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Setting up tuition schedules

Tuition schedules let you automate tuition charges for course enrollments. Here's how they work:

  1. You create a tuition schedule. The most important aspects of a tuition schedule are:
    • The brackets, which specify how students will be charged for tuition.
    • The courses, which specify for which enrollments students will be charged.
    • The refund policy.
  2. You add the schedule to a student account, whether on an individual student's profile, or to a group of students using the Data Slicer.
  3. When the student enrolls in courses, a pending tuition charge is created.
  4. After reviewing the pending charges, you invoice them.

 

Tuition schedules cover course enrollments, and so won't capture auditors. To set up an automatic charge for auditors, create an Auditor Fee.

Adding a new tuition schedule

Go to Billing > Settings > Tuition Schedules.

  1. Click Add Tuition Schedule.
  2. Type the name—e.g. Undergraduate, Doctoral 2014-2017, etc.
  3. Select whether to base this schedule on credits or hours.
  4. When you're done, click Save.

Now that you've created the tuition schedule, click its name to go to its page, where you set up the brackets and link the schedule to courses.

Setting up the tuition schedule

You can update a tuition schedule at any time. Any changes you make only apply from that moment forward. That is, they will not affect any charges that have already been generated by the schedule up to that point, whether pending or invoiced.

Tuition schedule info

You can change any of the tuition schedule's basic details by clicking edit next to Info.

  • Change the name just by typing.
  • Change the units by selecting a different one from the drop-down.
  • Provided you've set up refund policies, you can add or change the schedule's policy by selecting it from the drop-down.

Retiring and deleting

Retire a tuition schedule if you've ever invoiced charges generated by that schedule but no longer want students to have it. Retiring prevents you from adding it to any more students.

You can Delete a tuition schedule if it is not listed as the default tuition schedule for any student. Remember, only delete mistakes!

Tuition brackets

Click edit next to Tuition Brackets to add or edit brackets.

  1. Select an income account from your Chart of Accounts.
  2. Enter the maximum number of credits/hours for the bracket (the minimum credits for the next bracket will auto-fill).
    • Let's say you charge one way for 0-12 credits, and then another way for 12-18 credits. For the 0-12 bracket, enter 11.99 in Max Credits; this lets the next bracket pick up at 12.
  3. Enter a Flat Amount, or leave it as "0". This will charge a student the same amount if they enroll within the bracket.
  4. Enter a Per-Credit Amount, or leave it as "0". This will charge the student this amount for each whole credit, or pro-rate the amount for each fractional credit, within the bracket.
  5. Click   to remove a bracket. If you do this, the credit range of the other brackets will adjust accordingly, so double-check your work before committing such changes.
  6. Click add a bracket to create new brackets.
  7. When you're finished, click Save.

To combine flat-amount and per-credit amounts in the same bracket (refer to the above image):

  1. Enter the maximum credits for the bracket just as you would for a regular bracket.
  2. Enter a Flat Amount and a Per-Credit Amount, and then enter a value in For Credits Above.
    • This will charge the student the Flat Rate if she enrolls within the bracket's minimum credits and For Credits Above value.
    • It will charge the student an additional Per-Credit Amount if she enrolls within the bracket's For Credits Above and maximum credits value.
  3. In the example above...
    • A student who enrolls in 8.5 credits will be charged $3697.50 [8.5 x $435]
    • A student who enrolls in 16 credits will be charged $5000 [Flat Rate]
    • A student who enrolls in 20 credits will be charged $5900 [$5000 + (2 x $450)]

Courses

Tuition schedules are attached to individual courses. When a student with a given schedule enrolls in a course with that same schedule, he will be charged for that enrollment.

Use the filter to view particular courses connected to this schedule. You can filter by course abbreviation, department, or academic program.

  • Click edit to make changes to the course list.
  • You'll have the same filter to sort through your course catalog.
  • Check the courses to which you wish to attach the schedule; un-check courses to disassociate them from the schedule.
  • When you're done, click Finished Editing Courses.
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6 Comments

  • 0
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    Dawn Dirksen

    Is there a way to "retire" tuition schedules like there is for room and meal plans?

  • 0
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    Brendan O'Donnell

    Dawn,

    Looks like the article was a bit vague. I've updated it... basically, just go to the tuition schedule's page and edit its Status and set it to Retired.

    Thanks for catching that!

    -brendan

  • 0
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    Carol Folkeringa

    The article says that you attach a tuition schedule to individual students AND individual courses.  Why would you need to attach it to students if it's attached to courses?

    The article also says that if you attach a schedule to students and then change the schedule, those changes will not be in effect for those students.  So why would you want to attach it to students?

  • 0
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    Brendan O'Donnell

    @Carol, thanks for the question. In order for a student to be automatically charged for an enrollment, you need the following things in place:

    • The student must have that tuition schedule
    • The tuition schedule must "know" to create a charge when a student enrolls in a particular course

    So, in order to charge Joe $450/credit when he enrolls in ENG101, the tuition schedule needs to be "attached" to Joe AND "attached" to ENG101. That way, when Joe enrolls in ENG101, the tuition schedule knows to ding him the $450/credit. 

    As for when you change a schedule, my wording on that point needs a bit of refinement: if you update a schedule, the updates will take effect for any enrollments that happen after that update (they just won't be retroactive...). So if you update Joe's schedule so it charges $500/credit, that's what he'd get charged.

    I'll clarify that point in the article, and if you have any further questions, feel free to reach out with a support request!

  • 0
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    Carol Folkeringa

    When you say "attach to ENG101", what do you mean?  I can see where I can assign a tuition schedule to a program (ie. undergraduate vs. graduate), but I can't see on the individual course pages where I can assign a tuition schedule.

  • 0
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    Brendan O'Donnell

    @Carol, if you go to the bottom of the tuition schedule's page, you'll see where you can choose which courses are associated with this tuition schedule. See the section of the article called "Courses" for instructions.

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