Compliance Framework | Education Maintenance Allowance (EMA)

Independent Schools Victoria Compliance Framework

Obligations of schools in the administration of EMA.

Education Maintenance Allowance (EMA)

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Do you need to comply?

Yes, if the parents of any of your students receive Education Maintenance Allowance (EMA).

Conditions of compliance

Schools receive a portion of a family's EMA payment directly from the Department of Education and Early Childhood Development (DEECD).

If you have to comply, what do you have to do?

The school must spend their portion of the family's EMA on essential educational items, i.e. those items that the parent might otherwise have been asked to pay for or provide. This does not include voluntary contributions.

Examples of these essential educational items include:

text books
student stationery (e.g. pens, pencils, exercise books, workbooks)
materials for electives where the student consumes or takes possession of the finished articles (e.g. home economics etc.) or the payment sought is the difference between the basic materials/services and the higher cost alternatives which may be preferred for optimum learning experience
programs provided by outside specialists (e.g. visiting artists, speakers, performers)
camps and excursions which are integral to the curriculum and which all students are expected to attend
school identification cards
school uniform (where applicable)
official diary/handbook/work planner
student computer printing beyond the needs of the eight key learning areas (e.g. personal use).

Schools should advise parents that, where relevant, they have the option of providing these items themselves or authorising the school to direct part of the school's portion of the families' EMA towards particular items. Schools will also need to advise parents on request of the cost of the items on which they propose to spend the EMA.

If any portion of the EMA is not expended at the end of the year, it may be carried over into the next year or other appropriate arrangements made to suit the needs of the student.

The portion of the EMA held by schools cannot be used by schools to offset parent voluntary contributions.

Schools have the responsibility for communicating the availability of the EMA to eligible families. To support schools publicising this information via school newsletters etc, a sample newsletter article can be found on the EMA website.

A letter from the Minister for Education Services, which provides all the relevant information for parents/guardians on the EMA, is also available on the EMA website. It is requested by DEECD that a copy of this letter be provided to eligible parents/guardians when they submit their completed EMA application form.

Any EMA funding paid to schools will be audited as part of the general financial auditing process.

Who will help you?

Independent Schools Victoria contact:

Nigel Bartlett
Senior Research and Data Analyst
Ph. 03 9825 7228
nigel.bartlett@independentschools.vic.edu.au