Once a Harlow Campus-based program is approved by the Dean of an academic unit, the Activity Coordinator responsible for the program must make a written request to the Office of the Provost and Vice-President (Academic), through their respective Dean, for approval of the special program fee. This must be completed at least two months before the start of registration for the semester during which the program will be offered.

Requests must include a detailed breakdown of all costs (e.g., theatre tickets, transportation for field trips, etc.) to be covered by the special program fee.

Once approved, the recommendation is forwarded to the Associate Director, Financial and Administrative Services, and the Registrar's Office.

The Registrar's Office associates the special program fee with the applicable course(s) on the student administration system, so that when the student registers for the course(s), the special program fee is automatically charged to the student's account.

The Department of Financial and Administrative Services assigns a detail code to the special program fee on the student administration system to ensure the revenue is recorded in the proper general ledger account.