Fee Approval Process
How Does a Fee Get Approved?
A society obtains approval from its membership for a new fee, or continuation of an existing fee, through a student-held fee referendum.
What Should the Question Address?
- Students in a particular major within a faculty
- Students at a particular campus
The fee should set a particular amount. Are there special conditions? For example – opt-outable?
Why is the fee being charged? What is the purpose of it?
When will the fee be implemented and until when?
The Faculty of Arts students’ association is proposing that students in 3 courses or more should pay $1.50 per term for new chairs for the student lounge.
The Faculty of Arts students’ association is proposing that all students registered in 9 or more credits should pay $1.50 per term, starting in Fall 2008, for new chairs for the student lounge. This opt-outable fee will continue for 3 years, at which time it must be brought back to the membership for renewal. Do you agree?
What Does a Society Need to Do?
Before the final approval of your question, we recommend that you send it to us so that it can be reviewed for any problems with implementation
Be aware of end dates – too often a fee end date is missed, and societies have to scramble the following term to get a fee re-approved for a new term.
Provide a fee description to Student Accounts so that the fee can be posted on its website.
Once the Referendum Passes
The Chief Returning Officer will compile the referendum results, ensuring that the quorum was met.
Deliver results in writing on your society’s letterhead to the Deputy Provost (Student Life and Learning) with a copy to the Director – Student Accounts, including the question that was asked.
What Happens Next?
The Office of the Deputy Provost (Student Life and Learning) will verify against the society’s constitution that the results were obtained through a valid fee referendum.
Will confirm to the Director - Student Accounts, that the fee may be implemented.
Timeline for Fee Approval
Fee to be implemented in Fall/Winter term
- February 1st/Sep 27th – submit question for review
- March/Oct-Nov – society’s referendum is held
- April 1st/Nov 15th-20th – report results to Deputy Provost (Student Life and Learning)
- April 15th/Nov 25th – memo from Deputy Provost (Student Life and Learning) to Student Accounts requesting implementation
Cost of Living Increases
A few societies have fees that have grand-fathered COLI (cost of living index) increases each year. To increase a fee that was approved with COL indexation, the society must send a request to Student Accounts with the required documentation:
- Bank of Canada CPI rate for month of March for Quebec
- Letter requesting that the COLI increase be implemented signed by president or VP Finance