1 fees miscellaneous fees and course materials fees 2008-2009 february 14, 2008
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FeesMiscellaneous Fees and Course Materials Fees
2008-2009
February 14, 2008
http://planning.ucsc.edu/budget/miscfees.asp
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Topics of Discussion About the Miscellaneous and
Course Materials Fee Advisory Committee
Chancellor Approval of Fees
Overview of Miscellaneous Fees
Overview of Course Material Fees
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Miscellaneous and Course Materials Fee Advisory Committee (MCMFAC)
Membership includes representatives from: - Student Affairs Administration - Student Fee Advisory Committee (Chair and Vice Chair)
- Academic Senate Committee on Planning and Budget- Academic Divisions- Registrar’s Office- Planning and Budget Office- Vice Provost and Dean of Undergraduate Education
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Role of MCMFAC
Establish procedures Review fee proposals Recommend fee approvals to
Chancellor Establish procedures for handling
the fee revenues, billing, refunds
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Fee Approvals
Chancellor has authority to set fees levels for: Miscellaneous User Fees Administrative Service Charges/Penalties Course Materials Fees Deposits
Departments may not assess and collect fees that have not been approved by the Chancellor
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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 Material 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 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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Not Included in Miscellaneous Fees 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 MCMFAC April 1, 2008
MCMFAC reviews proposals during April 2008
Approved – forwarded to Labor Relations and to the Chancellor for approval April/May 2008
Unit notified by May 30, 2008
New fee implemented July 1, 2008
Not approved – division may appeal decision with Chancellor
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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 – Alice Burke 9-5500)
Division communicates to constituencies new/increased fee
Planning and Budget establishes “Official List” of campus miscellaneous fees on website
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Other MF 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 Materials Fees Definition of Course Materials 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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Included in Course Materials 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 Materials 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 Materials 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 Material Fees Salaries/benefits of support
personnel 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 Materials Fees Only needed in exceptional situations. (In
general, state funds are expected to cover normal instructional costs)
Maximum fee should not exceed average textbook cost (except where equipment is purchased)
Course Material Fees should be included in financial aid student budgets
Fees are mandatory for all students in the course
Assessed by campus’ student billing system
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Course Materials Fee Submittals
Attachment 1 – Assumptions
Attachment 2 – Course Materials Fee Calculation
Attachment 3 - Report on actual income and
expenditures of Course Material Fee
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Review Process Course Material Fee proposal submitted by division
to MCMFAC (February 27, 2008)
MCMFAC reviews proposals (fee limit and purpose of fee consideration given first and foremost to students) March 2008
Recommendation forwarded to the Chancellor for approval – March 2008
Registrar’s Office notified of approved Course Material Fees – March 30, 2008
Not approved – division may appeal decision with Chancellor
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Steps After Approval (Course Materials Fee) Planning and Budget establishes “Official
List” of campus Course Material 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 Materials Fee) Department contacts General
Accounting for distribution and reconciliation of CMF income
Permanent budget FOAPAL established (contact Rob Jarvis in Accounting 9-5294 for student fee fund number and Alice Burke in P&B 9-5500 for organization code)
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Other CM 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 CMF proposal)