4202 PR-1: Course Fee Procedures
Effective: Academic Affairs
Last Revised: 2025/09/26
Approved By: Vice President and Chief of Staff to the Provost
Purpose
USU Policy 4202 establishes the appropriate use of course fees and outlines accountability standards.
Definitions
Definitions relevant to these Procedures are set forth in University Policy 4202: Course Fees.
Structure of the Course Fee Committee
The Course Fee Committee is a standing committee approved by the Office of the Provost and Executive Vice President. Voting members include:
- Office of the Provost and Executive Vice President Representative (Chair)
- Administrative Representative
- Faculty Member
- Student Representative – USUSA Vice President
- Scheduling Representative
- Registrar’s Office Representative
- Controller’s Office Representative
Procedures
Three-Year Review
Course fees are reviewed on a three-year rotating schedule.
- Proposals are due by November 1. Late requests will not be considered.
- Approved fees take effect the following fall semester.
The Process
- Instructor submits the form and the completed budget templates in ServiceNow.
- Business Services Representative reviews the proposal.
- Course Fee Committee reviews the application and budget template(s) for accuracy.
- Department Head approves the proposal.
- Course Fee Committee gives final approval or returns the proposal for correction.
Off-Cycle Review
Departments may submit off-cycle requests for new, increased, or decreased fees under special circumstances, such as a newly approved course or an urgent need.
Proposal Deadlines
- August 15 for Spring Semester
- December 1 for Summer Semester
- January 10 for Fall Semester
- Late submissions will not be considered.
The Process
- Instructor submits the form and the completed budget templates in ServiceNow.
- Business Services Representative reviews the proposal.
- Course Fee Committee reviews the application and budget template(s) for accuracy.
- Department Head approves the proposal.
- Course Fee Committee gives final approval or returns the proposal for correction.
One-Semester Reduction
A one-time course fee reduction may be requested if course activities change, such as cancellation of a field trip. If approved, the entire class will be refunded. No other refunds will be given.
- The form is available from two weeks before the semester starts through the last day of the semester.
- Late submissions will not be considered.
The Process
- Faculty member submits the form in ServiceNow.
- Provost Office Representative reviews and approves the request.
- If approved, refunds are processed for students.
Procedural Review
Procedures will be reviewed by the Course Fee Committee every three years to ensure accuracy, consistency, and alignment with university policy. Updates will be documented and communicated to all stakeholders.
Notifications to Students
Students are notified of course fees at the time of registration.
Approved Use of Course Fees
Refer to Policy 4202: Course Fees for a list of allowable expenses.
Non-Allowable Expenses
The following are examples of non-allowable uses of course fees. This is not an exhaustive list:
- Expenses that do not benefit students within the course
- Classroom furnishings (e.g., desks, chairs, stools, tables, AV equipment, projection screens), remodeling, or maintenance
- Usual classroom equipment and maintenance
- Textbooks and required printed or electronic learning materials
- Materials students can purchase directly through the bookstore, unless bulk purchase by the instructor saves students money
Use of Excess Funds When a Course is Discontinued
When a course is discontinued, the remaining funds must be used with the originally approved intent of the funds. Approval is required from the Office of the Provost and Executive Vice President.
Additional Information
For more information on course fees, refer to University Policy 4202: Course Fees.
Questions regarding these procedures can be directed to the Office of the Provost and Executive Vice President Program Coordinator at 435-797-0121.