2. FINANCIAL INFORMATION 

1. Financial Facts

1. The Child Development Lab is owned and operated by the UW- Madison, School of Human Ecology and is a self-funded operation.
2. The majority of program revenue comes from family tuition and fees. This includes revenue for the academic year and summer periods. Some revenue subsidies are also provided by sources outside of the Preschool unit.

1. SoHE provides in-kind administrative support through the Dean’s and business offices.
2. The UW Central Administration provides, at no cost, the facility at Nancy Nicholas Hall (including building maintenance and utilities).
3. Grants and gifts from a variety of sources pays for the expenses associated with certain program operations such as toys, classroom furniture, playground climber, laptops, etc.

2. Contract Terms

Contracts are for 12 months, beginning in August. In addition to schedule, fee and payment information each contract contains the following parent/guardian consent statements:

1. Medical emergencies.

Each family is strongly encouraged to have health insurance that will cover any medical expense the child may incur as a result of an illness or injury occurring at the Child Development Lab or as a result of attending this school. The University does not provide any type of blanket medical coverage and the parent/guardian(s) are ultimately responsible for any costs not covered by their insurance. Parent/guardian(s) must provide up-to-date phone numbers where they can be reached. In the case of an accident or illness, school personnel will attempt to contact a parent/guardian as soon as possible. In the event a parent/guardian cannot be reached, and it is apparent that emergency medical attention is needed, school personnel will arrange to have the child transported to a hospital emergency room. In accepting these procedures, parent/guardian(s) relieve the school of any liability in connection with medical emergencies.

2. Field trips.

Families will receive advance written notice of all field trips including the date and destination of the trip, as well as departure and return times. If transportation is necessary, only the use of public transportation is allowed unless special charters are arranged through the Director. In signing this contract, families give consent for their child’s participation in any field trip scheduled as part of the program.

3. Media coverage.

Photographs and/or videotapes are taken throughout the year for use in assessment portfolios, classroom displays, fliers, brochures, the Preschool website, public viewing, and displays to publicize the UW Child Development Lab program, professional publications, collaborative projects with the School of Human Ecology and the Office of Campus Child Care and other educational purposes.

In signing this enrollment contract, families give consent for their child to be included in photos and/or videos for these stated purposes. They also agree that the Child Development Lab shall be the owner of such photographs and or videos and relinquish all rights that may claim in relation to the use of said photographs.

4. Release of confidential information.

Families understand that this center is Madison Accredited. Madison Accreditation staff may be used for consultation in a confidential manner. They authorize this center to release information for the purpose of improving the quality of the program and supporting staff to best meet the needs of children in the classroom

3. Fee Structure¹³²

1. Current fees are provided on a tuition sheet.
2. There is a different fee structure for the various classrooms. This is due to the difference in ages and group size requirements.
3. The weekly tuition rate is based on the child's classroom.
4. Calculating payments.
5. A payment schedule with coverage and due dates is provided on each contract. The amount due each payment is calculated by multiplying the weekly tuition rate by the number of weeks in the contract period and then dividing by the number of payments required in that period. For example, a family enrolling a 1-year-old in 2020-21 would pay $2,058.33 per month ($475/week times 52 weeks, divided by 12 monthly payments).
6. Families are charged the full weekly tuition rate even during the weeks when the school is closed. The one exception to this policy is during the week Spring Recess. Families pay no tuition for this week.
7. An annual increase in fees typically goes into effect at the beginning of each new academic year (August). The percent of increase depends on expected raises in staff salary (this is determined by the State of WI legislature), fringe benefit rates and other program expenses that are identified as part of the annual budget process.
8. Discount for 2nd child. Families with more than one child enrolled at the same time receive a 5% discount off the lowest tuition. The tuition rate for this child will be adjusted on the family’s tuition account and a statement reflecting the discount will be provided, at the beginning of the contract period.
9. Credits.

The contract is for a specific time period as a whole, there will not be credits for weather related school closings, illness, holidays, or any other absences.

4. Additional Fees:

1. Application fee.

A $25 non-refundable application fee is due with the application for enrollment form for each child.

2. Contract fee.

A $50 non-refundable contract processing fee is due with each signed contract submitted.

3. Tuition deposit.

• • The deposit is equal to the first tuition payment which is due at time of contract signing.
  • This deposit is applied to the first payment due.
  • The tuition deposit is required from all newly enrolled children
  • If a family wishes to cancel the contract before their child starts attending the school, the tuition deposit will be refunded based on the following notification schedule: Cancellation notice received 90 or more days in advance of start date - 100% of tuition deposit refunded.

Cancellation notice received 46-89 days in advance of start date - 50% of tuition deposit refunded. Cancellation notice received 0-45 days in advance of start date - 0% of tuition deposit refunded.

• • Clarification of the difference between the 30-day withdrawal notice requirement and tuition deposit cancellation notice schedule. The 30-day withdrawal notice only applies to children already attending the program. Example, a family reserved a space in the fall program for their infant and paid the tuition deposit. They also have their 3-year-old currently enrolled in the program. On July 1 they notify the Director they are moving on August 1. This 30-day notice is all that is required for the 3-year-old because that child is currently attending the program. The family is only responsible for payment of tuition for the 3-year-old through August 1. However, the cancellation notification requirement indicated above, for families reserving the spot for a future start date, would apply for the infant. In this case the family would get 0% of the deposit back because the notice was received 0-45 days in advance of the infant’s start date.

4. Late pick-up fee.

• • Families arriving late to pick up their child are charged a late fee of $20.00 for every 15-minute increment past their scheduled pick-up time.

5. "Returned check" charge.

• • An additional $25.00 service charge is added to each check returned from the bank due to insufficient funds.

6. Occasionally, families are asked to contribute additional fees to support enrichment activities, such as a field trip entrance fee. Inability to contribute towards these enrichment activities will not preclude the child’s ability to participate.

5. Payment Information

1. Families do not receive a monthly bill/invoice prior to the time payment is due. Payment is due as indicated on the contract.
2. Checks should be made payable to UW Child Development Lab.
3. Families with children in both the infant program and the preschool program must make out two separate checks for each amount due because the tuition is deposited into different accounts.
4. Checks are mailed to the School of Human Ecology Business office at 2134 Nancy Nicholas Hall, 1300 Linden Drive, Madison, WI 53706 or it could be dropped off in the tuition payment box in the front reception area in a sealed and labeled envelope.
5. Families receiving tuition assistance can submit the proper paperwork and the Administrator will arrange for direct payment to the center. The family co-pay amounts will be due monthly.
6. Receipts are available upon request.
7. A year-end tuition summary for tax purposes will be provided to all current families in January. The Preschool's Federal Tax ID number is 39-1805963.

6. Delinquent Accounts

1. Late payment of tuition.

A late payment fee of 5% of the outstanding balance may be applied after 21 days past due.

2. NSF checks.

Non-sufficient funds (NSF) checks require immediate action. The initial step to be taken is to attempt to make telephone contact with the maker of the check. Telephone contacts are very effective and at least two or three attempts should be made to establish telephone contact within 48 hours after receiving the bad check. If unable to make telephone contact, an evaluation of the debt, in terms of dollars, should be made to determine what procedural steps are appropriate.

• • Section 20.905(2) of state statutes requires the addition of a NSF check charge when checks are returned by the bank. The charge is set by the Depository Selection Board. Effective July 1, 1998 the charge increased to $25. The purpose of this charge is to allow the University to recover its administrative cost of processing the returned check and collecting the money.
  • The replacement payment for a returned check should be in the form of a cashier's check, money order, or cash -not another personal check.

3. Placing a hold on student records.

If the parent/guardian is or has been a student at the University, a hold may be placed on the Student Account to prevent future enrollment, access to records and refunds until the balance due is paid. The hold will not be removed for at least 3 weeks from the date of payment, to assure it clears the bank. To place a hold on a student parent/guardian(s) record contact - Enrollment Services, Office of the Registrar, (608) 265-8946. email: registrar@em.wisc.edu

4. Unpaid accounts.

Effective maintenance of an accounts receivable system requires consistent, timely follow-up on unpaid invoices. The UW Accounting Services website https://businessservices.wisc.edu/documents/3077-4-write-off-and-collection-procedure/ provides information on policy and procedures to follow for unpaid invoices. This information includes how and when to send an account to collection.

7. Affordability & Tuition Assistance

1. Program quality factors correlate with tuition rates.
2. Since the CDL contract periods are divided into an academic year and summer program, the total yearly cost of tuition can be reduced since families are only required to pay for the sessions they select in the summer.
3. Outside support.

Families needing tuition assistance are encouraged to explore the financial assistance resources found on the UW Office of Child Care and Family Resources website: https://occfr.wisc.edu/

4. Internal scholarships.

• • The CDL has limited funds for scholarship awards.
  • Funds for scholarships are made available through a variety of sources including, benefactors and alumni of the School, contributions to the UW Foundation, fundraising events, and individuals wishing to support the development of families and young children.
  • Certain scholarship funds were established with a specific purpose in mind.
    • The Fischer Endowment was established by Bobette Heller and her sister in honor of their parents to support special educational programs for the young children enrolled in the Child Development Lab. It is used to support special initiatives that will enrich the preschool curriculum.
    • The Virginia Newman scholarship fund was established by the Newman family as a testament to Virginia's deep commitment to young children. Scholarships are awarded to children who are benefiting from being involved in the Child Development Lab program but whose parents/guardians need extra short term financial help due to extenuating economic circumstances.
  • Recruitment and application procedures:
    • Scholarship information is included in program material.
    • A scholarship application form is given to interested families at any time, upon request.
    • Financial need must be demonstrated as part of the application process. Applicants will be asked to submit the last filed Federal Income Tax Form as evidence of income and expenses.
    • The scholarship application and supporting materials are kept on a waiting list.
    • Whenever possible, scholarship eligible families are given priority for program vacancies.
    • All requests and materials are maintained in confidence.
  • The award process