Write the policy down by category (hafiz-e-Quran, orphan, needy), set who approves each concession, and record it against the child's fee plan. EDUBase supports this with per-student fee changes, discounts with approval and a change log.
What should a concession policy for hafiz, orphan and needy students contain?
A concession policy is a short written document that the trustees or the director approve once, so that decisions at the front desk do not depend on who is sitting there that day. Without it, two families in the same situation can receive different treatment, and the accounts office cannot explain the difference at year end.
The policy should be specific enough that a clerk can apply it and an auditor can check it. Vague phrases such as 'as the principal decides' make records hard to defend.
- Categories covered: hafiz-e-Quran, orphan, needy family, and any others the school recognises, such as staff children or siblings.
- Eligibility proof for each category, for example a hifz certificate, a death certificate of the father or guardian, or a home visit note.
- The size of the concession: a full waiver, a fixed percentage or a fixed amount, and which fee heads it applies to (tuition only, or transport and exam fees as well).
- Duration: one challan, one session, or until the child leaves, and when it is reviewed.
- Who may approve, and the limit each approver can sign off.
- Whether concessions can be combined, for example orphan plus sibling.
How is a concession different for a needy student and for a hafiz?
Hafiz and orphan concessions are usually category-based: the child either qualifies or does not, and the rule is fixed in advance. Needy-student concessions are usually case-based, so they need a documented assessment and a review date.
Keeping the two kinds apart in the policy makes reporting easier. The trustees can then see how much the school gives as a fixed commitment and how much as discretionary support.
How do you record a permanent concession in EDUBase?
A concession that lasts for the session belongs on the child's fee plan, not on each challan. In Fee Management & Challans, a per-student fee change can be made for a single challan or permanently, with the concession recorded against the plan.
Fee plans are built from the school's own fee heads, so a school can reduce tuition for a hafiz while leaving transport at the full amount. A new admission can also be routed through an approval step when a discount is requested.
- Admit the child with the correct fee plan, or change the plan later from the student's record.
- Use Bulk update if several students in one category need the same fee plan change.
- Use Yearly fee increment for the new session, then review the concessions.
How do you handle a one-off waiver or a mid-year case?
When a family loses an earner in the middle of the year, the school often wants to help from the next month without rewriting the whole policy. A discount can be given on a challan, and discounts and payments can wait for a manager's approval.
Because the approval step is kept as part of the record, the school can later show who agreed to a waiver and when. Rights in EDUBase are set per user, per screen and per action, so the person who enters a concession need not be the person who approves it.
How do you keep the concession policy auditable?
Trustees mostly ask two questions: how much did we give away, and was it given by the rules? The records need to answer both without a separate spreadsheet.
The Student change log shows who changed a student's fee, class or status, and when. User Logging records who created, changed or deleted a record, with the changed fields highlighted and a severity badge. Approvals can require a second person for payments, discounts and admissions.
- Fee Audit Report keeps historical fee collection by the class and session at the time of billing, so promotions do not alter last year's figures.
- Detail Fee Report breaks charges and payments down by student, particular and month.
- Class Wise Fee Particular Report shows how much each fee head raised per class.
- Every fee report exports to Excel or CSV for the trustees' pack.
What should families see on the challan and in reminders?
Families should understand why their amount is lower. Challan settings allow header and footer notes and school branding, so the school can add a plain line about its concession policy. Unpaid balances roll into the next challan, and a month-wise breakdown of old dues can print on the voucher.
Fee defaulter reports can be run by total amount, by family or by month. A school may choose to review concession families personally before sending any reminder.
Which ways of applying a concession suit which case?
The table below compares the common ways a school can apply a concession and how each is recorded.
Ways to apply a fee concession and what each leaves on record
| Approach | Best for | What it involves in EDUBase | Record left behind |
|---|---|---|---|
| Permanent fee plan change | Hafiz and orphan students for the whole session | Per-student fee change made permanent, with the concession recorded against the plan | Student change log and the fee plan |
| Single-challan change | A one-month adjustment | Per-student fee change for a single challan | Student change log |
| Discount on a challan | Needy case or mid-year hardship | Discount given on the challan, optionally waiting for a manager's approval | Approval and decision kept |
| Discount request at admission | New child who qualifies on entry | Admission routed through an approval step when a discount is requested | Admission approval record |
| Bulk fee plan update | Several students in one category | Bulk update, or Upload Fee Plans from Excel | Student change log and User Logging |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.