School Refunds and Cancellations: Per-Student Charges and Actual Loss
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It’s a familiar scenario: your child is set to go on a school trip or attend an extra-curricular event. You pay the required contribution, only for the school to later cancel the activity, or your child can no longer attend. When you ask for a refund, you're met with a familiar response:
“We are allowed to charge.”
“Our charging policy aligns with the Department for Education (DfE).”
But here’s what schools rarely tell you: DfE guidance does not cover refunds. Nor does it give schools blanket permission to retain funds where there has been no actual loss. If a school cancels an activity - or a student cannot attend - any fee charged should reflect the actual loss to the school. Anything more than that may not be lawful under consumer protection law.
Let’s break down where your rights come in.
What the DfE Guidance Actually Says (and Doesn’t Say)
Schools lean heavily on the DfE’s Charging for School Activities guidance. Yes, it sets out when schools can charge for optional extras, such as:
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School trips outside school hours.
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Board and lodging on residentials.
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Extra-curricular clubs.
But here’s what it doesn’t do:
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It does not mention refunds under any circumstances.
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It does not permit schools to profit or retain money where no cost has been incurred.
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It does not override your consumer rights.
So when a school says “we're allowed to charge,” that’s only part of the picture. Charging is allowed—but only for actual costs. And if the event doesn’t go ahead? That charge is no longer justified.
Per-Student Charges vs. Actual Costs
Here’s a key distinction many schools gloss over: the difference between a per-student charge and the school’s actual loss.
Let’s say a trip costs £1,000 total for 20 students. That’s £50 per student. But what if only 18 go? Or if one cancels?
The school's loss is not necessarily £50. It depends on whether their overall costs have changed.
For example:
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Usually, if a trip is cancelled, the school incurs no cost - or may receive a full refund from the provider, which they should hand back.
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If one student drops out, the provider may allow substitutions or refund part of the cost.
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If the trip goes ahead with fewer students, the total cost remains the same, so the school hasn't lost additional money from that one student not attending.
In short, unless the school has actually lost money as a result of your child not attending, they have no basis to keep your payment. It’s not about what was charged - it’s about what was lost.
Consumer Rights: Where You’re Protected
This is where consumer law steps in. Under the Consumer Rights Act 2015, if you pay for a service - like a school trip - that isn’t delivered, you may be entitled to a refund.
Key principles include:
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Services must be delivered as described.
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If the service is cancelled, you are entitled to a full or partial refund.
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A school cannot profit from a cancellation.
Schools are not exempt from these laws. If they charge for an activity that doesn't happen, and they suffer no actual loss, they must refund you.
Even when a school says “non-refundable”, that doesn’t override your legal rights. Unless they can show they’ve incurred a real, unrecoverable cost for your child specifically, they cannot justify keeping your money.
What to Do if a Trip or Activity is Cancelled
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Ask for a Breakdown
If a refund is refused, ask the school to show what actual loss they incurred as a result of your child not attending. -
Request in Writing
Always request refunds in writing so there’s a clear record of communication. -
Use the Right Language
Refer to your rights under the Consumer Rights Act 2015. Politely state that you are asking for a refund where no service was provided and no actual loss occurred. -
Escalate If Needed
If you're ignored or refused without explanation, escalate via the school's complaints policy. You may also consider contacting Trading Standards or seeking small claims advice if a significant amount is involved.
Real-World Example
A school organises a theatre trip for £20 per student. Your child falls ill the day before and cannot attend. You ask for a refund. The school says, “It’s non-refundable. We’ve already paid for the theatre.”
But here’s the catch: did the school lose anything from your child not going?
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If the school booked a group ticket and your child’s seat went unused but cost them nothing extra, they’ve lost nothing.
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If the school received a group discount based on the total number booked, and that discount wasn’t affected by one child missing, again - no loss.
Unless they can prove a specific cost was incurred solely because your child pulled out, you may still be entitled to a full refund.
The Bottom Line
Schools can charge for optional activities - but only where appropriate, and only to cover actual costs. If an activity is cancelled, or a student doesn’t attend, schools must be transparent about what (if anything) they lost.
The DfE guidance does not authorise blanket refusals of refunds. And charging a per-student fee is not the same as incurring a per-student loss.
Parents have a right to challenge this. And under consumer law, they have every reason to.
If your child’s school has refused a refund after a cancellation, ask:
“What was your actual loss?”
If they can’t answer, they can’t keep your money.
Matt
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