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Policies and Procedures for Setting Student-Related Fees, Fines and Deposits

Responsible Office: Associate Vice President for Administrative Affairs

Policy Type: Business Affairs

Policy Number: 216

Last Date Revised: 4/12/2016

INTRODUCTION

This document provides a description of the three categories of fees, general principles applicable to
campus fees, steps to take to establish or modify existing fees, and DEADLINES for fee approvals.

This document covers all student-related fees, fines, and deposits of Binghamton University. In addition, this document covers all University fees for services to related parties and the public (see Attachment C).

The requirements in this campus policy are based on SUNY System Administration policy.A complete set of SUNY’s administrative policies for fees, rentals, and deposits can be found on pdf format* at:

http://www.suny.edu/sunypp/documents.cfm?doc_id=398&CFID=700776&CFTOKEN=48b9a19cf4756ae0-E0C32515-95BE-A4EE-EE61DCBF9FDCA23E&jsessionid=9e302da95c25e89ae5b0623b5e4d10162255

The Office of the Associate VP for Administrative Affairs maintains all fee/rate documentation for
the campus.Copies of fee/rate documentation must be forwarded to that office (rate calculation,
student/staff consultation, budget).

GENERAL PRINCIPLES FOR ESTABLISHING CAMPUS FEES

The following general principles govern the establishment of new fees or changes to existing fees on
campus.These principles apply to all campus entities.

§         Fees should be set based on the full cost of the activity/service for which the fee is levied,
including fringe benefit and overhead costs. Recommended Equipment Useful Lives form:
(MS Word document) (pdf format)

§         A consultation process with those paying the fee is encouraged where appropriate.The
consultation process may utilize a committee with representation of the impacted group (e.g. Transportation Committee, Residence Hall Finance Committee, Campus Life Committees, Parking Committee …)

§         If waivers are permitted, a fee waiver policy must exist and be included as part of the fee
proposal or request for a fee change.Documentation supporting waivers must be maintained for audit purposes.

 

THREE FEE CATEGORIES

1.SUNY Board of Trustees Authorized Fees and Charges

The SUNY Board of Trustees approves university-wide fees that are required to be paid by students as a condition of attendance.The Board’s fee authorization may take the form of imposing a fee, with or without a ceiling level, requiring either a university-wide charge to be established or individual campus rates to be approved by the Chancellor or designee.These fees are normally proposed during the University’s budget development process and are implemented as required by law or the Boards’ policy.Examples include tuition, Student Activity Fee, International Health Insurance Fee, and University fee.

2. Local Campus Fees Authorized by the SUNY Chancellor or Designee

Upon request by the local campus, the Chancellor (or designee) is authorized to establish fees, fines, deposits, and service charges for violation of institutional regulations, late registrations, damage and breakage, and special services.This includes:
  • Comprehensive Fees, which are charged to all enrolled students. These include but are not limited to the Technology Fee, Campus Life Fee, Academic Record Fee, and ID Card Fee. (Refer to Attachment A for Binghamton University procedure.)
  • Academic Course-Related Fees that are appropriately charged for academic offerings
    that entail extraordinary costs, result in a tangible end product for the student (e.g. sculpture, ceramics, and photography), or where a special service is provided (e.g. music instrument rental). (Refer to Attachment B for Binghamton University procedure.)
  • User Fees, Charges, and Fines for Violation of Institutional Regulations which finance specific activities and services that are available to those who pay the fee. Fees in this category may include but are not limited to: late registration and late payment fees, drop/add fees, returned check charges, placement fees, equipment deposits breakage charges, and administratively cancelled registration fees. (Refer to Attachment B for Binghamton University procedure.)
3.Local Campus Fees Authorized by Campus President (or designee)
Binghamton University is authorized by the Board of Trustees to establish certain charges and fees. Examples of campus-authorized fees include non-credit-bearing instructional program fees, event entrance and attendance fees, telephone fees, parking fees, library fees and fines, and charges for services and facilities usage. (Refer to Attachment C for Binghamton University procedure.)

CAMPUS PROCESS FOR ESTABLISHING OR MODIFYING FEES

The campus process for establishing or modifying fees, including required approvals and deadlines, will
vary depending on the type of fee.The procedures for obtaining approval of the various types of campus fees are included in the following sections of this policy:

Attachment A : Comprehensive Fee

Attachment B : Other Campus Fees Requiring Approval by SUNY Chancellor,                                                    other than the Comprehensive Fee, Residence Hall and Meal                                                    Plan Charges

Attachment C : Campus Fees which do not Require Approval by SUNY System                                                  Administration

Attachment D : Residence Hall and Meal Plan
_______________________________________________________________________________________

Attachment A
Procedure for Changes to the Comprehensive Fee

The following procedures are intended to ensure that required approvals from SUNY System
Administration are obtained for changes to the various components of the University’s Comprehensive
Fee.

Scope

The specific fees covered by this section of the policy include, but are not limited to:

Comprehensive Fee Components:

  • Campus Life Fee
    • University Fee*
    • Intercollegiate Athletics Fee 
    • Student Health Services Fee
    • Technology Fee
    • Transportation Fee
    • Recreation Fee
    • Student Activity Fee**
    • Academic Record Fee
    • ID Card Fee

 

Procedures

1.Changes to the Comprehensive Fee are initiated by a Vice President as part of the University’s budget process.The General Principles for Establishing Campus Fees should be considered in developing the support for proposed fee changes.Proposed changes should be directed to the Associate Vice President for Administrative Affairs by February 15th for academic year fees.Summer or special-session academic program fees must be based upon cost incurred during the period of the program for services.The academic year fee will normally be the basis for a proportionate fee for the program period.Proposed fee changes should be directed to the Associate Vice President for Administrative Affairs by December 15th for summer program fees (special-session program deadline should be discussed with the Associate Vice President for Administrative Affairs).

The requesting area must complete a Request for Fee Approval Form

2. The Associate Vice President for Administrative Affairs reviews proposed changes with the President. The President will make the final decision.

3. The Associate Vice President for Administrative Affairs forwards the request for changes to the Comprehensive Fee to SUNY System Administration for final approval. The Chancellor (or designee) determines if SUNY Board of Trustees approval is required for the requested changes. The target date for the submission of comprehensive fees is March 1st.

4. After notification is received from SUNY System Administration, the Associate Vice President for Administrative Affairs notifies the Division VP. The Division VP notifies the appropriate offices.

*The amount of the University Fee is set by SUNY and therefore is not negotiable.

* *The students must determine by referendum once every two years whether student activity programs shall be supported by either a voluntary or mandatory Student Activity Fee.BU students voted successfully to make the payment mandatory and the fee is collected upon registration.The fee must not exceed an amount to be determined by the Chancellor in consultation with the student assembly.Student Activity Fee procedures are governed by SUNY Policy, item #053.

_______________________________________________________________________________________

Attachment B
Procedure for Changes to Campus Fees Requiring Approval by
SUNY System Administration, Other than the Comprehensive Fee

The following procedures are intended to ensure that required approvals from SUNY System
Administration are obtained for changes to campus fees.This section of the policy covers fees that are set by the campus and which require SUNY approval, other than the University’s Comprehensive Fee.

Scope

The specific fees covered by this section of the policy include, but not limited to:

  • Admission Deposits
  • Credit-bearing Course Fees
  • International Student Fee

Procedures

1. Changes to the fees covered by this policy section are requested by the unit responsible for the fee. The General Principles for Establishing Campus Fees should be considered in developing the support for the proposed change.To ensure sufficient time for review, the completed forms and documentation are forwarded to the Associate Vice President for Administrative Affairs by February 15th for Fall fees, and September 1st for Spring fees.  Summer or special-session academic program fees are based upon cost incurred during the period of the program for services. The academic year fee will normally be the basis for a proportionate fee for the program period. Proposed fee changes should be directed to the Associate Vice President for Administrative Affairs by December 15th for summer program fees (special-session program deadline should be discussed with the Associate Vice President for Administrative Affairs).

The requesting area must complete a Request for Fee Approval Form

 2.The Associate Vice President for Administrative Affairs reviews the justification for the fee, cost components, and relevant SUNY and campus policy and reviews the request with the President, who makes the final decision.

3. The Associate Vice President for Administrative Affairs forwards the fee request to SUNY System Administration for final approval. The Chancellor (or designee) determines if SUNY Board of Trustees approval is required. The target date for submission of this request to SUNY System Administration is March 1st.

4. After notification is received from SUNY System Administration, the Associate Vice President for Administrative Affairs notifies the Division VP. The Division VP notifies the appropriate offices.   
   

_______________________________________________________________________________________

Attachment C
Procedure for Changes to Campus Fees which
Require Only Local Approval


The following procedures are intended to ensure that appropriate approvals are obtained and accurate records are maintained for all fees assessed on campus as required by SUNY System Administration policy.This section of the policy covers fees that are set by the campus which do not require direct SUNY System Administration approval.

Scope

The specific fees covered by this section of the policy include, but are not limited to:

  • Non-credit-bearing Instructional Program Fees
  • Patient/ Client Care Charges
  • Equipment Deposits
  • Identification Card Replacement Charges
  • Diploma Cover Charges
  • Fees for Voluntary Student Health Services
  • Service Charges to Students, Faculty and Staff for access to Campus Facilities (e.g. locker rentals, printing and copying services, equipment rentals)
  • Residence Hall Common Area Damage Repair Fees
  • Voluntary Orientation Program Charges
  • Parking, Registration, and Traffic Fines
  • Library Fees and Fines
  • Graduate Application Fees 

Procedures

1. Changes to the fees covered by this policy section are requested by the unit responsible for the fee.The General Principles for Establishing Campus Fees should be considered in developing the support for the proposed change.The completed forms and documentation are forwarded to the Associate Vice President for Administrative Affairs by March 15th as part of the annual budget process.Summer or special-session academic program fees are based upon cost incurred during the period of the program for services.The academic year fee will normally be the basis for a proportionate fee for the program period.Proposed fee changes should be directed to the Associate Vice President for Administrative Affairs by December 15th for summer program fees (special-session program deadline should be discussed with the Associate Vice President for Administrative Affairs).

The requesting area must complete a Request for Fee Approval Form

2. The Associate Vice President for Administrative Affairs reviews the justification for the fee, cost components and relevant SUNY and campus policy and then reviews the request with the President, who makes the final determination.

3. The Associate Vice President for Administrative Affairs notifies the Division VP. The Division VP notifies the appropriate offices.

_______________________________________________________________________________________

Attachment D
Procedure for Changes to Residence Hall and Meal Plan

The following procedures are intended to ensure that required approvals are obtained for residence hall and meal plan rates.

Scope

The specific fees covered by this section of the policy are:

  • Residence Hall Room Rentals and Related Charges and Deposits
  • Meal Plan Charges

Procedures

1. Changes to residence hall and meal plan charges are proposed as part of the annual budget process by the following committees:Residence Hall Finance Committee and Contract Dining and Cash Food Sales Committee respectively.The General Principles for Establishing Campus Fees should be considered in developing the support for proposed fee changes.Fee changes proposed as part of this process should be communicated by the committees to the Associate Vice President for Administrative Affairs by February 15th.

2. The Associate Vice President for Administrative Affairs reviews proposed changes with the President. The President will make the final decision.

3. The Associate Vice President for Administrative Affairs forwards the changes to residence hall rates and deposits to SUNY System Administration as part of the annual budget process for the residence hall budget.   

  • Room rental rates must include all operating costs, fringe benefits, and debt service costs; and also must observe any system-wide guidelines.
  • Telecommunication costs for services provided to the students in residence halls will be recovered using an equitable cost recovery policy.

4. Changes to meal plan charges are governed and determined locally and then reported to Central Administration.

5. The Associate Vice President for Administrative Affairs notifies the Division VP. The Division VP notifies the appropriate offices.    

Last Updated: 7/27/16