Two-Year Budgeting Workshop Student Fee Process Continuous Improvement Project John Burgoon, Amanda Srichareon and Brian Moellers September 19, 2018 University Budget Office (UBO)

VPCFO Continuous Improvement Project Student Fee Process September 19, 2018 VPCFO Continuous Improvement Project Lean Project Request Committee Vision/Goal of the Project Lean: Lean is a set of principles, concepts and techniques designed for a relentless pursuit of eliminating waste and continuous improvement. Lean is a mechanism for fostering creativity and innovation. Project Request: around 50 projects submitted with 3 selected. The student fee process was submitted with a variety of issues including proliferation of fees, lack of inventory, efficiency in solicitation and approval process and variations in assessment methodology. The current process has resulted in a complex fee structure that is costly to maintain and confusing. Committee: The committee is made of 5 members from University Budget Office, 4 members from University Bursar, 1 from Capital Assets and 2 from Treasury Vision: The scope had to be narrowed down: define the fee categories, review the solicitation and approval process and determine areas for improvement.

VPCFO Continuous Improvement Project Student Fee Process September 19, 2018 VPCFO Continuous Improvement Project Surveys Solicitation via spreadsheet is not productive Non-instructional fee timeline needs updated Campuses not aware of UA fee requests Fee quick guide is needed Need more flexibility with courses Survey Outcomes/Highlights: -Using spreadsheets for solicitation is not effective and has a high risk for error. At the end of the process multiple versions exist, unsure which is correct. Does not require users to complete the necessary fields (such as course information, account or object code). Campuses expressed a need for a technical solution to the solicitation process (and online portal with a database). -The non-instructional submission deadline: currently around two major holidays, short timeframe to complete requests and approval is not received in a reasonable timeframe. -There have been some instances when fees were approved at the UA level for multiple campuses but the individual campus was not aware of the fee or how it would be charged on their campus. -The surveys revealed there is some confusion in the different fee types and indicated that quick guide would be helpful (especially for schools and departments) -Campuses mentioned the need to add courses to the existing course fees in-between cycles and make adjustments to courses term by term. Some campuses were asked about UBO approving fee but campus determining courses and those asked were supportive.

VPCFO Continuous Improvement Project Student Fee Project September 19, 2018 VPCFO Continuous Improvement Project Project Goals Fee category definitions Categorization of existing fees Improve solicitation and approval process Improve course fee assessment Recommendation Update Student and other University Fees Approval Policy (FIN-BUD-80) Project Goals: Clear and consistent definition of fee categories Categorization of existing fees in master fee list based on new definitions – database should be accurate Improve solicitation and approval process – get rid of the spreadsheets and need an electronic request form with routing and define roles in the process. Improve course fee assessment (ability to add new courses off cycle or add/remove fees by term). Recommendation: Review and update the Student and other University Fees Approval policy (FIN-BUD-80). Look to policy for guidance on the fee redesign project but policy is not clear and does not include the necessary information.

VPCFO Continuous Improvement Project Student Fee Project September 19, 2018 VPCFO Continuous Improvement Project Fee Quick Guide Still in the process of finalizing document but guide will be available to download from the fee request portal.

December 4, 2018

December 4, 2018

New Requests (cont’d) December 4, 2018

Fee Approval Process Instructional, Other Mandatory, and Program Fees Student Fee Process September 19, 2018 Fee Approval Process Approval Instructional, Other Mandatory, and Program Fees RC/Unit Campus Leadership UBO VPCFO President Board of Trustees Distance Education Fees and Course & Administrative Fees RC/Unit Campus Leadership UBO VPCFO President Board of Trustees Approval Campus Fees Approval RC/Unit Campus Leadership UBO VPCFO President Board of Trustees Notes: University policy FIN-BUD-80, Student and other University Fees Approval, applies to all fees that Indiana University charges, regardless of collection mechanism (including fees that are not charged through the Bursar). In addition, for Distance Education Fees, University policy FIN-BUD-90, Distance Education Fee, applies.

Student Fee Project September 19, 2018

Non-Instructional: Course & Administrative Fee Approval Process Student Fee Process September 19, 2018 Non-Instructional: Course & Administrative Fee Approval Process Proposals requiring CFO approval All new fees submitted for CFO approval with UBO recommendation All fee increase requests above the guideline increase submitted for CFO approval with UBO recommendation

Student Fee Process September 19, 2018 Non-Instructional: Course & Administrative Fee Rate Guideline, CPI and HEPI

Non-Instructional: Course & Administrative Fee Approval Process Student Fee Process September 19, 2018 Non-Instructional: Course & Administrative Fee Approval Process Proposals with default approval Existing fees with requested rate changes that are within the guidelines Requests to delete a course from a fee Requests to delete a fee

Non-Instructional: Course & Administrative Fee Approval Process Student Fee Process September 19, 2018 Non-Instructional: Course & Administrative Fee Approval Process Adding a course to a fee or a course fee Default approval where the course is new and fits the profile for an existing fee, e.g. new chemistry lab course Default approval where the course is existing and has been changed in such a way that the changes now fit the profile of an existing fee Submit for CFO approval with UBO recommendation where there is an existing course that has not changed but the department would like to begin assessing a fee on that course. Add a course to a fee Default approval where the course is new and fits the profile for an existing fee, e.g. new chemistry lab course Default approval where the course is existing and has been changed in such a way that the changes now fit the profile of an existing fee, e.g. GIS theory course is altered to introduce students to GIS software and how it is used. Request is to add course fee of other GIS courses which covers software license. Submit for CFO approval with UBO recommendation where there is an existing course that has not changed but the department would like to begin assessing a fee on that course.

VPCFO Continuous Improvement Project Student Fee Project September 19, 2018 VPCFO Continuous Improvement Project Course Fee Requests: BL, EA, KO, NW, SB & SE Add a course to a fee Default approval where the course is new and fits the profile for an existing fee, e.g. new chemistry lab course Default approval where the course is existing and has been changed in such a way that the changes now fit the profile of an existing fee, e.g. GIS theory course is altered to introduce students to GIS software and how it is used. Request is to add course fee of other GIS courses which covers software license. Submit for CFO approval with UBO recommendation where there is an existing course that has not changed but the department would like to begin assessing a fee on that course Departments will complete an online form through University Bursar to identify the courses that should receive an approved fee. To streamline the course fee process, departments will provide a course and component combination that should receive the fee. Example: BIOL-B 101 scheduled as a LAB component should receive the Science Infrastructure Fee ($200). Every section of BIOL-B 101 setup as a LAB component would receive the fee. If any sections of BIOL-B 101 should not receive the fee, those sections would need to be setup with a different component (not LAB) in the schedule of classes. The department will need to ensure courses are scheduled accordingly to ensure the fee is charged. Initial course fee setup will roll term to term. Departments only need to complete the request form to add or remove courses/fees or make updates to components. Streamline process to add consistent and detailed fee notes in the Schedule of Classes. Form will be available during the creation of the schedule of classes so they can be completed at the same time. This will allow courses to be added mid-cycle to existing fees as long as the course is new or has changed curriculum. This will also give schools/departments control of when their fee is charged.

Collections Timeline Student Fee Project September 19, 2018 Collection timeline for students at BL and the Regionals (IUPUI is very similar but dates differ). Effort to allow more leniency for successful students to enroll with past due balances results in a strong collection effort. For departments that use BEX for posting fees, it’s important to be aware of the collection efforts that will be made to collect the fees. A similar timeframe exists for the Spring

Questions? John Burgoon, UBO jburgoon@iu.edu Amanda Srichareon, Office of the University Bursar arasdall@iu.edu Brian Moellers, UBO bjmoelle@iu.edu