Assessment & Adjustment of Fixed & Variable Fees

The assessment and adjustment of special course fees varies depending on whether a special course fee is a FIXED amount or is VARIABLE.  Special course fees are variable when the fee amount can change from one term to the next, or from one student to the next, within the same term.  Variable fees must have a range with a specified minimum and maximum amount.

Note: Delivery fees must be fixed fees.

Fixed Fees

The special course fee is a fixed amount assessed to all students for the approved catalog year.

Assessment: Fixed fees will be assessed and reassessed electronically to all students in a section.
Schedule changes: The Office of the Registrar runs a batch assessment program to adjust fixed fees in accordance with student add/drop activity in a course.  Students dropping a course that carries a special course fee will receive a 100% refund of the special course fee if dropped by the 10th class day, and no refund if dropped after the 10th class day.
Withdrawals: The Office of the Registrar will adjust the fees when a student withdraws.  Students withdrawing prior to or on the 10th class day will receive a 100% refund of special course fees.  Students withdrawing after the 10th class day will receive no refund of special course fees.

Assessment Schedule for FIXED Special Course Fees
This assessment schedule applies to fixed special course fees only; it does NOT apply to variable fees.

Initial SCF assessment

  • Approximately one month prior to the start of the term

Subsequent assessments

  • Prior to the release of financial aid (approximately 10 to 14 days prior to the start of the semester)
  • On the evening of the 10th class day
  • At the end of each month throughout the semester

Final assessment

  • At the beginning of the 14th week of the semester for fall and spring semesters
  • At the beginning of the 10th week of the semester for summer semester

Variable Fees Type A

Fees vary by semester, and students are assessed a different amount based on their individual consumption of materials, use of equipment, etc.

Assessment: If the special course fee varies for each student in the class, the special course fee coordinators will need to assess and credit the special course fees manually on the University Receivables system.
Schedule changes: Adjustments in courses having a variable special course fee will need to be made on the University Receivables system by the special course fee coordinator in the department.  Students dropping a course which carries a special course fee will receive a 100% refund of the special course fee if dropped by the 10th class day, and no refund if dropped after the 10th class day.
Withdrawals: The Office of the Registrar will adjust the fees when a student withdraws.  Students withdrawing prior to or on the 10th class day will receive a 100% refund of special course fees.  Students withdrawing after the 10th class day will receive no refund of special course fees.

Variable Fees Type B

Fees vary by semester, but all students in the class are assessed the same special course fee amount for that particular semester.

Assessment: If the special course fee is variable on the catalog record, but established as one fee for all students in that class that semester, special course fee coordinators may submit the fee amount for that semester to the assistant registrar for fees by the 10th class day of the semester.  This fee will then be assessed and reassessed electronically to all students in that section.  If the coordinator is unable to establish the fee amount by the 10th class day due to extenuating circumstances, the coordinator may contact the assistant registrar for fees to arrange an alternative deadline.  It is the position of the university that special course fees should be established and assessed by the 10th class day, if possible.
Schedule changes: The Office of the Registrar will run a batch assessment program to adjust fixed fees in accordance with student add/drop activity in the course.  Students dropping a course that carries a special course fee will receive a 100% refund of the special course fee if dropped by the 10th class day, and no refund if dropped after the 10th class day.
Withdrawals: The Office of the Registrar will adjust the fees when a student withdraws.  Students withdrawing prior to or on the 10th class day will receive a 100% refund of special course fees.  Students withdrawing after the 10th class day will receive no refund of special course fees.