Background 

The School Act establishes that educational programs required for students to meet curriculum outcomes in British Columbia public schools are to be provided free of charge.

The Board of Education of School District No. 45 (West Vancouver) recognizes that schools and the district may offer optional activities, programs, materials, and enhancements that extend or enrich the student experience. Fees may be charged for such optional offerings where permitted by legislation, provided that they do not create barriers to participation or access to instructional programs.

1. General Principles

1.1 Schools must not charge fees for educational programs, instructional time, materials, or activities required to meet curriculum learning outcomes as prescribed by the School Act.

1.2 Fees must not be charged in a manner that restricts access to instruction, assessment, evaluation, supervision, or educational opportunities.

1.3 No student will be excluded, identified, stigmatized, or disadvantaged due to an inability to pay school fees.

1.4 Schools are responsible for ensuring that all fees charged are consistent with this administrative procedure and are applied equitably and transparently.

1.5 Fees may only be charged for optional activities, programs, enhancements, materials retained by students, refundable deposits, or voluntary contributions, as set out in this procedure.

2. Fees

2.1 Optional Activities and Student Enhancements

Schools may charge fees for optional school or student activities that enhance the student experience and are not required for instructional programs, including but not limited to:

• extracurricular activities

• athletics and clubs

• student activity programs; and

• ceremonial or celebratory events (e.g., commencement ceremonies)

Participation in such activities must be voluntary. Non-payment of a fee must not limit a student’s access to required educational programs.

2.2 Optional School Based or District Programs and Specialized Academies

Schools and the district may charge fees for optional school-based district programs and specialized academies that provide enrichment opportunities that extend beyond the learning outcomes of a standard educational program including specialized, enrichment, or alternative programs (e.g., International Baccalaureate programs, Academies, Montessori programs, etc.), provided that:

• participation in the program is voluntary; and

• students have access to an alternative educational program without charge

Fees charged must relate to enhanced resources, materials and specialized equipment, coaches, instructors, external contractors, competition entry fees, travel and transportation and other costs associated with the optional program.

2.3 Course and Program Enhancement

Fees may be charged for optional enhancements associated with courses or programs (e.g., Visual and Performing Arts, Physical Education, Applied Skills), where the fees cover:

• consumable materials

• special resources; or

• enhanced experiences not required to meet curriculum learning outcomes

Core instructional materials and access to instruction must be provided without charge.

2.4 Materials Retained by Students

Fees may be charged for materials or items retained by students for personal use, including but not limited to:

• workbooks

• school planners

• yearbooks

• personal equipment; or

• similar student-owned resources

provided such materials are not required for access to instruction.

2.5 Refundable Deposits

Schools may collect refundable deposits for materials or resources, provided that:

• the conditions of the deposit are clearly communicated in advance; and
• refund expectations are transparent and applied consistently

3. Financial Hardship

3.1 Schools must ensure that confidential hardship options are available for families who experience difficulty paying school fees.

3.2 Hardship requests must be handled discreetly and respectfully. Families are not required to provide information beyond what is reasonably necessary.

3.3 Schools must ensure that students are able to participate meaningfully in required educational programs and school activities regardless of financial circumstances.

3.4 While recognizing the value of equity and access, optional courses and programs that are not required for graduation, including specialty academies and district programs, are not eligible for additional hardship funding under this policy.

4. Communication of Fees

4.1 Schools must communicate all fees clearly and in advance of collection.

4.2 Communication regarding fees must:

• clearly identify whether a fee is optional

• describe what the fee covers

• explain available alternatives or hardship supports; and

• avoid bundling optional fees with required instructional materials

4.3 Schools must not imply that payment is required where participation or materials are optional.

5. Collection of Fees and Refunds

5.1 Schools will use district-approved payment systems

5.2 Fees collected for activities that are cancelled must be refunded in a timely manner unless otherwise communicated in advance.

5.3 Refund practices must be clearly communicated and applied consistently.

6. Administration and Annual Review

6.1 School-based fee practices must align with this administrative procedure and applicable district direction.

6.2 All school and district fees will be reviewed annually prior to the end of May to ensure continued alignment with legislation, Ministry guidance, and district expectations.

September 2026