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Common Data Set Definitions (Fall 2008) |
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All definitions related to the financial aid section appear at the end
of the Definitions document. |
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Items preceded by an asterisk (*) represent definitions agreed to among
publishers which do not appear on the CDS document but may be present on
individual publishers’ surveys. |
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*Academic advisement: Plan under which each student
is assigned to a faculty member or a trained adviser, who, through
regular meetings, helps the student plan and implement immediate and
long-term academic and vocational goals. |
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Accelerated program: Completion of a college program
of study in fewer than the usual number of years, most often by
attending summer sessions and carrying extra courses during the regular
academic term. |
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Admitted student: Applicant who is offered admission
to a degree-granting program
at your institution. |
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*Adult student services: Admission assistance,
support, orientation, and other services expressly for adults who have
started college for the first time, or who are re-entering after a lapse
of a few years. |
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American Indian or Alaska native: A person having
origins in any of the original peoples of North America and who
maintains cultural identification through tribal affiliation or
community recognition. |
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Applicant (first-time, first year): An individual
who has fulfilled the institution’s requirements to be considered for
admission (including payment or waiving of the application fee, if any)
and who has been notified of one of the following actions: admission,
nonadmission, placement on waiting list, or application withdrawn (by
applicant or institution). |
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Application fee: That amount of money that an
institution charges for processing a student’s application for
acceptance. This amount is not
creditable toward tuition and required fees, nor is
it refundable if the student is not admitted to the institution. |
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Asian or Pacific Islander: A person having origins
in any of the original peoples of the Far East, Southeast Asia, the
Indian Subcontinent, or Pacific Islands. This includes people from
China, Japan, Korea, the Philippine Islands, American Samoa, India, and
Vietnam. |
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Associate degree: An award that normally requires at
least two but less than four years of full-time equivalent college work. |
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Bachelor’s degree: An award (baccalaureate or
equivalent degree, as determined by the Secretary of the U.S. Department
of Education) that normally requires at least four years but
not more than five years
of full-time equivalent college-level work. This includes ALL bachelor’s
degrees conferred in a five-year cooperative (work-study plan) program.
(A cooperative plan provides for alternate class attendance and
employment in business, industry, or government; thus, it allows
students to combine actual work experience with their college studies.)
Also, it includes bachelor’s degrees in which the normal four years of
work are completed in three years. |
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Black, non-Hispanic: A person having origins in any
of the black racial groups of Africa (except those of Hispanic origin). |
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Board (charges): Assume average cost for 19 meals
per week or the maximum meal plan. |
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Books and supplies (costs): Average cost of books
and supplies. Do not include unusual costs for special groups of
students (e.g., engineering or art majors), unless they constitute the
majority of students at your institution. |
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Calendar system: The method by which an institution
structures most of its courses for the academic year. |
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Campus Ministry: Religious student organizations
(denominational or nondenominational) devoted to fostering religious
life on college campuses. May also refer to Campus Crusade for Christ,
an interdenominational Christian organization. |
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*Career and placement services: A range of services,
including (often) the following: coordination of visits of employers to
campus; aptitude and vocational testing; interest inventories, personal
counseling; help in resume writing, interviewing, launching the job
search; listings for those students desiring employment and those
seeking permanent positions; establishment of a permanent reference
folder; career resource materials. |
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Carnegie units: One year of study or the equivalent
in a secondary school subject. |
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Certificate: See
Postsecondary award, certificate, or diploma. |
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Class rank: The relative numerical position of a
student in his or her graduating class, calculated by the high school on
the basis of grade-point average, whether weighted or unweighted. |
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College-preparatory program: Courses in academic
subjects (English, history and social studies, foreign languages,
mathematics, science, and the arts) that stress preparation for college
or university study. |
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Common Application: The standard application form
distributed by the National Association of Secondary School Principals
for a large number of private colleges who are members of the Common
Application Group. |
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*Community service program: Referral center for
students wishing to perform volunteer work in the community or
participate in volunteer activities coordinated by academic departments. |
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Commuter: A student who lives off campus in housing
that is not owned by, operated by, or affiliated with the college. This
category includes students who commute from home and students who have
moved to the area to attend college. |
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Contact hour: A unit of measure that represents an
hour of scheduled instruction given to students. Also referred to as
clock hour. |
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Continuous basis (for program enrollment): A
calendar system classification that is used by institutions that enroll
students at any time during the academic year. For example, a
cosmetology school or a word processing school might allow students to
enroll and begin studies at various times, with no requirement that
classes begin on a certain date. |
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Cooperative education program: A program that
provides for alternate class attendance and employment in business,
industry, or government. |
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Cooperative housing: College-owned, -operated, or
-affiliated housing in which students share room and board expenses and
participate in household chores to reduce living expenses. |
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*Counseling service: Activities designed to assist
students in making plans and decisions related to their education,
career, or personal development. |
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Credit: Recognition of attendance or performance in
an instructional activity (course or program) that can be applied by a
recipient toward the requirements for a degree, diploma, certificate, or
other formal award. |
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Credit course: A course that, if successfully
completed, can be applied toward the number of courses required for
achieving a degree, diploma, certificate, or other formal award. |
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Credit hour: A unit of measure representing an hour
(50 minutes) of instruction over a 15-week period in a semester or
trimester system or a 10-week period in a quarter system. It is applied
toward the total number of hours needed for completing the requirements
of a degree, diploma, certificate, or other formal award. |
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Cross-registration: A system whereby students
enrolled at one institution may take courses at another institution
without having to apply to the second institution. |
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Deferred admission: The practice of permitting
admitted students to postpone enrollment, usually for a period of one
academic term or one year. |
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Degree: An award conferred by a college, university,
or other postsecondary education institution as official recognition for
the successful completion of a program of studies. |
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Degree-seeking students: Students enrolled in
courses for credit who are recognized by the institution as seeking a
degree or formal award. At the undergraduate level, this is intended to
include students enrolled in vocational or occupational programs. |
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Differs by program (calendar system): A calendar
system classification that is used by institutions that have
occupational/vocational programs of varying length. These schools may
enroll students at specific times depending on the program desired. For
example, a school might offer a two-month program in January, March,
May, September, and November; and a three-month program in January,
April, and October. |
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Diploma: See
Postsecondary award, certificate, or diploma. |
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Distance learning: An option for earning course
credit at off-campus locations via cable television, internet, satellite
classes, videotapes, correspondence courses, or other means. |
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Doctoral degree: The highest award a student can
earn for graduate study. The doctoral degree classification includes
such degrees as Doctor of Education, Doctor of Juridical Science, Doctor
of Public Health, and the Doctor of Philosophy degree in any field such
as agronomy, food technology, education, engineering, public
administration, ophthalmology, or radiology. For the Doctor of Public
Health degree, the prior degree is generally earned in the closely
related field of medicine or in sanitary engineering. |
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Double major: Program in which students may complete
two undergraduate programs of study simultaneously. |
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Dual enrollment: A program through which high school
students may enroll in college courses while still enrolled in high
school. Students are not required to apply for admission to the college
in order to participate. |
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Early action plan: An admission plan that allows
students to apply and be notified of an admission decision well in
advance of the regular notification dates. If admitted, the candidate is
not committed to enroll; the student may reply to the offer under the
college’s regular reply policy. |
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Early admission: A policy under which students who
have not completed high school are admitted and enroll full time in
college, usually after completion of their junior year. |
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Early decision plan: A plan that permits students to
apply and be notified of an admission decision (and financial aid offer
if applicable) well in advance of the regular notification date.
Applicants agree to accept an offer of admission and, if admitted, to
withdraw their applications from other colleges. There are three
possible decisions for early decision applicants: admitted, denied, or
not admitted but forwarded for consideration with the regular applicant
pool, without prejudice. |
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English as a Second Language (ESL): A course of
study designed specifically for students whose native language is not
English. |
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Exchange student program-domestic: Any arrangement
between a student and a college that permits study for a semester or
more at another college in the United States
without extending the amount of time required
for a degree. See also Study abroad. |
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External degree program: A program of study in which
students earn credits toward a degree through independent study, college
courses, proficiency examinations, and personal experience. External
degree programs require minimal or no classroom attendance. |
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Extracurricular activities (as admission factor):
Special consideration in the admissions process given for participation
in both school and nonschool-related activities of interest to the
college, such as clubs, hobbies, student government, athletics,
performing arts, etc. |
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First professional certificate (postdegree): An
award that requires completion of an organized program of study designed
for persons who have completed the first professional degree. Examples
could be refresher courses or additional units of study in a specialty
or subspecialty. |
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First professional degree: An award in one of the
following fields: Chiropractic (DC, DCM), dentistry (DDS, DMD), medicine
(MD), optometry (OD), osteopathic medicine (DO), rabbinical and Talmudic
studies (MHL, Rav), Pharmacy (BPharm, PharmD), podiatry (PodD, DP, DPM),
veterinary medicine (DVM), law (LLB, JD), divinity/ministry (BD, MDiv). |
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First-time student: A student attending any
institution for the first time at the level enrolled. Includes students
enrolled in the fall term who attended a postsecondary institution for
the first time at the same level in the prior summer term. Also includes
students who entered with advanced standing (college credit earned
before graduation from high school). |
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First-time, first-year (freshman) student: A student
attending any institution for the first time at the undergraduate level.
Includes students enrolled in the fall term who attended college for the
first time in the prior summer term. Also includes students who entered
with advanced standing (college credits earned before graduation from
high school). |
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First-year student: A student who has completed less
than the equivalent of 1 full year of undergraduate work; that is, less
than 30 semester hours (in a 120-hour degree program) or less than 900
contact hours. |
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Freshman: A first-year undergraduate student. |
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*Freshman/new student orientation: Orientation
addressing the academic, social, emotional, and intellectual issues
involved in beginning college. May be a few hours or a few days in
length; at some colleges, there is a fee. |
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Full-time student (undergraduate): A student
enrolled for 12 or more semester credits, 12 or more quarter credits, or
24 or more contact hours a week each term. |
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Geographical residence (as admission factor):
Special consideration in the admission process given to students from a
particular region, state, or country of residence. |
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Grade-point average (academic high school GPA): The
sum of grade points a student has earned in secondary school divided by
the number of courses taken. The most common system of assigning numbers
to grades counts four points for an A, three points for a B, two points
for a C, one point for a D, and no points for an E or F. Unweighted
GPA’s assign the same weight to each course. Weighting gives students
additional points for their grades in advanced or honors courses. |
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Graduate student: A student who holds a bachelor’s
or first professional degree, or equivalent, and is taking courses at
the post-baccalaureate level. |
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*Health services: Free or low cost on-campus primary
and preventive health care available to students. |
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High school diploma or recognized equivalent: A
document certifying the successful completion of a prescribed secondary
school program of studies, or the attainment of satisfactory scores on
the Tests of General Educational Development (GED), or another
state-specified examination. |
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Hispanic: A person of Mexican, Puerto Rican, Cuban,
Central or South American, or other Spanish culture or origin,
regardless of race. |
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Honors program: Any special program for very able
students offering the opportunity for educational enrichment,
independent study, acceleration, or some combination of these. |
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Independent study: Academic work chosen or designed
by the student with the approval of the department concerned, under an
instructor’s supervision, and usually undertaken outside of the regular
classroom structure. |
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In-state tuition: The tuition charged by
institutions to those students who meet the state’s or institution’s
residency requirements. |
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International student: See
Nonresident alien. |
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International student group: Student groups that
facilitate cultural dialogue, support a diverse campus, assist
international students in acclimation and creating a social network. |
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Internship: Any short-term, supervised work
experience usually related to a student’s major field, for which the
student earns academic credit. The work can be full- or part-time, on-
or off-campus, paid or unpaid. |
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*Learning center: Center offering assistance through
tutors, workshops, computer programs, or audiovisual equipment in
reading, writing, math, and skills such as taking notes, managing time,
taking tests. |
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*Legal services: Free or low cost legal advice for a
range of issues (personal and other). |
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Liberal arts/career combination: Program in which a
student earns undergraduate degrees in two separate fields, one in a
liberal arts major and the other in a professional or specialized major,
whether on campus or through cross‑registration. |
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Master’s degree: An award that requires the
successful completion of a program of study of at least the full-time
equivalent of one but not more than two academic years of work beyond
the bachelor’s degree. |
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Minority affiliation (as admission factor): Special
consideration in the admission process for members of designated
racial/ethnic minority groups. |
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*Minority student center: Center with programs,
activities, and/or services intended to enhance the college experience
of students of color. |
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Model United Nations: A simulation activity focusing
on conflict resolution, globalization, and diplomacy. Assuming roles as
foreign ambassadors and “delegates,” students conduct research, engage
in debate, draft resolutions, and may participate in a national Model UN
conference. |
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Nonresident alien: A person who is not a citizen or
national of the United States and who is in this country on a visa or
temporary basis and does not have the right to remain indefinitely. |
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*On-campus day care: Licensed day care for students’
children (usually age 3 and up); usually for a fee. |
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Open admission: Admission policy under which
virtually all secondary school graduates or students with GED
equivalency diplomas are admitted without regard to academic record,
test scores, or other qualifications. |
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Other expenses (costs): Include average costs for
clothing, laundry, entertainment, medical (if not a required fee), and
furnishings. |
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Out-of-state tuition: The tuition charged by
institutions to those students who do not meet the institution’s or
state’s residency requirements. |
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Part-time student (undergraduate): A student
enrolled for fewer than 12 credits per semester or quarter, or fewer
than 24 contact hours a week each term. |
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*Personal counseling: One-on-one or group counseling
with trained professionals for students who want to explore personal,
educational, or vocational issues. |
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Post-baccalaureate certificate: An award that
requires completion of an organized program of study requiring 18 credit
hours beyond the bachelor’s; designed for persons who have completed a
baccalaureate degree but do not meet the requirements of academic
degrees carrying the title of master. |
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Post-master’s certificate: An award that requires
completion of an organized program of study of 24 credit hours beyond
the master’s degree but does not meet the requirements of academic
degrees at the doctoral level. |
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Postsecondary award, certificate, or diploma:
Includes the following three IPEDS definitions for postsecondary awards,
certificates, and diplomas of varying durations and credit/contact hour
requirements— |
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Less Than 1 Academic Year: Requires completion of an
organized program of study at the postsecondary level (below the
baccalaureate degree) in less than 1 academic year (2 semesters or 3
quarters) or in less than 900 contact hours by a student enrolled
full-time. |
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At Least 1 But Less Than 2 Academic Years: Requires
completion of an organized program of study at the postsecondary level
(below the baccalaureate degree) in at least 1 but less than 2 full-time
equivalent academic years, or designed for completion in at least 30 but
less than 60 credit hours, or in at least 900 but less than 1,800
contact hours. |
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At Least 2 But Less Than 4 Academic Years: Requires
completion of an organized program of study at the postsecondary level
(below the baccalaureate degree) in at least 2 but less than 4 full-time
equivalent academic years, or designed for completion in at least 60 but
less than 120 credit hours, or in at least 1,800 but less than 3,600
contact hours. |
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Private institution: An educational institution
controlled by a private individual(s) or by a nongovernmental agency,
usually supported primarily by other than public funds, and operated by
other than publicly elected or appointed officials. |
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Private for-profit institution: A private
institution in which the individual(s) or agency in control receives
compensation, other than wages, rent, or other expenses for the
assumption of risk. |
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Private nonprofit institution: A private institution
in which the individual(s) or agency in control receives no
compensation, other than wages, rent, or other expenses for the
assumption of risk. These include both independent nonprofit schools and
those affiliated with a religious organization. |
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Proprietary institution: See
Private for-profit institution. |
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Public institution: An educational institution whose
programs and activities are operated by publicly elected or appointed
school officials, and which is supported primarily by public funds. |
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Quarter calendar system: A calendar system in which
the academic year consists of three sessions called quarters of about 12
weeks each. The range may be from 10 to 15 weeks. There may be an
additional quarter in the summer. |
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Race/ethnicity: Category used to describe groups to
which individuals belong, identify with, or belong in the eyes of the
community. The categories do not denote scientific definitions of
anthropological origins. A person may be counted in only one group. |
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Race/ethnicity unknown: Category used to classify
students or employees whose race/ethnicity is not known and whom
institutions are unable to place in one of the specified racial/ethnic
categories. |
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Religious affiliation/commitment (as admission factor):
Special consideration given in the admission process
for affiliation with a certain church or faith/religion, commitment to a
religious vocation, or observance of certain religious
tenets/lifestyle. |
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*Religious counseling: One-on-one or group
counseling with trained professionals for students who want to explore
religious problems or issues. |
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*Remedial services: Instructional courses designed
for students deficient in the general competencies necessary for a
regular postsecondary curriculum and educational setting. |
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Required fees: Fixed sum charged to students for
items not covered by tuition and required of such a large proportion of
all students that the student who does NOT pay is the exception. Do not
include application fees or optional fees such as lab fees or parking
fees. |
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Resident alien or other eligible non-citizen: A
person who is not a citizen or national of the United States and who has
been admitted as a legal immigrant for the purpose of obtaining
permanent resident alien status (and who holds either an alien
registration card [Form I-551 or I-151], a Temporary Resident Card [Form
I-688], or an Arrival-Departure Record [Form I-94] with a notation that
conveys legal immigrant status, such as Section 207 Refugee, Section 208
Asylee, Conditional Entrant Parolee or Cuban-Haitian). |
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Room and board (charges)—on campus: Assume double
occupancy in institutional housing and 19 meals per week (or maximum
meal plan). |
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Secondary school record (as admission factor):
Information maintained by the secondary school that may include such
things as the student’s high school transcript, class rank, GPA, and
teacher and counselor recommendations. |
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Semester calendar system: A calendar system that
consists of two semesters during the academic year with about 16 weeks
for each semester of instruction. There may be an additional summer
session. |
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Student-designed major: A program of study based on
individual interests, designed with the assistance of an adviser. |
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Study abroad: Any arrangement by which a student
completes part of the college program studying in another country. Can
be at a campus abroad or through a cooperative agreement with some other
U.S. college or an institution of another country. |
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*Summer session: A summer session is shorter than a
regular semester and not considered part of the academic year. It is not
the third term of an institution operating on a trimester system or the
fourth term of an institution operating on a quarter calendar system.
The institution may have 2 or more sessions occurring in the summer
months. Some schools, such as vocational and beauty schools, have
year-round classes with no separate summer session. |
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Talent/ability (as admission factor): Special
consideration given to students with demonstrated talent/abilities in
areas of interest to the institution (e.g., sports, the arts, languages,
etc.). |
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Teacher certification program: Program designed to
prepare students to meet the requirements for certification as teachers
in elementary, middle/junior high, and secondary schools. |
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Transfer applicant: An individual who has fulfilled
the institution’s requirements to be considered for admission (including
payment or waiving of the application fee, if any) and who has
previously attended another college or university and earned
college-level credit. |
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Transfer student: A student entering the institution
for the first time but known to have previously attended a postsecondary
institution at the same level (e.g., undergraduate). The student may
transfer with or without credit. |
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Transportation (costs): Assume two round trips to
student’s hometown per year for students in institutional housing or
daily travel to and from your institution for commuter students. |
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Trimester calendar system: An academic year
consisting of 3 terms of about 15 weeks each. |
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Tuition: Amount of money charged to students for
instructional services. Tuition may be charged per term, per course, or
per credit. |
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*Tutoring: May range from one-on-one tutoring in
specific subjects to tutoring in an area such as math, reading, or
writing. Most tutors are college students; at some colleges, they are
specially trained and certified. |
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Unit: a standard of measurement representing hours
of academic instruction (e.g., semester credit, quarter credit, contact
hour). |
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Undergraduate: A student enrolled in a four- or
five-year bachelor’s degree program, an associate degree program, or a
vocational or technical program below the baccalaureate. |
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*Veteran’s counseling: Helps veterans and their
dependents obtain benefits for their selected program and provides
certifications to the Veteran’s Administration. May also provide
personal counseling on the transition from the military to a civilian
life. |
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*Visually impaired: Any person whose sight loss is
not correctable and is sufficiently severe as to adversely affect
educational performance. |
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Volunteer work (as admission factor): Special
consideration given to students for activity done on a volunteer basis
(e.g., tutoring, hospital care, working with the elderly or disabled) as
a service to the community or the public in general. |
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Wait list: List of students who meet the admission
requirements but will only be offered a place in the class if space
becomes available. |
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Weekend college: A program that allows students to
take a complete course of study and attend classes only on weekends. |
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White, non-Hispanic: A person having origins in any
of the original peoples of Europe, North Africa, or the Middle East
(except those of Hispanic origin). |
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*Women’s center: Center with programs, academic
activities, and/or services intended to promote an understanding of the
evolving roles of women. |
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Work experience (as admission factor): Special
consideration given to students who have been employed prior to
application, whether for relevance to major, demonstration of
employment-related skills, or as explanation of student’s academic and
extracurricular record. |
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Financial Aid Definitions |
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Awarded aid: The dollar amounts offered to financial
aid applicants. |
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External scholarships and grants: Scholarships and
grants received from outside (private) sources that students bring with
them (e.g., Kiwanis, National Merit scholarships). The institution may
process paperwork to receive the dollars, but it has no role in
determining the recipient or the dollar amount awarded. |
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Financial aid applicant: Any applicant who submits
any one of the
institutionally required financial aid applications/forms, such as the
FAFSA. |
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Indebtedness: Aggregate dollar amount borrowed
through any loan program (federal, state, subsidized, unsubsidized,
private, etc.; excluding parent loans) while the student was enrolled at
an institution. Student loans co-signed by a parent are assumed to be
the responsibility of the student and should
be included. |
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Institutional scholarships and grants: Endowed
scholarships, annual gifts and tuition funded grants for which the
institution determines the recipient. |
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Financial need: As determined by your institution
using the federal methodology and/or your institution's own standards. |
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Need-based aid: College-funded or
college-administered award from institutional, state, federal, or other
sources for which a student must have financial need to qualify. This
includes both institutional and noninstitutional student aid (grants,
jobs, and loans). |
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Need-based scholarship or grant aid: Scholarships
and grants from institutional, state, federal, or other sources for
which a student must have financial need to qualify. |
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Need-based self-help aid: Loans and jobs from
institutional, state, federal, or other sources for which a student must
demonstrate financial need to qualify. |
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Non-need-based scholarship or grant aid:
Scholarships and grants, gifts, or merit-based aid from institutional,
state, federal, or other sources (including unrestricted funds or gifts
and endowment income) awarded solely on the basis of academic
achievement, merit, or any other non-need-based reason. When reporting
questions H1 and H2, non-need-based aid that is used to meet need should
be counted as need-based aid. |
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Note: Suggested order of precedence for counting non-need money as
need-based: |
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Non-need institutional grants |
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Non-need tuition waivers |
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Non-need athletic awards |
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Non-need federal grants |
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Non-need state grants |
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Non-need outside grants |
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Non-need student loans |
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Non-need parent loans |
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Non-need work |
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Non-need-based self-help aid: Loans and jobs from
institutional, state, or other sources for which a student need not
demonstrate financial need to qualify. |
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Work study and employment: Federal and state work
study aid, and any employment packaged by your institution in financial
aid awards. |