Enclosure 2
University of California
Office of the President
April 4, 2000
Guidelines for Implementing Course Materials Fees
Chancellors may charge a Course Materials Fee for students to participate in the instructional activities of a course, including: the cost of providing course materials to be consumed, retained or used by the student; the special costs associated with use of University-owned tools, musical instruments, or other equipment; or the cost of other materials or services necessary to provide a special supplemental educational experience of direct benefit to the student.
Definitions
"Course materials" are defined as materials, supplies, tools, or equipment which are consumed, retained or used by the student, or other materials or services necessary to provide a special supplemental educational experience of direct benefit to the student. Science laboratories and art studios are examples of courses in which students are required to purchase consumable supplies. Health sciences courses are examples of courses in which students are required to purchase tools and instruments. Film production or music performance courses are examples of courses in which students may be required to rent, for exclusive or extensive access to, University-owned equipment or instruments. Anthropology courses offering special field trip opportunities to students are examples of courses providing a special supplemental educational experience for which a fee may be charged.
"Materials and Supplies" may include, but are not limited to, such items as chemicals, solutions, gloves, filters, biological specimens, artists' media, glassware, photographic chemicals, and other one-time use items. These also may include the reproduction costs for supplemental materials such as laboratory manuals and noncommercial computer software, and costs associated with providing live models for art classes.
"Tools and equipment" includes scientific or medical tools, musical instruments, video and audio equipment, and other equipment related to enrollment in a course, so long as the student is given ownership (if purchased) or extensive use (if rented) of the tools or equipment and, where feasible, has the option of securing equivalent tools or equipment elsewhere. These may include the costs associated with the use of University-owned tools and equipment for out-of-class learning activities or extracurricular use, or the purchase of computer software if the student retains ownership of the software.
"Materials and services for special supplemental educational experiences" are materials and services that offer students a special educational opportunity, such as travel costs for archeological digs, or the cost of film rentals.
Course materials fees may not be charged to cover any costs relating to the provision of facilities or services required for the general operation of the institution. Thus, the following may not be included in course materials fees: expenses for salaries and wages and related employee benefits for support personnel; allowances for maintenance, depreciation and replacement of instructional equipment located or utilized in classrooms and laboratories primarily during scheduled periods of instruction; reproduction of copyrighted materials for course readers or audio or video collections; and course syllabi.
Procedures: Fee Assessment
A course materials fee shall be assessed only to those students who are enrolled in the applicable course.
The fee may be collected only through the campus' centralized billing or student registration/accounting system, as appropriate.
Campuses should establish procedures for assessing and refunding course materials fees and for providing adequate notice of the fees to students. As appropriate, Chancellors should use on-going advisory groups that include students to advise them
when establishing course materials fees.
Chancellors should strive to keep increases in course materials fees moderate and gradual. A course materials fee may not exceed the actual cost per student of the materials provided for the course. Except in those circumstances where equipment is purchased, it is expected that the maximum course materials fee generally will not exceed the average cost of a textbook.
Campuses are encouraged to include course materials fees in the financial aid student budget for determination of financial aid awards. The Office of the President will work with campus financial aid offices to establish methods for including course materials fees in financial aid budgets.
Procedures: Fee Accountability
Chancellors are responsible for setting course materials fee levels; these should be reviewed annually.
Departments should fully and accurately document the cost of supplies, consumables, and support services associated with each course for which a fee is proposed.
Revenue from course materials fees may not be commingled with State general funds.
Revenue from course materials fees must be accounted for separately and will be reported annually as part of the budget review process. Campuses are responsible for establishing appropriate financial controls to ensure that fee revenue is expended only for approved course materials, as defined in this policy.