Materials Fees Process

Revised May 10, 2019

Request Form

• Materials Fees 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."