Approval of Student Fees                                                    UPPS No. 03.04.03
Issue No. 8
Effective Date: 04/19/2006
Review: June 1 E5Y

 

 

01.       POLICY STATEMENTS

 

01.01  The purpose of this UPPS is to outline the procedure for obtaining proper authorization and approval of fees at Texas State University-San Marcos. This policy does not apply to fees charged for Continuing Education courses or course fees (see UPPS No. 02.01.01, Continuing Education).

 

02.       DEFINITIONS

 

Following are definitions which are relevant under this policy and which are structured to follow the definitions utilized by the Texas Higher Education Coordinating Board.

 

02.01  Mandatory fee – a fee that is required by the Education Code to be charged to all university students (other than those exempted from the fee). 

 

a.   Laboratory fee – a mandatory fee that is charged under Texas Education Code, Section 54.501 to cover the cost of laboratory materials and supplies for students enrolled in science courses.

 

02.02  Discretionary fee – a fee that is authorized under the Texas Education Code and which a university is allowed, but not required, to charge to groups of students (other than those exempted from the fee).

 

a.   Compulsory fee – a discretionary fee that a university may elect to charge and that, if charged, must be charged to a group of students (other than those exempted from the fee).  The term ‘compulsory fee’ does not include an incidental fee.

 

b.   Voluntary fee – a discretionary fee that is charged only to those students who make use of the service or item for which the fee is established.

 

1)   Course-related fee – a voluntary discretionary fee required of all students enrolled in a particular course.

2)   Incidental fee – a voluntary discretionary fee that is charged for services not related to enrollment.  Some are required of all students; others (such as library fines) are charged because of actions or inactions by the student.

3)   Optional fee – a voluntary discretionary fee that is charged for an activity, service, or item not directly related to education, such as a fee for sports or cultural events.

 

02.03  Required fee – a mandatory or discretionary fee that a university charges to a student as a condition of enrollment at the university or in a specific course.

 

02.04  Registration fees – a broad category encompassing charges assessed through the registration process for statutory, designated, or board-authorized tuition, as well as other mandatory or discretionary fees.

 

02.05  Matriculation fee – a discretionary fee that is charged to a student withdrawing from the university before the first day of class, as authorized by Texas Education Code, Section 54.006(a).

 

02.06  Tuition – statutory (Education and General), designated, or board-authorized tuition.

 

02.07  Auxiliary fee – a mandatory or discretionary fee charged to recover costs for providing a service or activity that is self-supporting.

 

03.       PROCEDURE FOR APPROVAL OF FEES

 

03.01  A student fee may not be established or charged for any function, activity, or program unless the activity has been approved by the university administration and appropriate agencies, if required. The fee proposal must cite the legal authority under which the fee is to be charged.

 

03.02  Mandatory Fees - The steps for approving or changing a mandatory fee are:

 

a.   The administrative head secures approval from his or her divisional vice president or equivalent university official.

 

b.   The divisional vice president submits the proposal to the Vice President for Finance and Support Services (VPFSS).

 

c.   The VPFSS presents the recommendation to the President's Cabinet for recommended Board action.

 

d.   The VPFSS submits the information to the Board of Regents.

 

03.03  Discretionary Fees- The Board of Regents' approval is not necessary for any new or modified discretionary student fees. The steps for approval of a non-mandatory fee to be charged to any student at Texas State are to be completed in the following order:

 

a.   The administrative head secures written approval of the general concept from his or her divisional vice president.

 

b.   The administrative head contacts the Associate Vice President for Financial Services/Treasurer to discuss the proposed fee or change.

 

c.   The Associate Vice President for Financial Services/Treasurer forwards the request to the VPFSS for approval.

 

d.   The VPFSS secures approval of the discretionary fee or change from the President, after consultation with the President's Cabinet.

 

03.04  Student Advisory Board Consultation - Where required by law, proposed new fees or fee increases will be discussed with the appropriate student advisory boards or councils prior to preparation of the proposed Board orders. The divisional vice president with operational authority for the fee is responsible for these discussions. Consideration of changing fees or adding fees, either mandatory or discretionary, must also be discussed in a timely manner with the Vice President for Information Technology for computer support and with the Director of Accounting for implementation. The department or division requesting a new fee must submit a service request.  Several months of lead time may be needed to implement a new fee.

 

03.05  Effective Date - The fee should not be announced and cannot be charged until written approval has been received from the Vice President for Finance and Support Services and Regents' approval has been secured (if necessary). The VPFSS will include the effective date for the change in the Board item for recommendation.

 

03.06  Regents' Approval - The following is a list of fees which must be submitted to the Board of Regents for approval (see Rules and Regulations, Board of Regents, Texas State University System).

 

a.   Statutory E&G (Education and General) Tuition

 

b.   Student Services Fees

 

c.   Student Center Fees

 

d.   Student Transportation Fees

 

e.   Room and Board Rates

 

f.    Special Course Fees

 

g.   Diploma, Certificate, Auditing and Extension and Correspondence Instruction Fees

 

h.   Designated Tuition

 

i.    Recreational Sports Fee

 

j.    Medical Services Fee

 

k.   Board-authorized Tuition

 

03.07  Incidental Fees - The Board has delegated to the President authority to fix the rate of other incidental fees charged under the authority of Section 54.504, Texas Education Code. Such fees include library fines, microfilming fees, thesis or doctoral manuscript reproduction or filing fees, application processing fees, laboratory breakage charges, bad check charges, schedule change fees, late registration fees, reinstatement fees, computer service fees, computer access fees, computer use fees, student publication fees, fees for special courses or programs which are fully paid by privately funded scholarships, and installment fees within the limits set by Chapter VI, Section 3.41 of the Regents' Rules. The Board of Regents must approve an incidental fee that is not listed above. [Refer to Education Code, Section 54.504]

 

03.08  Parking Fees - The Board has delegated to the President authority to set vehicle registration fees and schedules of penalties for violating the University's parking regulations.

 

03.09  Any questions concerning fees which might be submitted to the Board for approval should be addressed to the Associate Vice President for Financial Services/Treasurer or the Vice President for Finance and Support Services.

 

04.       COST ESTIMATES

 

04.01  Establishment of or changes to fees must include an analysis of the costs of providing the good or services which the fee is to cover. Cost estimates should be prepared by the department proposing the fee amount.

 

05.       TIMING OF FEE CHANGES

 

05.01  All fees should be submitted in a timely fashion for inclusion in the Texas State catalogs and class schedules.

 

05.02  Generally, new fees or changes to fees are submitted to the fall Board of Regents meeting in order to allow adequate time for publishing these changes.

 

06.       REVIEWERS OF THIS UPPS

 

06.01    Reviewers of this UPPS include the following:

 

Position                                                          Date

 

Associate Vice President for                      June 1 E5Y

Financial Services/Treasurer

 

07.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Associate Vice President for Financial Services/Treasurer; senior reviewer of this UPPS

 

Vice President for Finance and Support Services

 

President