Course & Lab Fees

Guidelines

Course and lab fees can be established in order to cover specific course costs. Review Policy 607, Course-Based Fees for Credit Courses, 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 request forms to the Academic Affairs Office before January 1st (unless otherwise instructed)
Committee Review:  Annually (February)
Implemented:  Fall semester of following academic year

IMPORTANT!

  • Forms submitted with missing or incomplete information will be returned unprocessed.
  • Do NOT combine multiple subjects or course numbers on the same form.
  • Fees are NOT added or adjusted during the curriculum process in CourseLeaf CIM.

Instructions

  1. Contact the Cashier / Bursar's office 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 all required information (typewritten only):
    • Course subject, number and title
    • Effective term date (i.e., Fall 2022)
    • Index and Detail codes (created by Cashier / Bursar's office)
    • Attribute code (applies to existing fees only; created by Academic Scheduling office)
    • 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 (or other specifications)
      • 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 request forms to:
          Academic Affairs Office
          Attention: Course Fee Review Committee Secretary
          (Sheri.Smederovac@uvu.edu)

Audits & Action Plans

Each college/school should regularly audit Index balances related to course fees. By policy, course fee revenues must not exceed expenditures.

  • Explain how the balance in your account will be expended.
  • Provide documentation about items and their costs, as well as when purchases will occur.

Supporting documentation may include:

  • 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 revenues consistently exceed expenditures, consider reducing or eliminating fees as part of your action plan.