Resource Information & Templates For Establishing a Fee Assistance Policy
Introduction
The Oakville Sports Council in conjunction with the Town of Oakville ’s Recreation and Culture Department has prepared a fee assistance information sheet for sports groups. This is not a policy but rather a resource to assist sports groups in developing a fee assistance policy as many groups are faced with providing fee assistance but do not have any formal policy or procedures in place. Also included are samples of an application form and a ‘general information and guidelines’ document for applicants that would explain the organization’s policy and procedure for applying for fee assistance.
Developing a Fee Assistance Policy
It is important for organizations to establish a policy that includes the parameters for which the financial assistance will apply. This ensures all applicants receive equal and fair consideration. Equally important is the understanding that discussing financial assistance is often uncomfortable for both parties, the participant and the organization’s personnel. The information provided by the participant is extremely confidential and therefore, an organization must understand the highly confidential nature of the application and supporting documents, if required, and ensure a participant’s file is retained in a safe and secure location.
Items that should be considered for inclusion in a Fee Assistance policy:
Participant Eligibility
Residency (e.g. Oakville only or any resident
Age (e.g. youth, adults, all, establish age range if necessary)
Number of participants (e.g. will there be a maximum within a family?)
Program Qualifications
Recreational, Developmental/Instructional Clinics or Competitive programs
Registration fees
Equipment expenses
Travel expenses
Number of programs within a season
Fee Assistance Parameters
Basis for which fee assistance will be considered (e.g. gross family income, submission of supporting documents to verify gross family income, size of household
Fee assistance discount (e.g. min/max percentage or dollar amount, sliding scale, set rate/percentage, family discounts)
Requirement to volunteer in return for fee assistance
Fee assistance discount when applying for more than one program(e.g. reduced discount for additional programs within same season)
Payment plan options (e.g. payment due date, post dating of cheques, equalized monthly payments allowed for those on provincially fixed income assistance
Limitations to requesting financial assistance within a specified time (e.g. season, year)
Procedure for applicants to apply for Financial Assistance
Establish who may make request (e.g.participant/participant’s parent/guardian only, friend, social service agency, school, health professional)
Establish process for requesting fee assistance – verbal, written letter or use of specified forms (e.g. program registration form, fee assistance application or letter, copies of supporting documents to verify income*)
Establish frequency to submit supporting documents (e.g. with each application regardless of number of times applying within a year, annually, every second year, etc)
Establish procedure by which and when applicant will be notified of application approval (e.g. email, letter, both; timeframe when notification can be expected)
* examples: most recent income tax return, GST rebate, Child Tax Benefit statement, EI statement in cases of situations where income situation changed after that of most recent supporting documents.
NOTE: Ontario Works clients and Ontario Disability clients are on fixed incomes as provincially legislated
Confidentiality
Confidentiality and discretion are very important when developing a fee assistance policy. Many people are embarrassed and very uncomfortable asking for financial assistance. It is essential that your procedure allows the participant some privacy. For example:
Designated a time and person to contact
Providing a private area for discussion
Storing financial information in a secured area
Establishing who may have access to an applicant’s file
Establishing reporting procedures (e.g. information required for an annual report summarizing details of fee assistance provided within the year)
Determining if a coach or instructor needs to know about the financial status of the participant
Application Review
Determine who will review and approve fee assistance applications
Designate limited number (2-3) people to review and approve fee assistance applications, such as Board, committee or key staff members
Maintain written records of approved/denied requests/applications and copies of notifications of review/approval in secure location.
Ensure that designated authorities have dated/signed off on the review of each application.
Notification letters should include what the applicant was applying for and clearly detail what they were approved for, and any further requirements such as balance of payment, completion of registration form, etc. In the event an applicant was denied, the notification letter should clearly indicate the reasons for denial.
Other Responsibilities
Be sure to advise the applicant, by including on application form or making available, the organization’s use of personal information as per collecting information under the authority of the Ontario Freedom of Information and Protection of Privacy Act
Requests/applications are reviewed on individual basis
Consider including provision in organization’s policy that would allow some discretion in the review/approval process due to extenuating circumstances of an applicant.