under no circumstances will cash be given in lieu of the waivers. Two children of full-time employees shall, if offered a place for the next school year, be exempted from tuition, registration, re-registration, and building fee for the academic year except in the following circumstances: 1. Those employed on contracts of less than one school year duration. Should a contract less than one school year duration be extended for the entire subsequent school year, the employee will then become eligible to apply for admission for his/her child(ren) under the parameters of this policy but will not be entitled to any compensation for the period prior to his/her eligibility. 2. Those employees who are spouses of individuals whose employers pay school fees, in which case tuition and fees shall be collected from the spouse s employer. Fee Waivers do not apply to any other fees, including external exam fees, school trips, lunches, or transportation.

13 Employees may apply to the Board of Trustees for a tuition exemption for additional children. In ruling on such an application, the Trustees will take into consideration the performance reviews of the employee as well as documents proving financial need. In the case of death or permanent disability of the employee, the child(ren) of said employee already enrolled at CAISL shall continue his/her education(s) at CAISL under the same conditions, including financial, as were in effect at the time the death or disability of the employee occurred. In the case of a claim for continuing scholarship as the result of permanent disability, the School reserves the right to require independent medical confirmation, by a doctor of the School s choosing. Adopted: 6 June 1991 Revised: 20 March 1992 Revised: 24 May 1993 Revised: 24 March 1994 Revised: 16 November 1995 Revised: 23 October 1997 Revised: 10 September 1998 Revised: 7 September 1999 Revised: 6 October 1999 Revised: 6 February 2001 Revised: 16 January 2007 Revised: 22 June 2009 Revised: 20 April 2010 Revised: 10 April 2014 Revised: 31 May 2016

14 Non-Payment of Tuition and Fees The Business Office will make a maximum effort to collect overdue bills. A late penalty will be applied to late payments in the following manner: Late Penalties 1. Payments received calendar days after the due date - 5%. 2. Payments received calendar days after the due date - 10%. In case of invoices in arrears for 31 days or more, the school reserves the right to 1. apply any payments made to the school towards the oldest outstanding invoices, irrespective of any alternate instructions given by the payer. 2. suspend any or all optional corollary services including bus transport, school lunches, school trips not required for the academic program, and participation in any event not required for the academic program on campus or under the sponsorship of CAISL whether funded by the school or privately paid. All students from the family that has incurred the debt will have optional corollary services suspended. Financial Assistance Those who applied for and received financial assistance from the Board for required fees must stay current with payments. Failure to do so may result in the Board withdrawing the assistance immediately. Graduating Seniors All money owed for graduating seniors must have been paid no later than April 30 prior to graduation. Seniors with outstanding debts of any kind (including school materials) and of any amount will not receive their diplomas and will not participate in graduation ceremonies. Admission for New School Year No student will be permitted to re-register for the next school year unless all of the family s outstanding debts to the school have been paid. Denials of admission under this policy will remain in effect until the debt has been settled in full. Adopted: 20 March 1992 Revised: 24 March 1994 Revised: 08 May 2001 Revised: 14 December 2004 Revised: 07 February 2012 Revised: 12 June 2014 Revised: 09 December 2014 Revised 17 November 2015 Revised: 15 November Late Admissions and Early Withdrawals

15 Late Admission Students entering at any point during a quarter pay tuition for the full quarter Tuition for the 1 st quarter of attendance may be pro-rated at the decision of the Director for cases of financial need. In such a circumstance the pro-rated tuition for the quarter of entry and the full tuition for the subsequent quarter are due. No adjustments will be done in the fees initially required (Tuition, Lunch and Bus services) if the student entrance date is delayed by parent s request. Should entry be delayed beyond the quarter already paid for, the place will not be held without payment of the subsequent quarter s fees. Notice of intent must always be given in writing by the published deadlines for withdrawal or the subsequent quarter s fees will be due. These fees are non-refundable. Early Withdrawals Parents are required to notify the Admissions Office in writing of their intention to withdraw a student, citing final day, reason for withdrawal, and destination. Notification of withdrawal for the beginning of the next quarter or any time during it must be made by the deadline specified on the annual Fee Schedule. The notification date will usually be one full month in advance of the first day the quarter in which they will leave. Any attendance in the next quarter or written notifications given after the published deadline results in the full fees being due. Should a family withdraw with a debt to the school, academic records/transcripts will be available from the Business Office and may be picked up in person by the parents (or the student if over 18). Notice that indicating on the re-registration form that a student May Not Return does not qualify as notification of intent to withdraw. Adopted: 17 January 1980 Revised: 19 March 1992 Revised: 14 December 2004 Revised: 28 October 2008 Revised: 28 January 2009 Revised: 23 February 2010 Revised: 16 November 2010 Revised: 28 August 2012 Revised: 04 February 2014 Revised: 09 December 2014 Revised: 17 November 2015 Revised: 07 December Entrance Fees

16 Only when the conditions outlined below are fulfilled will a space in grade be reserved. 1. Entrance Fees: Registration Fee: A non-refundable, one-time fee is required for all grades. Building Fee: A non-refundable fee, paid annually and due in its entirety the first year as part of the fees required for Admission. This fee is due for the first five years at CAISL and applies to Grades 1 through 12. It is used to support CAISL s building program and capital expenses. Tuition for the quarter in which the student will begin classes. Tuition for the 1 st quarter of attendance may be pro-rated at the decision of the Director for cases of financial need. In such a circumstance the pro-rated tuition for the quarter of entry and the full tuition for the subsequent quarter are due. Entrance Fees are non-refundable. Discounts on Entrance Fees: Sibling discounts do not apply for the Registration Fee but do apply to Tuition and Building Fee. Annually when the next year s budget is set, a discount for the full year s tuition and building fee (if applicable) paid in advance will be considered. Inclusion of such a discount will be based on the needs of the school and the local economic conditions. Annual payments for a discount will be due on the same date as the deadline for re-registration payment. 2. Enrollment Contract and Registration Form: The Enrollment Contract and the Registration Form outline the terms and conditions of enrollment and require that data be provided to execute the contract. The student will not be enrolled and a space in grade not reserved until both the Enrollment Contract and the Registration Form are completed and submitted signed. Companies, Governments and NGOs: Companies, Governments, and NGOs sometimes have specific internal procedures that may conflict with the standard CAISL deadlines for the payment of enrollment fees. The Business Office is authorized to accommodate such non-standard situations as long as the organization in question acknowledges the payment obligations. Advance Tuition: Tuition to secure a place may be required for prior or subsequent quarters at the time of admission, in addition to the Registration, Building Fee, and Tuition for the 1 st Quarter of Attendance, in the following circumstances: The grade the student will enter is 95% or more full. The family had previously had students enrolled but withdrew without giving the appropriate notice. The family had previously had students enrolled but often paid late. Early Admission:

17 Should parents wish to ensure enrollment for a student prior to the fees for the entrance year being set, all conditions as detailed above remain. The fees paid to secure enrollment will be those for the current school year. When the fee schedule for the entry year is set, parents who enrolled their children under the previous fee schedule will be informed if there is a difference and will be required to pay the difference within 30 days of invoice date. Adopted: 17 January 1980 Revised: 19 March 1992 Revised: 21 January 2002 Revised: 23 October 2007 Revised: 28 October 2008 Revised: 07 February 2012 Revised: 17 November 2015 Revised: 07 December 2016 Revised: 15 November 2017

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