Course-Based Fees

Guidelines

Governed by University Policy 607, Course-Based Fees for Credit Courses, fees can be established to cover specific course costs.

Fee amounts are based on the cost of equipment, maintenance, software, supplies, field excursions, lab, or other direct instructional materials to be used by students.


Timeline

  • Submit Course-Based Fee Request Forms to the Academic Affairs Office before the established deadline (December 15).
  • Course Fee Committee meets annually (January).
  • Approved course-based fees are implemented in the fall semester of following academic year.


Important Notes

  • Departments may not generate excess funds from lab and course fees (all accounts are monitored by the Dean's office).
  • Courses with approved fees must provide full disclosure to students in the course syllabus.
  • Course-based fees cannot be adjusted off-cycle.
  • Fee accounts should be reviewed regularly by each department for accuracy; reports are available from your Financial Manager. It is the responsibility of each academic department to ensure the correct course-based fees are shown on the appropriate course sections and at the appropriate rate.
  • Course-Based Fee Request Forms submitted with missing or incomplete information will be returned unprocessed.
  • Do NOT combine multiple subjects or course numbers on the same form.
  • Course-based fees are NOT added or modified during the curriculum process in CourseLeaf CIM.


Instructions

  1. Obtain Banner Codes
    • Index / Detail.  Index and Detail codes are assigned by the Bursar's Office office and are required on all course-based fee requests.
      • New Index Code:  Download the Finance Request for New Index Code Form from https://my.uvu.edu/finance/.  Follow the routing instructions at the bottom of the form.
      • New Detail Code:  Once the Index code has been created, please contact David Phillips (david.phillips@uvu.edu) to request a Detail code.
    • Attribute.  New Attribute codes are assigned by the Academic Scheduling Office after a course-based fee has been approved by the Course Fee Committee.
    • All existing codes can be found on the Course-Based Fee Reports web site.
  2. Download the Course-Based Fee Request Form.  This is the only form currently accepted for course-based fee requests.
  3. Enter all required information:
    • Course subject, number, and title
    • Effective term date (i.e., Fall 2023)
    • Index and Detail codes (created by UVU's Bursar's Office)
    • Attribute code (applies to existing course-based fees only)
    • Amount requested (whole dollar amounts only)
    • Complete list of expenses that the course-based fee will cover (refer to University Policy 607, Course-Based Fees for Credit Courses, for allowable expenses).
  4. Attach a justification document that:
    • shows how the amount was determined.  Examples include:
      • # items x $ per item / # students per semester
      • # vehicles x # days x $ per day (or mileage) / # students
    • may include supporting documentation such as an itemized quote or receipt from supplier(s) reflecting cost.
    • addresses questions such as:
      • Do items become property of the student, or remain at UVU?
      • How often are items replaced?  (e.g., one-time use, life expectancy)
      • What type of maintenance is required? (e.g., parts, labor)
  5. Submit form for routing to obtain all required signatures.


Please direct any questions to the Academic Affairs Office:  Cindy Wilkinson (Cindy.Wilkinson@uvu.edu)

 


Audits & Action Plans

Each college/school should regularly audit Index balances related to course-based fees.

 

By policy, course-based 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 course-based fees as part of your action plan.