What is the process for requesting a fee change or removal from my account?

If a parent requests to change or remove a fee from their account, the following steps should be followed systematically:

---

Steps for Parents

1. Contact the School Admin:
   • The parent must formally contact the school admin or respective staff (e.g., principal) to request fee changes or removal.
   • The request must include details such as the reason for the change, the fee type, and the amount.
2. Approval by the School:
   • Once the request is reviewed, the school administration will decide whether the fee can be changed or removed.

---

Rules Before Making Adjustments

1. Fee Already Collected:
   • If the fee has already been collected (partially or fully), the school must first cancel the receipt before making any changes.
   • If the receipt cannot be canceled, fee concessions or write-offs must be applied instead of directly removing the fee.
2. Fee Not Yet Collected:
   • If the fee is not yet collected, it can be removed or adjusted directly through the system.

---

Methods to Change or Remove Fees

1. Direct Write-Off of Fees

• Navigate to Settings → Finance → Fee → Student Fee Due.
• Select the specific fee for the student.
• Use the Write-Off option to:
  • Remove the full fee amount if applicable.
  • Remove a portion of the fee for partial adjustments.

2. Using Fee Concessions

• If the fee cannot be removed directly or the balance needs to be reduced, concessions can be used.

Steps for Applying Fee Concessions:

1. Navigate to Settings → Finance → Fee → Fee Concession.
2. Create a Concession:
   • Click the Add Button to create a new concession.
   • Fill in the following details:
     • Concession Name: E.g., “Library Fee Adjustment”.
     • Concession Type: Specify if it applies to a Fee Type or Installment.
     • Logic: Enter the concession amount or percentage reduction.
     • Class and Fee Mapping: Link the concession to the applicable fee and class.
   • Save the concession.
3. Assign the Concession to the Student:
   • Go to the Assign Concession section.
   • Select the specific student and map the concession to their account.
4. Review and Apply Adjustments:
   • The overdue fees will now reflect the concession, reducing or waiving the amount.

3. Editing Existing Concessions

• If adjustments need to be made to an already created concession:
  • Edit the concession in the Fee Concession settings.
  • Reassign it to the student if necessary.

---

Real-Time Example

Scenario

• Student: Jane Doe
• Grade: Grade 7
• Fee Type: Sports Fee (Installment 3).
• Overdue Amount: $150.
• Parent Request: Remove $50 from the overdue amount.

---

Admin Actions

1. Write-Off Option:
   • Go to Student Fee Due settings.
   • Write off $50 from the Sports Fee balance for Jane Doe.
2. Fee Concession Option (if a write-off is not allowed):
   • Create a concession called “Sports Fee Reduction – Jane Doe”.
   • Define a $50 concession.
   • Map it to the Sports Fee (Installment 3) for Grade 7.
   • Assign it to Jane Doe.

Result

• Jane’s overdue fee is now reduced by $50, and the adjusted amount is $100.