Course & Lab Fees

Guidelines

Course and lab fees can be established in order to cover specific course costs. Review the Course-Based Fees for Credit Courses policy (607), which includes:

  • Description and Use:  Fee amounts are based on the cost of equipment, maintenance, software, supplies, handouts, field trips, lab or other direct instructional materials to be used by students.
  • Account Balances:  Departments may not generate excess funds from lab and course fees (all accounts are monitored by the Dean's office).
  • Fee Disclosure:  Courses with approved fees must provide full disclosure to students in the course syllabi.

Fee accounts should be reviewed regularly by each department for accuracy. Reports are available from your Financial Manager.

Timeline

Submit:  Fee requests are submitted to the AVPAA office before January 1st (unless otherwise instructed)
Committee Review:  Annually (February)
Implemented:  Fall semester of following academic year

IMPORTANT!

  • Requests missing any required information will NOT be accepted.
  • Fees are NOT added or adjusted during the curriculum process in CourseLeaf CIM.

Instructions

  1. Contact the Finance & Business Services office to request new Index and Detail codes first (if needed).  These codes must be created before a fee request can be considered.  (Attribute codes are assigned by the Academic Scheduling office after a fee has been approved.)
  2. Download the Course & Lab Fee Request form.  This is the only form currently accepted.
  3. Enter the required information (typewritten only):
    • Course subject, number and title
    • Effective term date (i.e., Fall 2020)
    • Index and Detail codes
    • Attribute code (applies to existing fees only)
    • Amount being requested (whole dollar amounts only)
    • Complete list of items to be supplied or used in the course. This may include:
      • equipment
      • quantity
      • size
      • mileage, etc.
    • Justification and supporting documentation may include:
      • Itemized quote or receipt from supplier(s) reflecting cost
      • Do items become property of the student, or remain at UVU?
      • How often are items replaced?  (one time use, life expectancy, etc.)
      • What type of maintenance is required? (parts, labor, etc.)
      • Show how amount was determined.  Examples:
             - # items x $ per item / # students per semester
             - # vehicles x # days x $ per day (or mileage) / # students
  4. Obtain all required signatures.
  5. Submit requests to the AVPAA office or Course Fee Review Committee Secretary.

Audits

Department Index # Audit forms must be accompanied by specific information related to balances in your course fee accounts or justification for your request. By policy, course fee revenues must not exceed expenditures.

Audit Form

Action Plan

Course fee audits - action plan and timeline.

  • Please explain how you plan to expend the balance in your account.
  • Provide documentation about items and their costs as well as when purchases will occur.

Supporting documentation may include

  • An itemized quote or receipt
  • Indication of how often items need to be replaced
  • Types of maintenance required and associated costs.

If your balance is accumulating and your revenues consistently exceed your expenditures, you might consider reducing or eliminating your fees as part of your action plan.