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  3. Materials Fees Process

Faculty & Staff Resources

Materials Fees Process

Revised May 10, 2019

Request Form

Materials Fees Process
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."