Budgets for Campus Courses

Click here to download budget form for Campus Courses

This completed budget form is due to the IL Director by October 1 for courses taught the following May.  If you are proposing a new Campus course, please consult the form during this process.  You will need to include an approximate budget and course fee (assuming 15 students) with your course proposal.

What to include in your campus course budget

Academic departments are expected to cover the costs of routine photocopying for May courses. If the total additional cost for a campus course is under $150 (equivalent to $10 per student), no course fee will be assessed. In this case, course costs will be covered by the IL budget.  If the total is above $150, a student fee will be assessed.  Faculty should include costs for expendable supplies, speakers, equipment that cannot be used in courses during regular terms, vans, admission fees, etc. in the course fee.  If faculty need a one time purchase of equipment, some cost sharing with the department may be possible.  Consult the IL Director.

Normally, group transportation is supplied for all events held off campus.  With the instructor's permission, students may decline this and provide their own transportation.  All students traveling in private vehicles must sign a travel waiver, College Transportation Declination.

College vans are normally the least expensive mode of transportation.  Note that vans rent for $0.45/mile.  This fee includes gasoline.  Vans hold a maximum of 10, including the driver.  All van drivers--students and faculty--must complete training through Campus Safety.  See the website for more details on van regulations.


Calculate for 6 and 15 students

Course fees will often depend upon the number of students registered for the course.  For this reason, instructors of campus and field trip courses must calculate a course fee for both extremes, first based upon the minimum enrollment of 6 students, and then based upon a maximum enrollment of 15 students.  A final adjustment of the course fee is done April 1, when a good estimate of enrollment is available.  Download a form to use in calculating your budget.  It will calculate the fee for both 6 and 15 students using your data.

Instructors must provide a detailed budget for 6 and 15 students to the IL Director by October 1.


Spending money from your course account

Your students will pay their course fee directly to the Business Office by the first day of May Term.  Faculty access these funds in the usual ways. Faculty can

  1. Submit a check request.  Check request forms must be to the Business Office by 11 am Monday in order to be picked up after 2 pm Friday.  The IL Director or Dianne Eary must sign off on your form.
  2. Borrow a college credit card from the Business Office.  Keep all receipts and complete the credit card form.  The IL Director or Dianne Eary must sign off on your form.
  3. Charge expenses to your own credit card.  Keep detail receipts.  Complete a check request form.  The IL Director or Dianne Eary must sign off on your form.

 Consult the IL Director for the best way to access funds. 


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