1:021 Fees, Charges, Refunds, and Fee Adjustments
|Austin Peay State
|Fees, Charges, Refunds, and Fee Adjustments
||September 15, 2017
||Vice President for Finance and Administration
||Student Account Services
It is the policy of Austin Peay State University that fees be approved by the APSU
Board of Trustees.
The purpose of this policy is the establishment of a University policy regarding review
and approval of fees and charges, refunds, and fee adjustments.
-Establishment and Approval of Fees and Charges
-Publishing Approved Fees and Charges
-Recruitment Focus Area Plan (205-R)
-Specialized Academic Fees
-Miscellaneous Course Fees
-Incidental Fees and Charges
-Room and Board
-Other Fee and Charge Considerations
-Refunds and Fee Adjustments
Approval of Fees and
- Establishment of Fees and Charges
- The Board of Trustees must establish or approve all University fees and charges unless
specific exceptions are provided. The University Budget Office is charged with the
responsibility of obtaining and coordinating data to be submitted to the Vice President
for Finance and Administration in establishing those fees.
- Approval of Fees and Charges
- The Board of Trustees must approve specific fees as follows:
- Mandatory Fees (In-state tuition and program service fees)
- Out-of-State Tuition
- Specialized academic course fees
- Miscellaneous course fees
- The President or designee is authorized to approve fees and charges not reserved for
specific approval by the Board of Trustees.
Fees and Charges
- Student Account Services is charged with the responsibility of maintaining a master
fee list of all approved fees and publishing this information.
- The University will follow a general format in publishing information on fees and
- Any student may appeal the assessment, application, calculation, collection, or interpretation
of any University fee, charge, deposit, or refund.
- Procedures for appealing a fee adjustment are available through the Office of Enrollment
Management and are posted on the office web site.
- Description of Fees
- Mandatory Fees include in-state tuition and program service fees.
- The Mandatory Fee is charged to students enrolled in credit courses. It is an enrollment
or registration fee and is calculated based on the number of Student Credit Hours
(SCH's) for the University for which the student enrolls. Fees are established by
the Board of Trustees.
- The same fee is applicable to courses for which the student is enrolled on an audit
- Rates are established by the Board and incorporated in a fee schedule that groups
specific fees; by type of institution; and by student level (undergraduate and graduate). The
hourly rate will be discounted when undergraduate students enroll in greater than
12 hours and graduate students in greater than 10 hours unless stated otherwise elsewhere
in this policy.
- Because the University has multiple summer sessions, mandatory fees, including tuition,
may be assessed by using the current part-time rate with no maximum amount for total
credit hours enrolled.
- Mandatory fees may not be waived. However, specific exceptions are provided in the
- Pursuant to T.C.A. § 49-7-113, exceptions exist for certain disabled and elderly students,
as well as state service retirees. For audit courses, no fee is required for persons
with a permanent, total disability, persons 60 years of age or older and domiciled
in Tennessee and persons who have retired from state service with 30 or more years
of service, regardless of age. For credit, a fee of $70 per semester or $60 per trimester
may be charged to persons with a permanent, total disability, and persons who will
become 65 years of age or older during the academic semester in which they begin classes
and who are domiciled in Tennessee. (Note: This fee includes all mandatory fees; it
does not include course-specific fees such as all miscellaneous course fees, materials
fees, application fee, online course fees and parking fees.) This only applies to
enrollment on a space available basis, which permits registration no earlier than
four (4) weeks prior to the first day of classes.
- Pursuant to T.C.A. § 49-7-102, certain statutory fee exceptions exist for dependents
and spouses of military personnel killed, missing in action, or officially declared
a prisoner of war while serving honorably as a member of the armed forces during a
period of armed conflict. If these provisions are invoked by a student, the correct
applicable law should be determined.
- Military reserve and national guard personnel who are mobilized to active military
service within six months of attendance at the University and whose mobilization lasts
more than six months shall be charged upon re-enrollment at the tuition, student activity
fees and required registration or matriculation rates that were in effect when such
student was enrolled prior to mobilization. After re-enrollment, no increase in tuition,
student activity fees or required registration or matriculation fees shall be assessed
to such student until a period of time equal to one year plus the combined length
of all military mobilizations has elapsed. In no event, however, shall a student’s
tuition and fees be frozen after re-enrollment for more than four years.
- To be eligible for the tuition and fee freeze, the student shall have completed military
service under honorable conditions and shall re-enroll in the University within six
months of release from active duty.
- A student eligible for the tuition and fee freeze may transfer from one state institution
of higher education to another state institution of higher education one time with
such student’s tuition and fees calculated at the institution to which the student
transfers as if the student had been in attendance at that institution before the
mobilization that resulted in the student’s tuition and fee freeze at the initial
- Description of Fee
- This is an additional fee charged to students classified as non-residents who are
enrolled for credit courses, including audit courses. This fee is in addition to the
- Out-of-state tuition fee rates are established by the Board of Trustees and are incorporated
in the annual fee schedule.
- A separate hourly rate for out-of-state tuition will be set for undergraduate and
- While the per-hour rate for graduate students will be higher, the rates will be set
so that a full-time graduate student and a full-time undergraduate student will pay
approximately the same amount for out-of-state tuition.
- A full-time student is defined as an undergraduate enrolled in 12 hours or a graduate
student enrolled in 10 hours.
- Applicability of out-of-state tuition is determined pursuant to APSU Policy 1:014. Student Account Services will collect fees based upon student classification as determined
by the appropriate authority within the University.
Area Plan (250-R)
- Description of Plan
- The 250-R rate is available to students who graduate from a high school located in
a county within a 250 mile radius of APSU.
- The out-of-state tuition rate charges to students eligible for 250-R will pay a reduced
rate based on the state subsidy per full-time equivalent for the prior fiscal year.
This rate will be capped at 12 hours for undergraduate and 10 hours for graduate students.
- This plan does not impact students who otherwise qualify for the border county classification
or other in-state residency qualifications.
- Description of Fee
- The eRate is available to students who enroll at APSU, who are classified as non-residents
of Tennessee, and who are enrolled exclusively in online courses.
- The eRate is 150% of the University's approved undergraduate or graduate mandatory fees.
- The hourly rate will not be discounted for students receiving the eRate and enrolling
in greater than 12 undergraduate hours or 10 graduate hours.
- To qualify for aneRate, students must:
- Meet all University admission requirements and must be verified as an online out-of-state
student enrolled exclusively in courses delivered online by a procedure documented
by the institution.
- Out-of-state students in item 2 above refers to geographic location and does not include
undocumented students living in Tennessee.
- Students enrolled in any type courses other than online (on-ground,telecourse, hybrid,
distance education, etc.) will not be eligiblefor the eRate specified in this policy
and will instead incur traditional non-resident fees and charges.
- Students who enroll in both online courses and other type courses and subsequently
drop the other type courses will not then become eligible for the eRate.
- The University enrolling eRate students as defined in this policy must provide a method
to mitigate any negative impact on the opportunity for Tennessee student enrollment
in online courses.
- Certain academic programs require expensive maintenance/updating of equipment and
software and the employment of highly qualified staff. The high costs of instruction
for these programs can be offset by establishing specialized academic fees, with the
Board’s approval. To receive approval for a specialized academic fee, a program will
be required to meet criteria 1. High Cost of Instruction as defined below. Additionally,
the program should document meeting criteria 2.-7., as applicable.
- High Cost of Instruction. Programs qualifying for charging specialized academic fees
must demonstrate that they are more costly than other programs offered by the University.
If appropriate, the extraordinary cost of the program must be validated including
benchmarking with similar programs in the region and nation.
- High Demand. The number of students enrolled in the program and the student credit
hours generated are sufficient to justify additional fees.
- High Cost of Updating/Maintaining Equipment and Software. Programs qualifying for
charging specialized academic fees are expected to be those that require extensive
maintenance and regular updating of equipment and/or software, all of which are very
expensive. An average hardware/software cost per student credit hour serves as the
basis for determining the amount of the fee.
- Accreditation. Meeting standards of specific accrediting agencies may also qualify
a specialized program for charging specialized academic fees. The accrediting standards
that justify a fee are those that specify the possession and use of certain equipment
and unique software that are extraordinarily costly and/or the employment of faculty
with specific credentials that demand high salaries.
- High Recognition and Quality. The programs approved for specialized academic fees
are expected to be distinctive and with a regional or national reputation. The program
must demonstrate that it has achieved exceptional recognition in its particular enterprise.
- High Value to Tennessee. The program must demonstrate that it is a good investment
for the State of Tennessee to justify charging extra fees to the student. The program
should be distinctive and not one duplicated in other State institutions and should
be of integral value to Tennessee. The graduates’ earning potential and the associated
benefit to the state economy should be projected, as well as the efforts taken by
the University to aid graduates in finding appropriate employment in Tennessee.
- Impact on Affected Students. Through surveys, questionnaires, or other suitable means,
the program must demonstrate that the charging of additional fees will not diminish
enrollment. The program should demonstrate that enrolled students realize that the
potential earning power in the work force justifies their additional investment.
- The University must submit documentation of the above applicable criteria when requesting
approval of a specialized academic fee. Specialized academic course fee revenues are
limited to funding related costs accumulated in the instruction function.
- All miscellaneous fees must be approved by the Board of Trustees. Fees for courses
requiring special off-campus facilities or services do not require Board approval
but should reflect the cost of the facilities or services.
Incidental Fees and
- Incidental fees will be uniformly charged (or, if applicable, to the extent that they
remain within the set range) at the University both as to the amount and condition
of assessment. Charges are subject to approval by the President.
- A deposit may be established by the University for rent or lease of buildings and
facilities or for the issuance of other institutional property or equipment. Deposits
should be subject to a 100% refund if no damage or loss occurs. The amount of such
deposits should be related to the value of the facilities or equipment subject to
loss and the general ability of the University to secure reimbursement should loss
or damage occur.
- Pursuant to APSU Policy on Student Residence Regulations and Agreements (No. 3:004), the University is authorized to require a security deposit for residence hall facilities
which may be forfeited by the student for failure to enter into a residence agreement
or non-compliance with applicable agreement terms.
Room and Board
- All regular and special rental rates for student residence halls and student apartments
will be approved by the Board of Trustees upon the recommendation of the University.
All meal plan rates will be approved by the President. The University may recommend
special rates for non-student groups during summer periods, etc.
- Pursuant to APSU Policies on Student Resident Regulations and Agreements (No. 3:004) and this policy, rental for residence hall and student apartments shall be payable
in full in advance of the beginning of a term. However, the University offers an optional
payment plan under which a prorated amount of the rental shall be payable monthly
in advance during the term. Specific provisions for the payment plan must comply with
those cited in Policy No. 3:004. A monthly service charge and a late payment charge may be assessed. Residence Hall
students can participate in either the deferred installment plan or the optional monthly
housing payment plan. The University has the option of allowing students to participate
in both the deferred installment plan and the optional monthly housing payment plan.
|Other Fee and
|The University may submit for Board of Trustees approval fees and charges not specifically
covered by this policy when the establishment of a fee or charge is justified by the
- Fees may be established to control the utilization of facilities and services or to
offset the cost of extraordinary requirements as a result of specific programs or
activities. [Reference APSU Policy on Access to and Use of Campus Property and Facilities (No. 1:019).]
- When fees and charges are incorporated in agreements with outside contractors and
vendors, specific rates, refunds and conditions must be clearly stated.
- Fees for auxiliary services must take into consideration that Auxiliary Enterprises
should be a break-even operation with rates and charges generating revenue sufficient
to cover all expenses as defined in operating budget guidelines.
- Fees established for non-credit courses and activities shall be sufficient to cover
the total costs incurred in providing instruction plus a minimum of 25% of the annual
instructional salary costs including contractual salary costs or personal services
- Students enrolled for six or more hours are eligible for full-time privileges, i.e.,
access to social, athletic, and cultural functions, pursuant to T.C.A. § 49-8-109.
Refunds and Fee
- Adjustments to all fees and charges must be in accordance with the following provisions
except as previously stated, or when required by federal law or regulation to be otherwise.
- Pursuant to T.C.A. §§ 49-7-2301 and 49-7-2302, students called to active military
or National Guard service during the semester are entitled to a 100% adjustment or
credit of mandatory fees. Housing and meal ticket charges may be prorated based on
- Mandatory Fees Refunds and Adjustments procedures will be posted appropriately on
APSU Policy 1:021 - Rev.: September 15, 2017
APSU Policy 1:021 (previously 4:011) – Rev.: March 30, 2017
APSU Policy 1:021 – Rev.: September 14, 2015
APSU Policy 1:021 – Rev.: May 23, 2011
APSU Policy 1:021 – Rev.: February 8, 2006
APSU Policy 1:021 – Rev.: June 28, 2001
APSU Policy 1:021 – Rev.: September 26, 1994
APSU Policy 1:021 – Issued: August 1, 1986
President: signature on file