M E M O R A N D U M

							September 20, 2011

To:		Members of the Board of Trustees

From:		Nancy L. Zimpher, Chancellor

Subject:	Revised State University of New York Fee Policy Guidelines


Action Requested

	The proposed resolution modifies the current State University of New York fee policy, last adopted by the Board of Trustees on June 19, 2001 (Resolution 01-19).  Fee revenues support specific student-related programs and services and are retained on the campuses and include broad-based fees (such as technology or transportation), course-related fees, and administrative fees.  The revised policy implements the Academic Excellence and Success fee, and provides clarification on allowable fees, guidelines, and reporting requirements. Approval of fee amounts continues to be delegated to the Chancellor or the campus president.

Resolution

	I recommend that the Board of Trustees adopt the following resolution:

Whereas the State University of New York’s existing fee policy has not undergone a significant revision in a decade; and

Whereas a committee of campus finance and business staff has provided substantial feedback and input to the revision of existing policy; and

Whereas the Board of Trustees desires to bring consistency and clarity to the procedures for administering and changing fees and to the communication, participation and involvement in the fee setting process by campus constituencies; and


Whereas the Board of Trustees desires to implement the Academic Excellence and Success fee to maintain and improve the quality of education at the four university centers in support of the NY-SUNY 2020 Challenge Grant Program Act; now, therefore, be it

Resolved that the State University of New York Fee Policy Guidelines (policy document number 7804 – Fees, Rentals, and Other Charges, copy attached) are hereby approved.

Background

	By the proposed resolution, the Board authorizes changes to the existing University fee policy, including more detailed guidelines, dates, implementation procedures and campus reporting requirements.  Additional guidance is provided on the development of requests for mandatory broad-based fees and deadlines for review of such requests.  Broader language around the development of course, instructional cluster, and laboratory fees is included. The policy has also been updated to remove reference to mandatory sharing of fee revenue between the campus Financial Plan and the campus income fund reimbursable (IFR) accounts.

	In the Fall of 2009, the State University of New York Business Officers Association (SUBOA) charged the University’s Accounting, Budget and Bursar’s group (ABB) with development of a white paper concerning University fee policy.  It was recognized the current fee policy, while effective, was at the time almost 10 years old and required changes due to the expanded range of campus activities and changes to the way the University conducted business.  ABB formed a sub-committee made up of 21 campus and six System Administration representatives who reviewed the existing policy and made recommended changes in a white paper presented to SUBOA in the Spring of 2010.  

	Based on the white paper findings and further input from SUBOA in the Fall of 2010, proposed changes to the fee policy were circulated for review by the campus members of the business, budget, bursar, student life and academic communities, and System Administration.  

      Further, to provide support to the University Centers for implementation of the NY-SUNY 2020 Challenge Grant Program Act, a new Academic Excellence and Success fee is being implemented.  An earlier “Academic Excellence Fee” was originally approved by the Board of Trustees in 2007 but has not been implemented since that time. 




      Changes to the existing fee policy include:

* Designation of the University Office of Financial Services as the Chancellor’s designee for Chancellor approved fees.
* Implementation of the Academic Excellence and Success Fee.
* Campuses will submit a five-year broad-based fee plan.
* Requires that broad-based fee revenue conform to University policy on financial reserves.
* Expanded language on the inclusion of student involvement in the broad-based fee decision-making process.
* Expanded language on requirements for establishing policies concerning fee refunds and waivers.
* Allowance for broad-based fees to be charged during summer and inter-sessions.
* Formal inclusion of the transportation fee as a broad-based fee.
* Allowance for other broad-based fees, such as the transcript fee.
* Outlines procedures for requesting changes to or establishment of campus broad-based fees.
* Provides guidance on annual reporting of campus fee information to System Administration.
* Increase of the undergraduate application fee from $40 to $50; and limitation of free applications from EOP students to four.
* Establishment of a re-application fee of $50 for students who re-apply after a period of separation from the campus.
* Increase of the late registration fee from $40 to up to $50, including a provision for waiver.
* Eliminated mandatory fee revenue sharing between the campus Financial Plan and income fund reimbursable (IFR) accounts.
* Allows for the increase of transcript fees from $5 to up to $10 per semester, up to a lifetime cap of $120.
* For new students as of Fall 2011, on campuses that charge a per semester transcript fee, limits free transcripts to 50 per year up to three years post graduation and up to 25 per year thereafter.
* Allows the establishment of instructional cluster fees (a fee charged to students taking a related group of courses).
* Allows the establishment of laboratory fees.
* Provides guidance on fees for non-matriculated students; international students; early housing terminations and other campus specific fees.
* Allows campuses to set, within guidelines, mandatory orientation program charges and career services fees.
* Eliminates duplication of guidelines among different fee-related policies.
	Current policy governing fees charged to students at the State-operated campuses of the State University has been amended to provide a balance between flexibility at the campus level and effective oversight and accountability by the System Administration. 

	This resolution will require appropriate revisions be made to the State University of New York policy document number 7804 – Fees, Rentals, and Other Charges.


Attachment



Board Resolution0-4-0September 20, 2011