Course fees are warranted when the proposed fee results in an enhancement of the educational experience beyond that ordinarily provided. Whereas, ordinary costs of a course are expected to be borne by the department offering the course. Applicable course fees are listed with the specific course in "Find or Register for ISU Course Sections" Workday.
For Staff: Processes and Procedures
Authorization
In order to charge a course fee, the department must submit a course fee request to the college dean using the appropriate request form in Workday. During the approval process, the Accounts Receivable Office will assign a selling agency number and the Office of the Registrar will load the course fee type and amount into the catalog and appropriate section records using an automated process.
At the beginning of a new catalog year, departments can pull a list of previously approved Course Fees using the ISU All Requests report in Workday. Course fees need to be reauthorized for each new catalog year. The Course Fee Authorization needs approval only once for a particular course during any catalog year, and remains in force until the next catalog cycle. However, if a fee decrease or change in fee description (intended use) is desired during a catalog cycle, a Course Fee – Add/Update – All Sections by Academic period form must be submitted and approved in Workday.
Deadlines for new course fee authorization
- Fall and summer semesters: March 1
- Spring (and winter session) semester: October 1
Publication of Course Fees
Applicable course fees are listed with the specific course in the "Find or Register for ISU Course Sections" Workday. Students will need to click on the course section to view additional information which reflects the course fee. Courses with a course fee will have a note that includes a description of the course fee and the amount of the fee. The amount can be fixed or variable.
Collection of Course Fees
The Accounts Receivable Office will collect course fees on behalf of the departments. Collected fees are deposited bimonthly in the appropriate department fund account. As part of the authorization process, the department designates a course fee coordinator to oversee the billing process for all the department's courses that have course fees. When a new coordinator is appointed, his/her name and contact information should be forwarded to the Accounts Receivable Office and to the Office of the Registrar.
Adds and Changes
Retroactive Adds
The Office of the Registrar will not assess course fees on a retroactive add, as it is not cost effective for the university to try to collect this money after the semester of enrollment. If a department wants to retroactively collect a course fee from a student, the department coordinator may assess, on the University Receivables system, the approved fee amount for that semester to the respective student.
Late Current Term Changes
A request to change a course fee is considered late after the 13th week of fall and spring semesters, and after the 10th week of summer semester. Requests for a late course fee change should be emailed to tuition@iastate.edu, and include an explanation for the late change. Late requests will be considered on an individual basis and should be submitted as a one-time exception.
Request Department Access to Submit and Approve Course Fees in Workday
If an individual needs access to submit or approve a course fee in Workday, please email tuition@iastate.edu to submit your request.