School Fee Policy

Prepared by the Office of the Director of Operations. Effective date: October 2026. Approved by the School Board, August 2025.

Section 1: Enrolments

1.1 New Enrolments

All students who are enrolling at Goroka Grammar School for the first time must submit a complete enrolment application pack. This includes:

• Completed and signed Enrolment Form
• Copies of the most recent academic/behavioral reports
• Transfer documents from previous school (if applicable)
• Certified copy of the student’s birth certificate, passport, national ID or other ID
• Certified copy of parent/guardian ID
• Copy of National Exam Certificate (if applicable)
• Entrance test results (required for Grades 1–12)
• Attendance at a formal enrolment interview with Deputy Principal, Principal or Directors

1.2 Enrolment Fee

A K500 non-refundable enrolment fee is payable upon submission of the enrolment form.

1.3 Re-enrolment for Continuing Students

K100 non-refundable re-enrolment fee, deductible from Term 1 tuition, is required by Week 9, Term 4.

1.4 Transferability

If a newly enrolled student withdraws before school starts, the enrolment fee may be transferred once to a sibling.

1.5 Fee Exemptions for Staff

Children of full-time, permanent staff members are exempt from enrolment and re-enrolment fees.

1.6 Withdrawal of Enrolment

Withdrawals require 2 weeks’ written notice. Refund eligibility per Section 4.

1.7 Confirmation of Place

Enrolment or re-enrolment is only confirmed once:

• All relevant documentation has been submitted,
• All fees (enrolment, re-enrolment, holding) have been paid, and
• Any outstanding balances from previous years have been settled.

1.8 Withdrawal of Offer

The school reserves the right to withdraw an offer of enrolment if:

• Fees are not paid by the stipulated deadlines,
• Required documentation is incomplete, or
• The parent/guardian has provided false or misleading information.

Section 2: Fees

2.1 Tuition Fees

Tuition fees are structured by grade level and are billed on an annual, termly, or a monthly basis. Annual fees reflect the total cost for the 2026 academic year if paid prior to January 31st 2026.

2.2 Boarding Fees

Boarding fees are the same for all boarding students in Grades 3–12. This includes:

• Accommodation in school boarding houses
• Three meals per day
• Laundry services
• 24/7 supervision and pastoral care
• Weekend and evening programs

Note: Boarding fees are invoiced separately from tuition and are not refundable once a term has commenced.

2.3 Additional Annual Levies and Fees

These are compulsory for certain grades or optional by program:

• A flat Graduation Levy of K300 shall apply to Grade 12 students to cover the costs of graduation gowns, certificates, photographs, and events. This levy is billed in Term 1 and is compulsory for all final-year students.

2.4 Lunch and After-School Program Fees (Day Students Only)

• Lunch Program: K700/term (Daycare–Grade 12) – covers daily hot lunch with a drink
• After-School Program: K600/term (Grades 1–6) – supervised study and activities from 2:00pm–5:00pm, Mon–Thu

2.5 Payment Options and Deadlines

• Annual Payment: Due 31 January 2026
• Term Payment: Due first day of each term by 4pm
• Monthly Payment Plan: Available to approved families; K150 admin fee/month
• Late Payment Penalty: K100/week applied after due date
• Non-Payment: May result in exclusion from classes or boarding after 2 weeks overdue

2.6 General Conditions

• No tuition reductions for late arrivals, absences, holidays, or suspensions.
• Invoices issued in Week 9 of the preceding term to allow time for payment arrangements.
• All payments must follow the approved methods outlined in Section 5: Payments.

Section 3: Discounts

3.1 Early Bird Discount

• A 10% tuition discount is available for families who pay the full annual tuition by 1 January 2026.
• For families paying termly, the 10% discount will only apply to Term 1 tuition.
• The discount does not apply to: Boarding fees, Levies, Bus fares, Lunch or After-School Program fees.
• Payment must be received and receipted by 4:00pm on 1 January 2026 to qualify.

3.2 Sibling Discount

Families with more than one child enrolled at GGS in 2026 are eligible for a sibling discount.

Eligibility conditions:

• Applies to biological, adopted, or legally dependent siblings.
• Families must provide official documentation to verify the relationship: Birth certificates, Adoption orders, Court-issued guardianship papers.
• All siblings must be enrolled in the same academic year.
• Sibling discounts apply to tuition only and are reviewed annually.

3.3 Maximum Discount Cap

The total discount applied to any one student cannot exceed 15% of tuition in any given year.

3.4 Discount Stacking

• Only one type of discount may be applied per student.
• Families who qualify for multiple discounts must choose the single highest-value discount.
• Discounts cannot be combined to exceed the 15% cap.

3.5 Other Discount Categories

Other discount categories may be approved upon formal application:

• Staff Children: 25%–100% (Full-time, permanent staff; verified annually)
• Academic Scholarship: 10%–100% (Based on national exam results or internal academic performance)
• Financial Hardship Relief: Up to 25% (Requires documented proof; case-by-case basis)

3.6 Academic Scholarship Process (Grades 8–12)

Academic scholarships are awarded to students who demonstrate exceptional academic achievement and, in some cases, financial need.

Application process:

1. Complete the Scholarship Application Form (Annex A).
2. Submit by Week 3 of Term 1 with:
   • Recent national exam certificates (Grade 8, 10, or 12 where applicable)
   • Previous year’s school report (minimum GPA 3.5, average of 80% or straight A grades)
   • Letter of recommendation from a teacher or principal
   • Student-written personal statement (minimum 200 words)
3. Shortlisted applicants may be required to attend an interview.

Conditions:

• Scholarships apply to tuition only.
• Awards are valid for 1 academic year and subject to termly review of academic performance and conduct.
• Failure to maintain required standards may result in the scholarship being reduced or withdrawn.

3.7 Discount Forfeiture

Discounts will be automatically forfeited if:

• Payment is not made by the due date.
• The student withdraws during the term.
• Required documentation is not submitted by the deadline.
• The student is suspended or expelled.

3.8 Hardship Assistance

Families facing genuine financial hardship may apply for temporary fee assistance. Applications must be supported by documented evidence (redundancy letters, court orders, medical reports).

• Approved assistance may take the form of temporary discounts, extended payment terms, or bursary support.
• Families receiving hardship assistance must sign a repayment plan agreement with the bursary office.

Section 4: Refunds

Goroka Grammar School maintains a clear refund policy to ensure fairness and transparency for all families. Refunds are only provided under specific conditions and timeframes outlined below, and apply strictly to tuition and boarding fees. Levies, bus fares, uniforms, and other ancillary charges are non-refundable.

4.1 General Refund Principles

School fees are non-transferable between students and are payable in full for the enrolled period, regardless of whether the student attends all classes. Refunds apply only to tuition fees. Levies, enrolment/re-enrolment fees, capital development levies, bus fares, boarding deposits, graduation levies, uniforms, ICT/resource levies, and other ancillary charges are strictly non-refundable.

4.2 Withdrawal Before and After Term Commencement

• Withdrawal before term commences: 75% of tuition fees will be refunded if notice is received in writing at least two weeks before the first day of classes.
• Withdrawal after classes begin: Refunds will only be considered if the withdrawal occurs before the end of Week 3. In such cases, 50% of tuition fees will be refunded.

4.3 Medical Leave Exception

Pro-rata tuition refunds may be considered for students who withdraw due to long-term medical incapacity (minimum of 6 weeks). Requests must be supported by a certified medical report from a registered practitioner. Boarding fees may be refunded on a pro-rata basis if a medical withdrawal is approved.

4.4 National Examination Students

Students in Grades 10 and 12 who finish early due to national examinations are not eligible for pro-rata refunds.

4.5 Suspension, Expulsion, or Absence

No refunds or credits will be provided where a student is absent due to:

• Suspension or expulsion for disciplinary reasons
• Family holidays or travel during term
• Short-term illness (less than 6 weeks)
• Voluntary absence from classes or boarding

4.6 Processing Time

Approved refunds will be processed within 4–6 weeks from the date of approval by the School Director. Refunds will only be made to the parent/guardian who paid the original fees via the same method (bank transfer).

4.7 Refund Eligibility

1. Refunds apply only to tuition and boarding fees.
2. Refund requests must be made in writing to the School Administration Office.
3. All supporting documentation must be attached to the refund application.

4.8 Refund Timeline and Conditions

Week count begins from the first official school day of the term.

Refunds are calculated only for the current billing cycle; no retrospective claims will be considered.

4.9 Processing Period and Fee

1. All approved refunds will be processed within four (4) weeks of submission.
2. A non-refundable processing fee of K300 per student will be deducted from any approved refund.

4.10 Adjustments for Annual Prepayment

1. For families who have paid the full year in advance, refunds will be recalculated at the term rate, not on a pro-rata basis.
2. Any Early Bird Discount previously applied will be reversed before refund calculation.

4.11 Non-Refundable Situations

No refunds will be granted in the following cases:

1. Withdrawal due to disciplinary expulsion or suspension
2. Short-term absences for illness, holidays, or personal reasons
3. Voluntary withdrawal without prior notice
4. Where the student has accessed services during the billing period/term.

4.12 Medical Leave Exception

In the case of long-term illness or injury preventing attendance for the remainder of a term, a partial refund may be considered.

• Applications must include a valid medical certificate from a licensed practitioner.
• Approval is at the discretion of the Director of Operations.

4.13 Refund Payment & Recipient

1. Refunds will only be paid to the original payer.
2. Refunds will be made via the same payment method used for the original transaction.
3. Third-party transfers will only be considered with written authorization from the original payer.

Section 5: Payments

Goroka Grammar School requires all payments to be made using secure, approved channels to ensure accurate tracking and accountability. The payment system is designed to be transparent, protect both the school and families, and maintain clear records for auditing purposes.

5.1 Approved Payment Methods

All school fees and related charges (tuition, boarding, levies, bus fares, uniforms, lunch, and after-school programs) must be paid by direct bank deposit or electronic transfer into the school’s official bank accounts.

Accepted methods:

• Direct deposit at the bank branch
• Mobile banking transfer (BSP)
• Online banking transfer

Not accepted:

• Cash payments
• EFTPOS transactions
• Personal or company cheques
• Money transfer services (e.g., Western Union, MoneyGram, PayPal)

5.2 Payment Reference Format

All deposits or transfers must include a clear payment reference to ensure funds are applied to the correct account.

Required format: [SURNAME]-[FEE TYPE]-[TERM]

Example: KARAU-TUITION-T1 or TOLI-BOARDING-T2

5.3 Proof of Payment

Families are required to send proof of payment immediately after making a deposit or transfer.

Accepted proof:

• Scanned deposit slip
• Mobile banking screenshot

Send it to the Bursar: bursar@gorokagrammarschool.org.

Note: only send proof of payment to this address; other emails and messages will not be responded to.

Payments will not be officially receipted until proof is received.

5.4 Payment Deadlines

5.5 Monthly Payment Plan

A monthly payment option is available to approved families under the following conditions:

• Admin Fee: K150/month
• Deposit: A minimum deposit of 20% or the termly fees must be paid prior to the commencement of a payment plan.
• Payment Date: 1st of each month.
• Eligibility: Must apply and be approved by the Director of Operations.
• Agreement: Family must sign the Payment Plan Agreement Form (Annex B)
• Penalty: K100/week late fee for overdue instalments.
• Consequence: Two or more missed payments will result in withdrawal from the plan and immediate payment of the outstanding balance. Alternatively, the outstanding balance and a reactivation fee of K200 can be paid to re-instate the payment plan.

5.6 Late Payment Penalties

• K100 per week added to the outstanding balance after the due date
• Continued non-payment beyond 2 weeks may result in:
  • Suspension from classes
  • Boarding withdrawal
  • Withholding of reports, transcripts, and examination entry

5.7 Holding Deposit

A 10% Term 1 deposit is required for:

• All new enrolments (within 14 days of acceptance)
• All continuing students (by Week 9, Term 4 of 2025)

Conditions:

• Deducted from Term 1 fees
• Non-refundable unless withdrawal is due to medical reasons or confirmed relocation. Proof must be provided.

Section 6: Bus Fares & Transport

Goroka Grammar School provides a school-operated bus service to ensure safe and reliable transport for students. The service is regulated by zones, fares, and conditions to maintain fairness, punctuality, and safety.

6.1 Bus Fare Zones & Rates

6.2 Additional Pass Options

• 10-Use Ticket: K300–K600 depending on zone (valid within the same term)
• Casual Daily Pass: K40–K60 depending on zone (one-way or return on a specific day)
• Emergency One-Way Pass: K20–K30 depending on zone

Pass prices vary by zone. See the Transport Office for current rates for specific areas.

6.3 Bus Zone Descriptions

• Zone A: TBA
• Zone B: TBA
• Zone C: TBA
• Zone C+: TBA

6.4 Bus Assignment & Routes

6.5 Bus Pass Rules

• Physical bus cards are mandatory for all passengers.
• No card = No boarding – no exceptions.
• Bus cards must be shown to the driver or monitor before boarding.
• Replacement cards cost K20 and can be purchased from the Admin Office.
• Students must remain seated, behave respectfully, and follow safety instructions during the trip.
• Continuous misbehaviour may result in suspension or cancellation of bus privileges.

6.6 Refund Policy for Transport

• Weekly passes are non-refundable and valid only for the week purchased.
• Termly passes are non-refundable once the bus service has been used in that term.
• From Monday, Week 3 of any term, termly passes will no longer be available for purchase.
• Refunds for yearly bus passes will be calculated on a termly basis, less a K50 administration fee.

Section 7: Uniforms

Goroka Grammar School enforces a strict uniform policy to promote unity, discipline, and a sense of pride among students. All students must comply with the school’s official uniform requirements during school hours, official excursions, and designated school events.

7.1 General Uniform Expectations

• Uniforms must be clean, well-fitted, and in good repair at all times.
• All visible garments must have the official GGS logo and comply with approved tailoring.
• Students may wear additional garments for warmth under the uniform if they are not visible.
• Only school-issued sweaters and blazers are permitted for warmth.
• Hair must be neat, tidy, and of a natural colour; extreme styles are not permitted.
• No make-up, nail polish, false nails, or jewelry except for a watch (non-digital) and small stud earrings for girls.
• Sports shoes must be worn only with the sports uniform; black leather shoes are compulsory with the formal uniform.

7.2 Required Uniform Items by Grade Level

7.3 Uniform Days

7.4 Uniform Availability & Ordering

Uniforms are available for purchase at the Admin Office, Primary Campus:

• Tuesdays & Thursdays: 2:00pm–4:00pm
• School Holidays: Monday–Friday, 10:00am–2:00pm

Pre-orders can be made via email to uniforms@gorokagrammarschool.com. Payments must follow the approved methods in Section 5 – Payments.

7.5 2026 Uniform Price List

7.6 House Uniforms

7.7 Second-Hand Uniform Exchange

• Operates once per term at the Admin Office.
• Families can donate clean, gently used uniforms.
• Available at discounted prices to families in need.
• Subject to size availability and condition.

Section 8: FAQs

This section answers common questions from parents and guardians regarding school fees, payments, uniforms, bus services, enrolment, and related matters. For more detail on each topic, please refer to the relevant section in the full policy.

8.1 Fees & Payments

Can I pay half of the tuition at the start of term and the other half mid-term?

No. All fees must be paid in full by the due date for the billing cycle (annual, termly, or monthly), unless you are on an approved monthly payment plan (Section 5.5).

What happens if I miss a payment on my monthly plan?

A K100/week late penalty applies, and after 2 weeks your child’s participation in classes or boarding may be suspended until the account is settled.

Are there discounts available for fees?

Yes – Early Bird, Sibling, Staff, Academic Scholarship, and Financial Hardship discounts are available under certain conditions (see Section 3).

Do discounts apply to boarding or levies?

No – discounts apply to tuition fees only.

8.2 Refunds

If my child leaves mid-term, can I get a refund?

Only if written notice is provided before Week 3 of the term. After Week 3, the full term’s fees apply (see Section 4).

Are levies, lunch, bus fares, or uniforms refundable?

No – these are non-refundable once purchased or issued.

What if my child is suspended?

No refunds are provided for suspensions.

8.3 Bus Services

Is transport included in tuition?

No – bus fares are separate (see Section 6).

What happens if my child forgets their bus card?

They will not be allowed to board. Replacement cards cost K20.

Can I change my child’s bus route mid-year?

Yes, but only with a written request to the Transport Office, subject to availability.

8.4 Uniforms

Can students wear jackets or sweaters from home?

No – only official school sweaters or blazers are allowed.

What if my child outgrows their uniform mid-year?

You may purchase a replacement from the uniform shop or access the Second-Hand Uniform Exchange.

Are there religious or cultural exemptions to uniform rules?

Not currently. Requests must go through the formal Uniform Exemption Form process (see Uniform Policy).

8.5 Enrolment & Academic Year

If my child enrolls in Week 8, do I still pay the full term?

No – enrolments from Week 7 onward are charged half the term’s tuition.

For Grade 10 and 12 students, do I pay for all 4 terms?

Yes.

8.6 Lunch & After-School Program

Is lunch included in tuition?

No – it is a separate program for Daycare–Grade 6 students.

Can I enroll my child in the after-school program mid-term?

Yes – but fees are not prorated, and the full term’s fee must be paid.

Section 9: Boarding

9.1 Boarding Fee Structure

9.2 Security Deposit

All boarding students must pay a refundable Security Deposit of K1,000 upon admission. This deposit covers damages to property, loss of items, or unpaid balances. Refunds are only made at the end of a student’s boarding tenure if no outstanding charges remain.

9.3 Occasional Boarding Fee

Day students may apply for short-term or weekend boarding, subject to space availability. A daily boarding fee of K250 will apply, covering meals, accommodation, and supervision.

9.4 Boarding Inclusions

The boarding fee covers the following:

• Meals: Three balanced meals per day plus afternoon tea.
• Accommodation: Shared dormitory rooms with supervised staff.
• Laundry: Weekly laundry service provided by the school.
• Pastoral Care: Dorm staff supervision, roll calls, mentoring, and counselling support.
• Academic Prep: Evening and weekend study sessions with teacher supervision.
• Weekend Program: Supervised recreation, cultural, and faith-based activities.

9.5 Boarding Expectations

Boarding students are expected to follow the Boarding House Rules and the school’s behaviour Management Policy. Any serious breach of rules may result in suspension or withdrawal of boarding privileges without refund. Students must remain in boarding during the term except for authorized leave, in line with the boarding leave policy.

9.6 Medical Care

Basic medical support is provided on campus, including access to the school nurse. Serious cases will be referred to Goroka Base Hospital. Parents are responsible for external medical costs. All students must have an updated medical clearance to study and provide details of allergies, medications, and emergency contacts.

Section 10: Parent Declaration & Agreement

This declaration is to be signed by the parent(s) or guardian(s) of each enrolled student to confirm that they have read, understood, and agreed to the terms outlined in the Goroka Grammar School 2026 School Fee Policy.

10.1 Purpose

The Parent Declaration & Agreement is a formal acknowledgment that:

• The parent/guardian is aware of all fees, payment terms, deadlines, discounts, and refund policies.
• The parent/guardian understands their responsibility to ensure all payments are made on time.
• The parent/guardian commits to supporting the school’s policies on uniforms, attendance, conduct, and participation.

10.2 Terms of Agreement

By signing this agreement, I/we:

1. Confirm that I/we have read and understood the Goroka Grammar School 2026 School Fee Policy in its entirety.
2. Agree to abide by:
   • The fee structure and payment schedules (Sections 2 & 5).
   • The discount eligibility and conditions (Section 3).
   • The refund rules and deadlines (Section 4).
   • The bus service rules and fares (Section 6).
   • The uniform standards (Section 7).
3. Acknowledge that:
   • Discounts are forfeited if payment is not made by the due date.
   • Refunds are conditional on the timing and reason for withdrawal.
   • Late payments will incur penalties as outlined in Section 5.
   • Non-payment may result in suspension from classes or boarding.
4. Commit to:
   • Providing prompt written notice of any change in contact details.
   • Communicating proactively with the Administration Office in case of difficulty meeting payment deadlines.
   • Ensuring my/our child complies with all school rules and policies.

10.3 What the Declaration Asks For

• Students covered under this agreement: name and Grade (2026) for up to six students
• Parent/guardian details: full name, relationship to student(s), contact number(s), email address and postal address
• Signatures: up to two parent/guardian signatures, each dated, signed “in acknowledgment of my/our understanding and agreement”

Annex A: Scholarship Application Form

The 2026 Scholarship Application Form asks for:

• Section 1 – Student information: full name, date of birth, grade applying for (2026), current school (if not GGS), and the year the student has been a GGS student since
• Section 2 – Parent/guardian information: name, relationship, contact number, email and address
• Section 3 – Scholarship type: Academic Merit, Financial Hardship, or Both
• Section 4 – Required attachments:
  • For an Academic Scholarship: recent report card, national exam certificate (if applicable), recommendation letter, and student statement (200+ words)
  • For Financial Hardship: income evidence (payslip, letter), parent explanation letter, and community reference (optional)
• Section 5 – Declaration: that the information provided is true and correct, with the parent/guardian’s signature and date

Submit to admin@gorokagrammarschool.com or at the Office. Deadline: Week 3, Term 1.

Annex B: Payment Plan Agreement Form

The 2026 Monthly Payment Plan Agreement asks for:

• Section A – Parent details: name, contact number, email, and relationship to student
• Section B – Student details: name, Grade (2026), and campus (Primary, Secondary or Boarding)
• Section C – Payment plan details: plan type (Tuition Only, Tuition + Boarding, or All Fees), total payable (K), monthly amount (K), and first payment due date. Admin fee: K150/month.
• Section D – Bank details: BSP 1013732589 and Kina Bank 11270022. Reference: [SURNAME-PLAN-MONTH]
• Section E – Agreement: monthly payments due by 1st of each month; admin fee applies; K100/week late fee; 2 defaults = plan revoked. Signed and dated.
• Office use: approved by, payment schedule code, system entry and confirmation

Annex C: Bus Agreement Form

The 2026 Student Bus Agreement asks for:

• Section A – Student details: name, Grade (2026), parent name, and contact number
• Section B – Transport info: pickup address, drop-off address (if different), zone (A, B, C or C+), and preferred route
• Section C – Agreement: bus card required daily; no card = no entry; respectful behaviour required; misconduct = suspension of service; passes are non-refundable
• Section D – Signatures: parent signature and date
• Office use: assigned bus number, route, monitor, term (T1, T2, T3 or Year), and approval by Transport

Use Online forms for enrolment, fee assistance, monthly payment plans and transport requests. Confirm the relevant terms online. The annex descriptions above record the 2026 source requirements.