St. Mary's County Board of Education approves student-debt policy after debate over extracurricular restrictions

The St. Mary's County Board of Education voted Aug. 27 to adopt Policy JFI, a new student-debt policy that formalizes how St. Mary's County Public Schools will define, notify about and collect debts tied to school activities.

The policy passed after a second reading and discussion among board members, who pressed staff on safeguards for students, how families will be notified, and whether unpaid debts can bar students from extracurricular activities.

The board approved the policy by voice vote; the motion carried following debate and at least one member registering opposition. The board directed staff to finish a companion regulation and return with implementation details during the school year.

The policy and what it covers

Policy JFI defines “student debt” as "any financial obligation incurred by a student, which is the responsibility of their parent or guardian to the school system resulting from charges such as meal accounts, lost or damaged technology, lost or damaged school property, fees associated with extracurricular activities, library fines, or other approved charges related to school activities." Dr. J.R. Beavers, deputy superintendent, said the language was revised to replace words such as "owed" with "incurred" and to clarify both district obligations and student restrictions.

“We changed that from will to shall: the school system shall follow applicable laws and regulations regarding the collection of school debts, ensuring that collection practices are fair, respectful, and nondiscriminatory,” Dr. Beavers said. He added that the board’s earlier recommendations had been incorporated into the draft and that the committee working on regulations has met twice and plans to meet monthly through the school year.

Discussion highlights and concerns

Board members focused on three recurring issues: (1) how families and students will be notified; (2) whether students can be restricted from extracurricular activities for unpaid debts; and (3) special handling of food-service debt.

On notification, Dr. Beavers said that the forthcoming regulation will specify “notification to students and families of any incurred debt,” using multiple modes such as phone calls, email and text messages so families learn of outstanding obligations before a student is denied a privilege.

On extracurricular restrictions, the policy language was written so that the district’s duties are expressed as "shall" requirements while limits on students are framed as discretionary "may" actions. Mary (board member) said she opposed any policy that would deny students participation in extracurricular programs because of a parent’s failure to pay. “I don't agree with that because it is the parent's responsibility, not the student's responsibility,” she said, arguing that extracurricular activities are often a student's primary connection to school.

Board members and staff said the policy leaves room for principals and department directors to use discretion and to apply appeals processes. Dr. Beavers described the appeal process as a collaborative review that can involve a school principal and relevant department directors (for example, information technology or curriculum and instruction) and that staff will consider whether a fee was accidental or deliberate when evaluating appeals.

Food debt and student privacy

Board members and staff emphasized that federal and state rules require schools to provide meals regardless of a student's ability to pay. The board discussed that school staff "cannot tell the child" a debt exists and must provide the meal; follow-up is directed at parents or guardians. The board noted that, at the start of each school year, free-and-reduced-meal applications (referred to in discussion as FARMS) carry over for 30 days and families are reminded to reapply to avoid accumulating balances after that window.

Process and next steps

The board approved Policy JFI at its second reading. Dr. Beavers and staff said they will continue to draft a detailed regulation that spells out notification procedures, the appeal process (including a board suggestion to allow students to initiate appeals when guardians are unreachable), and consistent practices across schools. The policy and its implementing regulation will be revisited as staff develops operational details.

Votes at a glance

- Policy JFI (Student debt): Approved on second reading; motion "I move that the Board of Education approve policy JFI as presented." The motion carried by voice vote; one member registered opposition. (Mover and seconder not specified in the meeting record.)

Why this matters

The policy puts in writing the district’s collection practices and the types of charges that can create a student debt. It clarifies that the district must act consistently and respectfully while retaining flexibility to avoid denying students access to school experiences for which their families are ultimately financially responsible. The regulation the board asked staff to develop will determine how the policy works in practice.

At the meeting

Speakers pressed staff for specifics about how students will be approached in private when a debt affects access to an activity; staff said most transactions (for example, dance tickets or parking passes) are handled one-on-one and families receive multiple notifications. Board members urged special care for elementary students and emphasized that implementation should avoid embarrassing children.

The district's regular operations team will continue to meet on this topic monthly and bring proposed regulations back to the board as they are finalized.