Plan course budgets with itemized inputs accurately. Compare staffing, materials, and overhead instantly for decisions. See per-student cost and total course spend fast today.
| Sessions | Hours/session | Prep hours | Students | Total cost | Cost per student |
|---|---|---|---|---|---|
| 8 | 2 | 10 | 25 | $2,061.53 | $82.46 |
Teaching hours = sessions × hours per session (or direct teaching hours when override is enabled).
Instructor labor = (teaching hours + prep hours) × instructor hourly rate.
Admin labor = admin hours × admin hourly rate.
Subtotal = instructor labor + admin labor + direct non-labor + (certificate per student × expected students).
Overhead = subtotal × (overhead % ÷ 100).
Contingency = (subtotal + overhead) × (contingency % ÷ 100).
Total course cost = subtotal + overhead + contingency; Cost per student = total course cost ÷ expected students.
Labor usually dominates delivery cost. Separate instructor teaching time from prep time to reveal hidden workload and repeated redesign. Track office hours, assignment feedback, and assessment setup as prep or admin. Add admin or support hours for scheduling, grading, proctoring, or learner assistance. Direct costs include materials, platform licenses, room equipment, refreshments, and recruitment spend. Per-learner items, such as certificates, ID cards, or lab consumables, scale with enrollment and can shift break-even points each cohort quickly.
Per-student cost falls as enrollment increases because many expenses are fixed. Try three scenarios: conservative, expected, and stretch enrollment. If the calculator shows a steep drop between scenarios, your program has high fixed cost, so marketing and capacity planning matter. If the curve is flat, variable costs are driving spend, so negotiate per-seat tools, printing, or assessment fees, or switch to reusable digital materials for staffing and room utilization.
Overhead represents shared institutional costs like utilities, payroll processing, IT support, compliance, and management. Apply it consistently to the subtotal so different courses compare fairly across departments and delivery modes. Contingency covers uncertainty such as instructor substitution, extra sessions, equipment failure, or low attendance. A small contingency can protect margins without inflating prices excessively; document the percentage and review it after each cohort to calibrate assumptions.
When you enter a planned price per student, the calculator estimates projected revenue, net surplus, and margin. Use this to test fee structures, scholarships, early-bird discounts, or employer sponsorships. If margin is negative, reduce costs, increase enrollment, shorten sessions, or redesign delivery with blended content. Break-even students indicates minimum enrollment to cover cost at the chosen price, helping you set go or no-go thresholds before launch.
Use cost per effort hour to compare formats: live sessions, blended cohorts, or self-paced support. A high cost per hour may indicate too much prep, too many small sessions, or underused capacity. Review the breakdown to target improvements: standardize slides, reuse labs, automate quizzes, centralize admin tasks, and strengthen learner communications. Share results during budgeting to justify investments in reusable content or platform features that lower variable costs over time and improve access for learners.
Treat instructor prep, course design, and base platform fees as mostly fixed. Treat certificates, printed materials, and per-seat software licenses as variable. Split costs this way to understand how enrollment changes per-student cost.
Yes. If possible, use fully loaded rates that include benefits, payroll taxes, and expected non-billable time. If you only have base pay, increase the rate to approximate the full cost.
Use your organization’s standard overhead policy if one exists. Otherwise, review prior budgets and shared service costs, then apply a consistent percentage across comparable courses for fair planning.
Common causes are low expected enrollment, high prep time, expensive room or equipment, and per-student certificates or licenses. Try increasing enrollment, reducing sessions, or moving materials to digital delivery.
Yes. For online courses, emphasize platform, content production, and support hours. For in-person courses, include room, equipment, and printing. The formula stays the same; the inputs shift by format.
Break-even students is the minimum enrollment needed so projected revenue equals total cost at your planned price. If your realistic enrollment is below that number, adjust pricing or reduce costs.
Important Note: All the Calculators listed in this site are for educational purpose only and we do not guarentee the accuracy of results. Please do consult with other sources as well.