1 Fees Miscellaneous Fees Course Fees Program Fees

2 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

3 Miscellaneous and Course Fee Advisory Committee (MCMFAC) Membership includes representatives from:  Academic Divisions  Academic Senate Committee on Planning and Budget  Campus Life  Planning and Budget Office  Registrar’s Office  Student Fee Advisory Committee  Vice Provost and Dean of Undergraduate Education

4 Role of MCMFAC Establish procedures Review fee proposals for compliance with university policy Recommend fee approvals to Chancellor

5 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

6 Miscellaneous Fees

7 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.

8 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

9 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

10 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

11 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

12 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

13 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

14 Steps After Approval (Miscellaneous Fees) Division sets up new fund number (General Accounting – Rob Jarvis ) Division establishes permanent budget if volume is significant (For new organization code number call Planning and Budget – Lucy van Doorn ) Division communicates to constituencies new/increased fee Planning and Budget publishes the list of approved campus miscellaneous fees on website

15 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

16 Course Fees

17 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.

18 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

19 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.

20 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

21 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

22 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

23 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

24 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

25 Course Fee Submittals Attachment 1 – General Information Attachment 2 – Course Fee Calculation Attachment 3 - Report on actual income and expenditures of Course Fee

26 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

27 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

28 Steps After Approval (Course Fee) Department contacts General Accounting for distribution and reconciliation of Course Fee income FOAPAL established (contact Rob Jarvis in Accounting for student fee fund number and Lucy van Doorn in P&B for organization code )

29 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)

30 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 31

Program Fees September 2011  Chancellor established a new class of fees called Program Fees, and  gave approval for the MCFAC to review these fees 32

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. 33

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 required 34