Incidental and Add/Drop Fees

Campuses, Cost Centers, and Cost Types are key in the accurate application of Incidental and late registration fees. Some institutions employ multiple cost centers and students can actually take courses from more than one cost center. In such cases, CAMS must be able to determine the correct fee to be applied. This is done in the following manner:

Upon registering a student for classes, CAMS looks at the student’s Campus value in the Student Status window.
This value is then compared to the Campuses reference table and the Cost Center assigned to this campus is identified. The Main Cost Center is a required value.
The Cost Type on the student's status record is also identified.
CAMS will then look at the cost setup that matches the Cost Center/Cost Type relationship just determined. These fees are defined in the Tuition and Refunds form for each varying cost type, as applicable to your institution.
For each Cost Center, at least one cost type, Default, must exist. CAMS now compares the Cost Type value in the Student Status form (for appropriate term) with those defined in the Cost Types tab of the Tuition and Refunds window.
The fee amounts set up in the cost setup form of the Tuition and Refunds window will be charged to the student.

Note: In the setup process, check the Campuses reference table to make sure that TransDocs are selected for Incidental Fees and Add/Drop Fees for "Main" campus, which is the default value used by CAMS.

Add/Drop fees will only be charged under certain circumstances:

If the CAMS Manager >Configuration >Registration tab >Adm Override Add/Drop fee is unchecked and the date of the modification is AFTER the Last Period Date for the 100% Refund % in the associated Refund Group assigned to the added or dropped class then the Add/Drop fee will be charged anytime a student modifies their current registration (adds or drops classes). If the Last Period Date is not populated CAMS will use the Start Date in the associated Refund Group. The student must have already registered for classes before this Add/Drop activity.
- If the Charge Add/Drop by Course checkbox is unchecked in CAMS Configuration then the fee will only be charged once during the Add/Drop activity. If it is checked then the student will be charged the Add/Drop fee for each class added or dropped during the Add/Drop activity.

If the CAMS Manager >Configuration >Registration tab >Adm Override Add/Drop fee is checked a dialog box will display that will give the registrar the option to charge or not charge the Add/Drop fee. Then the Add/Drop fee will only be charged when the registrar responds Yes to the dialog box and the conditions already mentioned also exist.
- If the Charge Add/Drop by Course checkbox is unchecked in CAMS Configuration then the fee will only be charged once during the Add/Drop activity. If it is checked then the student will be charged the Add/Drop fee for each class added or dropped during the Add/Drop activity and the registrar responds Yes to the dialog box.

Add/Drop fees will NOT be charged under certain circumstances:

If the CAMS Manager >Configuration >Registration tab >Adm Override Add/Drop fee is unchecked and the date of the modification is BEFORE the Last Period Date for the 100% Refund % in the associated Refund Group assigned to the added or dropped class then the Add/Drop fee will not be charged anytime a student modifies their current registration (adds or drops classes). If the Last Period Date is not populated CAMS will use the Start Date in the associated Refund Group. The student must have already registered for classes before this Add/Drop activity.
If the student is registering for the first time for the selected semester then no Add/Drop fee will be charged even if the registration date is after the Last Period Date for the 100% Refund % in the associated Refund Group assigned to any of the registered classes and the Adm Override Add/Drop fee dialog box does not appear or the registrar responds No to the Adm Override Add/Drop fee dialog box.

Note: Add/Drop fees are only retained for Officially Registered students. Recalculating or Authorizing Unofficially Registered students will remove these fees even if the other conditions necessary are present.