Academic Career defines what the student is doing at the University. The Academic Career is used to designate all of the course work undertaken that can be grouped together in a single student record. It drives the statistics of the student and the statistics are then compiled and placed onto the student's transcript. At BGSU the academic career may be either undergraduate or graduate.

The Academic groups are how the academic colleges are represented in the system. The academic group tracks which college own which academic program. An academic group can be a college, division or school within the institution.

An academic institution is an entity (such as a college or university) that is independent of other similar entities and that has its own set of rules and business processes. At BGSU the academic institution encompasses both the Firelands and Main campus and is represented in PeopleSoft by the acronym BGSUN (Bowling Green State University).

The Academic Level is the student classification. It is equivalent to BGSU's student academic standing. Examples for an undergraduate student are freshman, sophomore, junior, and senior.

The Academic Load is the student's enrollment. At BGSU a student's enrollment may be full-time or part-time.

Academic Organization defines how the institution is organized from an administrative perspective rather than a student perspective. The academic organization represents the actual department functions of the University. At its highest level it can represent a division and at its lowest level it can represent a department.
The Academic Organization represents the units responsible for programs, plans, and/or courses. Each program, plan, and course is associated with one or more academic organizations which defines which office has responsibility. Through the academic organization, the academic institution is linked to the campus and advisor.

An academic plan is an area of study such as a major, minor or specialization - that exists within an academic program or academic career (i.e., what appears on the diploma). A student can earn one degree for a single academic plan. For a dual degree a separate academic plan is established for each degree or a combined degree must be created.

The Academic Program is the course of study to which a student applies and is admitted and from which the student is graduated (applies TO, is admitted TO and graduates FROM). Academic Program controls academic level, academic load, academic calendar, grading scheme, and admissions evaluation scheme.

The Academic Standing is equivalent to a student's academic status.

Academic Structure is a representation of an institution's logical and physical structure with Campus Solutions. The Academic Standing defines how programs are organized. It also defines what terms, campuses, and locations are defined, and which academic calendars are used. Academic Structure is important for reporting purposes and for the implementation of academic policies and processes within the system which control admissions, enrollment and graduation activity online.

Academic subjects are known as prefixes. Academic subjects are specific areas of instruction in which courses are offered within academic organizations. For example, Math 101, Math is the Academic Subject. Subjects are tied to courses.

An academic sub plan is an area of further specialization within an academic plan. It is a major/minor/specialty. An academic sub plan will attach to an academic plan. An academic sub plan may be created as a minor, however that will be dictated by the academic plan and the academic structure.

BGSU will be using six address types within Campus Community. These address types are: Home, Mailing, Business, Billing, SEVIS, and Residence Hall.

The PeopleSoft module that defines program-based admissions requirements, calculations, and admission processes. It will include prospects and applicants. Admissions will track the applicant’s record through the entire admissions process, including the final decision (admit, deny or withdraw). It will also matriculate, or formally admit, the student.

The Aid Year is used in Financial Aid to designate a year of accounting for Financial Aid awarding.

Anticipated Aid is aid that Financial Aid has approved and anticipates awarding to a student's account. Prior to this aid being disbursed to the student's account, it is anticipated aid.

Biographical and demographic person data, such as name, ethnic code and address.

In PeopleSoft Campus Community is a single system of record for all person data (students, prospects, applicants, faculty, staff, alumni, and external organizations. This data is share across the CSS and HCM system. This module also contains the 3C's (Communications, Checklists, Comments).

At BGSU the acronym for PeopleSoft Campus Solutions is CSS.

CASHNet is a third party site that provides services such as eBilling, eIPP, web payments, etc. for the Student Financials module.

A small, square box that enables or disables an option. A check box is selected by clicking within it. Clicking the box again will clear the check box.

A checklist may be a list of steps that must be performed, or documents that must be provided, or communications that are planned to occur. The checklist may be used to monitor items needed to complete a student's file.

A Checklist Code is a grouping of related checklist items. When all checklist items are completed, the checklist becomes complete. Checklist codes are owned by administrative functions.

A class is a specific offering of a course in a semester. It will have a specific time and place. Each section under the course, is a class. A class may have several components - lecture, lab, or tutorial. Classes are what students enroll in.

A Class Number is a unique number assigned to each class in a term; it is used for enrollment purposes.

The Communication component of 3C's is used to review or create communications for an individual or organization. Provides a record of letters, phone calls, meetings, emails, and faxes.

Components consist of several pages within the same window that pertain to a specific category. Components are accessed from the menu in CSS. Folder tabs represent the individual pages in the group.

Control Tables define the institution structure and processing rules.

The course governs the rules of the classes; the timeframe, grading basis, pre-requisites, etc. The course is described in the course catalog. Courses can contain multiple components such as lecture, discussion, and lab.

The course attributes are associated to courses or to specific class sections and are generally used for reporting purposes.

Course Components identify the different structures of the course (i.e., lecture, lab, seminar, or tutorial).

The Course ID is a master identification number automatically assigned by the system. Course IDs always remain with the course, even if the course is renumbered; it facilitates the tracking of course information over time.

In CSS the DFAN displays the content of the folders to the right of the menu; it is an alternative to the left hand menu navigation.

 A small or large rectangular box into which it is possible to enter free form text such as comments.

Effective Dating allows the tracking of changes over time by recording the date each change becomes effective. This allows for the entry of future-dated changes, and the ability to view changes to a record over time.

FA Term is a designated award period for Financial Aid within an Academic Term.

The Faculty Center enables faculty members to manage class and student-related activities from one centralized location, including view your Teaching Schedule as well as view class and grade rosters.

Free Application for Federal Student Aid. The application for all federal financial aid. This form, developed by Congress, has to be completed each academic year by the student, in order to be eligible to receive financial aid.

The Family Educational Rights and Privacy Act (FERPA) of 1974 protects the privacy of student education records.

A FERPA Service Indicator on a student's record indicates that the student has requested limited disclosure of their personally identifiable information.

The PeopleSoft module that groups together and defines Financial Aid processes. The Financial Aid module will support the awarding of federal/local need-based aid, departmental aid, and scholarship funds. This module will calculate the cost of attendance. It will also analyze and determine need, identify qualifying programs/packages for a student and will award and deposit the aid.

The subset of the Grading Scheme that includes the grade details for grades with similar grading policies. Attached to each will be the basis that will make up the approved grades for each used at BGSU. For example, A, B, C, D, F, IP, WF, etc.)

The online screen that is used to enter grades into the CSS system.

In PeopleSoft an institution is an entity (such as an individual university or college) that is independent of other similar entities and that has its own set of rules and business processes.

Institutional Student Information Record - The electronic version of student aid reports delivered to schools by the FAFSA processors.

A 12 digit numeric number used by both Student Financial Aid and Student Financials to identify various financial aid awards, (BGSU's aid IDs), various Bursar charges and payments.

See Academic Level

See Academic Load

A magnifying glass icon may be available next to an item to indicate that clicking on the magnifying glass will provide the user with a list of options for that field.

CSS access which includes the ability to edit, maintain or update various data elements. May also be known as Update Access.

Matriculation is the process that automatically creates a student record for applicants who have accepted an offer of admission and have been admitted. Matriculation occurs prior to the student being term activated and proceeding with registration. It is the handoff from Admissions to Student Records.

Milestones are designed to record and track important requirements that must be completed by a student during his or her program of study. Milestones are used at BGSU to record high school foreign language proficiency and record placement test results.

A National ID is referring to a Social Security Number. Dependent upon security access and location within CSS, this information may be masked.

An indicator on the system that restricts student access to one or more services. A negative service indicator can indicate the need to pay a fine or fee and it can impact services such as withholding transcripts - these are similar to "holds". A negative service indicator appears as the “not” sign – a circle with a \ through the middle.

A defined period of time outside the typical academic year.

Original Application Repository - used by Undergraduate Admissions.

OnBase is the application used to record and track the Security Access Request forms.

A page is the individual display and data entry screen for each part of CSS. Pages are the primary way to view, enter, and update CSS data.

A page tab identifies the page that is being viewed and allows navigation through a component. A white page tab indicates the page that is being displayed.

BGSU will be using six phone types within Campus Community. These phone types are: Home, Cellular, Residence Hall, Business, Business Fax, Fax, Other, International.

A positive service indicator can be placed on an account when a student receives enhanced services - it can be used when a student has a refund or is a honor student. A positive service indicator appears as a star icon.

BG@100 Power Squad members are members of the BGSU campus community who have been assisting the BG@100 Project Team by entering and validating data in CSS. In addition to the assistance provided to the Project Team, BG@100 Power Squad members gained valuable information about how to use and navigate in CSS.

See Academic Plan

See Academic Program

Process Scheduler is a tool used to run application specific reports and processes.

Prospects are students who are interested in applying to BGSU. Prospects are tracked as a part of the admissions module.

A small round button on a page that represents an option in a group of mutually exclusive options. One one radio button in a group can be selected by clicking it.

Requisites are course rules or prerequisites.

RMS is the Residence Management System.  This is a separate system running in conjunction with CSS for use by the Office of Residence Life.  RMS will be used to provide:

• a web based system for managing campus housing
• housing and meal plan selection options for students
• self-service features
• more effective room management and allocation of rooms and resources

Rows are used in order to add additional information in one record such as recording additional service indicators.

A scroll area looks like a group box with navigation tools in the CSS navigation header. The buttons and links in this area are used to help "scroll" through the data rows. (e.g. View, All, First, Next, Previous).

The Search Match process is used to identify records in the database that match the criteria specified when adding a person to the system. This process should always be performed before entering a new record into CSS in order to avoid duplicates.

Time elements that subdivide a term into multiple time periods during which classes are offered.

The form used at BGSU for users to request security access to the Campus Solutions system.

In CSS a service indicator indicates services that may be either withheld or provided to an individual. Service indicators may be negative or positive and will appear on student specific pages.

The Student Center is the self-service component in CSS where students manage their school related activities.

The Student Financials Module will track student disbursements, charges, and both third party and collection payments. It will calculate refunds based on both university and government refund policies and it will provide a current picture of a student’s account, including account history.

Student Records will manage a student’s academic records. It will track a student’s career through graduation, transfer, or withdrawal. This module will also create course catalog and class schedules and will automate/track registration functions.

See Academic Sub Plan

The Subject is the topic area of a course.

An administrative grouping for classes and tuition generation. It is a period of time a school has determined as an instructional accounting period.

Term activation is a process that must be completed each term that a student intends to enroll in classes at BGSU. The term activation process makes Student Records active for the term and allows students to enroll for classes.

The 3C’s assist in tracking interactions with students and the University. The 3 C’s represent three functions that provide information associated with an individual’s record.  These three functions are:

• Communications:  tracks emails, letters, phone calls, and events
• Comment: comments may be fixed (system generated) or free format (personal text)
• Checklist: a “to do” list

Tables that record day-to-day transactions.

Undergraduate Admissions System

User Defaults allows the system to automatically set the value rather than having to manually set up the value. Each user must set up their own defaults.

The Universal Navigational Header appears at the top of every page and in CSS it includes Home, Worklist, Add to Favorites, and Sign Out options.

At BGSU users with this level of security access may view information in CSS but do not have the ability to edit, update or maintain data in CSS.

A process that allows students to remain on a list for possible entry into a course that is full.