Fee Payment Policy

Our requirements for tuition fees, payment arrangements, instalments, arrears, withdrawals, refunds and other financial obligations relating to enrolment at Spark Virtual Academy.

Effective date: 14 January 2025•Review: At least annually

1. Purpose

This policy sets out the payment terms and financial requirements applicable to learners enrolled at Spark Virtual Academy.
The policy provides parents and guardians with clear information regarding tuition fees, payment arrangements, instalments, payment deadlines, arrears and the financial consequences of non-payment.
Parents and guardians are responsible for understanding and complying with the applicable fee requirements before confirming and continuing a learner's enrolment.

2. Tuition Fees and Charges

Tuition fees are determined according to the learner's programme, year level, subjects, learning arrangement and applicable fee schedule.
The applicable tuition fees will be communicated to the parent or guardian before enrolment or renewal of enrolment.
Unless otherwise stated, tuition fees are charged on a semester basis.
Additional charges may apply for services or activities that are not included in the standard tuition fee, including assessment, examination, additional lessons, special learning arrangements, learning resources or other services communicated by the School.
Examination registration and examination centre fees, where applicable, may be payable separately and are not included in tuition fees unless expressly stated otherwise.
The School reserves the right to review its fee structure and charges from time to time. Any applicable changes will be communicated to parents or guardians before they take effect.

3. Payment and Instalment Arrangements

Applicable tuition fees must be paid before the commencement of the relevant semester unless the School has approved an alternative arrangement.
Where an instalment arrangement has been agreed, the parent or guardian must pay each instalment by the agreed due date.
An instalment arrangement is valid only where it has been expressly agreed or approved by the School through an official communication channel.
A parent or guardian may not unilaterally alter, postpone or reduce an agreed payment without prior approval from the School.
Payment of an instalment does not automatically constitute payment of the full semester tuition unless the amount paid satisfies the applicable fee obligation.
The School may require a learner's fees to be settled in full before confirming a subsequent semester or renewing enrolment.

4. Payment Methods and Proof of Payment

Payments must be made using the payment methods officially designated by the School.
Parents or guardians should ensure that payments are made using the correct payment details provided by the School.
A parent or guardian may be required to provide a payment confirmation or transaction reference where necessary to facilitate reconciliation of the payment.
The School will recognise a payment once it has been successfully received and can reasonably be verified or reconciled against the learner's account.
Parents and guardians should retain payment confirmations and other relevant financial records for their own reference.

5. Payment Deadlines and Arrears

Parents and guardians are responsible for ensuring that all fees are paid by the applicable due dates.
Where fees remain unpaid after the applicable due date, the outstanding amount will be treated as an arrear on the learner's account.
The School may contact the parent or guardian regarding outstanding fees and may consider a payment plan or other arrangement where appropriate.
An agreed payment plan does not waive the underlying fee obligation unless the School expressly confirms otherwise in writing.
Repeated or prolonged failure to settle fees may result in restrictions on continued lessons, access to certain School services or renewal of enrolment, subject to the applicable enrolment terms and law.
The School reserves the right to suspend or terminate enrolment where fees remain unpaid despite reasonable notice or where an agreed payment arrangement is breached.

6. Non-Attendance and Missed Lessons

Tuition fees are payable for the enrolled programme and are not calculated solely on the basis of individual lessons attended.
A learner's absence from a scheduled lesson does not automatically entitle the parent or guardian to a reduction, refund or credit of tuition fees.
Where a learner is unable to attend a scheduled lesson, the parent or guardian should notify the School in accordance with the applicable attendance procedures.
Where a lesson is cancelled by the School, the School may reschedule the lesson or provide another appropriate arrangement in accordance with its academic and operational procedures.
Additional lessons requested by a parent or guardian outside the learner's agreed programme may attract separate charges.

7. Withdrawal and Refunds

Parents or guardians wishing to withdraw a learner must comply with the School's applicable withdrawal and notice requirements.
A parent or guardian who wishes to withdraw their child from the School must provide at least one term's notice or, in lieu of such notice, pay the tuition fees applicable for that semester.
Withdrawal does not automatically cancel tuition fees or other financial obligations that have already become due.
Fees paid to the School are generally non-refundable once the applicable programme or semester has commenced, except where a refund is required by applicable law or expressly approved by the School.
Any approved refund will be processed in accordance with the School's applicable procedures and may be subject to deductions for services already provided or amounts lawfully due.
Where a learner withdraws before the commencement of a programme or semester, any refund or credit will be considered in accordance with the applicable enrolment terms.

8. Fee Disputes and Account Queries

Parents or guardians who believe that a payment has not been correctly reflected on the learner's account should notify the School promptly and provide the relevant payment reference or supporting documentation.
Any disagreement regarding fees should be raised through the School's designated official communication channel.
Raising a fee query does not automatically suspend the payment obligation for amounts that are not disputed.
The School will review reported payment discrepancies and make reasonable corrections where an error is established.

9. Financial Responsibility

The parent, guardian or other person who accepts financial responsibility for the learner is responsible for ensuring that all applicable fees are paid when due.
Financial responsibility remains with the person who entered into the applicable enrolment or fee agreement unless the School formally agrees otherwise.
Where a learner's fees are paid by a third party, sponsorship arrangement or organisation, the parent or guardian remains responsible for ensuring that the School receives payment as agreed unless the School has expressly accepted a different arrangement.
Failure by a third party to make an expected payment does not automatically release the parent or guardian from an outstanding fee obligation.

10. Review of the Policy

The School may review and update this policy from time to time to reflect changes in its programmes, fee structure, operational requirements or applicable law.
Parents and guardians will be notified of material changes that affect their financial obligations.
The fee requirements applicable to a learner will be those communicated and agreed for the relevant programme and enrolment period, subject to any subsequently agreed changes.

Policy Authority and Interpretation

This policy forms part of Spark Virtual Academy's school governance framework.
It should be read together with the Academy's enrolment terms, school rules and other applicable policies.
Where this policy conflicts with a mandatory requirement of applicable Kenyan law, the legal requirement takes precedence.
Spark Virtual Academy may review and update this policy whenever necessary to strengthen the safeguarding of its learners, resources, technology and staff, maintain academic standards, improve administrative processes, or ensure compliance with applicable legal and regulatory requirements.