Student Fees: Instructions, Tips, Resources (Last updated 05/08/2024)
Timeline
15Sep
September 15 (or the first business day thereafter):
Deadline for Fee Proposals.
Early October
Early October: Round 1 Review:
Student Fees Advisory Committee reviews fee proposals.
Mid-October
Mid-October:
- The Student Fees Advisory Committee chair routes recommended proposals for further review.
- The Student Fees Advisory Committee chair provides feedback to departments/units to improve their submissions if their proposals are not recommended in Round 1.
November
November: Round 2 Review:
- The Student Fees Advisory Committee reviews the revised Round 1 submissions.
- The Student Fees Advisory Committee chair routes recommended proposals for further review.
- Proposals not recommended in Round 2 may be resubmitted the following year.
Following Fall
Following Fall:
Approved fees take effect.
Fee Proposal Process
- Submission:
- The department/unit completes the University of Hawaiʻi Fee Proposal Form (PDF)*.
- The department/unit drafts an accompanying action memo signed by the department chair and dean.
- See Routing and Delegation for the most current memo routing.
- The department/unit submits the completed University of Hawaiʻi Fee Proposal Form and accompanying action memo to the Office of the Vice Provost for Student Success (OVPSS) at vpss@hawaii.edu.
- Initial Review by OVPSS:
- OVPSS ensures the completeness of fee proposal submissions.
- Complete submissions are forwarded to the Student Fees Advisory Committee for review.
- Incomplete submissions are returned to the department/unit for further completion.
- Review by Student Fees Advisory Committee:
- The Committee deliberates on the merits of the proposals.
- The Committee votes on whether to recommend the proposed fee. Fee requester (or representative) must attend the Committee meeting and provide clarification as needed.
- 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 Student 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.
- Finalization Phase:
- OVPSS ensures that the final recommendation is recorded accurately.
- OVPSS 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 Student Fee Advisory Committee will gain a clear understanding of the fee proposal's rationale, impact, and provisions for mitigating financial burdens on students.
Student Fee Proposal Resources
- Executive Policy 6.208: Mandatory Campus Fees
- Regents Policy Chapter 6, Tuition, Financial Assistance, and Fees: RP 6.203, Fees
- OVPSS webpage https://manoa.hawaii.edu/studentsuccess/policies-overview/
- Registrar’s list of student course fees
- Routing and Delegation Guide for Mānoa
- Student Fees (Fee establishment, or increase/decrease to professional or housing fees in accordance with RP 6.203)
- TO BOR ← VIA President ← VIA Provost ← VIA VPAE, VPSS (Fee Committee) with c: CBO. Submit via action memo and Fee Proposal Form.
- Student Fees (Other fee increase/decrease in accordance with RP 6.203)
- TO President ← VIA Provost ← VIA VPAE, VPSS (Fee Committee) with c: CBO Submit via action memo and Fee Proposal Form.
- Student Fees (Fee establishment, or increase/decrease to professional or housing fees in accordance with RP 6.203)
- University of Hawaiʻi at Mānoa Instructions for Fee Proposals & Fee Proposal Form (PDF)* (9/2021 version)