Overview
The purpose of this document is to establish UW-Madison’s specific policies and procedures as they relate to the overarching UW System Special Course Fee Policy (UW System Administrative Policy 825).
UW-Madison Policy
In accordance with UW System policy, special course fees may be assessed in order to pay for certain instructional costs that are not covered by the course’s regular instructional budget. Special course fees may be used for a variety of purposes, as deemed necessary by the institution, for the delivery of a credit course. Some examples of purposes for which institutions may charge special course fees include the cost of transportation and admission on field trips, materials for projects that result in tangible products retained by students, etc.
Requirements
Special Course fee requests will only be considered if approved by the authorized designee.
- Special Course Fees may only be assessed through the Student Information System (Departments are not allowed to collect payments directly from students)
- Departments may only use special course fee revenue to cover expenses for which they were intended.
- Departments that accumulate cash balances from special course fees shall adjust future special course fees to eliminate the balances.
- Departments must establish appropriate procedures and maintain adequate records to account for special course fee revenues and related expenditures. The institution will conduct periodic audits to ensure compliance.
Non-Conformance
Non-conformance with the established policies may result in the following:
- Delayed implementation of the course fee
- Disallowance of previously approved course fees (poor audit finding)
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Non Exhaustive List of Ineligible Expenditures for Fee Recaputure
The following are situations in which institutions SHALL NOT charge students special course fees:
- For salaries and wages for any university instructor, support staff, or administrative staff.
- For the normal consumption of materials purchased by the university for use by students in activities that are integral to credit course instruction, such as glassware used by students enrolled in chemistry courses. However, institutions MAY:
- Collect a deposit in order to ensure the return in reasonable condition of university equipment and supplies temporarily assigned to a student.
- Recover costs from an individual student when the institution provides resources to the student beyond those provided to all students in a course, such as when the student chooses to upgrade materials or complete optional course requirements. The institution must notify the student beforehand that a choice to upgrade materials will result in an additional charge.
- For standard equipment and maintenance, such as desks, blackboards, computer projection equipment, fitness equipment, or other standard equipment used for instructional purposes.
- For typical instructional handout materials, such as syllabi, assignments, or examination materials.
- For the purchase of laptops, the use of computer and other laboratory equipment, operating system software, computer maintenance and related supplies, or expenses covered by the student technology tuition surcharge fee.
- For honoraria.
- For health and/or safety equipment required in carrying out course activities, such as equipment required by the Occupational Safety and Health Administration, including but not limited to safety shields, respirators, and eyewash equipment.
- For other course supplies or materials that could reasonably be expected to be covered by an institution’s regular instructional budget.
Procedures for Requesting a new Special Course Fee
In order to assess students a special course fee, Schools/Colleges must first get approval from Associate Vice Chancellor for Finance, David Murphy. If approved, the course will be added to the campus listing of authorized courses.
Requesting a Rate Modification to a Previously Approved Course Fee
Please submit an amendment to any previously approved special course fees, if the rate change is in excess of 5% of the previously approved fee.
Timelines
Please submit course fee requests at least two months prior to the start of the first effective term.
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Workflow- Requesting a New Special Course
We are piloting an online web form to collect and review course fee requests.
- Department Administrator completes web form. The School/College selection directs the request to the appropriate School/College Designee.
- The School/College designee reviews/edits form before submission.
- Acceptable Special Course Fee requests will be approved by the Associate Vice Chancellor for Finance and Administration.
- The approved course fee will be added to the master course fee approval list.
- The School College will work with the Bursar’s Office to complete the Item Type Request Form (Item Type Form establishes: name of fee charged to student account, financial aid eligibility, revenue coding)
Workflow- Amendment to a Previously Approved Fee (fee increases greater than 5%)
The workflow for requesting course fee modifications is the same as the initial request. When answering the questions, “Is this an amendment to a previously approved request?”, please select, “Yes – Amend an approved request”.
- Department Administrator completes web form. The School/College selection directs the request to the appropriate School/College Designee.
- The School/College designee reviews/edits form before submission.
- Acceptable Special Course Fee requests will be approved by the Associate Vice Chancellor for Finance and Administration.
- The approved course fee will be added to the master course fee approval list.
- The School College will work with the Bursar’s Office to complete the Item Type Request Form (Item Type Form establishes: name of fee charged to student account, financial aid eligibility, revenue coding)
Special Course Fee Request Form
Use the link below to access online web form (new and amendments)
Semesterly Course Fee Setup
Each semester, the Bursar’s Office will work with Schools/Colleges to collect the course information necessary to build the course fees into the Student Information System. Only previously approved courses will be available for course fee setup.
Timelines
The Bursar’s Office will distribute the Special Course Fee Setup document approximately two months prior to the start of the upcoming academic term.