SIS Glossary

Academic AdvisementThe application within PeopleSoft Student Administration that is used to track the requirements and policies that a student must satisfy in order to graduate. As a student progresses towards graduation, Academic Advisement analyzes those courses completed—both successfully and unsuccessfully—by the student and ascertains what requirements are still outstanding. Using data specified on Student Records panels and requirements entered on Academic Advisement panels, this application automatically tracks a student’s degree progress. Once you enter requirements into the system, you can analyze a student’s data against the requirements in order to report degree progress.
Academic CalendarDefines enrollment & grading actions based upon specific dates within the calendar, specific to career and institution.
Academic CareerRepresents the general level of study to which a student has been admitted (i.e., Undergrad, Grad, Law, Med, Dent, and Opt). Courses can be grouped on the transcript by career if a student has multiple careers at an institution. Other items defined at this level include calendars.
Academic Course ListA listing of courses that is used to satisfy an academic requirement. (Course lists must be established before academic requirements are developed.)
Academic Entity GroupAn entity consisting of similar items grouped together for more efficient use as a single condition. For example, an entity group might include all programs within a career or multiple plans within a program. This concept is used in the Academic Advisement application which is not currently utilized by IU.
Academic GroupThe highest-level breakdown of an institution for academic structural purposes. Each school, division or college within an institution is usually defined as an Academic Group (i.e., BUSE, NURS…). Typically Academic Groups offer courses. Each academic group is also an Academic Organization.
Academic InstitutionA separate university, college, or organization. In the case of IU, they are the separate campuses (i.e., IUB, IUPUI, IUE, IUK, IUSB…). Institutions share a single course catalog.
Academic Level RuleE.g. Freshman, Sophomore, based upon credit hours.
Academic Load RuleE.g. full time, part time, based upon credit hours.
Academic OrganizationA structure to represent the ownership of Courses, Curriculums and Classes by a tree structure called the Academic Organization tree. At the lowest level, an academic organization is usually an academic department.
Academic PlanA course of study in a specific academic field. It defines academic objectives such as majors, minors, certificates, etc (i.e., Bachelor of Science, Master of Arts, etc…) and, when appropriate, indicates degree. Academic Plans can be directly associated with a Program or associated with a specific Career. Career associated Plans are available for all students within that Career (Minors and Certificates are good examples.)
Academic ProgramThe entity to which students get admitted and from which they graduate. In the case of IU, academic program is a combination of “career” and “group” (i.e., undergraduate science, undergraduate business, graduate business-MBA, etc…) Academic Program is associated with Transfer and Test Credit Articulation Rules and Academic Policy such as Repeat Rules for Grade Improvement, X and Expanded X policies, and Grade Forgiveness. There are typically only a few of these programs at the undergraduate level, but there may be a different one for every area of study and degree offered at the graduate/professional school level.
Academic Requirement GroupAn academic requirement group consists of multiple academic requirements, which are satisfied by course lists. Requirement groups can be established before requirements or course lists are developed. A requirement group points to courses and conditions.
Academic RequirementA requirement to be satisfied by the student in order to graduate. An academic requirement consists of course lists that must be established before the requirement is developed.
Academic Session

A class scheduling/enrollment control time period within an academic term. All classes are offered within a session and a session belongs to a term for billing and other administrative purposes.

Examples include
6W1 First Six Weeks of a Term

6W2 Second Six Weeks of a Term

8W1 First Eight Weeks of a Term

8W2 Second Eight Weeks of a Term

Academic Standing RulesRules that define the current academic standing of a student based upon credit hours and GPA. Labels such as probation, suspension, removed from probation, etc., can be placed on students using the Acad Standing rules.
Academic Statistics PeriodTo consolidate statistics, your Academic Institution needs to create a statistical period of time, called an Academic Statistics Period, that tells the Consolidated Academic Statistics process how it should function. You can define an Academic Statistics Period for various types of statistical reports and have it use your institution's single term or contiguous term academic load rules during the Consolidate Academic Statistics process.
Academic StructureAcademic Structure is the backbone of the Student Information System (SIS). It helps define how IU organizes its campuses, schools, and majors. It also defines what degrees are offered, how academic terms are established, what calendars are used, etc. Academic Structure is important for reporting purposes and for the implementation of academic policies and processes regarding admissions, enrollment and graduation.
Academic Subject AreaA specific area of instruction within an academic group. For example, when a course is identified as Math 101, math is the subject area.
Academic Sub-PlanAn area of further specialization, such as a concentration or track, within an Academic Plan. Sub-plans must be directly associated with an Academic Program and Academic Plan.
Academic Term

An administrative time period within which sessions are defined, students are billed, and statistics are accumulated for individual students as well as for the entire school. Note that different careers within a school may have totally different academic terms. Space was allowed in the coding strategy to accommodate past and future changes to IU Terms/Semesters/Inter-sessions.

IU Term Coding Strategy
Example I
Example II
3990 = Full Academic Year 19994040 = Full Academic Year 2004
3992 = Spring Semester 19994042 = Spring Semester 2004
3994 = Summer 1 Semester 19994044 = Summer 1 Semester 2004
3996 = Summer 2 Semester 19994046 = Summer 2 Semester 2004
3998 = Fall Semester 19994048 = Fall Semester 2004
CenturyCalendar YearTerm
3 = 19002 digits represent the Calendar Year0 = Full Academic Year
4 = 20002 = Spring Semester
4 = Summer 1 Semester
5 = Summer Semester – starting Summer 2005
6 = Summer 2 Semester
8 = Fall Semester
Academic YearEach term is associated with an academic year for purposes of reporting and financial aid accumulation. However, a student may have any summer term work changed to point at either the preceding or subsequent academic year. Accounting is done at a term level and then summarized into a fiscal year which usually parallels an academic year.
Accrued InterestUnpaid interest that accumulates on the principal balance of a loan.
ACTAmerican College Testing Program
Action Modes or TypesThe type of actions you can perform (on a page) when accessing information from the database.
AddressesA variety of address types exist throughout numerous Indiana University systems. PeopleSoft delivers multiple address types to provide flexibility and to accommodate various address needs. PeopleSoft delivers 17 address types including billing, business, campus, cellular, dormitory, FAX, home, mailing, other, permanent, pager 1, pager 2, preferred, telex, veteran, work and joint communication.
Address TypeA type given to a physical address. Address types include home, local, Student Housing, mailing, IU Work, Non IU Work.
Address UsageAn address usage is a grouping of address types. The grouping has a specific or generic purpose. Address usages can be defined as permanent, mailing, billing, home, preferred, work, or dormitory addresses.
Ad-Hoc Data ExtractUser can select rows and columns directly from the IUIE database through a point and click interface. The IUIE generates the query behind the scenes and return the data to the user. In the IUIE environment, data is Extracted from data groups and can be returned in a web browser window or loaded into a spreadsheet, word document, etc.
Ad-Hoc ReportA report generated dynamically at the Information Consumer’s request.
Administrative PeopleSoft PagesPages designed to add, update or view information about student data (like CICS screens in IUIS).
Admission Evaluation SchemesEvaluation schemes for Admissions incorporate several parameters that are assigned to pools of applicants for admission to IU. These evaluation codes are then used within an SQR to make automatic assignment of codes to group students into decision categories (Auto-Admit, Auto-Deny, Review Application, etc).
Admissions Phase 1Used to refer to the Admissions Phase I implementation. The scope includes contact, recruitment and event functionality.
Administrative FunctionFunctional area that processes checklists, communication, and comments. The administrative function identifies what variable data should be added to a person's checklist or communication record when a specific checklist code, communication category or comment is assigned to the student. This key data allows you to trace that checklist, communication or comment back to a specific processing event in a functional area. For example, when assigning a checklist related to a person's application for admission, it is important to know which specific application the checklist is related to—for processing, reporting, and analysis purposes. The admissions administrative function gives you the ability to link a checklist to a specific academic career, student career number, and application number.
Admit TermThe first term in which an applicant is expected to enroll in an academic program.
Admit TypeAdmit type helps distinguish first-year from transfer applications.
Analysis DatabaseAnalysis database tables store large amounts of student information that may not appear in standard printed report formats. The data tables contain keys for each object in the report that an application program can use to reference other objects in the student's record that are not contained in the printed report. The analysis database contains data on courses which were considered for satisfying a requirement, but rejected. It also contains information on courses captured by global limits. This concept is used in the Academic Advisement application.
Annual Percentage Rate (APR)The interest maintained on a loan for a one-year period.
APAdvanced Placement
APRSee Annual Percentage Rate.
Application CenterA place where admission applications are processed. Typically, the application center codes mirror the academic career codes. An application center provides the capability for academic careers with decentralized application processing to track what office is handling a specific application.
Application DesignerEvery PeopleSoft application is a collection of related objects that have been designed to work together for a specific purpose. These objects include fields, records, panels, and other objects that all interact with one another. Developing and customizing PeopleSoft applications is a step-by-step process in which such objects are defined and built, relationships among objects are established, security is implemented, and every aspect is tested thoroughly. The majority of these activities are completed using one interactive tool—Application Designer.
Application FeeA charge incurred by potential students when they apply for admission to your institution.
ASDAdministrative System Documentation
Attempts/CompletionsLimits on repeatability may be set in terms of how many times a student may attempt a course or how many times she may complete it. PeopleSoft offers functionality for tracking/limiting attempts, but IU has only ever been interested in limiting the credit earned from completions.
Attendance TypeThe Attendance Type indicates the type of attendance roster such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group. You use the Class Attendance Type to define the types of attendance rosters you will generate for individual classes through the Class Attendance panel and for multiple classes through the Class Attendance Generator process panel.
Award LetterAn official document issued by the Financial Aid Office listing all of the financial aid awarded to the student. This letter provides details on the amount, source, type of aid, and terms and conditions for the financial aid.
Award YearThe academic year for which financial aid is requested or received.
Background ProcessingAnother term for Batch Processing
Base TableTables in the Data Warehouse that exactly match the structure and content of the operational data and which are generally available only to Data Managers (not DSS customers). Data is extracted from these base tables and modeled for easy reporting/analysis into datagroups.
BBLBulletin Board Liaison
Best Grade LogicA type of duplicate course logic used (we believe) throughout IU. When a student has taken a course twice, both courses should be counted in the GPA, and the better course should retain credit. In PeopleSoft, the better course is always considered to be that with the better GPA regardless of hours. In IUCARE, the better course is that with the most hours and (if that is a tie as it usually is), then the one with the better GPA.
Bio/Demo DataAny biographic and demographic data entered into SIS for a person.
BreadcrumbsA navigational trail at the top of the page that shows your path. It shows the menu, component, or page “links” that you used to get to the current page. The links are active hyperlinks that you can use to return to a previous page, component, or menu. Each link in the trail is separated by an angled (>) brace, and you can select any link to navigate directly back to that level.
BudgetThe estimate of a student's cost of attending IU. Same as Cost of Attendance.
Bursar's OfficeThe Bursar's Office or Student Accounts Office is responsible for the billing and collection of university charges.
Bursar Internal Sponsor (INSP) organizationExternal organization type defined in SIS for use with the Fee Remissions processing. Bursar internal sponsors are typically IU Departments that issues remissions or are responsible for managing them (i.e., OSFA).
Business UnitIndependent processing unit such as a university or a subset of a university that is independent with regard to one or more accounting functions. In Student Financials, it is a bursar or student account office that accumulates charges, bills customers, applies payments, and collects overdue balances. A business unit may be associated with several academic business units plus several financial aid business units. PeopleSoft Student Financials business units comprise individual entities for reporting purposes. Student Financial business units map into a single GL business unit. A GL business unit may have multiple Student Financial business units.
CAEThe Council for Aid to Education.
CampaignAn organized institutional effort targeted to a specific constituency that occurs over a specified period of time with specific purposes and goals.
CampusA separate campus within the same institution. Campuses are usually associated with a separate physical administrative location. (See “Institution” for further clarification.)
Campus-Based AidPrograms administered by IU using annual federal allocations. These include Perkins loans, Supplemental Educational Opportunity Grants and work study.
Campus CommunityA central repository where Bio/Demo data is stored. Campus Community holds the core person and organization data that is shared across the database by Student Administration and Human Resources.
Capitalized InterestThe addition of unpaid accrued interest applied to the principal balance of a loan that increases the total debt outstanding.
CareerThe general level of study to which a student has been admitted (i.e., Undergrad, Grad, Law, Med, Dent, Opt.). Courses will be grouped on the transcript by career if a student has multiple careers at an institution. Other items defined at this level include calendars.
CASECouncil for the Advancement and Support of Education.
Catalog NumberCatalog number = legacy Course Number without the alpha character prefix (e.g., IUIS = W131, SIS = 131).
Catalog PrintDisplays course offering in Course Catalog report.
Central Authentication Service (CAS)Central Authentication Service is a login service that allows you to access multiple password-protected Web systems after logging in once on a central authentication server. This is often referred to as single sign-on.
Central Processing System (CPS)A federal office in Iowa that receives FAFSA data, checks students' eligibility and computes expected family contributions.
Checklist CodeA grouping of related checklist items. Once all items in a checklist are complete, the checklist itself becomes complete. Checklist codes are owned by administrative functions. These codes are also linked to 3C access groups to enable you to assign data entry or viewing only privileges across functions.
Checklist ItemA unit of work that needs to be completed by a person. A unit of work can be an action, a required document, or a phone call. In the admissions process, a checklist item could be supporting documentation for a student's application that needs to be submitted.
Checklist TypeA type of checklist. Checklists are used for a variety of processes. For example, you can create requirement lists, communication lists, admission condition lists, and staff assessment lists.
Child of Veteran or Public Safety OfficerA fee remission for Indiana residents administered by SSACI.
ClassA specific offering of a course component within an academic term.
Class by Class Cancellation ProcessA process used to drop the classes of students who are delinquent in their payments. The Class by Class Cancellation Process follows parameters your institution defines, to determine which classes are dropped, and what the threshold for dropping classes is. After classes are dropped Tuition is recalculated and a determination is made as to the sufficiency of funds.
ClearanceThe window of time during which a constituent is approved for involvement in an initiative or an action. Clearances are used to prevent development officers from making multiple asks to a constituent during the same time period.
CLEPCollege Level Examination Program
COASee Cost of Attendance
COECost of Education
CohortA PeopleSoft Admissions enrollment management term for the highest of the three level classification structure that you define. You can define a cohort level, link it to other levels, and set enrollment target numbers for it.
College BoardA nonprofit educational association of colleges, universities, educational systems, and other educational institutions.
Comment CategoryA grouping of comments that help differentiate between types of comments. These codes are also linked to 3C access groups to enable you to assign data entry or viewing only privileges across functions.
CommitmentThe monetary amount that a donor has committed to give to your institution. In the case of a pledge, commitment is the total dollar amount of the pledge, regardless of the amount that's been received and the amount that's still open.
Communication CategoryA broad grouping of communication contexts that generally indicates why a communication was sent or received. Communication categories are owned by administrative functions. These codes are also linked to 3C access groups to enable you to assign data entry or viewing only privileges across functions.
Communication ContextA specific instance of communication indicating what communication was sent or received. A communication context belongs to a broader communication category.
Communication DirectionAn indicator of whether a communication context is incoming, outgoing, or in person.
Communication KeyA single code for entering communication category, communication context, communication method, communication direction, and standard letter code. Communication keys can be created for background processes as well as for specific operators.
Communication MethodThe mode by which a specific communication is sent or received, that is by email, phone, fax, or letter.
Completed Transfer Credit ModelTransfer and Test Credit from a specific Institution and Articulation term or Test Score and Articulation Term that has been evaluated by Admissions either manually or processed automatically by stored articulation rules. Completed credit models are not an Official part of the Student’s Academic Record until the student record has been Matriculated by Admissions and Term Activated. Completed models are available immediately on line via Student Self-Service and Learning Management pages.
ComponentA group of pages that relate to a specific task.You access components from the menus. Components display multiple folder tabs with each tab representing a single page.
Condition SpecificationA customized condition that includes connector types, lines, process types, parameters, and controls. Once created, it is used as a pre-condition. This concept is used in the Academic Advisement application.
Connector TypeThe main (default) Boolean operator used in the equation that contains the detail lines within a requirement group or requirement. This concept is used in the Academic Advisement application.
ConsortiumA program in which a student can enroll at one campus but attend classes at another.
Contact, Recruitment and Events (CRE)Used to refer to the Admissions Phase I implementation. The scope includes the contact, recruitment and event functionality.
Convert TableThe IUCARE convert table equates one course to another. Once equated, the courses are treated as exactly the same (though the original unconverted value can be retrieved within a requirement). Requirements are written referring to courses under their current-local campus course numbers. The convert tables converts historical course numbers and course numbers from other campuses to their current local equivalent before they are matched to requirements.
Cost of Attendance (COA)A student's tuition, housing and other costs of attending IU. Same as Budget.
CourseA course offered by a school, usually described in the course catalog. A course has a standard syllabus and credit level, although these may be modified at the class level. Courses can contain multiple components such as lecture, discussion, and lab.
Course AttributeGeneral characteristics for reporting purposes and for printing in Course Catalog report and Schedule of Classes.
Course DirectiveA directive that mandates (or directs) where specific courses will be used to satisfy requirements. This concept is used in the Academic Advisement application.
Course ListA group of courses that can be used to satisfy an academic requirement. Each course is contained in at least one course list.
Course OverrideA feature of Academic Advisement that provides the ability to override any part of a student's degree requirements. Standard requirements can be overridden or an entire program can be customized for a specific student.
Course Share SetA tag that defines a set of requirement groups that can share courses. This concept is used in the Academic Advisement application.
Course SubstitutionThe ability to select a course to use in place of the required course. Course substitution is the most common type of student specific exemption. This concept is used in the Academic Advisement application.
CPSSee Central Processing System.
CREContact, Recruitment, Events
CriteriaA string of variables that give a "yes" or "no" answer.
Cross-Listed Courses (general)This term has a number of different meanings dependent on context. In PeopleSoft, it means two courses meeting in the same room at the same time. In certain school bulletins (e.g., COAS), a cross-listed course is a course from a different department that may be used in the major. In the context of repeat checking, the term refers to its usage in IUCARE: two courses are not the same but are sufficiently similar that both will not be allowed to apply to the same requirement. In IUCARE, this is accomplished by putting the courses into a cross-list entry on the String Table.
Cross-Listed Courses (IUCARE)Courses in an IUCARE cross-listed group are not the same but are sufficiently similar that only one of them may count in any single requirement. (This restriction may be removed for GPA-checking requirements.) Which course from the group to count in a particular requirement is decided by the degree audit engine at run time, and the decision may include such factors as whether only one of the pair would count in the requirement, whether the student needs more hours or higher GPA for the requirement, etc. In general, the choice usually works to the student’s advantage. No equivalent to this exists in PeopleSoft, the closest we have identified is the equivalent course group, but here the decision which of the group to retain is made on a one-time-only permanent basis by the repeat checking logic.
Crystal ReportsThird Party tool for reporting.
CSSCollege Scholarship Service
Database SecuritySelective access restrictions enforced through database-defined groups. Security constraints are implemented within the database as opposed to being in the different tools accessing the database.
DatagroupA table or file in the data warehouse that has been modeled such that the development of reports and execution of queries is easier for the Information Consumer. A datagroup normally contains data that has been pulled from several different tables. It contains expanded descriptions instead of hard to understand codes. It may also contain summarized and/or precalculated data.
Data ManagerAny individual authorized to approve access to the SIS and is typically responsible for a particular module (AA/SR, ADM, SF, FA). This responsibility must be approved by a Data Steward.
Data MartA database, or collection of databases, designed to help managers make strategic decisions about their business. Whereas a data warehouse combines databases across an entire enterprise, data marts are usually smaller and focus on a particular subject or department
Data StewardUuniversity and campus officials who have planning, policy and operational responsibilities for the management and use of institutional data. They are responsible for recommending policies and establishing procedures and guidelines for university-wide management of institutional data. Several of the Data Stewards have management and policy-making responsibilities for specific segments of the institutional data base.
Data Supervisor/Authorised RequestorAny individual authorized to request user access to the SIS. Each campus module establishes its own business practice to designate data supervisors/authorized requestors.
Data WarehouseA data collection—prepackaged or summarized according to specific business rules and designed to support management decision making. Data warehouses contain a wide variety of data that present a coherent picture of business information.
Date of BusinessThe date on which a series of transactions is being conducted. This date is not necessarily today's date. For example, a register can be closed and then reopened using tomorrow's date.
Decision Support System (DSS)An information environment, including data stores and access tools, specifically designed for reporting and analysis.
DefaultThe failure to repay a loan in accordance with the terms of the promissory note. If a borrower doesn't make a loan payment for over 180 days they are considered to be in default.
DefermentAn approved temporary suspension of loan payments based on certain events and criteria. Interest on unsubsidized loans continues to accumulate during deferment.
DegreeA certificate or certification earned by a student as a result of completing all requirements of an academic program or plan that offers the degree. Degrees are usually earned upon program completion, but students can earn intermediate certifications prior to program completion.
DelinquencyThe failure to make scheduled loan payments when due, as specified in the promissory note.
Denormalized DataData is “denormalized” in DSS systems to reduce the number of tables that the programmer or Information Consumer needs to join together to obtain useful information. (See Normalized Data.)
DescriptionLonger name of a particular code, item, or event.
DISC (Discontinued)DISC is a program action that is applied to a student's record if they have not been active for a minimum of one year. It means that the student's active program plan record has been discontinued. It closes the program/plan stack so that the student does not get continually term activated.
DIRTDesign Implementation Review Team
DivisionA PeopleSoft Admissions enrollment management term for the lowest of the three level classification structure that you define. You can define a division level, link it to other levels, and set enrollment target numbers for it. See also Cohort.
DOEDepartment of Education.
Duplicate Course LogicA term used in both IUCARE and PeopleSoft. Which course out of a repeated pair should retain credit? In PeopleSsoft, the repeat rule definition allows for “first taken,” “last taken,” and “best grade.” In IUCARE there are these options and many other subtle variations on them. To our best knowledge, IU has always used “best course.”
Duplicate CourseA course that a student has repeated beyond the allowable repeat limit. This course should carry no credit.
EAPPElectronic Application (Duplicate SAR Request).
EDThe federal abbreviation for the Department of Education.
EDEElectronic Data Exchange.
EDIElectronic Data Interchange.
EFCSee Expected Family Contribution.
Effective DateEffective dates in tables allow for audit trails and also allow processing to occur in the past, present and future.
Effective Dated TablesTables with a field called EFFDT are effective-dated tables. The EFFDT field is part of the key and allows the table to maintain historical, current, and future data.
Effective DatingHistorical, current and future information is captured within PeopleSoft by the use of effective dated rows. An effective date field acts like a date/time stamp, showing when the data for a specific row is to begin being used.
EFNExceptional Financial Need Scholarships.
EFTElectronic Funds Transfer.
EICEarned Income Credit.
Electronic Student Aid Report (ESAR)An electronic version of the Student Aid Report. It is sent to students who submit FAFSAs electronically.
ELOExpanded Lending Option.
Employee Database (EDB)A day old copy of the HRIS transaction databases housed in the Information Center for reporting purposes. We sometimes use HRIS and EDB interchangeably.
Enrollment LimitsHours per semester that correspond to a limit for which a student can enroll.
Enrollment StatusAn indication of whether the student is attending on a full-time or part-time basis. Generally the student must be enrolled at least half-time—and in some cases full-time—to qualify for financial aid.
EPPDElectronic Pell Payment Data.
EPPPDElectronic Pell Payment Processed Data.
Equivalent Course GroupA PeopleSoft feature. Course IDs may be placed into equivalent course groups. They are then treated as if they were the same course in terms of repeat processing. From the advising point of view, the only difference between making courses equivalent and making them different offerings under the same Course ID is that specific requirements may choose whether or not to automatically accept equivalent courses in place of the course specified. Equivalent course groups may be the closest feature PeopleSoft offers to the current IUCARE concept of cross-listed courses.
ESARSee Electronic Student Aid Report.
ESOAElectronic Statement of Accounts.
Ethnic DataPeopleSoft allows us to track ethnicity in compliance with federal regulations for both students and employees.
Expanded ConditionsThese conditions consist of entity groups and dynamic (or customized) conditions. Entity groups and dynamic conditions can be used as pre-conditions wherever pre-conditions occur in the Academic Advisement application.
Expected Family Contribution (EFC)The dollar amount the federal government expects a student and their family to contribute toward the cost of attendance. This dollar amount, established by law, is a measure of a family's financial strength. This calculation is based on family earnings, assets, students in college, and size of family. The EFC is used in determining financial need for federal student aid.
FAAFinancial Aid Administrator.
FAFFinancial Aid Form.
FAFSASee Free Application for Federal Student Aid.
Family Educational Rights and Privacy Act (FERPA)

The federal Family Educational Rights and Privacy Act (FERPA). The purpose of FERPA is to afford specific rights to students concerning their educational records, including the right to review education records and the right to have specified control over the disclosure of information from these records. The Act requires post-secondary educational institutions to define a policy regarding the release of personally-identifiable student information. Institutions may designate certain limited student information as directory/public information. Institutions in compliance with FERPA provide that, with the exception of directory/public information, all student records are confidential and available only to the student. The law applies to all schools that receive funds under any program administered by the U.S. Department of Education. FERPA applies only to student records. It carries no authority over employee records. More information is available at:

FANSee Financial Aid Notification.
FAOSee Financial Aid Office.
FASBFinancial Accounting Standards Board.
FDSLPFederal Direct Student Loan Program.
Federal Work-StudyA federal program which provides part-time jobs for undergraduate and graduate students with financial need. This allows them to earn money to help pay education expenses. Usually used to refer to standard undergraduate work-study.
FERPASee Family Educational Rights and Privacy Act.
FERPA IndicatorA button that displays on a panel when a student has filed a request under FERPA to restrict from release certain directory information about them. Operators can click the button to determine what directory information is releasable about that individual.
FFELFederal Family Education Loan.
Federal Family Education Loan Program (FFELP)A federal loan program for college students. Loans with low interest rates are offered through private lenders and insured by the federal government against default.
FellowshipA form of financial aid given to graduate students to help support their education. Fellowships are a form of gift aid and do not have to be repaid.
Field NameName of a field on a record that is used within a criterion.
Financial Aid NotificationA notice listing all aid awarded to a student by the Financial Aid Office.
Financial Aid Office (FAO)The college or university office responsible for determining financial need and awarding financial aid.
Financial Aid PackageThe complete collection of grants, scholarships, loans, and work study employment from all sources —federal, state, institutional, and private—offered to a student to enable them to attend the college or university. Note that unsubsidized Stafford loans and PLUS loans are not considered part of the financial aid package, since these financing options are available to the family to help them meet the EFC.
Financial Aid TranscriptA record of all federal financial aid received by a student at all institutions attended by the student.
Financial Aid YearAn awarding cycle with defined disbursement periods.
Financial NeedThe difference between a student's EFC and budget. It helps to determine if a student is eligible for need-based aid.
Financial OrganizationA cost, revenue or profit center within the client's financial structure.
FISAPFiscal Operations Report and Application to Participate.
FMFederal Methodology.
FISFinancial Information System.
FMSFinancial Management Services.
FNARFinancial Need Analysis Report.
Folder TabsEach tab represents a single page in a component. Allows you to move from one page within a Component to another.
ForbearanceThe approved temporary suspension, reduction, or extension of loan payments due to a financial hardship. During forbearance, interest continues to accrue.
Free Application for Federal Student Aid (FAFSA)The federal application students must complete and file to receive most aid.
FRS GatewayThis acronym stands for the Fee Remission/Sponsorships Gateway and is the modification written at IU for assisting with the input of fee remissions and fee courtesy into the SIS. This modification will automatically link students to Third Party Contracts in SIS Student Financials and automatically load relevant information into SIS Financial Aid.
Full-Time EnrollmentAt IU, full-time enrollment is considered to be 12 or more credit hours for undergraduates and 8 or more credit hours for graduates. Correspondence study credits are not included.
FWSFederal Work Study.
FYFiscal Year.
GAPSGrants Administration and Payment System.
G/L Business UnitA unit in your institution that is an independent entity for accounting purposes. It maintains its own set of accounting books. A G/L Business Unit can have multiple SF Business Units mapped to it, or a SF Business Unit can have multiple G/L Business Units mapped to it. See also Business Unit.
G/L InterfaceThe process of sending transactions from Student Financials to the General Ledger. Item Types are mapped to specific General Ledger Accounts, enabling transactions to move to the General Ledger when the G/L Interface process is run.
Grade Point Average (GPA)An average of a student's grades where the grades have been converted to a 4.0 scale, with 4.0 being an A, 3.0 being a B, and 2.0 being a C.
Grading Scheme/BasisDefine the valid grade (e.g. letter grade on a 4.0 scale).
Graduate AssistantshipThere are two types of graduate assistantships: teaching assistantships (TA) and research assistantships (RA). TAs and RAs receive a full or partial tuition waiver and a small living stipend. TAsare required to perform teaching duties. RAs are required to perform research duties, not necessarily related to the student's thesis research.
Graduate Work-Study (GWS)A federal program which provides part-time jobs for undergraduate and graduate students with financial need. This allows them to earn money to help pay education expenses. Used to refer to work-study for graduates.
GrantFinancial aid that does not have to be repaid. Generally, grants are for undergraduate students, and the grant amount is based on need, school cost, and enrollment status.
GroupSee Academic Group.
Half-Time EnrollmentAt IU, half-time enrollment is considered to be 6 to 11 credit hours for undergraduates and 4 to 7 credit hours for graduates. Correspondence study credits are not included.
Health Professions LoanA loan available to full-time optometry students (and other medical students). Applicants must include parent data on the FAFSA.
HHSU.S. Department of Health and Human Services.
Home PageThe main menu column and generally the first page that you see after you log into an application.
Honor and AwardsThe ability to record internal and external student awards.
HPSLHealth Profession Student Loan.
HR DepartmentA node on the human resources department tree structure.
HRISLegacy Human Resource Information System. Purchased around 1980, fully implemented in 1985. Company ISI. IU modifies and maintains this system in house and has never applied upgrades. This system is written in COBOL and the on-line screens are in CICS.
HRMSHuman Resource Management System.
HRMS/SISHuman Resource Management System/Student Information System.
I-20 FormCertificate of Eligibility issued by an institution to international students admitted to a program of study and who require an F-1 visa. Institutions must be approved by the U.S. Department of Justice to issue these forms.
IAP-66 FormCertificate of Eligibility issued by an institution to international students, professors, researchers, guest lecturers, and so on who require a J-1 visa. Institutions must be approved by the United States Information Agency (USIA) to issue these forms.
IARSSee Information Access and Repository Services.
ICSee Information Consumer.
IESee Information Environment.
IHEASee Indiana Higher Education Award.
Import ManagerImport data, one row at a time, into a PeopleSoft database, validating data against application defined edits.
INASInstitutional Needs Analysis System.
InboxA folder in Personal Catalog which will receive notification of completion of reports. The notification will contain an URL to view the completed report.
Independent StudentA student who meets any one of the following: at least 24 years old by December 31st of the first year of the award; married; a graduate or professional student; a veteran; an orphan; a ward of the court; someone with legal dependents other than a spouse.
Indiana Higher Education Award (IHEA)A fee remission for needy Indiana residents administered by SSACI. It is also called the Indiana Higher Education Grant.
Indiana University Decision Support System (IUDSS)An information environment, including data stores and access tools, specifically designed for reporting and analysis.
Indiana University Information Environment (IUIE)A web based application that serves as a one-stop shopping environment for all types of institutional reporting needs for all functional areas.
Indiana University Information Systems (IUIS)Legacy IBM type mainframe containing legacy Administrative Information Systems (eg HRIS)
Information Access and Repository Services (IARS)UITS subgroup, Information Access and Repository Services. This is the group that is providing the IE infrastructure and the front-end of IE.
Information CenterIUIS reporting environment where we use the ISPF (3270 type) editor to create reports using languages such as FOCUS and MarkIV.
Information Consumer (IC)User of IUIE, from the perspective of executing reports and obtaining data extracts. An IC has no publishing rights and will have access to Report Objects as defined by an IP.
Information Environment (IE)New Information Environment for reporting, to be used for new IU information systems – beginning with HRMS and SIS.
Information Provider (IP)Individual who will have responsibility for creating, performing quality assurance and publishing reports, datagroups, pre-defined queries and other report objects. Will also have responsibility for determining access to specific Report Objects. Information Providers can be Data Managers or other “power” users that are intimately familiar with the data and subject matter.
Inquiry AccessSecurity access that permits the operator to view data only. The counterpart of Update Access.
InstitutionIdentifies an individual college or university. At IU, the separate campuses (i.e., IUB, IUPUI, IUE, IUK, IUSB…) are each defined as an institution. Institutions can share a common course catalog. An institution produces unified statistics. Institution is the highest level of academic structure.
Institutional Student Information Record (ISIR)An electronic record the Central Processing System sends to the students' chosen schools. The ISIR contains the EFC and other data from the student's FAFSA. The same information appears on the Student Aid Report that is sent to the student.
InterestThe dollar amount charged to borrow money.
InternshipA part-time job during the academic year or the summer months in which a student receives supervised practical training in their field.
IPAIncome Protection Allowance.
IPSIntegrated PeopleSoft Services.
IRAIndividual Retirement Account.
IRSInternal Revenue Service.
ISIRSee Institutional Student Information Record.
Item TypeUsed when awarding financial aid to identify loans, scholarships, fellowships, etc. as well as denoting whether the financial aid is non-departmental or departmental.
IUDSSSee Indiana University Decision Support System.
IUIESee Indiana University Information Environment.
IUISSee Indiana University Information Systems.
JITJust in Time.
JOLTJava Online Transaction.
JREPSVRJolt Repository Server.
JSHJava Server Handlers.
LANLocal Area Network.
Last GroupLast tuition group for which a customer's tuition and fees were calculated. If the system detects a different group, it backs out all tuition and fees that were generated automatically and recalculates the complete set of fees.
Learning ManagementA series of organized SIS pages which most efficiently allow users to access admissions and student records information on a specific student. (IUIS = EIS Screens).
LenderThe institution that provides the student loan money to be borrowed.
Limit of Earnings (LOE)The maximum amount a work-study student can earn.
LITLocal Implementation Team.
Loan Origination Center (LOC)A federal office in Montgomery, Alabama where PLUS borrowers' credit is checked, promissory notes are approved and records of loans are kept.
LocationLocation is a physical place or address, usually associated with a building cluster. Some clients have only one location, but most have satellite locations where classes are offered. In Student Financials, location is the physical register number at a window.
LSPLocal Support Provider.
ManifestAn electronic or printed list sent to the Loan Origination Center. This list shows all promissory notes which have been sent to borrowers.
Mass ChangeMass change is a SQL generator that can be used to create custom functionality. Using mass change, you can set up a series of Insert, Update, or Delete SQL statements to perform business functions specific to your institution. SQL generator that can update the database.
Master CatalogA comprehensive listing of all Report Objects available in the IUIE. Anyone using IUIE will see the complete listings and metadata for each report, but will only have access to the data if approved by an IP.
Master Promissory Note (MPN)The MPN is a promissory note that can be used to make one or more loans for one or more academic years (up to 10 years).
MatriculationMatriculation in SIS means the student’s Admission record has been “frozen” in and the ownership of the data has been transferred to the Registrar and Academic Units (student records). The point of matriculation has great impact on what office has the ability to update a student’s Academic Objective/Major/Program& Plan Stack information. Students must be matriculated prior to the Term Activation Process (IUIS = Registration Header assigned) and both Matriculation and Term Activation must occur prior to Transfer Credit and Test Credit being “officially posted” to the Student’s Academic Record.
Matched PairWhen the PeopleSoft repeat checking program is run, it looks for “matched pairs” of courses. These are pairs of repeated or equivalent courses found on a student’s enrollment history. It then determines which of the matched pair is better. Generally, this is the one with the higher grade regardless of credit hours.
Menu Groups, Menus and Menu Bar ItemsA three-column navigation list that contains menu headings and links that you click to move between the pages of the SIS application.
MetadataIn general, data about data, such as descriptions of database tables or fields. In the IUIE, there is metadata information about Report Objects.
MilestoneA benchmark in a students academic history. It does not necessarily need to be a course related event. Examples include: Admissions requirements, CPR Certification, Portfolios, etc.
MPNSee Master Promissory Note.
Name TypeA name type is a label assigned to an individual's name. Degree name type, indicating the name that a graduate wants printed on the diploma, and maiden name type are two examples.
NASFAANational Association of Student Financial Aid Administrators.
National Student Loan Data System (NSLDS)A database of federal student loan borrowers. This database is maintained by the Department of Education and updated by schools that award loans. The NSLDS has information only on loans the U.S. Department of Education administers.
Navigation HeaderThe area at the top of the screen that remains constant as you navigate throughout your pages. It has links to the Home page and to Sign Out.
NeedThe difference between a student's budget and EFC.
Normalized DataIn relational database design, the process of organizing data to minimize duplication. Normalization usually involves dividing information into many database tables and defining relationships between the tables. The objective is to isolate data so that additions, deletions, and modifications of a field can be made in just one table and then propagated through the rest of the database via the defined relationships.
NSLDSSee National Student Loan Data System.
ODSSee Operational Data Store.
OLAP CubeMultidimensional set of data used for dynamic analysis.
On-line Analytical Processing (OLAP)A category of software tools that provides analysis of data stored in a database. OLAP tools enable users to analyze different dimensions of multidimensional data. For example, it provides time series and trend analysis views. The chief component of OLAP is the OLAP server, which sits between a client and a database management systems (DBMS). The OLAP server understands how data is organized in the database and has special functions analyzing the data.
On-Line Transaction Processing (OLTP)A type of computer processing in which the computer responds immediately to user requests. Each request is considered to be a transaction. Registering students for classes or updating employee benefits are examples of transaction processing.
One.IUIndiana University's Web-based application portal. One.IU provides an "app store experience" to online services at Indiana University campuses offering easier and more direct access to the multitude of services available for students, faculty, and staff.
OPEOffice of Post-Secondary Education.
Operational Data Store (ODS)An exact copy, of both structure and data, from the operational system to the Data Warehouse. Not de-normalized. Primarily used as a source for building data groups, or for special-purpose queries for DataManagers.
Operational SystemThe OLTP system from which the DSS system derives its data.
OperatorPerson's ID that is assigned to a particular register and transacts business with the system.
ORGFinancial Organization.
OSFAOffice of Student Financial Assistance.
OTCOnsite Training Coordinator.
OverawardAn overaward occurs when a student's aid exceeds what is necessary to meet budget.
OverneedAn overneed occurs when a student's aid exceeds what is necessary to meet need.
PageA screen that you use to view, enter and update data.
Parent Contribution (PC)An estimate of the portion of a student's educational expenses to be paid by the parents. The portion of EFC represented by what a student's parents are expected to contribute.
Parent Loan for Undergraduate Student (PLUS)Loans made to qualifying parents of dependent undergraduate students enrolled at least half time at a participating school.
Parm-driven queryA special type of pre-defined query which allows the Information Consumer to supply parameters that will determine the content of the formatted report. (See Pre-Defined Query)
PartitionEach detail line in an equation or each set of detail lines grouped by parentheses. This concept is used in the Academic Advisement application.
PasswordA secret series of characters that enables a user to access a file, computer, or program.
Patches, Updates and Fixes (PUFs)Bundles of patches, updates and fixes released by PeopleSoft periodically to update the system. These PUFs are applied to the local PeopleSoft system and enhance functionality or correct problems.
PCSee Parent Contribution.
Pre-Defined Query (PDQ)A query or program that has been previously written by an InformationProvider or programmer. A pre-defined query will produce a formatted report. Although the query is written in advance, The Information Consumer can run these queries on demand. The Information Provider does not schedule these queries to run on a regular basis.
Pell GrantA federal grant to provide funds based on the student's financial need and does not have to be repaid.
PeopleSoft QueryA PeopleSoft tool that lets you graphically create SQL queries.
Perkins LoansLow-interest loans offered by some schools for undergraduates and graduate students. The school is the lender.
Personal CatalogA collection of folders, both default and user-created, used to group Report Objects into meaningful categories. By default, an IUIE user will receive three folders: an inbox folder, a new shortcut folder, and a completed reports folder. The user may also create folders into which shortcuts to reports from the Master Catalog may be placed.
PlanSee Academic Plan.
PLUSSee Federal Parent Loans for Undergraduate Students.
Point-in-time DataA snapshot of data taken from a specific time (i.e. census data, monthly operating report.).
Posted Transfer Credit ModelTransfer and Test Credit from a specific Institution and Articulation term or Test Score and Articulation Term that is an Official part of the Student’s Academic Record. This can not happen until the student record has been Matriculated by Admissions and Term Activated.
Pre-conditionA filter that is used to restrict the use of a requirement to a particular type of student. This concept is used in the Academic Advisement application.
Primacy NumberThe system uses the number to prioritize financial aid applications when students are enrolled in multiple Academic Careers and Academic Programs at the same time. The Consolidate Academic Statistics process uses the primacy number indicated on both the career and program at the institutional level to determine a student's primary career and program. The system also uses the number to determine the primary Student Attribute Value it will use when you extract data to report on cohorts. The lowest number takes precedence.
Primary Name TypeThis name type is used to link the name stored at the highest level within the system to the set of names—at a lower level—that the individual has provided.
Print Instructor in SchedulePrints all instructor names in Schedule of Classes report.
Privacy IndicatorSee FERPA Indicator.
Process Scheduler ServerComponent that monitors schedule requests and submits the jobs to run.
ProgramSee Academic Program.
Promissory NoteThe binding legal contract between the lender and the borrower. By signing this note, the borrower is obligated to repay the loan as agreed upon in the terms of the contract.
PSLANServer for the project where documentation is saved.
PublicationAnother term for Report Object. A publication may be either a report which would be accessed in its entirety, a report which would be pared down by either user-entered parameters of SQL which would generate a report on the fly, or a datagroup.
PublishingThe act of placing a Report Object in production to make it available to Information Consumers with proper access to the report.
PUFsSee Patches, Updates and Fixes.
Quality Assurance (QA)A procedure which randomly examines selected students in order to identify which types of students should go through Quality Improvement.
Quality Assurance Program (QAP)A program, established by the Department of Education, that allows schools awarding aid to identify and solve quality problems.
Quality Improvement (QI)A procedure that requires all students who fit the profile developed in Quality Assurance to verify FAFSA data.
Quick AdmitA PeopleSoft function that allows a student record to be created without going through the normal Admission process. A Quick Admit is done in cases such as Community Learning Network students as well as Consortium program students. Whenever a student is activated and enrolled through the Student Records Quick Enrollment process, the system tags an indicator to the student's record which indicates that the student has been enrolled by this method. The tagged records are then placed into a suspense table awaiting your action. The Admissions Quick Admit process scans the suspense table looking for individuals which match your selection criteria and, utilizing Student Records information, then populates Admissions tables. The Student Records Quick Enrollment and Admissions Quick Admit processes are a simplification of the fuller versions of admitting students and enrolling them in classes. Use this feature to quickly enroll students into classes without going through the formal admissions process. Quick Admit will still capture the admissions information and create prospect and/or application records.
RASee Research Assistantship.
RADM (Re-admit)

RADM (re-admit) is the action that is used to reactivate a DISC (discontinued) record. The program action is used to add a row with action RADM and reason code REIN (re-instate) which has the effect of bringing the student's program/plan record back to active.

RADRenewal Application Data
RCFinancial Responsibility Center
Reason CodeA code defining why an action has been taken.
Reasonable Academic Progress (RAP)A standard set by the University to comply with the Higher Education Act of 1965 which requires students to maintain satisfactory academic progress in order to receive federal financial aid. Completion rate, GPA, and the number of credit hours taken are monitored each year. Also referred to as Satisfactory Academic Progress (SAP).
Recruiting CenterA place where recruiting is administered. Normally, the recruiting center codes mirror the application center codes. A recruiting center provides the capability for academic careers with decentralized or regional recruiting to track which office is handling a specific prospective student.
RecordA set of data often associated with other records by a key field.
RecordsStudent Records when used to refer to the student enrollment/records module. This module equates to the current Indiana University Registrar system used by the Registrars’ offices.
Reference NumberNumber that identifies a particular transaction to the outside world.
Reference Tables or Control TablesLook up tables that generally contain a code and an expansion of the code (e.g. a table that maps the code “BL” to the campus name “Bloomington”).
RegistrationThis term is not used in the PeopleSoft system because it means different things to different schools. More process-specific terms such as class enrollment, payment of fees and term activation are used.
Repeat CheckingThe process in PS whereby repeat codes are assigned to courses on the student’s enrollment record. Prototyping suggests that the best approach at IU is to run this as a batch process after final grades have been posted each semester. It also runs automatically whenever transfer courses are posted to a student’s record.
Repeat CodeIn PS, a code that is permanently attached to a particular course on a student’s enrollment history. The effect of assigning such a code is that other fields (specifically, those that indicate whether the course carries credit or GPA value) are updated in accordance with the code’s definition. These codes are generally assigned once a semester during the batch repeat checking process. However, prototyping suggests that we also need the ability for manual overrides.
Repeat CourseGenerally we use this term to mean any course that a student has taken more than once. When used in contrast to “duplicate course,” this term means a repeated course that retains its credit.
Repeat LimitsA rule that says how many times or for many credit hours a student may take a course. For most courses, there is no need to set a limit since both PS and IUCARE default to “one time.” In PS, these limits are set in the course catalog; in IUCARE they are set on the repeat table.
Repeat ProcessingEnsuring that a student receives credit for a course only as many times as are allowed. For most courses, this is once. However, higher repeat limits may be set for specific courses.
Repeat RuleIn PS, the repeat rule is used by the repeat checking program to assign repeat codes to courses on the student’s enrollment history. Basically, the rule indicates what code should be assigned to each element of a matched pair.
Repeat SchemeIn PS, a “container” for repeat codes. Repeat schemes are attached to elements of academic structure and show what codes may be used in repeat rules attached to the structure element.
Repeat TableAn IUCARE term—the table which sets repeat limits for all courses that are allowable repeats. Each school can have its own table or can default to the campus table for their degree audits.
Report ObjectA listing in the Master Catalog or Personal Catalog of the IUIE, representing a datagroup, a PDQ, metadata, an Ad-hoc report.
Reports Viewing SoftwareSoftware program utilized to view static or dynamic reports.
Requirement DesignationA special requirement needed for graduation. Typically, this designation is attached to a course and affects one section of that course. A requirement designation may reflect additional work that a student needs to complete in addition to the regular course work or the designation may simply be an identifier used to track what sort of requirement this course fulfills.
Requirement TermThe starting term of the student.
Research Assistantship (RA)A form of financial aid awarded to graduate students to help support their education. Research assistantships usually provide the graduate student with a waiver of all or part of tuition, plus a small stipend for living expenses. An RA is required to perform research duties.
ResidencyOfficial Residency Data: Will be the official residency decision as determined by the Residency Counselors in the Registrar's Office.

Additional Residency Fields: Will be used by administrative offices for the processing of financial aid as well as tuition and fees.
Residency RequiredThis defines a control that calls for the residency status of an individual to be required before the student can be activated into a program on the StdNT_PROG record.
Reversal IndicatorAn indicator that shows if a particular payment has been reversed, usually due to NSF purposes.
RolesA security category related to access or functionality. Examples: Information Provider, Information Consumer.
SASee Student Administration.
Satisfactory Academic Progress (SAP)A standard set by the University to comply with the Higher Education Act of 1965 which requires students to maintain satisfactory academic progress in order to receive federal financial aid. Completion rate, GPA, and the number of credit hours taken are monitored each year. Also referred to as Reasonable Academic Progress (RAP).
SARSee Student Aid Report.
SCSee Student Contribution.
Schedule PrintA form of financial aid given to undergraduate students to help pay for their education. Most scholarships are restricted to paying all or part of tuition expenses, though some scholarships also cover room and board. Scholarships are a form of gift aid and do not have to be repaid. Many scholarships are restricted to students in specific courses of study or with academic, athletic, or artistic talent.
Schedule Term RoleEnables prior term copy function for this offering when creating new Schedule of Classes for next term.
ScholarshipsAwards that do not usually have to be paid back. They are given to students who demonstrate or show promise of high achievement in areas such as academics, athletics, music, art or other disciplines.
School-Based TablesIn IUCARE, the convert, repeat, and string Tables were originally defined as campus-wide. Because of disagreements between schools, a systems project in the early 1990s provided the facility for schools to maintain their own tables or default to the campus tables. The main benefit of having run-time school-based tables is that when any student runs an audit in one of that school’s degrees, the rules of the school offering the degree are applied. This is in contrast to PS, where all logic of this type is a permanent part of the student’s record and will be applied in audits for any degree the student might run. This is especially important in the context of what-if audits.
Scroll AreaYou can add, edit and view multiple rows of data for a group of fields on a page. Each occurrence represents one row of data in the database.
Search KeysIdentifies a unique row in a table. No two rows in the same table will have the same key values.
Search/MatchA feature that enables you to search for and identify duplicate records in your database. With Search/Match you can specify search criteria and define a number of searches that are successively less and less restrictive for finding data in your database that matches the criteria you specified.
Search PageUsed to find existing data in database. It has two search modes: Basic Search and Advanced Search. You enter search keys to find the data rows that you want to view.
Seasonal AddressIn Student Administration, an address that recurs for the same length of time at the same time of year each year until adjusted or deleted. Once set, the system will point to that address during the time period specified, for the address type specified. When the time period has passed, the system will reset the begin and end dates for the follow calendar year.
Security GroupThe group controlling the entry of a particular item. Security in Student Financials can be at the item type level. The group is a node on a tree which translates to a group of operator IDs.
Security RoleA security role is a profile of the functions and responsibilities of typical end-users, and it determines which menus and pages you will see when you launch SIS. You are assigned to a specific security role in SIS and granted access based upon the student services tasks that you perform in your job.

PeopleSoft Pages designed for users to update or view information about their own data or view information about student data that they need to access.


Student Self-Service: Student viewing their grades for a term

Administrative Self-Service: Advisor assigned to student viewing the student’s grades for a term

SEOGSee Supplemental Educational Opportunity Grant.
Service Indicators

Three-character alpha-numeric codes which are attributes attached to a student’s record to provide or restrict services through the use of Service Impacts. They are used to provide or limit access to services for an individual in the SIS. When applied they may prevent an individual from receiving certain services or privileges. There is a Coding Convention used for Indiana University

Codes that begin with:

A = Admissions

D = Dean of Students

F = Financial Aid

G = Bursar

R = Registrar

V = Academic Unit

Service Indicators - Negative

Negative Service Indicators indicate holds that prevent the individual from receiving certain services such as no check cashing privileges or denied registration for classes. (IUIS = Academic Checklist)


CENR = Restricts all Enrollment

ENVER = No Enrollment Verification

TRAN = No Transcript Released

Service Indicators - PositivePositive Service Indicators designate special information regarding a student that indicates information should be examined in order to appropriately provide student services. (IUIS did not have an equivalent).
SessionSee Academic Session.
SetIDCollection of tables used to group general processing type tables.
SFStudent Financials
SF Charge Priority ListDetermines which types of charges on the student account may be paid by a particular credit, in what order charges are paid and which terms.
SF Payment Allocation PriorityDetermines the sorting of eligible charges (determined by the Charge Priority List) before payments are applied.
ShortcutPlacing a link to a Report Object from the Master Catalog in one's Personal Catalog.
SISStudent Information System
SITSystems Integration & Technology
SNTSimplified Needs Test
Social Security Number (SSN)The SSN field will hold the student's social security number where it is provided in response to a valid need for the number.
Special GPASpecial Grade Point Averages are averages that you define for your institution that differ from the cumulative Grade Point Average. You can create special GPA's for a student's program, plan, or sub-plan, then use these special grade point averages to calculate student GPA's and meet your institution's analysis and reporting needs.
SQLStandard Query Language.
SQRSee Standard Query Report.
SSCRStudent Status Confirmation Report.
SSIGState Student Incentive Grants.
SSSSelective Service System.
Stafford LoansLoans made available to students through the Direct Loan Program and the Federal Family Education Loan Program (FFELP).
State Student Assistance Commission of Indiana (SSACI)The Indiana state agency that administers the Indiana Higher Education Award and other fee remissions for Indiana residents.
Static ReportA report that has been developed by an Information Provider and is run on a regular basis. The consumers for these reports can not change the report content by providing different parameters. A Standard Operational Report is one example of a static report. (See Standard Operational Report.)
Standard Letter CodeA code used to define the MS Word letter templates used for mail merge functions. Every letter sent should have a standard letter code as identification.
Standard Operational ReportA report that is executed on a regularly scheduled basis by Data Managers or Operational Managers or as part of the operational batch schedule. When it runs it usually runs for the entire population, not just for a specific user or school or students, but rather for all schools or all students. Operational reports are typically needed for the ongoing day-to-day business of the university. (See Static Report.)
Standard Query Report (SQR)Tool to run queries against the database. There is a windows exe, called SQRW.exe, and a UNIX version used by Process Scheduler. A programming language for database processing and reporting.
String TableThe string table used in IUCARE to establish relationships between different courses. Many entry types are possible—credit from a group of courses may be limited; courses may only receive credit if taken in sequence; courses are exact duplicates of each other, etc. By far the most common type of entry is the cross-listed group.
Student Administration (SA)Refers to the total package of student administration modules: Admissions, Records, Academic Advisement, Student Financial Aid (SFA) and Student Financials (SF, Bursar).
Student Aid Report (SAR)Summarizes the information included in the FAFSA and is sent to the student for their records.
Student Attributes

Possible future functionality.

A feature that lets you assign all sorts of attributes to a student within an academic career or program and group together the students with similar student attributes. You can then track and report on the student attribute data. For instance, you can track every student that begins their education at the same time as a single cohort by creating a student attribute for undergraduate incoming freshmen and attaching the attribute to the records of these students. You can then use the data for federal reporting and also for institutional research purposes to gain information about the type of students that you have in a particular cohort, such as a student's typical course load or how long it takes a student to complete their program and graduate.

Student Contribution (SC)The portion of EFC that the student is expected to pay.
Student GroupsThe ability to organize students into populations (groups) for degree audit, enrollment requisite checking and reporting purposes (e.g., Athletes).
Subject AreaSubject Area = legacy Department abbreviation with alpha character suffix from the legacy Course Number (e.g., IUIS = ENG, SIS = ENG-W).
Sub-PlanSee Academic Sub-Plan.
Subsidized LoansLoans on which the federal government pays the interest until the student enters repayment, as well as during deferment. A subsidized loan is awarded on the basis of financial need.
SuffixThe SIS system provides a separate field to capture the suffix associated with a person’s name (e.g., Jr. Sr. III. IV).
Summarized DataAnalysis of the data has already occurred and a summary of the analysis is presented.
Supplemental Educational Opportunity Grant (SEOG)A need-based grant awarded to Pell recipients. Students must have a zero ($0.00) EFC to qualify for this grant.
SYSAUDIT.SQR (System Audit)SQR report that identifies orphaned PeopleSoft objects, and other system inconsistencies.
System Time Out or "Times Out"SIS disconnects you from the system after 30 minutes of inactivity. You will lose your work if you have not completed and saved the transaction you are working on.
Teaching Assistantship (TA)A form of financial aid awarded to graduate students to help support their education. Teaching assistantships usually provide the graduate student with a waiver of all or part of tuition, plus a small stipend for living expenses. TAs are required to perform teaching related duties.
Telephone NumbersHRMS/SIS will maintain the following telephone types: Mailing, Home, Dormitory (so named in order not to change the XLAT table), Fax, and Daytime.
TermSee Academic Term.
Term ActivationA process that is run each semester to prepare the students record for the Enrollment (registration progress) (IUIS = Registration Header Assignment)
Term Unit TypeDefines a credit hour (e.g. semester, quarter).
Test ScoresThe External (ETS; ACT, SAT, GRE, etc. ) and Internal (IU Placement) test scores tracked officially by offices in the SIS.
TFCTotal Family Contribution.
Third Party Contract (TPC)Third Party Contracts (TPC) allow organizations, government agencies, and departments to enter into agreements with IU to pay specific costs for students that are enrolled at IU.
To Do ListA list of planned or completed action assignments for a staff member, volunteer, or unit. To Do Lists enable you to see all the action assignments on one panel, rather than dealing with one action at a time.
TPC Item TypesItem types define how charges flow between the student and organization accounts.
TraceProvides a trace file of Peoplecode and/or SQL programs processed.
TranscriptA record of student academic history including enrollment, test, transfer or other credit that provides term and cumulative statistics by Career. Additional information can also be displayed (e.g., Academic Standing, Academic Program, Academic Plan and Milestones, etc.)
Transcript LevelDefines what information prints or displays on the various transcript types. Official, Unofficial, Degree Progress Report, Special Usage transcripts, etc.
Translate FieldEach translate field holds values that are delivered by PeopleSoft. A translate field and its delivered values are system wide values. This means that the values in the field, when prompted in a transaction/control table, are seen system wide, regardless of the Institution to which the end user belongs.
UBOUniversity Budget Office.
UCFSee Unusual Circumstances Form.
UHRUniversity Human Resources.
UITSUniversity Information Technology Services.
Unsubsidized LoansLoans on which the student is responsible for paying from the date of disbursement until the loan is paid in full, regardless of enrollment status. The federal government does not pay the interest on these loans, and they are not made on the basis of financial need.
Unusual Circumstances Form (UCF)A form used by students and parents to increase a student's budget or decrease the EFC by documenting unusual expenses.
Update AccessSecurity access that permits the operator to edit and update data. The counterpart of Inquiry Access.
USDEU.S. Department of Education.
User ID/IU Network IDA unique identification of a person as it relates to accessing data or a system.
VAVeterans Affairs.
VectorA mathematical concept used in the Academic Advisement application. A vector is defined as a list of lists and is used only at the requirement level. A vector is used in specific computations resulting from certain conditions that are used to select courses from a student's transcript during the degree audit process.
VerificationA quality improvement process that identifies groups of students who may have reported incorrect FAFSA data. Students included in this group are required to document data and aid is held until this is done.
WADM (Withdrawn Admission)

WADM stands for Withdrawn admission. It is used for students who are admitted but do not enroll in the initial admission term.

WANWide Area Network.
Web ClientJava based PeopleSoft client.
Web ServerAn HTTP server used in the PeopleSoft 7 architecture to deploy Web Client Java Applets.
What-If AuditAn audit run by a student or advisor for a degree in which the student is not currently enrolled, but may be thinking about. Also know as “major shopping.” There may be a problem in PS about whether the proper repeat logic applies when what-if audits are run.
What-if CapabilityThe ability to run a simulated Academic Advisement report that compares a student's transcript against a proposed academic career, program, plan, and/or sub-plan. What-if scenarios can be created and stored for future use. This concept is used in the Academic Advisement application.
WildcardsSpecial characters you can enter in the search keys on the Search page to help your searches. Two which are available include: Percent Sign ( % ) and Underscore ( _ ).
Windows ClientTraditional PeopleSoft 32-bit client.
Work-StudyThe Federal Work-Study program provides jobs for undergraduate and graduate students who demonstrate financial need, allowing them to earn money to help pay education-related expenses. Jobs can be either on campus or off campus. Off-campus jobs must be related to community service.