Fees & Payment Policy

School fees make it possible for St Mary's College to offer a Catholic education with excellent facilities and a rich co-curricular program. We keep fees as low as we responsibly can, and no family should feel that cost alone prevents them from enrolling. This policy explains what is charged, how and when to pay, and how to ask for help.

Purpose

To set out the College's fee schedule, payment arrangements, discounts and concessions, and the fair and consistent process for managing overdue accounts.

Scope

Applies to all families with a child enrolled at St Mary's College, Prep to Year 12, and to staff in the Business Office who administer accounts.

Policy statement

Fees are set annually by the College Leadership Team within Melbourne Archdiocese Catholic Schools (MACS) guidelines and approved by the College Advisory Council. Parents and carers who sign the enrolment agreement accept joint responsibility for fees. The College treats every family with dignity and confidentiality and will work with any family in genuine financial difficulty to reach a fair arrangement.

Procedures

2026 fee schedule (per student, per year)

• Capital levy: $650 per family per year.
• The camp and excursion levy is included in tuition fees; optional tours are charged separately.
• Family discount on tuition: 2nd child 10%, 3rd child 25%, 4th and subsequent children free tuition. The capital levy is charged once per family.
• Other charges (billed separately): instrument hire $220 per year, college bus $1,320 per year or $8 per casual trip, Year 7 BYOD laptop (see Laptop Program), and VCE VET subject costs as quoted.

Statements and payment options

• The annual fee statement is issued via the Parent Portal in late January.
• Families choose one of two options by Friday 13 February 2026:
  1. Four instalments, due 15 February, 15 May, 15 August and 15 November; or
  2. Direct debit over 10 months, February–November, fortnightly or monthly, set up in the Parent Portal under Payments.
• Pay by BPAY (reference on your statement), credit card via the Portal, or direct debit. Cash is not accepted at the office. Fees paid in full by 15 February attract a 2% early-payment discount on tuition.

Concessions and hardship

• Camps, Sports and Excursions Fund (CSEF): Health Care Card or pension card holders receive $154 per primary student or $256 per secondary student, credited to the fee account. Apply through the office by Friday 26 June 2026.
• Fee concession: Health Care Card holders may apply for the MACS/Diocesan fee concession, which substantially reduces tuition. Complete the Fee Concession Application available from the Business Office; it is reviewed annually.
• Hardship: any family whose circumstances change (job loss, illness, separation) should contact the Business Manager, Mrs Annette Kowalski, as early as possible. Meetings are confidential and arrangements are documented in writing. No student is ever excluded from camps, sport or classroom activities because of an outstanding account.

Overdue accounts

1. 14 days after the due date: a reminder statement is sent via the Portal and email.
2. 30 days: the Business Office phones the family to check whether help is needed and to agree a payment plan.
3. If no contact is made or an agreed plan is not kept, a meeting with the Business Manager is requested. Only after these steps, and where no hardship has been disclosed, may the College refer an account for recovery.

Withdrawal

One full term's written notice to the Registrar is required when withdrawing a student; otherwise one term's fees are payable in lieu of notice.

Responsibilities

Parents and carers

• Choose a payment option by Friday 13 February 2026, pay by the due dates and tell the Business Office promptly if circumstances change.

Students

• Students are not involved in fee matters and staff will never discuss accounts with them.

Staff

• Business Office staff issue accurate statements, apply discounts and concessions correctly, and handle every conversation confidentially.

Related documents

• Fees and Payments
• Scholarships and Bursaries
• Parent Portal Guide
• Enrolment Policy
• Privacy Policy
• School Buses and Transport

Review

Policy owner: Business Manager. Approved by the College Leadership Team November 2025 (fee schedule reviewed annually); ratified by the College Advisory Council; next review November 2027.

Frequently asked questions

Are camps included in the fees?

Yes. The camp and excursion levy is built into tuition fees, so the Year 4 Sunnystones, Year 5 Phillip Island and Year 6 Canberra camps, and day excursions, do not attract extra charges. Optional tours are the exception.

How does the family discount work with children in both Junior and Senior School?

Full fee for the eldest child, 10% off the second child's tuition, 25% off the third, and no tuition for the fourth and any further children. The $650 capital levy is charged once per family.

What if I miss an instalment date?

You will receive a reminder after 14 days and a friendly phone call after 30 days. If you know in advance that a payment will be late, contact accounts@stmaryswc.vic.edu.au and we will adjust the plan.

I have a Health Care Card. What am I entitled to?

You can apply for CSEF ($154 primary / $256 secondary per child, by Friday 26 June 2026) and for the MACS/Diocesan fee concession, which significantly reduces tuition. Both applications go through the office and are confidential.

Will my child miss out on anything if we fall behind?

No. Students are never excluded from camps, sport or classroom programs because of a fee account, and staff outside the Business Office are not told which families are behind.