University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Special Course Fees

UPPM 30.95

For more information contact:
   Provost’s Office
   509-335-5581
   Bursar’s Office
   509-335-9651

Form:  Special Course Fee Request

1.0  Overview and Purpose

Educators and administrators may request the establishment of special course fees to pay for goods and services, or computer laboratory operating costs not provided by state-appropriated funds or general student fees. However, revenues from special course fees are not intended to replace departmental operating budgets. Special course fees are to be considered exceptions to standard budgeting procedures and implemented only when necessary.

2.0  Applicability

University personnel are to use this procedure to request new special course fees or to request changes or delete in existing fees. This procedure applies to established WSU courses or new courses and computer laboratories which have been approved by the Faculty Senate. An approved special course fee applies to all sections of a given course for the indicated semester.

3.0  Roles and Responsibilities

See Section 6.0 for the responsibilities of all individuals involved in requesting and approving special course fees.

4.0  Requirements for Consideration

To be approved, a special course fee must meet at least one of the sets of criteria under Sections 4.1, 4.2, or 4.3.

4.1     Continuing Value

The fee provides funds for tools, equipment or products which have continuing value to the specific student charged for the fee. In addition, the items are not normally available for purchase in the local area. Examples may include:

  • Software and software upgrades;
  • Equipment maintenance;
  • Minerals and specialized tools for geology courses;
  • Special material swatches for clothing and textile courses; or
  • Specimens for science courses.

4.2     Services

The fee provides for the purchase of services not normally provided by WSU. Examples may include:

  • Specialized field trips;
  • Off-campus fabrication of student designs; or
  • Operations expenses associated with computer laboratories (e.g., personnel to serve as laboratory monitors and assistants, including graduate assistants).

4.3     Materials

The fee provides funds for purchases of materials that would be hazardous or inappropriate for students to purchase individually. Examples may include:

  • Drugs for analyses in chemistry classes;
  • Chemicals for chemistry classes;
  • Small quantities (per student) of required classroom materials normally purchased in large amounts; or
  • Consumables (e.g., paper or printer supplies).

5.0  Prohibited Transactions

Instructors are not to collect money directly from students and then purchase items needed for academic classes or computer laboratories. Likewise, instructors are not to purchase items and then sell them to students. Such practices violate University cash handling and purchasing policies. Special course fees may not be used to pay for:

  • Honorariums;
  • Faculty salaries;
  • Replacement or acquisition of equipment or furniture; or
  • Remodeling costs associated with establishing or upgrading a laboratory.

6.0  Requesting Special Course Fees

The individual requesting the special course fee routes a completed Special Course Fee Request form to the department chair, area finance officer, and dean for approval. After obtaining all approval signatures, the requester sends the form to the Provost’s Office. The Provost’s Office submits the request to the Fee Committee for final approval.

6.1     Deadlines

Special Course Fee Requests may be submitted to the Provost’s Office between November 1 and January 5. The Fee Committee meets in January to consider all requests.

6.2     Final Approval or Denial

The Fee Committee either approves or does not approve the request, which is indicated on the Special Course Fee Request form.

If approved, the semester the new fee goes into effect is indicated on the form and the course budget is assigned a cost center worktag in Workday.

After review by the Fee Committee, all special course fee requests are sent to the Bursar’s Office for retention and approved requests are established in the student information system.

6.2.a     Notification

The Fee Committee notifies the requester that their request is approved or denied.

If the request is denied, the department may resubmit a request with additional clarification and justification to the Fee Committee.

6.3   Requesting a Change or Deletion of Special Course Fee

A revision to an approved special course fee amount or deletion of a special course fee requires resubmittal of the Special Course Fee Request form.

7.0   Budgeting

7.1   Deficits/Overages

Deficits are not allowable in the course account. Expenditures which create deficits are to be transferred to departmental budgets (see UPPM 30.25). See UPPM 30.21 for overdraft procedures.

If revenues greatly exceed expenditures at the end of the fiscal year, the continued existence of the fee at the current level may be questioned by the University Controller. A ten percent surplus is considered reasonable.

7.2   Allowable Charges

Only expenditures that relate directly to the course are allowable. Inappropriate charges to the account must be transferred to departmental budgets (see UPPM 30.25). Controller’s Office personnel periodically review the appropriateness of expenditures.

8.0   Related Resources

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Revisions:  July 2025 (Rev. 646); Jan. 2021 (Rev. 560); Oct. 2018 (Rev. 521); Aug. 2017 (Rev. 497); Nov. 2014 (Rev. 440); Apr. 2006 (Rev. 276); June 2004 (Rev. 245); Mar. 2000 (Rev. 159); July 1996 (Rev. 100); Feb. 1991 (Rev. 85); Nov. 1986 (Rev. 65); Mar. 1984 (Rev. 55); July 1979 – new policy (Rev. 33).