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

2. 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.

3. 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.

4. 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.

5. 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.

6. December 4, 2018

7. December 4, 2018

8. New Requests (cont’d)
December 4, 2018

9. 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.

10. Student Fee Project
September 19, 2018

11. 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

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

13. 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

14. 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.

15. 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.

16. 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

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