1. Avoiding a needs revision status
Arizona State University
Class Fees
Avoiding a needs revision status
Office of the University Provost

2. {
completeness
justification
budgets
accounts
misc.
main points

3. part I: completeness

4. complete all the fields
Not doing so will cause your form to be returned to you for revision

5. Missing/incomplete fields will cause your form to be returned to you for revision

6. course information needs to include the PS course ID #
Missing this field will cause your form to be returned to you for revision

7. Missing/incomplete fields will cause your form to be returned to you for revision

8. Go Here
Go Here
Go Here

10. Missing/incomplete fields will cause your form to be returned to you for revision

11. fall due Aug 1 spring due Dec 15
These are the dates that the form (approved at Dean’s level) is due to the Provost’s office after all revisions have been made.
If your FINAL completed/approved form misses the deadline, it will automatically move into the next semester

12. submit early, rather than often
Submitting at the last minute often does not leave adequate time for making revisions and getting those revisions approved through the dean level

13. Use this field if a course had a previously approved fee and is now getting a new number

14. Missing account numbers or missing Form A for new accounts will cause your form to be returned to you for revision

15. Missing/incomplete fields will NOT cause your form to be returned to you for revision, but those modes won’t be approved (limit for Hybrid/iCourse is $50)

16. Fees and deposits not classified as one of the above groups or missing info will cause your form to be returned to you for revision

17. Definitions Pertaining to Special Class Fees or Requests
Special class fees and deposits for various purposes are defined below. Fees and deposits may not be imposed except under the following definitions, and in every case must be imposed only for expenses that are necessary for the successful completion of the course objectives.
Off-Campus Field Trips or Specialized Equipment/Facilities Use
Group travel costs such as gas and mileage reimbursements, but not the cost of food except under unusual circumstances, such as, trips to remote areas where food is not readily available;
Admission fees to off-campus educational facilities;
Rental or use fees for specialized equipment used exclusively for instruction, e.g., flight simulator, etc.; and
Rental or use fees for off-campus facilities or on-campus facilities where a usage fee is normally charged, e.g., use of a bowling alley.
Private Instruction
One-on-one study with an instructor in special areas of study (such as music performance).
Expendable Materials
Materials of a specialized nature that are not readily available in retail stores;
Materials that can be purchased by the department in large quantities at significant cost savings to the students;
Materials that must conform to certain specifications and be identical for all students; and
Expensive materials needed by each student in such small quantities that they couldn’t economically be normally purchased in such quantities.
Technology Expense Fees
Technology expenses must be course-specific, beyond the normally expected basic services, to be defined by each university.
Selected Personnel Expenses
Models hired for art classes and for clinical practice classes;
Musical accompanists for music and dance classes for classes requiring them;
Supervisory instruction (including travel) for in-context training classes such as on-site student teaching; social work practicum (field experience); and nursing clinical experience;
Special instructional support (technological support for multimedia learning, digital/graphic design, enhanced audio/visual development, and assistants for small break-out groups, recitation sections; preparation of materials, chemicals, supplies essential for classroom instruction, and group learning facilitators such as for supplemental instruction.) Excluded are costs for graduate assistants and teaching assistants who are instructors of record;
Deposits;
For expensive equipment or apparatus that is temporarily entrusted to students’ care, where the deposit must be fully refundable upon the return, in satisfactory condition, of such equipment or apparatus.
Fees and deposits not classified as one of the above groups will cause your form to be returned to you for revision

18. part II: justification

19. explain why students should pay a fee by briefly talking through each ABOR approved use

20. use the definitions page to guide your justification
Justifications that don’t address all areas and/or that describe unapproved uses will cause your form to be returned to you for revision

21. Example for expendable materials:
The standard method of selling XYZ is by the ton, but students only need to use a pound, thus the department will buy XYZ in bulk and issue one pound to each student
Expensive materials needed by each student in such small quantities that they couldn’t economically be normally purchased in such quantities.

22. Selected personnel expense does NOT cover TA’s

23. how would you justify the fee to a student?

24. or to an auditor?

25. part V: budget

26. All requests must include a detailed budget…
Not attaching a detailed budget will cause your form to be returned to you for revision. Please use the one here

27. total cost ÷ number of students
…indicating how the student fee was calculated,
total cost ÷ number of students
Detailed budgets not showing the total cost ÷ number of students will cause your form to be returned to you for revision.

28. how it will be spent,
Detailed budgets not broken down by ABOR-approved use and without sufficient detail will cause your form to be returned to you for revision.

29. and should include any items that will be purchased with these funds.
A budget that does not support the justification or includes expenses that are not ABOR-approved uses will cause your form to be returned to you for revision.

30. Inconsistent approved uses to your budget will cause your form to be returned to you for revision

31. Adding a budget that cannot be opened will cause your form to be returned to you for revision

32. best practice

33. best practice

34. best practice

35. part III: accounts

36. multi-class fee account forms must include ALL the accounts
Missing previously approved class fees will cause your form to be returned to you for revision

38. for accounts with a large number of existing fees, attach a spreadsheet

39. add new class fees here

40. add class fees to be deleted here – must be accompanied by class fee form requesting deletion

41. how does the student benefit from the comingling of fees?

42. why do you want to comingle fees

43. part IV: misc

44. hybrid and iCourse fees have a maximum fee of $50

45. Search options

46. Use Wildcard *

47. Returns all forms on changemaker

48. use wildcard * search to track the status of your outstanding forms

49. check your pending revisions regularly

50. transition checklist:
all submitted forms have been approved
If a person leaves a job and has changemaker forms that need revisions, the forms will have to be recreated.

51. CHECK WHO IS AUTHORIZED
Search options
Go Here
TURN ON NOTIFICATION
CHECK WHO IS AUTHORIZED

52. transition checklist:
Search your department

53. {
completeness
justification
budgets
accounts
misc.
summary

54. quiz: write down the top ten reasons a form is returned for revisions

55. top ten reasons a form is returned for revisions
budget needs detail
multi-class form missing all classes
multi-class form does not accompany fee request
budget shows how fee will be spent rather than builds up why fee is needed
budget is recycled and identifies a different class
missing account #
no budget is attached
not evident how per student fee was calculated
justification is incomplete
missing PeopleSoft course ID
top ten reasons a form is returned for revisions

56. { { completeness detailed budget timely submission approval
matching justification