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Policy

This policy establishes comprehensive guidelines for both assessing and waiving segregated fees as allowed by UW System Financial Policy Paper 44, section A.25: “… Student Segregated Fees Segregated fees may be waived for students enrolled exclusively in courses held off campus. See Segregated University Fees for other policy provisions related to segregated university fees.”

Two additional purposes of this policy are:

1. Define equitable assessment of segregated fees to those students who have access to the programs and services funded by those fees.
   
2. Define equitable waiver of segregated fees on a consistent rational basis while protecting the financial viability of programs and services supported or impacted by segregated fee assessment.
   

Authority

The UW-River Falls Chancellor issues this policy in accordance with the Administrative Policy process.
The ACBF is responsible for the administration of this policy. Request an exception to this policy by writing to administrative-policy@uwrf.edu.

Sanctions and Appeals Process

Failure to adhere to the provisions of this policy may result in appropriate disciplinary action as provided under existing procedures applicable to students, faculty, and staff, and/or civil or criminal prosecution.

Procedure

The following categories determine if segregated fees should be assessed for any given class.

All classes with Location = Main are to be assessed segregated fees.

IMPACTS are not part of policy, but should be kept in this separate document.

Impact to various stakeholders resulting from implementation of changes (upon final approval):

• Students
• • New seg fees for online classes, which previously did not have seg fee charges. Most campus students who take a combination of online and regular classes reach the 8-credit seg fee plateau, so this will not be a noticeable change for most students.
    
  • Student leadership, via the Facilities and Fees Group, will be notified by Larry Testa.
    
  • Students studying abroad do not have access to those programs and services funded by segregated fees while out of the country. However, those students may elect to take additional online or independent study classes while abroad. Students need to be given information on how to request a permission number restricted section of an online or independent study course for waiver of seg fees. 
• College of Business and Economics
• • Business Alliance online classes will now be assessed segregated fees.
    
  • Dean of CBE will be notified by Brenda Rudberg. 
• Faculty/Staff/Departments
• • New fields will be required on the class request form. Deans will be notified of the changes by email by the working group designee. Deans will communicate new requirements to faculty and staff with class request responsibilities.
    
  • Online instructors need to be aware a separate, permission number restricted class session of a standard online or independent stuy class is needed for non-campus-based students.
    
  • Global Connections will be informed by Brenda Rudberg. 
• University Administration
• • Assistant Chancellor for Business and Finance and the Controller will be notified of the changes by Brenda Rudberg.
    
  • Approval of the final version is required from University Administration. 
• Student Affairs
• • The proposed changes should not significantly impact segregated fee revenue.
    
  • Associate Vice Chancellor for Student Affairs will be notified by Larry Testa. 
• Outreach
  
• • Outreach class request form will be updated with location information and CDR attribute code.
    
  • Outreach staff will be informed of the changes by Katrina Larsen. 
• CDR and IR Report Generators
  
• • CDR report generators include Dan Vande Yacht and Katrina Larsen:
    
  • IR will be notified of the changes by Katrina.
    
  • Dan will notify others involved in CDR reporting of the changes. 
• Enrollment Services
  
• • Class request form will be updated.
    
  • Registrar’s Office will add CDR class attribute on class set up.
    
  • Additional Facility ID (classroom) codes may be needed.
    
  • Registrar and Accounts Receivable Staff will be trained on class coding requirements and resulting impact on segregated fee assessment.
    
  • Enrollment Services staff will be informed of changes by Brenda Rudberg.

Online Fee Policy Group

University Responsibilities

Accounts Receivable/Cashiers
Registrar
Assistant Chancellor for Business and Finance
Student Affairs
The Registrar’s office will maintain the class request form, eSIS and CDR codes, and confirm location codes.

Department/Unit Responsibilities

Colleges
Academic Departments
Outreach and Graduate Studies
Class scheduling forms are to be completed accurately, using the categories defined below, and submitted on time by departments and colleges.
The department/college will provide the following information for each class: Building or site of class (Facility ID) Instruction Mode (see table below for definitions) Location Code (see table below for definitions) CDR Code (Central Data Request information is a required submission by UW-System) (see table below for definitions) Note: Student population is assumed to be campus-based unless otherwise noted. Memorandum of Understanding, international study agreement and grant funded class terms and conditions are to be shared with all appropriate offices.

Background

1. UW System Financial Administration Tuition and Fee Policy for Credit Instruction (F44), section A.25, www.uwsa.edu/fadmin/fppp/fppp44.htm
2. Definitions. The following working course definitions are used for this policy:
   
3. 1. Standard class: Instruction takes place face-to-face on or near campus and there is no reduced seat time because of any supplemental material delivered via technology – OR – an online class that is directed at the traditional student population expected to be on campus.
      
   2. On-campus hybrid class: Instruction takes place face-to-face on or near campus with the scheduled classroom seat time reduced because some sessions of course instruction takes place completely online in addition to the face-to-face sessions.
      
   3. Off-campus hybrid class: Instruction takes place face-to-face off campus with the scheduled classroom seat time reduced because some sessions of course instruction takes place completely online in addition to the face-to-face sessions.
      
   4. Online class: Instruction takes place totally online. There is no face-to-face classroom instruction and the student population is not expected to be on campus. Off-campus class: Instruction takes place off campus and the class is directed at a student population that is not expected to come to campus for more than one meeting.
      
   5. The following working student population definitions are used for this policy:
      
   6. Campus-based Population: Students are expected to live on or near campus, attend on-campus face-to-face classes, and have access to segregated fee funded programs and services. Campus-based students have full access to all programs and services funded by segregated fees and should pay full segregated fees for taking eight or more credits whether those credits are from online or campus classes.
      
   7. Non-campus-based Population: Students are not expected to be on campus nor expected to have access to segregated fee funded programs and services. Programs and/or classes are often specifically created for and marketed to this population, usually an adult population.
4. When programs and/or classes are targeted to specific student populations, the course delivery method chosen reflects the needs of that population. While students can register for classes even if they are not amongst the targeted population, it is expected to be infrequent so to be materially within the UW System policy allowing segregated fee waivers for students enrolled exclusively in courses held off campus. In exceptional situations, a student can petition a department to create an additional section of a class specifically for the non-targeted population.

Contact

Please direct questions about this policy to administrative-policy@uwrf.edu.