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Campus Fee Proposal Process

Students in front of the Warrior Recreation Center

Campus Fees: Instructions, Tips, Resources

(Last updated October 2025)

Timeline

October 1

Deadline to submit Action Memo (proposal) to the Office of the Provost for review and routing. Provost’s Office conducts an initial review and iterates with the Requesting Unit to make necessary edits/additions prior to forwarding to the Campus Fee Advisory Committee for further review and recommendation.

October 23: Committee Review

Campus Fee Advisory Committee meets to review fee proposals; As a revision to this year’s process, the fee requestor and campus executive(s) will not attend this October 23rd meeting, unless a special invite by the Committee Chair is granted.

Late October/Early November

  • The Campus Fee Advisory Committee chair reviews recommendations from the Committee and if approved, forwards the proposal back to the appropriate Vice Provost for documentation.
  • Proposals not recommended may be resubmitted the following year.

November 12: Round 2 Review

  • The Campus Fee Advisory Committee meets to review the revised Round 1 proposal and virtual presentation by the Requesting Unit.
  • The Campus Fee Advisory Committee chair reviews recommendations from the Committee and if approved, forwards the proposal back to the appropriate Vice Provost for documentation.
  • Proposals not recommended in Round 2 may be resubmitted the following year.

Late November

Office of Provost conducts final review, Provost signs and routes to President’s Office for action (and the Board of Regents, if applicable). If approved, President’s office will return approved/disapproved proposals to Provost’s Office who will then forward copies to relevant offices (VPs, Bursar’s Office, Cashier’s Office, Financial Aid Office, Budget Office, Registrar, Catalog Office, etc.).

February 2026

Proposal to Board of Regents for review and approval (if applicable).

Fee Proposal Process

  1. Submission:
  2. Initial Review by the Office of the Provost:
    • The Office of the Provost ensures the completeness of fee proposal submissions.
    • Complete submissions are forwarded to the Campus Fee Advisory Committee for review.
    • Incomplete submissions are returned to the department/unit for further completion.
  3. Review by Campus Fee Advisory Committee:
    • The Committee deliberates on the merits of the proposal.
    • The Committee votes on whether to recommend the proposed fee. Fee requester (or representative) must attend the Committee meeting and provide clarification as needed.
  4. Post-Committee Decision Actions:
    • OVPSS drafts a comprehensive memo summarizing the Committee’s discussions.
    • If the Committee recommends the fee and the Vice Provost for Student Success (VPSS) agrees, the memo is forwarded for further review (see the Campus Fees sections on the Routing and Delegation page).
    • If the Committee and VPSS do not recommend the fee, OVPSS provides feedback to the department/unit to improve their submission for Round 2 review. Submissions not recommended in Round 2 may be resubmitted the following fall.
  5. Finalization Phase:
    • The Office of the Provost ensures that the final recommendation is recorded accurately.
    • The Office of the Provost sends copies of the final decision and any relevant memos to concerned parties (i.e., Registrar, Director of Program Development and Review, Cataloger, Business Office, OVPSS Webmaster).
    • The requester and department chair coordinate with their fiscal officer regarding the transfer of funds (course fees are collected as part of students’ tuition payments).

Tips for Writing a Comprehensive Memo

A comprehensive memo should effectively address the following inquiries and provide the corresponding details:

  • Comparison Fees Rationale:
    Why was a particular comparison group chosen? What attributes make it the most suitable choice?
  • Justification for Substantial Increases:
    Does your proposed fee increase surpass $100? A fee exceeding $100 impacts the student’s Cost of Attendance significantly. What necessitates such a substantial fee increase?
  • Removing an Existing Fee:
    Instead of eliminating a fee, the recommendation is to request that the fee be decreased to $0 (which simplifies requesting a fee reinstatement if needed in the future).
  • Exploration of Funding Sources:
    What alternative funding avenues were explored? Why is it unfeasible for the department to absorb these expenses? Where has the unit sought alternative funding?
  • Additional Course Expenses:
    Are there additional course-related costs like textbooks? Provide a thorough breakdown of these expenses to determine the total course cost.
  • Budgetary Breakdown:
    Provide a detailed line item budget narrative indicating how the fees will be utilized.
  • Potential Ramifications of Non-Approval:
    If the fee proposal fails to garner approval, how will the program be impacted?
  • Provisions for Waivers or Exemptions:
    Is there a mechanism for students to request waivers or exemptions in cases of financial hardship? If applicable, outline the process.

By addressing these points comprehensively, the Campus Fee Advisory Committee will gain a clear understanding of the fee proposal’s rationale, impact, and provisions for mitigating financial burdens on students.

Campus Fee Proposal Resources

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