SAFARI Project
Tuition Calculation
Business Process Guide
October 2003
SAFARI Project
(Process Name Here) Process
Table of Contents
Tuition Calculation Overview......................................................................................................................... 1
Before You Begin .......................................................................................................................................... 1
Prerequisites and Assumptions ............................................................................................................. 1
Other Materials Needed ........................................................................................................................ 1
1.0 Tuition Calculation................................................................................................................................... 2
1.1
Tuition Calc for an Individual Student ....................................................................................... 2
1.2
Tuition Calc for a Group of Students ......................................................................................... 4
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(Process Name Here) Process
SAFARI Project
Tuition Calculation Overview
Tuition calculation is the method used to charge students for the courses for which they are enrolled. At
CWU, it is based on the student’s Career (Undergrad, Post Bac, or Graduate) and Residency
(Washington State Resident or Non-Resident). We also account for reduced tuition waivers such as the
Staff, Washington State Employee, National Guard and Senior Citizen waivers, and Running Start
students.
Tuition calculation involves a large number of setup tables including, but not limited to Adjustment
Calendars, Billing and Due Calendars, Class Fees, Course Fees, Criteria, Equations, Optional Fees,
Term Fees, Transactions Fees, and Tuition Groups.
Before You Begin
Prerequisites and Assumptions
Before you can successfully perform the Tuition Calculation process, it is
assumed that each of the following conditions has been met:

All tuition calc setup tables are properly defined

The student is registered for the courses in the term being calculated
Other Materials Needed
To carry out the [Name] process correctly, you may need to refer to the
following documents:

[List other documents needed]

[List other documents needed]
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1.0 Tuition Calculation
Tuition can be calculated for an individual student or a group of students.
CWU is using the option to automatically calculate a student when their
Customer Account is accessed but this only calculates if the student has
made changes to their schedule. If a change is made to setup, a manual
calculate will need to be performed.
1.1 Tuition Calc for an Individual Student
Following is the procedures for calculating an individual student.
Navigation: Home > Manage Student Financials > Calculate Tuition and Fees > Use > Tuition Calculation
Navigate to the Tuition Calc
page using the path above.
Enter the ID # or use the
search capabilities to find the
desired student.
Only students that have the
potential to have the
calculation performed will
display (enrolled students).
The tuition calculation page
displays various information
about the student including
name, ID#, Career, Term,
Tuition Group, etc.
The most recent term with
enrollment activity will
display first. Use the arrow
keys or “View All” link to find
the appropriate term and
Career.
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The “Tuition Calc Required”
checkbox will be turned “on”
if the student has enrollment
activity or waiver activity for
the term.
If there has been set up
changes, this flag will not be
checked even though tuition
calc is required.
Verify the correct term is
displayed and click the
button.
After tuition has been
calculated, “Tuition Group”
and “Tuition Calc Date Time”
will be updated and the
“Tuition Calc Required” box
will be cleared.
Use the “Display Tuition and
Fees” hyperlink to view the
tuition charges. This page
shows all charges that the
student may be charged for
based on his Tuition Group.
T&F tabs 1-4 show various
information regarding the
charges such as Fee Code,
Due Date Code, Adjustment
Code, Refund Percentage etc.
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You can view the Student’s
Account and Academic
Information from the Tuition
Calc page by clicking the
appropriate hyperlinks.
The override following
boxes should not be
used:
Override Billing Units
Override Init Enrl Fee
Projected Billing Units
Override Init Add Fee
These relate to setup that
CWU in not currently
using.
1.2 Tuition Calc for a Group of Students
Following is the procedures for calculating an individual student.
Navigation: Home > Manage Student Financials > Calculate Tuition and Fees > Process >
Tuition for Multiple Students
Navigate to the “Tuition for
Multiple Students” page
using the path above.
Select the desired Run
Control or create a new one
if necessary.
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The Tuition Calc Run Control has several options to select.
Business Unit: always “CWUID”
Run Option: There are 7 different run options. This process can calculation
tuition, post tuition, and calculate waivers or variations of these three options. In
most cases, the “Calc and Post Tuition, Waivers” should be selected. Calculating
Tuition or Waivers only will not post the changes to the student’s account.
Select Option: You may calculate based on “All Students” or “Required Only”.
The “All Students” option calculates tuition for all students regardless of when their
tuition was last calculated. This option should be used at the beginning of the
quarter, on the last day of add/drop, before late fees are posted, before statements
are sent, when a setup change is made, before students are dropped for nonpayment, or whenever some event occurs that makes it reasonable to calculate all
students. The “Required Only” option Calculates tuition for students who meet the
criteria in the page and for whom the tuition calculation required flag is set to yes.
This option will be used for most tuition calc processing except as noted above.
Academic Career: Enter the Academic Career for which tuition should be
calculated. CWU currently uses GRAD, PBAC, and UGRD. Normally, all careers
should be calculated. Add rows as needed to include the appropriate Academic
Careers.
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Term: Select an optional term for which you want to calculate tuition and fees.
Leave this field blank to calculate tuition and fees for all eligible students in all
terms limited by the run option and select option settings. More than one term can
be calculated but normally this will be the current term only. Insert additional rows
when necessary.
Academic Program: Tuition can be calculated for a specific Academic Program
however CWU normally would not use this option so it should remain blank.
After all the criteria have been selected, use the
button to run the process.
Use the “Display Details” hyperlink to view the students calculated in the batch.
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Using the “Display Details” hyperlink will transfer you to the Inquire – Fees After
Calculation (Batch) page. The fee calculation information for each student resulting
from batch tuition calculation is identical to information resulting from tuition
calculation for a single student. Detail is displayed for all students calculated.
Use the arrows to navigate through the report. The
keys are used to
move in “chunks” or large groups of students. In the below example, there are 419
total students in the batch but only 50 are displayed in a “chunk.” Using these
arrows will move to the next chunk of 50 students.
The Fees After Calculation (Batch) shows the same information as the calc for a
single student.
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