1. 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

2. 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

3. 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:
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:
Review the policy, access the e-form with instructions on completing it, and view deadlines
BP Logix E-Form:
Form used to establish a Special Course or Class Fee

4. 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

5. 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

6. 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

9. Completing the Request Form
Special Course Fee Request e-form:
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.

10. 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)

11. 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

12. 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 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

13. 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 acknowledgement is sent to Dean, Department Chair and Requestor.

14. 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.

15. Questions