This analysis puts forward the scope and definition of the framework proposed for implementation of a comprehensive fee that would consolidate all current existing university required fees.  Specific consideration has been given to issues and concerns of University departments and student/parent customers.

Current Billing System

The current billing system, which includes assessments for a variety of fees, evolved as a response to the need to generate additional income in different administrative units.  Each fee, with its unique set of rules and procedures, is administered by these various units.  A significant manual effort is put forth by these departments in posting the numerous transactions to the student accounts system.  An individual account may possibly require four different numerous transactions to the student accounts system.  An individual account may possibly require four different entries for the waivers, adjustments, or refunds of these fees.  The variety of fees charged is often confusing to students and parents who attempt to understand their purpose and use.  With the annual increases in major college expenses such as tuition, room, and board, our customers often express they feel being "nickel and dimed’ by the small increases that occur with these existing separate fees.  The proposed comprehensive fee is designed to streamline the collection and billing process as well as present this assessment to our customers in a more appropriate format.

 

Proposed Comprehensive Fee System

The following are the four current fees (with definition) which are proposed to consolidate into one Comprehensive Fee.  Course and/or department specific fees are not being considered for inclusion in the Comprehensive Fee:

• The Comprehensive Fee (less College Fee) would only be waived for students in approved waiver categories such as study abroad, contract courses, or distance learning.

• The Comprehensive Fee policy development, administration, and waiver processing would be handled within one central department.

• Breakdown of fee components would be provided on a percentage basis.

• Refunds at withdrawal would be handled consistent with current practices on tuition and fees.

• Third party billings to private and government agencies will no longer be as complex in specifying separate fees.

• When the comprehensive fee is waived, only the college fee portion will continue to be assessed, because SUNY has mandated it as non-waivable.

• Customer Friendly Bill - Consolidates a grocery list of fees into one single charge.
• Efficient Centralized Management - Streamline funds management and waiver processing.
• Marketing the costs of UB : easier to explain to prospective students.
• Eliminate separate fee explanation and waiver processing in 4 different units.
• Potential Recruitment Incentive - Fee waiver as form of scholarship for students.
• Eliminate extensive technical support efforts in current decentralized fee processing.
• Reduction of misinformation to students and parents.

• Incremental increases of the fee in the future may cause concern of students and parents if they don’t possess a clear understanding of how the funds are utilized.
• Removes the flexibility for units to increase their fee revenue without central approval.
• Systems and technology change requirements.
• Difficulties involved in providing itemized charges to third party government and foreign agencies, especially those that will not fund certain types of costs.
• Difficulty with potential escalating fee expense with inclusion of new fee categories.

Following is a list of how other SUNY and a few AAU schools collect and process similar charges.  A wide range of approaches is evident with consolidation of charges increasing in popularity.

FREDONIA:    Student Services/Programs Fee

           Waivers     Currently do not waive any fees and is publicized as such in catalog; describes the components
                              of the fee on back of bill but does not provide the dollar breakdown.

          Revenue      At the end of the third week of classes, Accounting divides the
     Distribution       money to the departments based on the amount billed.

      Experience      Received many phone calls from graduate students and a few
                               letters. Work eliminated has been incredible. The phone calls eliminated arguing about each of the fees
                               have dropped considerably.

UNIVERSITY OF ALBANY: Comprehensive Services Fee

          Waivers      Waiver process is placed within one office for centralizedadministration.

         Revenue       Replaced previous revenue categories with a brand new
    Distribution       comprehensive service fee category.

     Experience       Received less complaints about the look of the bill after consolidating fees. New fee did not
                               appear to be a problem from the students’ viewpoint.
 

CORTLAND:    Program Service Charge

          Waivers       There is one waiver process that is handled by the Vice President for Student Affairs. The wording in the
                               brochure states that there is no waiver but if students have questions, please contact the VP for Student
                               Affairs. Fee includes technology, health, activity and athletic.

          Revenue
      Distribution      Departments receive strictly what was collected, not assessed.

       Experience     "So far response has been fine - students/parents ask what it is and werespond that it is just
                                a combination of fees, not something new. We have, however, changed some rules regarding
                                who has to pay the charge and refund criteria so we may hear more negative feedback yet."
 

CANTON:      Comprehensive College Fee

           Waivers       Students must first pay the fee; then they may contact the VP for Academic Affairs by letter to request a
                                 waiver of the technology fee only. Canton has been sending the combined bill for two years now and
                                 have had very few requests for fee waivers.
           Revenue
      Distribution       Departments receive what was collected.

       Experience      "The results were a great reduction in the number of questions about the individual fees and if
                                 they were required or could they be eliminated. The Alumni office was overwhelmed by the i
                                 increase in revenue since virtually no one had crossed off the Alumni Fee and previously it was
                                 almost automatic. All experience with this single fee on the face of the bill has been favorable."

UNIVERSITY OF WISCONSIN

The consolidated fee covers a multitude of services (student health, student unions, city bus pass, and support to student organizations).  Charged as a single per credit fee, which is distributed to the department/group according to a percentage.  The components of the fee are made available to students who inquire.  Increases are handled just like tuition increases - they are determined annually and announced at the same time as tuition rates.

            Waivers     They currently do not have a standardized waiver process; they have not waived any fees except for the
                                three students involved in a pending court case (students objected to the use of the fee for student groups
                                that they had the constitutional right to deny funding). They plan to offer a waiver of the more "volatile"
                               portion of the fees for students who desire it.
           Revenue
       Distribution     Revenue is distributed based on what is collected.

        Experience     Had three students who successfully sued the University saying their constitutional rights were
                                being violated by being forced tosupport groups with which they do not fundamentally agree
                                (a women’s group and an environmental group). As a result, the university is now developing a method for
                                students to waive the more controversial fees.
 

UNIVERSITY OF IOWA

                Tuition and fees are assessed all as one charge. A breakdown of the fee components is in the courseschedule.

            Waivers     The registrar's office handles the requests for waivers; since the inception of the combined fees, the
                                number of requests for appeals has dropped dramatically. Components of the fee are mandatory health
                                fees and a computer fee.

           Revenue     The registrar tracks the funds assessed and the assessed amount is given to departments
       Distribution     regardless of the collections. This is based on a system limitation they want to change.
 
 

                    Issues regarding revenue distribution must be addressed to determine if the distribution of funds to departments
                    supported will remain as currently exists or if a different form of distribution needs to be implemented.

                    Departments supported by these fees and responsible for the waivers will need to coordinate development of a
                    single waiver criteria for the Comprehensive Fee.
 
 

• Policy decisions would be made by the end of the Fall 1997 semester.

• Development and testing of programs related to billing would be conducted during the Spring 1998 semester.

• The Comprehensive Fee would be charged on the first Fall 1998 bill in July 1998.