Academic Affairs Manual (ACD)

Effective: 11/1/1974

Revised: 7/1/2003

ACD 305–04: Special Class Fees and Deposits

Purpose

To describe policy and procedures for establishing special class fees and deposits at ASU

Sources

Arizona Board of Regents Policy Manual - 4–105

Office of the Executive Vice President and Provost of the University

Policy

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Limitations on Special Class Fees and Deposits

Under Board of Regents’ policy, special class fees and deposits may be imposed only for expenses necessary for the successful completion of course objectives. Such necessary fees and deposits are limited to charges for:

1. off-campus field trip expenses
2. specialized use of equipment or facilities
3. private instruction and models
4. expendable materials
5. technology expenses

   and

6. refundable deposits on equipment.

A master listing of approved class fees and deposits appears in each semester’s/session’s schedule of classes. Footnotes in the course listings indicate classes requiring fees or deposits.

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Requesting Approval of New Fees and Deposits

New class fees and deposits must be approved by the executive vice president and provost of the university. Departments must submit written requests for approval on the Request for Special Class Fees and Deposits form (under Academic Forms).

The Board of Regents must approve any new class fee or deposit totaling more than $50, any increases in current class fees and deposits that will raise the new fee to more than $50, combined lecture/laboratory fees totaling more than $50 if concurrent registration in lecture and laboratory is required, and any requests for new fees and deposits for charges other than those listed above under “Limitations on Special Class Fees and Deposits.”

Requests for new fees or deposits must include:

1. a complete justification of the need for the fee or deposit
2. the specific intended use of the funds to be collected
3. the prefix and number of the course to which the fee will be applied
4. the semesters/sessions that the course is offered
5. the dollar amount of the proposed fee, and the basis for proposing that amount

   and

6. the local departmental agency/org where revenues and related expenses will be recorded.

Requests for approval of new fees and deposits must be submitted three months before the first day of early registration for the semester/session for which the fee or deposit is needed.

Deadlines for approval of special class fees and deposits are:

1. fall courses—December 15
2. spring courses—August 1
3. summer courses—October 1

Once approved, the fee or deposit is charged students until the department requests that it be changed or cancelled, or until a sunset review by the ASU at Tempe campus Class Fee Sunset Review Committee determines the fee to be no longer justified.

Note:

Requests approved after the first day of early registration for a semester/session will not apply until the next semester/session that the course is offered.

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Collection of New Fees and Deposits

Special class fees and deposits are billed and collected in the same fashion as other registration and tuition fees, except in those situations when the fee must be paid directly to an off-campus operator of an instructional facility. In no case should on-site payments be made to the course instructor.

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Refunds of Fees and Deposits

Fee Refunds

ASU automatically refunds fees to students for classes that are dropped. Additionally, fees are automatically refunded for withdrawals processed prior to the first day of class. For withdrawals processed on or after the first day of class, departments may, at their discretion, refund fees directly from departmental accounts.

Deposit Refunds

Revenues from the collection of fees and deposits, along with reports listing students who have paid deposits, are distributed to local departmental accounts. The department is responsible for maintaining accurate records of student deposits and making appropriate refunds at the end of the semester/session.

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Review of Established Course Fees

Appointed by the executive vice president and provost of the university, the ASU at Tempe campus Class Fee Sunset Review Committee systematically examines all previously approved course fees.

The review committee examines fees for fit with Board of Regents’ fee policy criteria and recommends their continuation, modification, or elimination.

ProcedureD

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Responsibility	Action
Member of academic department	Complete the Request for Special Class Fees and Deposits form (under Academic Forms).
Department chair	Review the request and forward it to the dean.
Dean	Review the request.
	If the request is disapproved:
	Return it to the department.
	If the request is approved:
	Send it to the Office of the Executive Vice President and Provost of the University.
Executive vice president and provost of the university	Review the request.
	If the request is disapproved:
	Return it to the dean.
	If the request is approved:
	Forward the request to Financial Services for implementation.
Financial Services	Update the “Special Fees and Deposits” page of the Schedule of Classes. Include the fee in the registration billing system.
ASU at Tempe campus Class Fee Sunset Review Committee	Systematically reviews fees for fit with ABOR criteria.
	If established fee conforms with criteria and does not require modification:
	Send written notification of continuation to unit, college, and senior associate vice president for Finance and deputy treasurer.
	If established fee conforms with criteria and requires modification:
	Send written notification of modification to unit, college, and senior associate vice president for Finance and deputy treasurer.
	If established fee does not conform with criteria:
	Send written notification to unit and determine whether continuation of the fee is desired.
	If continuation is desired:
Member of academic department	Submit new fee request by standard process (see steps 1–5). Send written notification to review committee and dean.
Review committee	Send written notification of elimination to unit, dean, and senior associate vice president for Finance and deputy treasurer.

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