Fee Proposals

Per Executive Order (EO) 1102, all fees charged to students must undergo a review and approval process before they may be assessed or changed. This includes:

  • Establishment of new fees
  • Increases/decreases to existing fees
  • Elimination of existing fees

The CSU groups student fees into six categories, each with a specific approval authority. In most of the cases that arise, the President holds final authority. However, it is important to note some fees require a student referendum, and some require the Chancellor’s approval. Additionally, the Campus Fee Advisory Committee reviews most fee proposals and provides a recommendation to the President. Please see Understanding Fee Types for details.

In order to allow sufficient time for the review process and for proper notification to students, fees taking effect in the fall semester should be submitted to the Senior Associate Vice President-Finance & Business Services in January.

Important: As of fall 2012, San José State combined course fees (Category II fees) into a single Course Materials Fee and no longer entertains proposals for individual course fees, with the exception of fees for field trips.

Preparing a Fee Proposal

For fees related to special session, please contact the College of Professional and Global Education (CPGE). All special session fees must be submitted via the Dean of CPGE.

All fee proposals require submission of the following:

  1. An Executive Summary that includes:
    1. Name of the fee, and the current fee rate if proposing changes to an existing fee
    2. Brief narrative as to why the new fee or fee modification is necessary
    3. Any detailed, relevant, supporting materials that would aid review by the Campus Fee Advisory Committee
    4. Signature of the Division Vice President, plus any other signatures deemed appropriate by the Division (typically Dean or Associate Vice President)
  2. A Financial Statement that includes:
    1. A minimum of one full year of actual revenues and expenses.
      1. If the proposal is for a new fee, no revenues would be available so only costs would be indicated for the previous year.
      2. No prior year revenues or costs would be available in the case of a new fee associated with a new activity.
    2. Current fiscal year estimated revenues and expenditures (if any)
    3. Two fiscal years of projected revenue and expenditures for the fee supported activity
    4. Number of persons served each year by category, i.e.: Students, Faculty, Staff, and/or members of the general public (if applicable)
    5. A specified chartfield string where revenues are to be deposited. All revenues must be deposited using a revenue account code (starts with “5”).
  3. Trust Fund Agreement:
    1. If the proposal is for a new fee, include a Trust Fund Agreement (pdf) to establish a new fund to receive the fee revenues
    2. If the proposal modifies an existing fee, include a copy of the existing Trust Fund Agreement.

Submitting a Fee Proposal

  1. Use of DocuSign is recommended
  2. Route for the following signatures
    1. Your signature (proposer)
    2. A one-up signature (e.g., dean, manager, associate vice president)
    3. Your Vice President’s signature
    4. Route copies to
      1. Charlie Faas, VP-Administration & Finance/CFO
      2. Marna Genes, SAVP-Finance & Business Services

Proposal Review Process

Student fees that are charged to all students are called mandatory student fees and classified as Category II. These fees typically require a student referendum, review by the Campus Fee Advisory Committee, CFO endorsement and President’s approval. New Category II fees must be approved by the Chancellor. The President can approve changes to existing fee levels.

Participant Fees, Self-Support Program Fees, and Special Session Fees are reviewed by Finance & Business Services and recommended to the CFO, who in turns recommends to the President. The President has final approval.

Field Trip Fees are reviewed by the Campus Fee Advisory Committee and must have CFO endorsement to move forward. The proposed fee must fall within the ranges provided in EO 1102 to fall under the President’s authority. Otherwise, they must be approved by the Chancellor.