Administrative Services

File code: ADM.LAB.FEE
Approval Date: 04/19/82
Approved By: President

Policy on Requesting and Assessing Laboratory (Class) Fees

Laboratory fees are assessed to students who are enrolled in classes which, because of their nature, require funding not provided by regular tuition. Examples include classes requiring special supplies, unusual support costs and specialized equipment.

When approved by the Provost, fees are assessed and billed to students through the Student Accounts Receivable and Billing System. Exceptions to automatic assessment and billing are made only when justified by unusual circumstances. Refunds will be made only if the student withdraws from the course on or before the tenth (10th) class day. A refund will automatically occur through the assessment system.

All funds received from fee assessment are deposited to the University Income Fund. Availability of these funds is subject to the University budget process and any allocation to the department initiating the fee must be coordinated and approved by the Provost's Office.

A department is strongly urged to contact the Billing and Receivables Office prior to initiating a request to discuss the particulars of assessment and to identify potential problems. After approval by the appropriate dean, the department must submit the request to the Billing and Receivables Office. If fee assessment is considered feasible, the Billing and Receivables Office will forward the request to the Provost with comments and recommendations regarding special procedures, computer programming requirements, implementation dates, limitations, etc.

If approved by the Provost, the request and any special conditions imposed by the Provost will be forwarded to the Billing and Receivables Office, who will cooperate with the dean and the department in implementing the fee. All new fees and changes in existing fees will be effective with the next fall semester.

Requests for new laboratory fees or changes to an approved fee and/or assessment procedure must be in writing. Such requests must be submitted in sufficient time to allow review, approval and computer programming prior to the deadline for printing University publications in which lab fee data must appear. It can be determined if sufficient time exists by contacting the Billing and Receivables Office. Requests must include the following:

  1. New Laboratory Fee:
    1. Names and identification numbers of all courses to be assessed a laboratory fee.
    2. Description of the special nature of the course(s), the unusual costs associated with the course(s) and the total amount of financial support required.
    3. Forecast of the number of students to be enrolled per year and any data which support this estimate.
    4. Amount(s) of fee(s) per student.
    5. Projection of the total amount of income to be generated annually.
  2. Changes or Adjustments to Approved Laboratory Fees:
    1. Copy of the original fee request and approval.
    2. Current fee amount per student and total amount collected annually.
    3. Proposed fee amount per student and projected total amount to be collected annually.
    4. Justification for the change/adjustment with supporting data.
  3. Change in Method of Assessment:
    1. Description of the proposed method of assessment.
    2. Explanation of how the proposed method differs from the method currently used.
    3. Justification for the proposed method and supporting data.
  4. Fee Assessment for New Courses:
    1. Copy of the original fee request and approval.
    2. List of new course names and identification numbers.
    3. Description of the special nature of the course(s), the unusual costs associated with the course(s) and the total amount of financial support required.
    4. Forecast of the new number of students to be enrolled per year and data which support this estimate.
    5. Projection of the new total amount of income to be generated annually.
  5. Change of Course Names and/or Numbers Only:
    1. Copy of the original fee request and approval.
    2. List of new course names and numbers, and corresponding old course names and numbers to be deleted.

All University publications reflecting specific course offerings shall identify the courses that require a mandatory laboratory fee, the current amount of that fee, and the method used to assess the fee. Prior to publication dates, the Registrar will solicit updates to published data. It is the responsibility of each department and college to notify the Registrar's Office of all laboratory fees and approved changes prior to the final publication date for the catalogs and brochures printed for the next academic year.