Academic Year The standard academic year for higher education in the state of Florida is summer term, fall term, and spring term of the next year. Note: current academic year reports will reflect the year to-date

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Academic Year - The standard academic year for higher education in the state of Florida is summer term, fall term, and spring term of the next year. Note: current academic year reports will reflect the year to-date. Therefore, prior to the end of the AY, the numbers will reflect the total of completed terms/benchmarks only.
Administrative and Professional (A&P) - Middle and upper level administrative and professional positions within the State University System.
Advanced Graduate - a graduate student who has been formally admitted to a recognized Doctoral or Post-Masters's degree program.

Annual Reports and Work Plans – As approved by the Florida Board of Governors (Board of Governors Regulation 2.002), the SUS Annual Reports and Work Plans are a comprehensive planning and accountability framework for the State University System (SUS) which includes the development of multi-year university work plans and annual reports that allows for each SUS institution to highlight their unique mission and focus on key areas of strength within the context of the SUS overarching goals and regional and statewide needs. The resulting processes and products are meant to inform institutional and System-level strategic planning, budgeting, and other policy decisions. USF’s reports are posted on-line and linked within the USF InfoCenter under Surveys, Reports & Publications.

Annual Unduplicated Headcount - The absolute number of individual students enrolled over a given academic year. If a student is enrolled for more than one term within the academic year, he /she is counted only once.

Attrition (Retention) - Used in a retention context to describe those students who leave without graduating and do not return during the length of the retention study.

uxiliary Enterprise
- A budget entity which is comprised of ancillary support units on each university campus. The major activities are student housing, food service, bookstores, central stores, facilities maintenance, and computer support.

Beginning Graduate - A graduate student who has been formally admitted to a graduate program but who is not an advanced graduate student.
Benchmark – standard and consistent reporting period for each term and each academic year, at which time, reports are created for internal management purposes. The term enrollment benchmarks are First-Day-of-Classes, Drop/Add (after the fifth day of classes), Preliminary (about six weeks into the term); and Final (about six weeks after the end of the term). The academic year benchmark is at Spring Term Final.
Budget Entity - the lowest unit to which funds are specifically appropriated in the state appropriations act. For employee and financial data, the options include Education & General (E&G); Health Sciences; Contract & Grants (C&G); Auxiliary; Student Activity; Concession Funds; Student Financial Aid; Intercollegiate Athletics; Faculty Practice; or Non-University. For student data, the options are simply Education & General (E&G) or Health Sciences (Colleges of Medicine, Nursing, & Public Health).
Building Square Footage - Square footage in buildings is categorized as Gross or Net. Gross square footage is the sum of all areas on all floors of the structure. Net is gross, less all structural areas. Net is further characterized as Assignable or Non-Assignable. Assignable square footage includes all areas that can be used by occupants to carry out their functions. Remaining areas are those that are not suitable for occupants, like mechanical areas, and are called non-assignable.

Campus – Campus is any unit of USF organizations and/or facilities, including:

  • the main location in Tampa ( ), plus

  • USF St. Petersburg ( ),

  • USF Sarasota-Manatee ( ), and

  • USF Polytechnic in Lakeland ( ).

Note: any references to the USF System include USF and USF St. Petersburg; references to USF include USF Tampa, USF Health; USF Sarasota-Manatee, and USF Polytechnic; references to regional campuses include USF Sarasota-Manatee and USF Polytechnic; references to the University include USF Tampa, including USF Health.
CIP (Classification of Instructional Programs) Discipline Codes - These codes represent a nationally used, common taxonomy for the classification of higher education discipline/degree programs. Complete descriptions can be found at the National Center for Educational Statistics web-site at: USF is approved by the State of Florida to offer degrees in certain programs. Our “degree inventory” can be found in the degree report section of the USF InfoCenter.
Cohort (Retention) – a group of students tracked for graduation and retention activity by type of student at the time of application. The three undergraduate cohort types are First-Time-In-College (FTIC), Florida College Transfers, and Other Undergraduate Transfers. All students considered non-degree seeking are excluded.
Common Data Set (CDS) - The CDS is a set of standards and definitions of data items that are the result of a collaborative effort among data providers in the higher education community and publishers as represented by the College Board, Peterson's, U.S. News & World Report, and the Wintergreen/Orchard House. Additionally, data items and definitions used by the U.S. Department of Education in its higher education surveys often serve as a guide in the continued development of the CDS. Information on the Common Data Set initiative can be found at . USF’s completed CDSs, current and historical, are posted on the Office of Decision Support web-site: (click on “External Data Surveys”).
College – unit of organizational structure within campus, grouping like academic programs. In reporting, college is designated for students by a Banner three-digit alpha code and for courses and credit hours by the first two digits of the State Reporting Number (SRN) or by the first two digits of the Dept ID in the Chart Field string.
Contracts and Grants (C&G) – a budget entity which contains activities in support of research, public service, and training. These activities are funded with awards from federal, state, local, and private sources
Course - The full-course number key includes:

Course Prefix – a three-digit alpha abbreviation assigned to a course by the state’s Common Course Numbering system

Course Number – a four-digit code which includes the level of the course and which is assigned to identify the course in a systematic manner. The first digit of the code indicates the level of the course:

0=redial level;

1,2=lower level;

3,4=upper level;

5,6,7,8,9=graduate level courses.

The last three digits of the code reflect the number assigned by the Common Course Numbering System.

Course Outside Indicator – an alpha code developed and defined by the state’s Common Course Numbering System used to indicate laboratories and provide a method for equating laboratory courses.

Course Section Number – a unique identifier assigned by the institution for each section of a course offered during a term. The code is institutionally assigned.
Course Section Count – Course sections are counted one of two ways: each section is one count (individual sections) or sections meeting in the same time/same place are collapsed into one count (Effective Sections).
Course Section Type – Course section type tells the means by which instruction is predominantly delivered for a course section, including but not limited to: C-class lecture; D-discussion session; L-laboratory; T-graduate thesis, etc. The entire list of codes can be viewed in the state’s Data Dictionary, element #01289.

CSRDE (Consortium for Student Retention Data Exchange) – The Consortium for Student Retention Data Exchange at the University of Oklahoma is a consortium of two-year and four-year institutions dedicated to achieving the highest levels of student success through collaboratively sharing data on student’s progress to degree and includes not only FTIC student tracking but also Transfer student tracking: FTIC cohorts are full-time Fall Term students and transfer cohorts are full-time and part-time Fall Term students.

Degrees - degrees are counted for each degree awarded in a particular time period. If a student received two degrees, i.e., a second major requirements were met, each degree is counted as an award, therefore giving credit to each program (major). This methodology matches the methodology developed and used by the BOG for the SUS Annual Report process (for the identification of all programs within strategic emphasis categories).
Degree Level – degree levels awarded at USF are:

Associate Degree – while we do not have two-year programs, a student can be awarded an Associate Degree once their general education requirements are met;

Bachelor Degree;

Masters Degree;

Doctoral Professional Degree (doctoral level degrees in the following programs: Medicine (MD), Nursing; Physical Therapy; and Pharmacy);

Doctoral Research Degree (all other doctoral level degrees).

Degree-Seeking Student - a student formally admitted to the University and pursuing a degree.
Degreed (Retention) - obtained a Bachelor's degree, or equivalent in the fall term, spring term of the following year or summer term of the following year in a given academic year.

Department – unit of organizational structure within college, somewhat the equivalent of an academic program. When used for reporting student headcount, the department is designated by the Banner three-digit alpha code (STVDEPT_CODE). When referring to courses, the term is inter-changeable with “Division/Department” and is derived from the account number (see Division/Department).
Division/Department – the “college/department”, used in course and credit hour reporting, is derived from account number: first two digits/ third and fourth digits of the State Reporting Number (SRN) or the first four digits of the Depart ID in the Chart Field string.

Educational and General (E&G) Budget - a budget entity that contains resources that provide educational opportunities to the citizens of Florida through instructional programs leading to formal degrees at the baccalaureate, masters, and doctoral levels; research directed toward solving technical, social and economic problems facing the state and nation; and public service programs which apply the expertise of university personnel in solving public problems.
EIS – The Executive Information System (EIS) is a portion of the USF InfoCenter that provides an executive summary of selected key performance indicators provided at the campus, college, and department level: . Data domains include student, faculty, finance data as well as performance ratios. These tables and graphs are updated once a year and used for academic performance reviews.
Ethnicity – categories used to describe groups to which individuals belong, identify with, or belong in the eyes of the community. These categories do not denote scientific definitions of anthropological origins. Currently, a person may be counted in only one group. Categories, as defined by the federal government and mirrored by the state, are outlined in the state’s Data Dictionary, Element #01044: Soon, within the academic year 2010/11, the categories will be re-organized. The data will become a two-part question, with Race (Hispanic origin or not) separated from Ethnicity (multiple choices and options). These changes are outlined on the NCES/IPEDS web-site at:

Faculty - a person appointed to a position defined by the Florida Department of Education Personnel Classification system as in the faculty pay plan (at USF, that plan is “22”). Categories include Professor, Associate Professor, Assistant Professor, Instructor, and Lecturer, as well as non-instructional staff such as Counselor/ Advisors, and Librarians.
Faculty Rank - a state-wide categorization of faculty positions. Ranked categories include Professor, Associate Professor, Assistant Professor, Instructor and Lecturer.
First Professional Student - At USF, a student working toward a M.D.; also refers nationally to students of Law, Pharmacy, etc.
Fiscal Year - A 12-month budget period beginning July 1 and ending June 30.
Florida Community College Transfer with an AA - Transfer who graduated from an approved Florida Community College with an AA or AS degree.
Florida Community College Transfer without an AA (Retention) - Transfer whose last institution attended was an approved Florida Community College.
Former Student Returning (FSR) - A former student returning (FSR) is any degree-seeking undergraduate student who has not earned his/her degree, who has not been enrolled at USF in any of the last three terms, and who wishes to re-enroll in the University. Former students returning must be readmitted to the University. In order to be considered for readmission, a former student must file a new Application for Admission with the Office of Admissions.
FTIC -First-Time-In-College has less than 12 hours of transfer credit earned after high school enrollment. The FTIC cohort also includes Early Admits, those students admitted prior to high school graduation.
Full-Time Equivalent (FTE) Employee - A numerical designator for an appointment based on 100% for full time (40 hours). An FTE for a full-time employee is 1.00. A part-time employee FTE is calculated based on the proportion of number of weekly hours worked to 40.
Full-Time Equivalent (FTE) Student - Annualized FTE are generated from fundable SCH. The formula is to total all undergraduate level fundable SCH for an academic year (Summer/Fall/Spring terms) and divide by 40. Graduate level FTE are generated by dividing all graduate level SCH for an academic year by 32. Note: While the formulae breaks down into terms (UG = 10 (Summer) + 15 (Fall) +15 (Spring) to total 40; Grad = 8 + 12 + 12 to total to 32), the annualized conversion results in very different FTE than calculating a conversion by term. Therefore, to calculate a FTE per term, a weighted factor is used:

If term=Fall or Spring then FTE - Undergraduate SCH/15, Graduate SCH/12, Weighting Factor - .375

If term=Sum then FTE - Undergraduate SCH/10, Graduate SCH/8, Weighting Factor - .25

So, FTE = (SCH/Number for Undergraduate, Graduate)*Weighting factor

Calculated FTE Estimate for national/IPEDS reporting for institutions operating on a semester calendar type is as follows: undergraduate annual credit hours are divided by 30, and graduate annual credit hours are divided by 24. Please note that IPEDS uses Gross SCH while computing its FTE values.
Full-time/Part-Time – Both nationally and at the state level, student headcount is counted as full-time if an undergraduate level student is enrolled for 12 or more semester credit hours in a given term or a graduate level student is enrolled for 9 semester credit hours or more. The same is true for IPEDS reporting and for federal financial aid purposes. Note, for summer term conversion: full-time is 8 credit hours for undergraduate level students and 6 credit hours graduate level students. For Retention tracking, a full-time student is a student taking 12 or more credit hours in any term of their initial academic year. A part-time student, then, is a graduate student enrolled for less than 9 semester credit hours in a term, or an undergraduate student enrolled for less than 12 semester credit hours in a term.
Fundable Student Credit Hours (SCH) - Those student credit hours for which the university receives funding from the state. All SCH generated from course enrollment = Gross SCH. Of those, funded SCH = only those that are funded by the State. Funded SCH are defined as the SCH generated from courses that are identified with a Student Section Funding Flag equal to funded, a value of "0" (Element # 01103: ). Courses/SCH not funded include: remedial courses, military courses, courses paid from non-University sources (third-party), audited SCH, repeat surcharge applied courses, employee and senior citizen waivers, and more. Why do we care? Only funded SCH are converted to Annualized FTE (Full Time Equivalency) for enrollment budgeting and funding purposes.

Gender – Identifies the person by male or female classification. A not-reported (“X” Code) is acceptable for student records but not for employees.
Grad I level SCH versus Grad II level SCH - Grad II level hours are calculated by considering two components: the course level and the student classification level. The following criteria must be met to generate Grad II level SCH:

First, the student must be an Advanced Graduate level student. An Advanced Graduate level student is one who has been formally admitted to a recognized Doctoral or Post-Master's degree program. The Degree Level Sought must be graduate level and in a program that is authorized for the institution.

Second, the course must be a graduate level course (5000-8999 level).

Grad I level SCH are all other SCH generated from graduate level courses (regardless of the level or type of student taking the course). So, if an undergraduate level student or a non-degree seeking student takes a graduate level course, they generate GI SCH.

Gross Student Credit hours (SCH) - total student credit hours, regardless of funding source.

In State/Out-of-State – In USF reporting, this is the residency status of the student. If a student can claim in-state residency for fee-paying purposes, they are coded as an in-state student. Else, the student is an out-of-state student.
IPEDS (Integrated Postsecondary Education Data System) - IPEDS is the core postsecondary education data collection program in the U.S. Department of Education's National Center for Education Statistics (NCES). It was designed to help NCES meet its mandate to report full and complete statistics on the condition of postsecondary education in the United States. It is a single, comprehensive data collection system developed to encompass all institutions and organizations whose primary purpose is to provide postsecondary education. IPEDS is built around a series of interrelated surveys to collect institution-level data in such areas as enrollment, program completions, faculty and staff, and financing. Copies of USF submitted surveys can be found in the USF InfoCenter Surveys section.
IPEDS Retention Cohort – The cohort established for IPEDS reporting is, by IPEDS definition, always full-time FTIC students whose first term is Fall Term plus those that started in the previous Summer Term and continued full-time in the subsequent Fall Term.

Major – A student’s selection of a primary field of study. This field can only be selected from state approved programs and university approved majors within each degree program. A student record may have a major and a concentration within the major; all potential valid codes are documented in the OASIS Table: SORCMJR.

Non-Degree Seeking – A student not formally admitted to a degree program, also termed as an “Unclassified” student.

Non-Tenure Earning - Non-tenured faculty whose position does not provide for the possibility of attaining tenure.

Operating Budget - An expenditure plan developed for each fiscal year. The plan must conform to the annual allocation/appropriation and list estimated expenditures by budget category for the year.
Other Personal Services (OPS) - Persons paid from OPS are performing temporary work of some nature. There is no continuing obligation on the part of the University toward OPS appointments.
Other Undergraduate Transfer - transfer student from any institution not a Florida Community College.
Out-of-State Fee Waivers - Appropriations by the Legislature are used to fund out-of-state fee waivers granted by the universities. The funds support undergraduate students, graduate assistants, and fellowships. The out-of-state fee waivers are provided to students based on credit hours taken and the number of hours worked.

Person Years - A budgeting term calculated and based on a position budgeted for twelve months of activity and a full-time portion of effort (weeks budgeted multiplied by FTE, divided by the actual number of weeks in the fiscal year (52.2).

Race – see Ethnicity.

Retention – Retained students are those enrolled in a given academic year or term plus the cumulative degree number as of the previous academic year and/or term. Under the umbrella of “retention”, a graduation rate is calculated (number of students in the cohort that are graduated) and a retention rate is calculated (the number cumulatively degreed and the number still enrolled from the initial cohort). See “Cohort” for the types of students groups that are tracked for retention.

Retention Source Files from BOG/IRM – A series of files built by the Office of

Information Resource Management, Division of Colleges and Universities within the Board of Governors. These files include student graduation and retention data for all the SUS universities. The USF Retention Reporting System is built from these files and further augmented by pertinent institutional data from internal files.

SACS - Southern Association of Colleges and Schools
SCH – Student Credit Hours – a measure which is equal to the product of the number of students enrolled in a course times the number of credit hours for the course section.
SCH Data Sorts - By Funding Campus/College/Department: all SCH generated from courses paid for by a campus/college/department, i.e., sorted by the account number or State Reporting Number (SRN) on the course in the Banner system. By Physical location: all SCH generated from courses physically located on a campus, based on a building code. Note: when sorted by physical location, a 5th "campus" appears for the courses offered "Off Campus", i.e., those not physically located on one of our four campuses. This sort is used for FTE plans (mostly because the same plans are used for facilities funding formulae and the State does not want to include enrollment at off-campus sites to generate more space for a particular campus or institution).

Another example to understand the difference is College of Marine Science: by funding, it sorts to Tampa Campus, by physical, it sorts to St. Pete Campus. By Home: all SCH generated from courses taken by students at their self-declared Home campus. By Retention: based on the location where the student took most of his or her credit hours during the initial academic year.

SIF - Student Information File- an automated final file prepared after the end of each term which lists specific data on all students and student enrollments. Before 2007-08, the SIF was called the Student Data Course File (SDCF).
SIFP – the Preliminary Student Information File, submitted about six weeks into the term and including data on all students and all student enrollments. (See SIF.)
Student - A student is a person who is entered into a relationship with the University in an officially recognized capacity. An active student is one who is eligible for registration or currently enrolled.
Student Classification – (Student’s Classification Level – State Data Dictionary Element #01060: ) - The categorization of the student’s progress at the beginning of the term toward a specific degree or certificate as it applies to allocation of resources within the SUS. Categories include:

Unclassified – a student who has not been admitted to a degree program.

Lower Division: a student who has earned less than 60 credit hours, or a student who has not been admitted to Upper Division.

Upper Division: a student who has earned 60 or more credit hours or has an associate of arts degree.

Beginning Graduate: a graduate student who has been formally admitted to a degree program and is not an advanced graduate student.

Advanced Gradate: a graduate student who has been formally admitted to a recognized Doctoral or Post-Masters degree program and who has accumulated 36 or more credit hours toward his or her degree or has a Masters degree. Credit hours counted for this classification include 1) credit hours earned applicable to the current program and 2) credit hours earned prior to the current program but accepted by the university as applicable toward the student’s current degree program.

Note: students earning a MD degree should be considered and coded as beginning graduate students.
Student Level – (Institutional Classification Level of Student – State Data Dictionary Element #01267: ) – The categorization of the student’s progress, as defined by the institution, at the beginning of the term toward a specific degree program, as anticipated after all transcript evaluation and transfer hours are posted, including Freshman; Sophomore; Junior; Senior; Graduate; Unclassified, First Professional; and Correspondence Course Students.
Student Right-to-Know - By law (Public Law 101-542, federal Student Right-to-Know and Campus Security Act), graduation rates are measured by the percentage of previously enrolled students who graduate from an institution within 150% of the normal time for completion.
Student Type – category to reflect the student’s most current admission status at the institution. Options are identified in the state’s Data Dictionary, element #01413: and include, but are not limited to: B – Beginner; E – Early Admit, prior to High School Graduation; H – High School dually enrolled, J – Florida Community College Transfer; U – Other Undergraduate level transfer; G – Graduate; M- Medicine.

Term – USF operates on a semester system. Semesters begin in August and in January with Summer Sessions beginning in May and June. Each semester is considered a Term within the Academic Year.

Unclassified Student - a student who is not formally admitted to a degree program, and, thus, not degree-seeking. See Non-Degree Seeking student.
Undeclared Student - a degree-seeking student who has neither declared a major nor been admitted to a limited access program.
Unduplicated Headcount - Headcount can be unduplicated in two ways: for the academic year (see Annual Unduplicated Headcount) or by campus, which includes only one count for each student who is simultaneously enrolled in courses on any two or more campuses. Total University headcount is unduplicated; headcount by campus is duplicated.
University Support Personnel System (USPS) - a state pay plan and personnel system for support personnel (excluding A&P and Faculty) within the State University System of Florida.
Upper Division Student - a student who has earned 60 or more semester credit hours or has a Associate of Arts degree or is working toward an additional Baccalaureate degree.
USF System – denotes the collection of all USF campuses (USF plus USF St. Petersburg), while USF refers to Tampa, Sarasota-Manatee and USF Polytechnic (Lakeland) campuses. Our regional campuses are USF Sarasota-Manatee and USF Polytechnic.

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