Restructuring Fees Inventory File: Updates and Changes Overview
The restructuring of the Fees Inventory File includes the reclassification of fees to streamline the collection of tuition and fee information. Expertise from financial professionals like David Cummins and Frederick Church guided the process. The goal is to enhance institutional benchmarking, eliminate the Tuition and Fees Survey, and develop a querying tool for comparisons among institutions.
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HEI Liaison Call Restructuring the Fees Inventory File & Reclassifying Fees February 17, 2022
Restructuring Fees Inventory File Good morning HEI Liaisons. The agenda and presentation was sent to you earlier this week. As you know, we would like to spend this meeting presenting the changes to the Fees Inventory File, which includes reclassification of some fees. Project Timeline Overview of changes to Fees Inventory file and reclassification of fees (February) Provide each institution a spreadsheet of its reclassified fees (March) Present model of User Interface for new fee requests (TBD) Complete changes to Fees Inventory file (June) Institutions begin submitting Fees Inventory file (July) 2
Restructuring Fees Inventory File We relied on institutional and finance expertise to guide the changes to the Fee Inventory File. David Cummins is the former Vice Chancellor of Data Management and Finance at ODHE. A former CFO for three institutions: two community colleges and a university. Administers and processes the tuition and fees survey sent to institutions each year. Advises the Chancellor on tuition and fee increases each year. 3
Restructuring Fees Inventory File Frederick Church is the Vice Chancellor of Data Management and Finance. Fred is an expert in finance and taxes. This project is a priority for the agency, and Fred will provide you with some background on why. 4
Restructuring Fees Inventory File We followed a comprehensive process to reclassify the tuition and fees: As a basis for the analysis of tuition and fees, ODHE used: Tuition and fees institutions submitted in the Fee Inventory file since 2018 Tuition and Fees Surveys submitted by institutions. Followed state law that defines tuition and fees and outlines the Chancellor s responsibilities for collecting them. Consulted with the ODHE staff attorney. Consulted some institutions about their tuition and fees when there were questions. 5
Restructuring Fees Inventory File The goal is to use the Fees Inventory file as the only method to collect tuition and fee information. Eliminate the Tuition and Fees Survey, which will reduce the number of requests for institutions. We may use the Tuition and Fee Survey one additional year for verification purposes. Facilitate institutional benchmarking and comparisons of tuition and fees among institutions. Our goal is to develop a querying tool for this purpose. 6
Reclassifying Fees INSTRUCTIONAL (IN) Fee type 1)(TU)Tuition 2)(TG) Tuition Guarantee 3)(OT) Other (Tuition) GENERAL (GE) SPECIAL (SP) Fee type 1)(GF) Non-Designated General 2)(CS) Career Services*^ 3)(FC) Facilities* 4)(LI) Library*^ 5)(SA) Student Activity* 6)(TG) Technology*^ 7)(TS) Transportation* 8)(GG) Guaranteed Non- Specific General* 9)(GC) Guaranteed Career Services* 10)(GL) Guaranteed Facilities* 11)(GY) Guaranteed Library* 12)(GS) Guaranteed Student Activity* 13)(GT) Guaranteed Technology* 14)(GP) Guaranteed Transportation* Supplemental info if applicable 1)Cohort Year (For GG, GC, GL, GY, GS, GT, GP Only) 2)Student Rank 3)Credit hour 4)Min & Max Credit 5)Min_Ft_Hours Fee type 1)(RB) Room and Board 2)(BG) Guaranteed Room and Board 3)(CF) Course Fee 4)(LB) Lab Fee 5)(FE) Field Experience* 6)(FI) Fines* 7)(IA) Inclusive Access* 8)(OE) Online* 9)(AT) Athletics* 10)(AD) Admission* 11)(GR) Graduation* 12)(PF) Academic Program Fee 13)(OD) Out of District Surcharge 14)(OS) Out of State Surcharge 15)(ON) Other (Non-Tuition) 16)(PC) Prior/Transfer Credit* 17)(TG) Technology*^ 18)(CS) Career Services*^ 19)(LI) Library*^ Supplemental info: 1)Cohort Year (For BG only) 2)Course ID (For CF only) 3)Program Code (For PF only) 4)Academic rank 5)Credit hour 6)Min & Max Credit 7)Min_Ft_Hours Supplemental info: 1)Cohort Year (For TG Only) Institutional Fee title Institutional Fee title Institutional Fee title *DENOTES A NEW FEE TYPE ^ DENOTES FEE CAN BE GENERAL AND/OR SPECIAL 7
Definition of Fee Types a. (TU) Tuition Instructional fees uniformly charged to all students for educational and associated operational support of the institution, commonly referenced as tuition. b. (TG) Tuition Guarantee Instructional fee uniformly charged to all students for educational and associated operational support of the institution, commonly referenced as tuition. i. Requires supplemental information- Cohort Year c. (OT) Other (Tuition) Instructional fees uniformly charged to all students in specific enrollment arrangements for educational and associated operational support of the institution i. Received approval from ODHE to replace the instructional fee through tuition guarantee or waiver etc. and is below the cap for undergraduate students. d. (GF) Non-Designated General Fee- General fee uniformly charged to all students for non-instructional services. Any fees reported that are mandatory fees, charged to all students, and are charged each term are considered general fees. General fees may be charged for specific purposes and would generally support student life activities and student services. e. (CS) Career Services*^ Support career advising and exploration activities, as well as internships and field experiences. i. Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students. f. (FC) Facilities* Generally support locally financed student services facilities used for the benefit of enrolled students. g. (LI) Library* Support the collections accessed through the library system to support the institution s curriculum. i. Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students. 8
Definition of Fee Types h. (SA) Student Activity* Support recreational and entertainment programming for the benefit of all students. I. (TE) Technology*^ Support information technology services and other equipment and supplies utilized to enhance student learning. i. Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students. j. (TR) Transportation*- Support transportation to and around campus as well as maintenance of parking facilities. k. (GG) Guaranteed Non-Designated General General fee uniformly charged to all students for non-instructional services, not otherwise designated, for students within a cohort guarantee. i. Requires supplemental information- Cohort Year l. (GC) Guaranteed Career Services Support career advising and exploration activities, as well as internships and field experiences for students within a cohort guarantee. i. Requires supplemental information- Cohort Year m. (GL) Guaranteed Facilities Generally support locally financed student services facilities used for the benefit of enrolled students for students within a cohort guarantee. i. Requires supplemental information- Cohort Year n. (GY) Guaranteed Library Support the collections accessed through the library system to support the institution s curriculum for students within a cohort guarantee. i. Requires supplemental information- Cohort Year 9
Definition of Fee Types o. (GS) Guaranteed Student Activity Support recreational and entertainment programming for the benefit of all students for students within a cohort guarantee. i. Requires supplemental information- Cohort Year p. (GT) Guaranteed Technology Support information technology services and other equipment and supplies utilized to enhance student learning for students within a cohort guarantee. i. Requires supplemental information- Cohort Year q. (GP) Guaranteed Transportation Support transportation to and around campus as well as maintenance of parking facilities for students within a cohort guarantee. i. Requires supplemental information- Cohort Year r. (RB) Room and Board Rates charged for student housing and meal plans. s. (BG) Room and Board Guarantee* Rates charged for student housing and meal plans of students within a cohort guarantee. i. Requires supplemental information- Cohort Year t. (CF) Course Fee Any fees directly related to a specific course, books, and supplies; they may also support liability insurance, background checks and certification exams. i. Requires supplemental information- Course ID u. (LB) Lab* Support the costs of lab supplies and equipment utilized in courses that include a lab experience v. (FE) Field Experiences* Support the institutional cost for placement and oversight in some clinical/internship/practicum settings. 10
Definition of Fee Types w. (FN) Fines* Currently meet an exemption in HB 110, nonetheless, they are a type of special purpose fee. x. (IA) Inclusive Access* Fees charged to provide texts and learning materials to students at the cost to the institution. These fees can be exempt from existing fee caps if they meet DHE criteria. Y. (OL) Online* Fees charged for online courses only to support the cost of delivering the course online. z. (AT) Athletics* Provide support to athletics programs as a designated fee; this would not include admission charges or other such revenue generated by athletic events. aa. (AD) Admission* Fees charged to students prior to admission to the institution, such as application fees and pre- registration fees. bb. (GR) Graduation* Fees charged to students related to award of a certificate or degree, such as graduation application fees. cc. (PF) Academic Program Fees charged to individual students or specific categories of students in a particular program. These fees support a service or benefit to those students being charged and the revenue is used only to support those enrolled in the program. i. Requires supplemental information- Program Code dd. (OD) Out of District Surcharge Additional charge beyond the instructional fee for students that are non-residents of the community college district. ee. (OS) Out of State Surcharge Additional charge beyond the instructional fee for students that are non-residents of Ohio. ff. (ON) Other Fees (Non-Tuition) Other non-instructional fees that do not meet a specific purpose listed above. gg. (PC) Prior/Transfer Credit* Other instructional fees that do not meet a specific purpose listed above. 11
Fees Inventory File Template CURRENT FIELDS CAMPUS ADMISSION_AREA PROPOSED FIELDS CAMPUS* ADMISSION_AREA* COHORT_YEAR* FEE_CATEGORY_CODE* FIELD SPECS PROPOSED VALUES ALPHA(4) ALPHANUMERIC(3) NUMERIC(4) ALPHA(2) HGH, UND, NDG, GRD, PRO IN, GE, SP TU, TG, OT, GF, CS, FC, LI, SA, TE, TR, GG, GC, GL, GY, GS, GT, GP, RB, BG, CF, LB, FE, FI, IA, OL, AT, AD, GR, PF, OD, OS, ON, PC NA, UD, LD NA, FR, SO, JR, SR, MS, DS, PR, NU, NM, ND Y, N 00-99 00-99 FEE_CODE FEE_CODE* STUDENT_DIVISION* STUDENT_RANK* PER_CREDIT_HOUR* MIN_CREDIT* MAX_CREDIT* FEE_TITLE* MIN_FT_HOURS COURSE_IDENTIFIER* ALPHA(2) ALPHA(2) ALPHA(2) ALPHA(1) NUMERIC(2) NUMERIC(2) ALPHANUMERIC(100) NUMERIC(2) ALPHANUMERIC(12) FEE_TITLE MIN_FT_HOURS COURSE_IDENTIFIER SUBJECT_CODE 00-99 FROM CI FILE ACADEMIC_PROGRAM_CODE* ALPHANUMERIC(15) FROM AP FILE FEE_FREQUENCY FEE_MANDATORY FEE_AMOUNT FEE_INCREASE FEE_INCREASE_REASON DELETE_SWITCH FEE_FREQUENCY ALPHA(2) YR, TM, OO, OT, UK FEE_AMOUNT NUMERIC 10,2 DELETE_SWITCH ALPHA(1) Y, N *Indicates Key Field 12
Key Fields Example KEY FIELDS EXAMPLE SUBMISSION_YEAR 2022 INSTITUTION SSCC CAMPUS* SSCC ADMISSION_AREA* HGH COHORT_YEAR* NA FEE_CATEGORY* GE FEE_CODE* CS STUDENT_RANK* NA STUDENT_DIVISION* NA PER_CREDIT_HOUR* Y MIN_CREDIT* 0 MAX_CREDIT* 99 FEE_AMOUNT 10 FEE_TITLE* CCP Self-Pay Career Center MIN_FT_HOURS NA COURSE_IDENTIFIER* NA ACADEMIC_PROGRAM_CODE* NA FEE_FREQUENCY TM DELETE_SWITCH *INDICATES KEY FIELD 13
ODHE Question Resolution Process Please submit all questions related to the upcoming Fees Inventory File changes to the HEI Data Team Mailbox: HEI_Data_Team@highered.ohio.gov. Include Fees Inventory Question/Comment in the Subject Line of the email. ODHE HEI Data Team will send out weekly group-wide email responses to questions or comments related to the Fee Inventory File. Written responses will be provided through the end of June 2022. ODHE Data Team will hold optional bi-weekly standing meetings with institutions (e.g., Liaisons, CFO s, Controllers) to discuss questions or comments related to the Fee Inventory File. The sessions will begin on Friday, March 18, 2022 and continue every other Friday thereafter through June 1, 2022. Each half hour-long session will begin at 2:00. ODHE will maintain a FAQ webpage on the ODHE website to publish the email responses to questions related to Fee Inventory file Changes. 14
Reminder: Project Timeline Project Timeline Overview of changes to Fees Inventory file and reclassification of fees (February) Provide each institution a spreadsheet of its reclassified fees (March) Present model of User Interface for new fee requests (TBD) Complete changes to Fees Inventory file (June) Institutions begin submitting Fees Inventory file (July) 15
Questions 16
