Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

1.0
STATEMENT OF AUTHORITY AND PURPOSE

This policy is promulgated by the Board of Trustees of the Colorado School of Mines
pursuant to the authority conferred upon it by §23-41-104(1), C.R.S. (2012) and as
required by §23-5-119.5(1), C.R.S. (2012). The Board of Trustees has the responsibility
and authority for the financial management of the School. A major component of sound
financial management is the setting of tuition and fees. Tuition and fees, along with
state General Fund support, provide financial resources to Colorado institutions of higher
education to conduct academic programs and to support campus needs.

The School’s administration and the student government have established and will
maintain the following institutional plan for student fees. This plan is subject to the
review, modification and approval of the Board of Trustees on an annual basis after
obtaining meaningful input from the Undergraduate Student Government (USG) and the
Graduate Student Government (GSG). All procedures for approval, assessment and
collection of student fees shall be in accordance with the applicable requirements of the
§23-5-119.5, C.R.S. (2012) and the Colorado Department of Higher Education policy
on student fees (Section VI, Part C; note that the full website address for this link and all
others in the plan are listed in Section 11.0 of this document).

2.0
STUDENT FEE POLICY

2.1 Annual Approval of Student Fees


The Colorado School of Mines Board of Trustees shall annually review and approve
all student fees. Such fees will be charged to students only after the review and
approval of the Board of Trustees.

The list of campus-wide mandatory student fees affected by this policy is provided in
Section 9.1. Information concerning the description and use of all fees shall be
made available to the students upon request and can be found on the Mines website
as part of the Schedule of Fees and Charges.

2.2 New Fees/Fee Increases

Prior to approval by the Board of Trustees, any new campus-wide mandatory student
fee or fee increase (in excess of 1% over the Denver-Boulder CPI Inflation Index)
shall be approved by a vote of the USG and GSG on behalf of the student body.
Specific information about student votes regarding student fees can be found in
Section 3.2.

Page 1 of 7




Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

After the fees have been approved by the Board of Trustees, the School shall give
students at least a 30-day advance notice of any new fee assessment or fee
increase. At a minimum, this notice shall specify:
 The amount of the new fee or fee increase;
 The reason for the fee assessment or fee increase;
 The purpose for which the institution will use the revenues received from the fee
assessment or fee increase; and
 Whether the fee assessment or fee increase is temporary or permanent and, if
temporary, the repeal date for the fee assessment or fee increase.

3.0
PARTICIPATION AND PROCESS

At its regular May meeting, the Board of Trustees shall consider the proposed campus
operating budget for all funds, along with proposed tuition and fees for the following
fiscal year. Prior to final approval, the USG and GSG (on behalf of the student body),
the Campus Budget Committee, and the President shall participate in the process of
setting and approving the School’s student fees. The Office of Budget & Financial
Planning (the Budget Office) and the Office of Student Life will help facilitate participation
in the process.

3.1 Timeline

To ensure that proposed tuition and fees are submitted in a timely way to the Board
of Trustees for their review and approval each May, the process for student input on
fees will follow a timeline. Typically, the timeline for review and approval of campus-
wide mandatory student fees will be as follows:

Timeline for Fee Input
Action
USG and GSG review and discuss new student fee
proposals as well as fee increases that are in
August – January
excess of 1% above the Denver-Boulder CPI
Inflation Index.
The Budget Office sends a memo to all fee
administrators specifying guidelines and deadlines
related to the submittal of student fee amounts to
January
the Budget Office and the required review by the
student government associations to occur in
March.
Page 2 of 7




Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

Fee administrators forward approved student fee
Mid-February
amounts to the Budget Office.
The Budget Office forwards a summary of
Early March
preliminary recommendations on student fees to
the President.
USG and GSG conduct an Open Forum on Fees to
By mid-March
review proposed fees and solicit feedback.
The Office of Finance & Administration presents an
overview of recommendations for student fees to
the Board of Trustees. An opportunity for students
March Board of
to provide input to the Trustees on the subject of
Trustees Meeting
fees will be provided at this meeting through the
Student Trustee. Any feedback from the Trustees
is forwarded to USG and GSG and the Campus
Budget Committee.
Proposed tuition and fees are considered for
approval by the Board of Trustees. An opportunity
May Board of Trustees for students to provide input to the Trustees on the
Meeting
subject of fees will be provided at this meeting
through the Student Trustees.
Start of Fall Semester
Approved tuition and fees are in effect.

3.2 Student Vote Relating to Student Fees

Student government action on student fees will be decided by a majority vote of the
USG and GSG during a joint meeting or through a joint resolution of the USG and
GSG. Any vote relating to student fees requires:

 Full disclosure of information relating to the fee or fee increase; and
 Agreements on the disbursement of non-biased, factual information regarding
the vote.

No new fee, fee increase, or fee extension that is defeated in a student government
vote may be resubmitted until the following academic year.

4.0
ACADEMIC AND INSTRUCTIONAL FEES
Page 3 of 7




Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

Academic and instructional fees cover required additional costs for an instructional
offering. There are two types of academic and instructional fees at Mines: Course
Specific Fees and Program Specific Fees. See Section 9.2 for definitions.

Academic and instructional fees are not campus-wide mandatory fees, but are required
for students enrolled in a course or program to which a fee is attached. The revenues
received from these fees must be used for costs directly related to the course or
program for which they are charged. All sections of the same course offering must have
the same course fee charge.

Student government representatives will review all academic and instructional fees as
part of the review of proposed fees that occurs each March in the Open Forum on Fees.
Because these fees are not campus-wide mandatory fees, they are not subject to the
student voting process; however, students may offer feedback to the School about the
fees as part of the regular March review.

5.0
FEES RELATED TO BONDS ISSUED ON BEHALF OF AUXILIARY
FACILITIES

As a result of the passage of House Bill 11-1301, Colorado School of Mines Board of
Trustees shall follow the procedures regarding fees related to bonds issued on behalf of
auxiliary facilities. These procedures differ depending on when the bond was issued.

 For bonds issued prior to July 1, 1997, §23-5-119.5(5)(b), C.R.S. (2012) are in
effect.
 For bonds issued on or after July 1, 1997, §23-5-199.5(5)(a), C.R.S. (2012) are
in effect.

6.0
COMPLAINT RESOLUTION PROCESS

When students have concerns about student fee-related issues such as the continuation
of particular student fees or other complaints or disputes related to student fees, the
process to resolve the issue will be as follows:

 The student with the complaint will discuss the issue with the appropriate student
government association.
 The student government association will vote on whether to move the complaint
or dispute forward to the Student Fee Review Committee. See Definitions
Section 9.3 for a description of the composition of this committee.
 The Student Fee Review Committee will be convened and will review the issue
and forward a recommendation to the President for resolution.
 The President shall render a final decision.

Page 4 of 7




Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

7.0
BILLING AND DISCLOSURE

All campus-wide mandatory fees shall be separately itemized on the student billing
statement. The portion of the general student fee that is actually applied to the
repayment of bonds or other debt obligations shall be specified on the billing statement.

8.0
RESERVE FUND BALANCES

Student fee budgets, expenditures and fund balances are reviewed annually during the
regular budget planning cycle. An annual budget will be produced for each campus-
wide mandatory fee including the amount of the fund balance if any, and the purpose of
the fund balance. Fund balances will not be used or transferred to activity unrelated to
the fee purpose.

9.0
DEFINITIONS

9.1 Campus-wide Mandatory Student Fees: Student fees for the academic year
that are charged to all students regardless of class standing, courses selected and/or
program of study. These fees do not include fees which are optional or frequently
waived. At Mines, the following fees are campus-wide mandatory student fees:
Academic Facilities Construction Fee: Mandatory fee for the purpose of
constructing new institutional facilities, and/or renovating, expanding, and
maintaining existing institutional facilities that are core to the role and
mission of the institution.
Associated Students Fee: Mandatory fees supporting the
activity/functions of Student Government (USG and GSG).
Intercollegiate Athletics Fee: Mandatory fees allocated to the
intercollegiate athletic programs.
Intermodal Transportation Fee: Mandatory fees which support intermodal
transportation initiatives. Initiatives include, but are not limited to, a RTD
College Pass, a local Golden/CSM Circulator Bus, and other transit
demand management issues determined by the Student Government.
Recreation Center Fee: Mandatory fees collected for the purpose of
paying bonded indebtedness and additional operational costs for the
Student Recreation Center.
Student Health Services Fee: Mandatory fees allocated for either the
Student Health Center or contract health services. It is possible for a
Page 5 of 7




Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

student to waive this fee if he or she can demonstrate comparable health
coverage. More information about waiving this fee may be found at the
Student Health Insurance website.
Student Services Fee: Mandatory fees which support the activities of and
in the Student Center.
Technology Fee: Mandatory fees collected for the purpose of providing or
purchasing equipment or programmatic activities relating to computer
equipment, laboratory equipment, or other technology.
9.2 Academic and Instructional Fees: Includes all instructional fees, including but
not limited to academic, vocational, occupational, technical, music, and physical
education courses. At Mines, the following fees are academic and instructional fees:
Course Specific Fee: Fee assessed by the institution to all students who
enroll in a specific course (e.g., an introductory engineering course). The
revenue generated from this charge must be used to pay for costs related to
the specific course. These fees are required for students who enroll in the
specific course.
Program Specific Fee: Fee assessed by the institution to all students who
enroll in a particular instructional program (e.g., the mechanical engineering
program). The revenue generated by this charge must be used to pay for
costs related to the specific instructional program. These fees are required
for students who enroll in the specific program.
9.3 Other Key Terms:

Fee Administrator: The staff or faculty member in a campus department with
responsibility for communicating fee amounts to the Budget Office.

Graduate Student Government (GSG): Representatives of the student
government association for the graduate school (http://gsg.mines.edu).

Schedule of Fees and Charges: Sometimes known as the “fee packet,” this
document lists all fees paid by students. This information is reviewed by
students each March prior to review by the Board of Trustees.

Page 6 of 7




Institutional Plan for Student Fees

History:
Amended by the Colorado School of Mines Board of Trustees,


May 20, 2013

Student Fee Review Committee: A committee that is convened to help
resolve complaints or disputes related to student fees. Members include the
Provost or designee, the Vice President of Student Life or designee, the
Presidents of the USG and GSG, the Student Trustee, and the Director of
Budget & Financial Planning.

Undergraduate Student Government (USG): Representatives of the student government
association for undergraduate students.(http://mines.orgsync.com/org/usg).

10.0 STUDENT FEE MATRIX

Student Fee
Campus-Wide
Academic/
Bond
Mandatory
Instructional
Indebtedness
Fees
Fees
Expiration
Academic Facilities Construction Fee*
X

2041
Associated Students Fee
X


Course Specific Fee

X

Intercollegiate Athletics Fee
X


Intermodal Transportation Fee
X


Program Specific Fee

X

Recreation Center Fee*
X

2043
Student Health Services Fee*+
X

2040
Student Services Fee*
X

2043
Technology Fee
X


*The portion of these fees that relate to bond indebtedness will expire in the years indicated.
+May be waived only for students who can show proof of comparable health insurance coverage.

11.0 KEY WEBSITE LINKS

 CCHE Policy: Tuition and Fees, Section IV, Part C:
http://highered.colorado.gov/Publications/Policies/Current/vi-partc.pdf

 Colorado School of Mines Schedule of Fees and Charges:
http://inside.mines.edu/UserFiles/File/finance/budget/FY13/FY13%20Fees%20an
d%20Charges.pdf

 Student Health Insurance Website:
http://shbp.mines.edu/Student-Insurance-home

Amended by the Board of Trustees – May 20, 2013
Approved by ASCSM and CSM Board of Trustees – March/April 2007
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