Campus Fee Establishment/Adjustment

Definition:On April 13, 2000 the Office of the Chancellor issued Executive Order 740, superseding Executive Order 661 as the California State University Student Fee Policy. Executive order 740 stipulates that CSU fees are authorized, deposited and refunded in accordance with applicable provisions of the law, and revenue bond indentures which may be outstanding. The Board of Trustees provides policy guidance for all matters pertaining to student fees. The board retains authority to establish, adjust, and abolish systemwide fees. The Chancellor is delegated authority to establish new campus fees. Campus presidents are delegated authority to adjust or abolish campus fees. A complete copy of Executive order 740 may be obtained through the Office of the Vice President for Student Affairs.
Authority:Executive Order No. 740, Title 5, Article 3, Section 41410 and Education Code Section 89300
Scope:All student paid campus-based fees.
Responsible Division:Student Affairs
Approval Date:03/04/2005
Implementation Date:03/01/2005
Originally Implemented:10/26/2000
Signature Page/PDF:View Signatures for Campus Fee Establishment/Adjustment Policy


Procedure

California State University

(Adopted by the Board of Trustees March 14-15, 2000)

I. DEFNITIONS

A. Category I fees - Fees that must be paid to apply to, enroll in, or attend the university.

B. Category II fees - Fees to pay the full cost of instruction required of some students by statute.

C. Category III fees - Fees, other than Category I fees, paid to receive materials, services, or for the use of facilities provided by the university, or to enroll in a course offered through a self-support instructional program.

D. Category IV fees - Fees or deposits to reimburse the university for additional costs resulting from dishonored payments, late submissions, or misuse of property or as a security or guaranty.

II. AUTHORITY

A. The Board of Trustees provides policy guidance for all matters pertaining to student fees.

B. The board retains authority to establish, increase, decrease, or abolish systemwide fees.

C. The chancellor is delegated authority to establish new campus fees. The chancellor is not delegated authority to establish new systemwide fees.

D. The president is delegated authority to increase, decrease, or abolish campus fees. The president is not delegated authority to adjust systemwide fees.

III. RESPONSIBLITY


A. The president is responsible for assuring that appropriate consultation occurs prior to adjusting any fee and before requesting the chancellor to establish a new fee. This authority is subject to the accountability requirements described below in Section IV.

  1. The president shall establish a fee advisory committee comprised of student, faculty, staff, and administrative representatives to provide advice to the campus president.
  2. The president shall consult with the committee before adjusting any fee and before requesting the chancellor to establish a new fee including a consolidation of existing fees.
  3. A statement of revenue and expenditures including a minimum of one year of actual costs and two years of projected revenue and expenditures for the fee revenue supported activity shall be developed by the campus chief financial officer and considered by the campus fee advisory committee prior to the campus president adjusting fees or requesting the chancellor to establish a new fee.
  4. Membership of the advisory committee shall be established in consultation with the campus student body association and the campus faculty senate and shall include the president of the campus student body association and the chair of the campus faculty senate or their designees.
  5. Students appointed by the campus student body association shall constitute a majority of the voting members of the committee.
  6. The campus president shall appoint members of the committee excluding the student representatives who shall be appointed by the campus student body association. Faculty members shall be appointed consistent with normal campus processes for selecting faculty members to serve on similar committees.
  7. The president shall appoint the chair of the committee.

B. Appropriate consultation with campus constituencies regarding charging fees and allocating fee revenue is critical to assure that the delegated authority is exercised in a manner that is consistent with policies adopted by the board.

  1. Appropriate and meaningful consultation includes consultation with bodies such as the campus faculty senate, the campus student body association and, to adjust or establish Category I fees, an advisory student referendum.
  2. The policy presumes that a student referendum will be conducted before adjusting or establish Category I fees. However, the president may waive the referendum requirement if the president determines that a referendum is not the best mechanism to achieve appropriate and meaningful consultation. If a referendum is not conducted prior to adjusting Category I fees or requesting the chancellor to establish a new Category I fee, the president must demonstrate to the chancellor why alternative consultation methods selected were more effective in complying with this policy.

C. An advisory student referendum is required prior to adjusting a campus Category I fee or requesting the chancellor to establish a new campus Category I fee and subject to the exception described in B-2 above. The referendum may be conducted by the campus or the student body association. For referenda conducted by the campus, the following shall apply:

  1. The campus shall fund costs associated with the referendum.
  2. The results of the referendum shall be advisory to the committee and the president.
  3. The president in consultation with the student body association and the faculty senate shall develop guidelines applicable to the student fee referendum process designed to assure that the referendum is open, fair, and objective.
  4. The results of a student fee referendum shall be considered favorable when a majority of students voting approve the fee action.
  5. The committee shall issue a voter pamphlet providing objective analysis of the proposed fee action and statements solicited by the committee for and against the proposed fee action.
  6. The committee shall determine the specific statements that shall be included in the pamphlet.
  7. Copies of the voter pamphlet and ballot and information regarding the dates, times, and polling locations shall be available to students and published in the campus newspaper at least thirty days prior to the referendum.

IV. ACCOUNTABILITY

A. Total annual Category I fees may not exceed one-third of the systemwide cost of education. The systemwide cost of education is defined as total support expenditures (State University Fee revenue and General Fund support appropriations) divided by the number of full-time equivalent students.

B. Each campus shall report to the chancellor for the most recently completed fiscal year a complete inventory of all fees charged to students, and the total revenue collected for each fee. The fee report will be presented to the board by the chancellor to allow the board to consider the level and range of fees charged to students.


V. COMMITTEE

A. The CSUSM campus fee advisory committee will be known as the CSUSM Student Fee Advisory Committee, or the SFAC.

B. The role of the SFAC is to advise the campus president regarding proposed fee actions for campus fees.

C. Members of the committee include students, faculty, staff and administrators; students appointed by the campus associated students organization constitute a voting majority on the committee.

CSUSM SFAC Membership:

4 Students

Appointed Each Year; 1 to be the Associated Students President or designee; recommend student representatives to hold different class standings.

2 Faculty

1 Chair of the Academic Senate, or designee; 1 Appointed for 2-year term.

1 Staff Member

Appointed for 2-year term.

Ex-Officio Members

Vice President for Student Affairs or designee, Chair

Director of Financial Aid or designee, Resource

Student Financial Services Representative, Resource

Budget Office Representative, Resource

  • Staff Support, Historian

D. Appointment Process

  1. Students will be appointed by the Associated Students Board of Directors in accordance with appointment procedures. Call for appointees will be made to the ASI Executive Vice President in August, to be filled by October 1.
  2. Faculty will be appointed by the Academic Senate in accordance with committee appointment procedures. Call for appointees will be made to NEAC in August, to be filled by October 1.
  3. Staff will be appointed by the Staff Administrative Appointment Committee, in accordance with appointment procedures. Call for appointees will be made to the Staff Administrative Appointment Committee in August, to be filled by October 1.
  4. Ex-officio appointments will be finalized by October 1 of the new academic year.

E. Expectations

All appointed members of the SFAC are expected to:

  1. Familiarize themselves with EO 740;
  2. Familiarize themselves with these policy and procedures;
  3. Attend all regularly scheduled meetings of the SFAC, or provide advance notice of absence;
  4. Thoroughly review all information as put forth and related to campus fees;
  5. Contribute responsibly to the discussions in determining any adjustment or establishment of campus fees;
  6. Conscientiously dialogue with constituent group on proposed changes in campus fees.

F. Quorum

  1. Quorum for the purposes of convening a scheduled meeting will be established with a minimum of 50% plus 1 of voting members.
  2. Quorum for the purposes of voting on action items will be established with a minimum of 50% plus 1 of voting members, with a majority (3) of student representatives present.
  3. In the absence of quorum, a consensus recommendation of those voting members in attendance will be forwarded to the President on any agendized "action" item.

VI. ANNUAL TIMELINE

A. Appointment of Committee
On or about October 5, final appointments to SFAC will be sent to the President for that academic year.

B. Receipt of Annual Fiscal Report on Fee Revenues
In accordance with EO 740, the campus chief financial officer shall prepare a statement of revenue and expenditures for fee supported activity.
On or about October 1, the SFAC will receive a copy of this report.

C. Charge to Committee
The SFAC will receive its annual charge from the President at its first meeting of the academic year, to be held on or about October 31.

D. Review Period

  1. Campus Notice
    A campus notice will be sent by the Chair of the SFAC informing the campus of the timeline set forth by the SFAC for review of campus fees. The notice will be sent no later than August 5 for review of fees to be adjusted/established the subsequent (not current) academic year, beginning with the fall semester.
  2. Submission of Proposals
    The SFAC will accept proposals for consideration of fee adjustments or the establishment of new fees beginning September 1 through October 31. Proposals received after this date will be reviewed with no guarantee of recommendation that would allow implementation the following academic year.
    Proposals are to be submitted to the Office of the Vice President for Student Affairs.
  3. Review of Proposals
    The SFAC will begin review of proposals no later than November 1.

E. Student Fee Referendum
Fee referendum will be planned for the month of March.

F. Final Approvals
The President of the University has authority for final approval/disapproval on all campus fees as outlined in EO740.

G. Exceptions
Exceptions to this timeline will be at the discretion of the President.

VII. FEE CATEGORIES

A. Category I Fees

  1. The SFAC does not have authority to review/recommend on systemwide fees falling in this category.
  2. Pursuant to Executive Order 740, all fee adjustments/ establishments to Category I fees are subject to student referendum.
  3. Pursuant to Executive Order 740, the president may waive the referendum requirement and require an alternative consultation mechanism if the president determines that a referendum is not the best mechanism to achieve appropriate and meaningful consultation.
  4. The referendum process is advisory to the President.

B. Category II Fees
Pursuant to Executive Order 740 Category II fees are determined by statute. Category II fees do not fall under the purview of the SFAC.

C. Category III and Category IV Fees
Pursuant to Executive Order 740, consideration before the SFAC is required. Some Category III fees may require frequent adjustment at times when consideration is not possible. The president may implement necessary adjustments, however, consultation must follow.

VIII. FEE REVIEW/ RECOMMENDATION PROCESS

A. SFAC Reading/Review

  1. The SFAC will provide a preliminary reading and discussion to ensure all applicable information is contained in the proposal, and to determine if a presentation by the proposing organization to SFAC would provide additional information not included in the submitted proposal.
  2. Proposals will be required to have preliminary review by the Budget Office representative to ensure clarity and accuracy of revenue and expenditure components.
  3. Requests for additional information and/or an invitation to present before SFAC will be made one week in advance of next screening, normally to occur at next regularly scheduled meeting of the SFAC.

B. Presentation to SFAC

  1. Presenting a proposal to the SFAC may be initiated in one of two ways:
    Invitation to present by SFAC;
  • Request to present made by proposer at time of submission.

C. Recommendation to President

  1. The SFAC will provide a written recommendation to the President on the proposed fee adjustment/establishment.
    The recommendation will include rationale to support decision.
  2. The SFAC reserves the right to recommend to the President on whether or not a specific user fee adjustment/establishment would benefit from alternative consultation.

D. Presidential Review and Chancellor's Office Approvals

  1. When possible, a Presidential review of the SFAC recommendation will be completed within 10 working days of the President's receipt of recommendation. The President will inform the SFAC in writing of his/her decision regarding the fee recommendation.
  2. Upon decision by the President to establish a campus fee, the President will submit a request to the Chancellor's Office for final approval.

E. Implementation of Approved Fees

  1. The process described herein allows for implementation of any approved fee adjustment/establishment in the subsequent academic year, beginning with fall semester.
  2. The Chair of the SFAC and the Student Financial Services office will be responsible for notifying appropriate campus units of fee adjustments, and the establishment of new fees in time to meet publication deadlines where possible.

F. Proposals for Fee Adjustment/Establishment
A proposal will be considered complete and ready for review once all items below are presented.

  1. Impact study addressing the consequences of maintaining current fee level/not establishing the new fee and the outcomes resulting from the proposed fee adjustment;
  2. A statement of how the fee-supported endeavor supports the University mission and strategic plan;
  3. A narrative addressing how it was determined that a fee adjustment/establishment was needed and who will benefit from the adjustment/establishment;
  4. Letters from students, both pro and con, that address the proposed fee adjustment/establishment, 2 each.
    Letters cannot come from students who will benefit financially.
    Students who have authority to make decisions on fee expenditures or are otherwise directly related to the entity requesting the fee adjustment/establishment are to identify that relationship in the letter.
  5. Spreadsheets
    a) For fee adjustments - a spreadsheet reflecting revenues and expenditures, including a minimum of one year of actual costs and two years of projected revenue and expenditures.
    b) For fee establishment - a spreadsheet illustrating two years of projected revenue and expenditures.

IX. REFERENDUM PROCESS

A. Authority - Title 5, Article 3, Section 41410 and Education Code Section 89300 shall guide the election/referendum process.

  1. A Category I fee adjustment referendum will be deemed successful by a favorable vote of 50% plus 1 of the students voting in a referendum held for this purpose.
  2. A Category I fee establishment referendum will be deemed successful if approved by a majority of students voting in a referendum held for this purpose. This does not apply to establishing a student organization or student center fee (see Education Code 89300).

B. Other Parameters

  1. The voter pamphlet, ballot and information regarding the dates, times and polling locations shall be available to students and published in the campus newspaper at least 30 days prior to the fee referendum. The SFAC, through the Office of the Vice President for Student Affairs, will initiate the posting process.
  2. The Student Fee Advisory Committee, working with appropriate university offices, will develop an unbiased voter information pamphlet that will assist students in making informed decisions on referendum items.
  3. Student Consultation - Units sponsoring proposed Category I fee adjustment/establishment are required to minimally:
    a) Plan and sponsor at least two campus information sessions designed to provide a forum to a wide cross section of the student population.
    b) Develop and disseminate information on proposed fee.
    c) Meet individually with students when necessary.
    d) Respond to inquiries regarding proposed fee.
  4. Spending Limits
    a) Advertising, publicity and other partisan informational materials are subject to a $500 spending limit.
    b) No more than $250 (of the $500) will be directly funded.
    c) No more than $250 (of the $500) will be in-kind funded at the market-value standard.
  5. Conflict of Interest Participation
    a) No individual who will benefit directly from the fee referendum item shall serve as an election officer.