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FeesMiscellaneous Fees

Course Fees

Program Fees

2015-16

http://planning.ucsc.edu/budget/miscfees.asp

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Topics of Discussion About the Miscellaneous and

Course Fee Advisory Committee

Chancellor Approval of Fees

Overview of Miscellaneous Fees

Overview of Course Fees

Overview of Program Fees

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Miscellaneous and Course Fee Advisory Committee (MCMFAC)

Membership includes representatives from:Academic DivisionsAcademic Senate Committee on Planning and BudgetCampus LifePlanning and Budget OfficeRegistrar’s OfficeStudent Fee Advisory CommitteeVice Provost and Dean of Undergraduate Education

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Role of MCMFAC

Establish procedures Review fee proposals for

compliance with university policy Recommend fee approvals to

Chancellor

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Fee Approvals

Chancellor has authority to set fees levels for: Miscellaneous User Fees Administrative Service Charges/Penalties Course Materials Fees Program Fees

Departments may not assess and collect fees that have not been approved by the Chancellor

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Miscellaneous Fees

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Miscellaneous Fees Definition of campus Miscellaneous

Fees

Miscellaneous Fees: Administrative service charges, deposits, and fines that are charged to individual users to cover the costs of breakage charges, replacement fees (lost equipment), health center fees, late filing of study list fees, library fees, improper check-out fines, physical education equipment fees, access fees, rental of facilities fees, transcript fees, etc.

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MISCELLANEOUS FEES

_ are not fees that are required for students to secure a degree or as a condition of enrollment in academic programs

_ are not fees that are voted for by student referendum and are considered mandatory and “tuition”

_ are not Course Fees which are charged to students to recover the costs of materials, supplies, equipment and support services not covered by the normal instructional budget

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Criteria for Miscellaneous Fees

Reasonableness between fee and purpose Services are necessary and not funded by any

other source Justification is to defray the cost of the service

or prohibit abuse Exception: room rentals to off-campus users

Quality of the service is adversely impacted by increased enrollment

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Included in Miscellaneous Fees

Salaries & benefits for providing the service

Supplies/services related to service Leased equipment Equipment depreciation Administrative costs Repairs and maintenance of equipment

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Miscellaneous Fees charged to Federal Contracts and Grants may not include:

Purchase cost of equipment Housing/personal expense Interest or fund raising expense Memberships in civic or social orgs Contingency reserves Alumni activities Entertainment Donations, contributions Advertising, publications Legal costs

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Miscellaneous Fee Submittals

Attachment 1 – General Information

Attachment 2 – Financial Statement

Attachment 3 – Miscellaneous Fee Calculation

Attachment 4 – Salary/Benefit Schedule

Attachment 5 – Depreciation Schedule

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Review Process Miscellaneous Fee proposal submitted

by division to MCFAC March 6, 2015

MCFAC reviews proposals during April 2015

Recommended – forwarded to Labor Relations and to the Chancellor for approval April/May 2015

Unit notified by May 2015

New fee implemented July 1, 2015

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Steps After Approval(Miscellaneous Fees) Division sets up new fund number (General

Accounting – Rob Jarvis 9-5294)

Division establishes permanent budget if volume is significant (For new organization code number call Planning and Budget – Lucy van Doorn 9-3355)

Division communicates to constituencies new/increased fee

Planning and Budget publishes the list of approved campus miscellaneous fees on website

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Other Misc Fee Issues

Fee limits (existing fees, cost per customer, relationship of fee and purpose)

Fee revenues retained in designated FOAPAL

Fee revenues applied only to costs associated with fee

Year-end balances must be retained in FOAPAL (fees adjusted to compensate for surplus/deficits)

Reserves – equipment depreciation, future expenses

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Course Fees

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Course Fees Definition of Course Fees

Fees charged to students to recover the costs of materials, supplies, equipment and support services not covered by the normal instructional budget.

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Course Fees – Mandatory Reporting Annually the department must

prepare and submit a report on the course fee income and expenses.

Include all approved Course Fees

Use Attachment 3

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Included in Course Fees

Materials or supplies consumed, retained or used by the student.

Examples:

Chemicals, gloves, biological specimens, artist’s media, photographic chemicals, reproduction costs for supplemental materials, providing live models for art classes.

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Included in Course Fees

Costs associated with use of University-owned tools, musical equipment, etc. (If student is given ownership if purchased or extensive use if rented) Examples:Medical tools, musical instruments, video/audio equip., purchase of computer software if student retains ownership

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Included in Course Fees

Cost of materials or services to provide a special supplemental educational experience of direct benefit to the student

Examples:

Travel costs for archeological digs, film rentals, Physical Education dance classes

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Not Included in Course Fees Salaries/benefits of support personnel

(exception individual music instruction) Maintenance, depreciation,

replacement of instructional equip Reproduction of copyrighted materials

for course readers or audio or video collections

Course syllabi Software license costs Other items: see misc. fees

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Not Included Specific to UCSC

    Costs that should be borne by the division as costs related to instruction:        Divisional computer upgrades        Computer software or licenses that

enhance divisional property        Equipment used to enhance the division        Honoraria, including the cost for guest

lecturers as part of a course        Expenses that support faculty or staff when

a course is offered off-campus,• such as airfare, other transportation, or food and

lodging

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Criteria for Course Fees Only needed in exceptional situations. (In

general, state funds are expected to cover normal instructional costs)

Course Fees should be included in financial aid student budgets Students may request that Financial Aid revise

their cost of attendance based on above average fees

Fees are mandatory for all students in the course

Assessed by campus’ student billing system

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Course Fee Submittals

Attachment 1 – General Information

Attachment 2 – Course Fee Calculation

Attachment 3 - Report on actual income and

expenditures of Course Fee

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Review Process Course Fee proposal submitted by division to

MCFAC (February 6, 2015)

MCFAC reviews proposals (fee limit and purpose of fee consideration given first and foremost to students) February/March 2015

Recommendation forwarded to the Chancellor for approval – March/April 2015

Registrar’s Office notified of approved Course Material Fees – April, 2015

Not approved – division may appeal decision with Chancellor

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Steps After Approval (Course Fee) Planning and Budget establishes “Official List”

of campus Course Fees on website (confirms with Division/Registrar)

Department notifies Registrar to include in quarterly Schedule of Classes and Campus Catalog (Making sure nomenclature matches)

Department notifies Registrar to enter Course Materials Fee charges to students in the AIS system

Department contacts Accounts Receivable for procedures for billing adjustments and collections

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Steps After Approval (Course Fee) Department contacts General

Accounting for distribution and reconciliation of Course Fee income

FOAPAL established (contact Rob Jarvis in Accounting 9-5294 for student fee fund number and Lucy van Doorn in P&B 9-3355 for organization code)

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Other Course Fee Issues Be sure to look at existing fees (existing

fees, cost per student, relationship of fee and purpose)

Fee revenues retained in designated FOAPAL

Fee revenues applied only to costs associated with fee

Year-end balances must be retained in FOAPAL (fees adjusted to compensate for surplus/deficits)

Fee waivers may be granted as an exception. (Each division must specify appeal process in proposal)

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ProgramFees

Program Fees

Definition of campus Program Fees

Program Fees are for specific programs and typically cover the entire cost of the program.

Example: Denmark Summer Program

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Program Fees

September 2011

Chancellor established a new class of fees called Program Fees, and

gave approval for the MCFAC to review these fees

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Preparing Program Fee Submittal Generally Follows same forms and

requirements as the Miscellaneous Fee Submittal

Scholarship programs are allowed and encouraged. Describe how the program works.

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Program Fee Review Process

Program Fees submitted to MCMFAC (February 6, 2015)

MCMFAC reviews program proposals (February/March 2015)

Recommendations forwarded to the Chancellor for approval (March-April 2015)

Program notified in April 2015 New Fee implemented July 1, 2015 –

or when required34