Tuition schedules let you automate tuition charges for course enrollments. Here's how they work:
- You create a tuition schedule. The most important aspects of a tuition schedule are:
- 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.
- When the student enrolls in courses, a pending tuition charge is created.
- 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.
- Click Add Tuition Schedule.
- Type the name—e.g. Undergraduate, Graduate, etc.
- Select whether to base this schedule on credits or hours.
- 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!
Click edit next to Tuition Brackets to add or edit brackets.
- Select an income account from your Chart of Accounts.
- 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.
- Enter a Flat Amount, or leave it as "0". This will charge a student a set amount if they enroll within the bracket.
- 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.
- 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.
- Click add a bracket to create new brackets.
- When you're finished, click Save.
To combine flat-amount and per-credit amounts in the same bracket (refer to the above image):
- Enter the maximum credits for the bracket just as you would for a regular bracket.
- 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 between the bracket's minimum credits and For Credits Above value.
- It will charge the student an additional Per-Credit Amount if she enrolls between the bracket's For Credits Above and maximum credits value.
- 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 $7650 [Flat Rate of $7500 + 1 credit @ $150]
- A student who enrolls in 21 credits will be charged $8800 [$8500 + 1 credit @ $300]
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.
- Use the 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 Save Courses.