Topics Map > Budget & Finance
Topics Map > Teaching, Learning & Academic Administration > Summer Term
L&S Summer Budget Model
This page has been updated for summer 2024.
The reports mentioned below are sent via Box (folder name = '48-#### Summer Sessions'). Department chairs/directors and administrators have access to this folder, and will need to distribute these materials to departmental staff.
Summer Budget Model Definitions
|Summer 131 Funding
Default funding for summer instructional expenses.
Expenses incurred by the department on Summer 131 funding.
Paid credit hours are associated with students who paid tuition to the campus tuition pool.
|Revenue per paid credit
The fixed dollar amount that departments will receive for each paid credit.
Current amount = $325, last updated for summer 2023.
This rate will be reviewed every two summers and adjusted if revenue per credit continues to trend upward.
The department surplus is equal to revenue per paid credit minus actual costs on Summer 131 funding.
$325 * paid credits minus instructional costs
Initial Summer Budget Proposals - September/October
$325 * estimated paid credits minus estimated instructional costs
Each department will complete a Summer Budget Proposal.
- The proposal spreadsheet is used to communicate the list of planned courses with their estimated enrollment and paid credits, along with planned instructional appointments and expenses.
- The spreadsheet includes a Financial Summary page, which calculates an estimated departmental surplus.
The following materials are sent as part of the department's initial approval for summer. They are updated as changes occur:
- Expense Details report - L&S - This report contains specific details for instructors, student appointments, and supplies & expenses.
- Initial Financial Report - This report creates a surplus estimate for the department, based on estimated paid credits and planned expenses.
You may find the following documents helpful for your summer planning:
- Selecting and scheduling summer courses: Summer Course Guidance in L&S
- Summer sessions appointments:
Departments should begin by reviewing the previous year’s financial and expenditures reports to help determine course offerings, and to estimate paid credits and costs. This reporting is available in summer Box folders.
During this initial planning stage, departments should not review each course in isolation. Because elimination of one course might increase enrollment on the remaining courses, even courses that make a positive contribution to department surplus deserve scrutiny.
Courses that decrease department surplus require special attention. Departments will be permitted to run such courses as long as the department maintains a positive surplus overall.
Review of preliminary enrollment & financial data - April
(90% of student credit hours * $325) minus estimated instructional costs
In mid-April, the College will share with departments preliminary Financial Reports using early enrollment data on Student Credit Hours (SCH).
Based on past experience, preliminary mid-April student credit hours are typically 10-15% higher than final end-of-summer paid credits. This may be due to tuition waivers and students dropping courses throughout the summer. Therefore, this report includes a 10% correction to the student credit hour figure. You may compare your preliminary Financial Report with the previous year's Financial Report with Revenue to see this effect for yourself; both reports are available in Box.
Addressing Anticipated Losses per course
Associate Dean Jennifer Klippel will consult with the Divisional Academic Associate Deans, and then follow up with departments with projected losses.
As long as the department’s overall surplus is projected to be positive, decisions about course cancellation will be delegated to the department.
If the department’s overall surplus is negative, the College will ask the department for a plan to address anticipated losses (e.g., canceling courses or reducing spending on summer 131 funding). This plan is subject to College approval; the College may cancel courses (and eliminate other costs) if the department plan is unacceptable.
Course cancellation should occur as soon as possible as it creates significant problems for students. Course cancellation should not be viewed as a substitute for careful advanced planning. In the long run, substantial numbers of cancellations will undermine student interest in summer term.
Revenue Reporting - August / September
$325 * paid credits minus instructional costs
The College will distribute final Financial Reports with Revenue in late August/early September each year. This report shows actual instructional costs charged to departmental summer 131-A48##93 accounts, enrollments, student credit hours, paid credits, and department surplus. Costs may ultimately be higher (and departmental surplus lower) if some costs have not posted to WISER at the time of the report.
The following page describes the process for revenue transfers: Summer Accounting in L&S
Primary Contacts for L&S Administration
- L&S Budget Office
- Jennifer Klippel, Associate Dean for Innovation and Strategic Budgeting
- L&S Teaching & Learning Administration
- Cathy Yu, Administrative Assistant for Teaching & Learning Administration