Special Course Fees, Procedure for
BOR Reference: USG/BOR Policy Manual: 7.3.2.2 Elective Fees and Special Charges http://www.usg.edu/policymanual/section7/C453
What are Course Fees?
Special course fees are warranted where the proposed fee results in enhancement of the educational experience beyond that ordinarily provided. Special course fees are permitted in course offerings where the University incurs continuing and significant expenses for services or materials supplied directly to students. Examples of courses that may be included are laboratory and studio courses that involve substantial use of supplies, provide private instruction or mentoring for students, or depend on the regular availability of specialized equipment and/or software with current capabilities. Expenses associated with planned field trips or specialized testing may also be covered by course fees. Courses that make regular use of general-purpose computers supported by Student Technology Fees shall not institute special course fees for purchase of computers. Courses which are normally supported through special allocations or grants are not eligible for special fee consideration.
Establishing a Special Course Fee
A request for a special course fee may be initiated when the department or program believes that the level of expense in a course validates the need for such a fee. The request shall include a short justification for the fee with a description of how the fee revenue is intended to be spent, a specific proposal that identifies the amount of the fee to be charged, a budget that details the anticipated revenue and expenses associated with the fee account, evidence that the faculty in the department or program have discussed the fee, and the value added for the course in which the special fee will be charged.
Special Course Review Process
- Course fees requests are generated in the department (or in the College or School if there are no departments) that needs the fee. All requests must be submitted using the Application for Special Course Fee form.
- The request is reviewed and approved by the dean and/or department head and then transmitted to Matthew Buchanan, Office of the Provost. The request will then be submitted to the Academic Affairs Special Fee Committee (AASFC) for review. Course fees to be assessed fall semester must be submitted to the committee by February 1. Course fees to be assessed beginning spring semester must be submitted by October 1. All program fees must also be submitted by October 1. Exceptions to these deadlines for business reasons require special approval from the Budget Office.
- AASFC recommendations for each request will be sent to the Provost. The recommendation should include the course name, number, title, purpose of the fee, when the fee was going to be required and collected, the fee amount, projected revenue, and how the revenue would be used.
- If approved by the Provost, they will be forwarded to the President and the Budget Office for final review and Presidential approval.
- Approved requests will generally take effect the following Fall Semester unless business needs require an earlier implementation.
If approved, the Provost shall forward the proposal to the Revenue Accounting Office for implementation. Students may not be assessed special course fees that have not been approved and received by the Revenue Accounting Office. Once approved, a special course fee shall be noted in the official schedule of classes, and the fee shall be added to the tuition and fees billed when a student registers for the course. Should a student seek a refund, the fee shall be subject to Board of Regents refund policies.
Changing previously established Course Fees or Course Titles
If a fee has been approved for a course, any changes to that fee or any changes in the course name or number must be submitted for review to the dean and Provost. Reference should be made to the initial date of approval and original course name and number in the request to adjust the fee or course name or number. When submitting the master course file changes, reference should be made to any course with a special course fee associated with it.
Management of Fee Accounts
Revenue generated by special course fees must be expended by the end of the fiscal year, and expenditures shall be restricted to those purposes identified in the department’s approved fee request. The balance of funds in each department’s special course fee account shall be reviewed by the Dean and the Provost at the end of the fiscal year. Accumulation of significant fund balances may prompt reduction of the course fee; small balances may be used for supplies or equipment to enhance direct service to students enrolled in the particular course.
Membership of Academic Affairs Special Fee Committee
College of Education
College of Business
College of Arts and Sciences
College of Health Sciences
SGA Representative
Faculty Senate Representative
Provost Office Representative (ex officio)
Termination of Special Course Fee
Once a course fee is deemed longer necessary, use the Application for Special Course Fee or Termination of Fee form to terminate a special fee permanently.
Reviewed Council of Deans: August 23, 2017
Form: http://info.gcsu.edu/intranet/acad_affairs/forms/