3.4.3 Student Billing
Formerly Known As Policy Number: 34.6
To define the categories of fees and charges to the University's student billing and how items are added.
Applicability:
All matriculated students including undergraduate, graduate, and the professional schools of Law, Medical, and Graduate School of Business.
Responsibility:
The Board of Trustees sets tuition, room and board rates. See section 2.a(2) of Guide Memo 3.1.2: University Funds.
The Vice Provost for Budget & Auxiliaries Management approves the Health Insurance, Campus Health Service Fee, Telecommunications Fee, and the Document Fees.
ASSU fees are approved by the Vice Provost for Student Affairs on behalf of the President.
All other fee categories are approved by the Dean or Director as delegated by the Provost.
The Student Financial Services Office is responsible for managing the billing and collection of tuition and fees from students, with the exception of the Honors Cooperative Program (HCP) students.
1. Mandatory Fees
Definition: Mandatory fees are required for all students or for an identifiable population of students. Categories of mandatory fees include:
MANDATORY FEES
| Category | Responsibility for Charging the Item |
|---|---|
| Tuition | Office of the University Registrar |
| Room | Residential & Dining Enterprises |
| Board | Residential & Dining Enterprises |
| Row Houses Board | Residential & Dining Enterprises |
| Health Insurance | Vaden Health Center |
| Campus Health Service Fee | Vaden Health Center |
| Telecommunications Fee | University IT/Residential Computing |
| Documents Fees | Office of the University Registrar |
| ASSU Fees | Associated Students of Stanford University |
| Course Materials Fees | Academic Dean of Department |
| P.O. Boxes: Freshmen | Student Services Center |
2. Voluntary Charges
Definition: Voluntary charges are not mandated and the students elect to have these charges. Categories of voluntary charges include:
VOLUNTARY CHARGES
| Category | Responsibility for Charging the Item |
|---|---|
| Cardinal Dollars | Residential & Dining Enterprises |
| IT Services (in-room Cable TV, software purchases, etc.) | University IT |
| P.O. Box rentals (non-Freshmen) | Student Services Center |
| Stanford Card Purchases (bookstore supplies, printing, copying, etc.) | Student Financial Services on behalf of merchants |
| International mailing and shipping fee | Bechtel International Center |
3. Penalties
Definition: Penalties are assessed to students who fail to comply with policy and guidelines. Categories of penalties include:
PENALTIES
| Category | Responsibility for Assessing the Penalty |
|---|---|
| Housing room damage | Residential & Dining Enterprises |
| Late fees for late payment of University bill | Student Financial Services |
| Late fees for late submission of study list | Office of the University Registrar |
| Network reconnection fee (DMCA violation) | Information Security Office |
| Student ID Card replacement | University ID Card Office |
4. Adding or Changing Tuition/Fees to the University Bill
Process: To request an item to the University bill, the Dean or Director of the requesting department will complete a Tuition and Fee Proposal Form and submit it to the Student Financial Services.
The Student Financial Services office will review the request and ensure the tuition or fee is reasonable and appropriately approved by the approving authority and/or owning organization, as well as develop and implement appropriate internal controls and processes for the related funds transfers for the billable item.