Supersedes: Not Applicable
Issuance Date: 01/01/1999
Issuing Office: Chancellor's Office
Office of the President - Coordination & Review
DA2115 - Revised 8/24/01
DA2059 - Delegation of Authority - Control over Miscellaneous Student Fees, Service Charges, and Deposits
In May 1996, the Office of the President (OP) revised the Delegation of Authority for control over Miscellaneous Student Fees, Service Charges, and Deposits. Each Chancellor was delegated the authority to establish Course Materials Fees to recover the costs of materials to be consumed, retained or used by the students, the special costs associated with use of University-owned tools, musical instruments, or other equipment, or the cost of other materials or services necessary to provide a special supplemental educational experience of direct benefit to the student.
A Course Material Fees Committee was formed in response to the Office of the President's May 13, 1996 delegation of authority to the campus.
The committee is composed of representatives from Academic Affairs, Associated Students (President, Vice President, or Commissioner), Resource Management and Planning, Business and Financial Services, Graduate Student Association, Student Affairs, and the Academic Senate.
The charge of the committee is as follows:
Departments may only assess and collect mandatory course-related fees that have been specifically approved by the Chancellor. The campus Course Materials Fees Committee is responsible for the review of new fee proposals, including proposals to adjust existing fees, and providing recommendations to the Chancellor. The Course Materials Fees Committee encourages departments to plan the submission of Course Materials Fee proposals for fall quarter implementation. The following is a required five-step review process:
Step 1: The chair of an academic department or the director of an academic program submits a course materials fee proposal to their respective academic deans. The proposal shall contain appropriate supporting materials, as described below in the "Proposal Format" section.
Step 2: If the academic dean concurs with the chair's proposal, he or she forwards the proposal package to the Chair of Course Materials Fees Committee through the Campus Budget Office, mail code 0936, by the end of November.
Step 3: The Chair of Course Material Fees Committee distributes the proposal to all committee members for review and discussion. Final committee recommendations to the Chancellor shall be made by January 15.
Step 4: The Chancellor determines whether to authorize the fee in accordance with the May 13, 1996 delegation of authority letter by the end of January.
Step 5: Upon receiving approval from the Chancellor, the Course Material Fees Committee will inform the department to notify the Registrar's Office of approved changes to be incorporated in the quarterly Schedule of Classes and Account Receivable System. The department is also responsible for updating the campus General Catalog via UCSD Publications by the established deadlines.
Approved Course Materials Fees must be communicated to all affected constituencies. Fees may not be charged without prior notification via the Schedule of Classes. In addition, the campus General Catalog must be revised at the earliest possible opportunity to include a statement indicating that a Course Material Fees is required. It is the department's responsibility to ensure that a statement regarding the required fee appears within the individual course listing.
Proposals that are received by the Course Materials Fees Committee after the November 30 due date will be reviewed for implementation for Winter or Spring quarter of the next school year. The fee review process spans approximately three months to allow adequate consultation time for students, staff, faculty, etc. It is important to note that fee proposals are not reviewed during the summer. Again, fees must be published in the Schedule of Classes and campus General Catalog as outlined in B. Fee Communication above.
A completed Course Materials Fee Request Form, Exhibit A, must accompany the proposal to establish a new Course Materials Fees or adjust an existing Course Material Fee.
The following elements shall be considered when determining what constitutes a reasonable fee:
Fee revenues shall be retained by the department in a designated account to be applied only to the cost of materials associated with the approved course fees. Revenues collected for a specific course cannot be transferred to cover the costs of other courses.
Surplus balances must be retained in a departmental account to be used in the subsequent year towards the same courses. The departments must absorb any deficit balances. An adjustment of the fee level is required to help reduce the amount of any future surpluses or deficits.
Each Course Materials Fee must be included in the Student's Account Receivable System. If a student drops a course by the end of the second week of instruction, the student will receive a full refund. Course Materials Fees will not be refunded to students who drop after the end of the second week of classes.
The cost of Course Materials Fees shall be included in the student financial aid budget for determination of students' financial aid awards. Course Materials Fees costs are covered under the "books and supplies" category in the student aid budgets.
By September 1st of each year, a courtesy notice will be sent to each of the academic departments, who have an existing Course Materials Fee(s), to provide the Campus Budget Office with an annual year-end report of the prior year's course materials fee income and expenditures. This report must be submitted through the Dean's Office of the respective academic department, by September 30th of each year, Exhibit B. After the Campus Budget Office has reviewed and analyzed data provided in the reports, they will be forwarded to the Chair of Course Materials Fee Committee.