Special Course and Class Fees UW-Stevens Point Main Campus Financial Operations Presented By: Kim Graun – Student Financial Services Accountant Kari Thompson – Controller’s Office Fiscal Compliance Manager

Overview Overview of Websites Deadlines to Submit Forms Allowable Special Course Fees How to Complete the e-Form Electronic Workflow Process – Approvals and Routing Viewing Approved Fees for Students and Staff Questions

Important Websites UWSP site: www.uwsp.edu Search SFS in the search box to be directed to the Student Financial Services webpage Student Financial Services-Special Course and Class Fees site: https://www.uwsp.edu/SFS/Pages/Special-Course-and-Class-Fees.aspx Use to view approved fees and can direct you to policies, procedures and forms for Special Course and Class Fees Financial Operations – Special Course and Class Fees Policies, Procedures and Forms: https://www.uwsp.edu/FO/Pages/Policies%2C-Procedures%2C-and-Forms.aspx Review the policy, access the e-form with instructions on completing it, and view deadlines BP Logix E-Form: https://eforms.uwsp.edu/workspace.aspx Form used to establish a Special Course or Class Fee

Deadlines for Submitting Forms Term Class Rollout Schedule Anticipated Student Registration Special Course Fee Schedule Submissions Due Changes Due Appears on Web Requests Due Fall First week of December First Week of February Second Week of February April 17 December 10 Winter Second Week of April End of April First Week of May November 6 April 10 Last Week of April Spring Third Week of May First Week of September First Week of October November 7 August 10 Last Week of September Summer Fourth Week of October Last Week of November Second Week of December March 12 November 10 First Week of December

Allowable Special Course Fees: Transportation and admission costs incurred for required field trips for credit course instruction Private music lessons (vocal or instrumental) to all non-music major students A student chooses to upgrade materials or complete optional course requirements beyond those provided to all students in a course and results in an additional cost to UWSP. The student must be notified of the additional cost of the upgrade before a charge is assessed Materials for projects that result in tangible products retained by the student(s) in a credit course A refundable deposit to ensure the reasonable return of UWSP equipment and supplies temporarily assigned to a student

Special Course Fees may not be charged for: Salaries and wages for any UWSP employee Honoraria 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 Health and/or safety equipment required in carrying out course activities – such as equipment required by OSHA, including but not limited to safety shields, respirators, and eye wash equipment Equipment (and its maintenance) used for instructional purposes – such as desks, computer projection equipment, or fitness equipment Expenses covered by the Student Technology Fee, such as computers, laboratory equipment, operating system software, computer maintenance, and other related supplies and expenses Typical duplicated instructional handout materials – such as syllabi, assignments, or exam materials Supplies and materials that could reasonably be expected to be covered in a regular instructional budget

Completing the Request Form Special Course Fee Request e-form: https://eforms.uwsp.edu/workspace.aspx 1. Fee Type: a. Course Fee: Check this box if all class sections of the session indicated will have this special course fee. b. Class Fee: Check this box if only one section of the session indicated will have this special course fee. 2. Fee Duration: a. New Fee On-Going: Fees will be assessed for the specific term/year and session indicated; all future years with that term/session will be assessed until removed. b. New Fee One-Time: Fees will be assessed for this specific term/year and session only. c. Modify Existing fee: Existing course and class fees can be modified with this selection. d. Remove Fee: Existing course and class fees can be removed with this selection. 3. Term Assessed: a. Select one term/year radio button to assess the special course fee. If your course runs for multiple terms, you must complete a form for each term. 1. Choose one session for the term/year selected. If your course runs for multiple sessions, you must complete a new form for each session.

Completing the Request Form 4. Course Information: a. Academic Organization (Department): Ex. ART b. Subject (Curriculum): Ex. ART c. Catalog #: Ex. 335 Note: The forms are course or class specific as the new system assigns a specific id to each. If you have a slash course like 335/535, you will need to complete two special course fee forms. d. Class Section (Class Fee only): Only complete this if you checked ‘Class Fee’ above. Ex. 1 e. Course Title: Landscape Painting f. Component: select one. Ex. Lab Note: if your course has a lecture and lab component and you only want the fee assessed once, you need to identify which component the fee is assessed. g. Location: select one. Ex. UWSP (Main)

Completing the Request Form 5. Special Course Fee spend plan and purpose: a. Estimate the projected number of students b. Complete the total costs for each type of expense for the special course fee in the individual lines for all students. c. Other – enter Amount and Purpose for expense category not listed (i.e. Lab Manuals). If you have more than one ‘Other’ expense item to list, use the ‘Add Another Amount’ button. d. Use ‘Calculate’ button to total all lines at the bottom. This will auto-calculate a Per Student Assessment e. Complete the explanation section detailing the purpose for the special course fee as justified by the Special Course Fee policy. f. Attach any supporting documents, as needed. 6. Funding Source: a. Account: 1. Existing: choose department ID from drop-down list 2. New Account: select if a new department ID has been requested, or if a new department ID is needed for this request

Completing the Request Form 7. Approvers: a. Select the appropriate Department Chair to route for approval b. Select the appropriate College Dean to route for approval, after Chair has reviewed/approved c. Select ‘OK’ – the form will be initiated into the electronic workflow. An email will be generated, to both you and the Department Chair stating a Request Number assigned to the Special Course Fee Request Form. 1. Routing can be tracked at eforms.uwsp.edu under Knowledge Views and Reports. d. ‘Cancel Changes’ – will delete the information entered on the form and return user to the main Forms menu

Electronic Workflow – Routing & Approvals a. Academic responsibility for request, review and approval: • Assure and verify request meets the course objective • Assure request supports mission of the university • Assure request is not a substitute for regular instructional budget • Assure request meets guidance provided in UW System policy 825 i. Requestor: individual, often instructor, completing the Special Course Fee Request e-form ii. Department Chair: reviews request, and either approves or denies the request iii. Dean or Designee: reviews request, and either approves or denies the request b. Controller: reviews request, and either approves or denies the request c. If a new department ID (UDDS) is needed, a requestor may contact GL for a new department ID; however, a new number will not be assigned until the Special Course Fee Request is approved by the Controller. The Controller may hold the request until a new department ID can be set-up. d. Once approved, the Special Course Fee Request e-form will be routed to Student Financial Services to enter fee assessments on the course or class, as applicable, and to finalize the e-form. e. Once request is finalized, an e-mail acknowledgement is sent to Dean, Department Chair and Requestor.

Viewing Approved Fees Student Financial Services (SFS) website Special Course and Class Fees Students registering for classes can see any Special Course or Class Fees in the schedule builder in AccesSPoint – See the Schedule Builder –Viewing a Special Course and Class Fee Guide on the Special Course and Class Fees webpage for Student Financial Services.

Questions