Materials Fees Process
Revised May 10, 2019
Request Form
| Due | Originator or Responsible party | What | Recipient |
|---|---|---|---|
| Every Fall (Nov) | Academic Services | Submit inventory for review/corrections of course materials fee that are in Banner. | Division Offices |
| Various | Discipline Faculty | For new materials fees or changes to existing materials fees, submit Materials Fee Form for approval. | Division Offices |
| One semester prior to effective date (Dec for Su/Fa; Sep for Sp) | Division Deans | Deans discuss materials fees with faculty. If approved, submit materials fees form for VP approval. | VP Academic Services |
| VP Academic Services; Scheduler | Once materials fees are approved, request Detail Code by email. | Business Office | |
| Administrative Services | Ensure Banner detail code set up with ITS and District Accounting | ITS; District Accounting | |
| Administrative Services | Send detail code | Scheduler | |
| Mar for Su/Fa; Oct for Sp | Scheduler | Attach new or revised material fees to specific courses. Confirm online schedule shows correct fee for all courses with materials fees. Inform Deans' Offices of approved changes with copies of signed documents. | Division Deans |
| Mar for Su/Fa; Oct for Sp | A&R | Request print approval of materials fees for course schedule each semester. | Academic Services |
| Mar for Su/Fa; Oct for Sp | Division Deans | Confirm Materials Fees with faculty. | Discipline faculty or coordinators |
| One week after census | Administrative Services | Ensure fees are recorded to correct fund. Run TYQTMFE report and send reconciliation spreadsheet that lists materials fees assessed and collected. | Division Offices,VP Academic Services |
| Throughout term | Deans | Use Fees Assessed as initial budget allocation to spend against. | Faculty |
| Throughout term | Faculty | Requistion: Use Purchase Order process to request items from specific vendor; requires pre-planning, which prevents out-of-pocket expenditures. | Division Offices, Division Deans |
| Throughout term | Faculty | Reimbursment: Submit disbursement forms for out-of-pocket reimbursements. | Division Offices, Division Deans |
| Curriculum Process | Faculty | Materials fees identified in CurriuNet as "Material fees may apply" (without $ amount). | Curriculum Committee |
| Catalog Process | Office of VP Academic Services | Course descriptor to include language such as "Materials fees may apply." |