Data Dictionary

This list of definitions is not exhaustive and will continue to to be updated.

Data Dictionary Purpose

The purpose of the Fairmont State University Data Dictionary is to provide a centralized reference tool that defines and describes key data definitions used across the university. Its intention is to standardize terminology, provide metadata (data about data), and ensure consistency in how data is reported across divisions and systems. The terms and definitions included in the university’s data dictionary were chosen with several key priorities in mind.

1. Alignment with Federal and State Reporting Requirements
   • Many of the terms are directly derived from or aligned with definitions established by federal agencies such as the U.S. Department of Education, IPEDS (Integrated Postsecondary Education Data System), and relevant state education departments.
2. Clarity and Consistency Across Divisions
   • Given the complexity of a public university, divisions often use different terminology for similar concepts. This data dictionary acts as a standardizing tool to minimize confusion and ensure a clear, agreed-upon meaning.
3. Audit and Accountability
   • Public institutions are subject to audits and performance reviews. A formalized data dictionary supports accountability by documenting how terms are defined and used. It reflects a commitment to transparency and strategic alignment.
4. Transparent and Participatory
   • The data dictionary was developed by staff representing diverse areas of the institution to ensure a broad perspective.

Timeframe STUDENTENROLLMENT Financial Aid Organization Stucture Persistence, Retention, and Graduation Rates CREDIT HOURS and Course Completion Credentials

Timeframe

Academic Year

Is the period during which a student can complete academic work. It includes two main terms, fall and spring and a non-compulsory summer term.

Fall Term

The part of the academic year that begins approximately late August and goes through mid-December (sixteen weeks). There are multiple parts of term within a term. All parts of term have a fixed start and end date.

Fiscal Year

This is the twelve-month financial reporting period used by higher education institutions for budgeting, accounting, and financial planning. While the exact dates vary from institution to institution, Fairmont State University follows a July 1 – June 30 fiscal year.

Spring Term

The part of the academic year that begins approximately mid–January and goes through mid-May (sixteen weeks). There are multiple parts of term within a term. All parts of term have a fixed start and end date.

Summer Term

The part of the academic year that begins approximately mid-May and goes through early August (twelve weeks). There are multiple parts of term within a term. All parts of term have a fixed start and end date.

Term

Is a unit of time (such as a semester or quarter) during which classes are held and students who are enrolled earn academic credit.

Student

Active Record

This is a student who is actively registered for courses within a particular term.

Admit

An individual who has an active record in Banner and is eligible to register for courses in the current or a future term.

Commuter

A student who lives off campus in housing that is not owned by, operated by, or affiliated with the university. This category includes students who commute from home and students who have moved to the area to attend the university.

Degree Seeking Student

A student enrolled in courses for credit who is seeking a degree, certificate, or other recognized postsecondary credential. Dual enrollment and early college students who are enrolled in postsecondary courses for credit are not considered to be degree seeking students.

First-Generation Student

A student who is the first member of their family to attend college or whose parents/guardians may have some college experience but have not attained a baccalaureate degree (in the U.S.).

FTE (Full-Time Equivalent)

This is a metric used to account for both full-time and part-time students.

Full-Time Graduate Student

A graduate student enrolled for 9 or more semester credits for the given semester.

Full-Time Undergraduate

A undergraduate student enrolled for 12 or more semester credits for the given semester.

Headcount

This is the total number of individual students enrolled at the institution.

Inactive Record

This is an individual that is not currently registered for courses within a particular term

Non-Degree Student

A student (undergraduate or graduate) enrolled in courses for credit who is not recognized by the institution as seeking a degree, certificate, or other recognized postsecondary credential.

Part-Time Graduate Student

A graduate student enrolled for less than 9 semester credits for the given semester.

Part-Time Undergraduate

A undergraduate student envolled for less than 12 semester credits for the given semester.

Student Type (Graduate)

Degree-Seeking

New or First-Time

A student who has no prior degree seeking postsecondary experience attending any institution for the first time at the graduate level.

Readmitted

A student who has previously attended FSU, left for a period without completing a degree, and is now formally re-enrolled through a re-admission process and has no intervening graduate coursework at any other postsecondary institution.

Returning

A student who has previous postsecondary experience attending FSU at the graduate level and is continuing with no interruption between compulsory terms.

Transfer

A student who has previously enrolled at a postsecondary institution at the graduate level other than FSU and then enrolls at a different college or university to continue working toward a postsecondary credential at the graduate level.

Non-Degree

Other

A student who enrolls at the institution in one or more courses without the intention of earning a degree, certificate

Student Type (Undergraduate)

Degree-Seeking

New or First-Time

A student who has no prior postsecondary experience attending any institution for the first time at the undergraduate level, coming directly from high school. It also includes students enrolled in the fall term who attended college for the first time in the prior summer term and the students entering with advanced standing (college credits or recognized postsecondary credentials earned before graduation from high school).

First-Time Freshmen Other

A student who has no prior postsecondary experience attending any institution for the first time at the undergraduate level, more than one calendar year after their high school graduation date.

Transfer

A student who has previously enrolled at a postsecondary institution at the undergraduate level other than FSU after completing high school and then enrolls at a different college or university to continue working toward a postsecondary credential at the undergraduate level.

Re-Admitted

A student who has previously attended FSU, left for a period without completing a degree, and is now formally re-enrolled through a re-admission process and has no intervening undergraduate coursework at any other postsecondary institution.

Returning

A student who has previous postsecondary experience attending FSU at the undergraduate level and is continuing with no interruption between compulsory terms.

Middle College

Is a program at FSU for 11th and 12th grade students in-state who have experienced foster care to simultaneously earn a high school diploma and an associate degree (or college credit toward a bachelor’s degree).

Non-Degree Seeking

Other

A student who enrolls at the institution in one or more courses without the intention of earning a degree, certificate, or other recognized postsecondary credential.

Enrollment

Admit Type

A classification of an applicant based on factors such as high school graduation status and previous postsecondary academic work.

Admitted

This is an applicant who has officially accepted an offer of admission (after Spring 26 the offer of admission will be replaced by an enrollment deposit) and has completed all required steps to secure their place at the institution.

Applicant

An individual who has applied for admission to the institution.

Application Fee

Is the amount of money that the institution charges for processing a student’s application (we do not currently have any application fee, one was previously charged for Graduate Applications).

Deposited Student

This is an admitted applicant who has submitted an enrollment deposit to secure their spot at the university.

Enrollment Deposit

An amount of money charged to a student to secure their place at the university after admission. This amount is later refunded after enrollment or upon request by applicant within a defined time period.

Recruit Term

This is the specific term for which a inquiry or prospect is recruited. It may not always align with the term in which they are admitted.

Regular Admission

Students apply by a set deadline and receive decisions at a standard time.

Rolling Admission

Applicants are reviewed as they are received, and decisions are made continuously.

Student Type

This is the classification of enrolled students based on their educational background and admit type.

Transfer Applicant

An individual who has applied for admission to the institution and who has previously attended another college or university and earned post-secondary credit (not during high school).

Financial Aid

Academic Common Market

A program that allows residents of specific states to attend an out-of-state college at an in-state tuition rate. This is often based on the state of residence, the college the student plans to attend, and the major. Students must apply through their home state to participate.

Books and Supplies

COA component that provides the average cost of books and supplies for a typical student for an academic year. Does not include unusual costs for special groups of students (e.g., engineering or art majors), unless they constitute most students at an institution.

Consortium Agreements

An agreement between two schools that allows a student’s home school to count enrollment at the host school (for courses that will transfer back to meet degree requirements) when determining financial aid eligibility.

Home School

School where a student will receive their degree and has financial aid disbursed.

Host School

School where a student may take a few courses that would transfer back to their home school to satisfy degree requirements.

Course Program of Study (CPoS)

A federal regulation that allows federal (and WV state) financial aid to pay only for classes that count toward a student’s officially declared degree program. Classes outside of the declared program of study cannot be included in the estimated cost of attendance or covered by financial aid.

Disbursement

Aid that is accepted and authorized by the student.

Estimated Cost of Attendance (COA)

An estimate of the student’s educational expenses for the period of enrollment. The COA typically consists of the following components: Books & Supplies, Housing & Food, Tuition & Fees, Personal, and Transportation.

Federal Pell Grant

A federal grant awarded to undergraduate students who demonstrate significant financial need. The Pell Grant does not have to be repaid (except in rare cases such as withdrawing from all classes), and the amount awarded is based on factors like financial need, cost of attendance, and enrollment status.

Federal PLUS Loans

Federal loans that allow parents and graduate students to borrow for educational costs.

Parent PLUS

Loan for parents of dependent students

Graduate PLUS

Loan for graduate students

Federal Student Loans

Borrowed funds from the U.S. Department of Education that must be repaid with interest. Federal loans offer benefits such as fixed interest rates, flexible repayment options, and, in some cases, loan forgiveness.

Subsidized Loan

Interest is subsidized while the student is in school.

Unsubsidized Loan

Interest accrues while the student is in school.

Federal Supplementary Educational Opportunity Grants (SEOG)

A federal, campus-based grant awarded to undergraduate students with exceptional financial need. Funds are limited and given to students who receive the Federal Pell Grant. This grant does not have to be repaid.

Financial Aid

Any form of funding that helps students pay for higher education expenses. Financial Aid can be need-based, merit-based, and self-help. Types of financial aid include grants, scholarships, loans, and work-study.

Financial Aid Applicant

Any applicant who submits a financial aid application such as FAFSA or General Scholarship Application.

Financial Need

A calculation of the Estimated Cost of Attendance, Student Aid Index, and other financial assistance that determines the amount of need-based financial aid a student may receive.

Food

COA component allowance that provides the equivalent of three meals per day. Students who reside on campus will be estimated at the highest meal plan. Actual meal plan charges are based on the number of meals per week or total amount of meals that can be charged per semester.

Free Application for Federal Student Aid (FAFSA)

An application used to determine eligibility for federal, state, and some institutional aid programs.

Graduate Assistant (GA)

Graduate students fully admitted to a master’s degree program may apply to be graduate assistants. Students must be enrolled full-time (9 credit hours), be in good standing, demonstrate communication skills, and evidence of subject matter competence. GA receives a tuition waiver at the in-state tuition rate and a stipend.

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.

In-State Tuition

This is the tuition charged to students who meet the residency requirements.

Institutional Housing Plans

COA component allowance

On-Campus

Student lives in a residence hall and is assessed charges per semester. Estimate is based on average or median amount assessed for housing charges.

Off-Campus

Student is given an estimated living expense amount based on the average rent cost of the area.

With Parents

Student is provided with minimal living expenses, cannot be zero.

Institutional Scholarships and Grants

Endowed scholarships, annual gifts and tuition funded grants for which the institution determines the recipient.

Loan Entrance Counseling

A mandatory online session for first-time federal loan borrowers that explains loan responsibilities and repayment.

Loan Exit Counseling

A mandatory online session for federal student loan borrowers who graduate, leave school, or drop below half-time enrollment that is meant to educate them on their loan responsibilities and prepare them for repayment.

Loan Servicer

The company assigned by the Department of Education to manage billing and repayment of a student’s federal loans.

Master Promissory Note

A legal document students must sign to agree to repay their federal student loans.

Merit-Based Aid

Financial assistance awarded to students based on achievements rather than financial need. This aid may be given for academic performance, leadership, athletic ability, talent, or other accomplishments. Merit-based aid can come from federal, state, or institutional sources and may include scholarships or grants.

Need-Based Aid

Financial assistance awarded to students based on their demonstrated financial need. It helps cover the costs of attending college and may come from federal, state, or institutional sources. Types of need-based aid include grants, scholarships, loans, and work-study.

Non-Need Based Aid

Financial assistance awarded without consideration of financial need. Eligibility for non-need-based aid can be based on other factors such as merit, athletic ability, leadership, specific program requirements, or it can be aid used to cover the amount of the estimated COA not covered by other financial aid.

Out-of-State Tuition

This is the tuition charged to students who do not meet the residency requirements.

Other Financial Assistance

Aid sources received from external sources (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. These funds must be counted toward the student’s estimated cost of attendance and other financial aid.

Personal

COA component for miscellaneous personal expenses incurred by a student such as (clothing, hygiene products, etc.)

Private Educational Loans

Educational loans offered by banks, credit unions, or other lenders that are credit based, have various requirements, and often require a cosigner.

Refund

Money returned to the student if financial aid and payments exceed institutional charges.

Return of Title IV (R2T4)

A federal requirement that determines how much financial aid must be returned to the Department of Education if a student withdraws before completion of the semester.

Satisfactory Academic Progress (SAP)

The academic standards students must maintain to continue to receive financial aid. These standards include minimum overall GPA, completion rate, and maximum timeframe requirements (only for fall/spring terms).

State Grants

Financial aid funded by the student’s state government, usually awarded based on financial need, residency, or other state-specific criteria. State grants do not need to be repaid. Some states require a FAFSA as well as a separate application.

Student Aid Index (SAI)

A number calculated from the information a student enters on the FAFSA that is used to determine financial aid eligibility. The range is –1500 to 99,999.

Student Employment

Part-time employment on or around campus where students may work up to 20 hours per week.

Federal Work Study

A campus-based federal student aid program with limited funding. Students must meet all general eligibility requirements to receive federal financial aid, meet the priority FAFSA deadline, and indicate interest in participating.

Auxiliary

Student employment funded by the institution. Students must be degree seeking, in good academic standing, and enrolled at least half-time. Student employment jobs.

Title IV Institution

An institution that has a written agreement with the Secretary of Education that allows the institution to participate in any of the Title IV federal student financial assistance programs (other than the State Student Incentive Grant (SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).

Transportation

COA component to allow for travel expenses between school, residence, and place of work, and other costs for transportation that are required as part of a student’s program of study – not to include the purchase of a vehicle.

Tuition & Fees

COA component estimated based on tuition, mandatory fees, course, and program fees for full-time enrollment.

Organization Structure

College

This is the larger academic unit containing a collection of departments offering groups of related academic disciplines or fields of study. A component of the larger university, offering undergraduate and/or graduate programs.

Department

This is an academic subdivision within a college that is organized around a specific discipline or group of related disciplines. It serves as the academic home for faculty, offers one or more-degree programs, and provides courses related to its subject area.

Graduation Rates

Cohort

A specific group of students established for tracking purposes.

Graduation Rate

This is the percentage of students from a defined specific cohort (first-time, degree seeking students) who graduate within a designated period. Typically, the designated period is measured at four, five, six, and eight years.

Persistence

This is the ongoing enrollment of a student in consecutive academic terms (usually fall to spring or spring to fall) at the same institution, indicating progress towards a degree, certificate, or other recognized postsecondary credential.

Retention

A measure of the rate at which students persist in their educational program at an institution, expressed as a percentage.

Fall to Spring

This is the percentage of first-time degree-seeking undergrads from the previous fall who are enrolled in the spring semester. The measure might include all first-time degree-seeking undergraduates, but it also might be broken down by full-time and part-time status.

Fall to Fall

This is the percentage of first-time degreeseeking undergrads from the previous fall who are enrolled in the current fall. The measure might include all first-time degree-seeking undergraduates, but it also might be broken down by full-time and part-time status.

Credit Hours and Course Completion

GPA

This is a numerical representation of a student’s academic performance, calculating using letter grades (A, B, C, D, F) earned across courses. It is commonly measured on a scale of 0 to 4.0.

Credit Hour

A unit of measure representing an hour (50 minutes) of instruction.

Credit Hours Attempted

Attempted hours are defined as all hours accumulated throughout a student’s career at an institution (including all passed courses, failed courses, repeated courses, courses dropped with a W after drop-add period, summer courses and transfer work).

For example, a student who:

1. Enrolls with 15 transfer credits
2. Takes five courses at three credit hours each (for a total of 15 credit hours)
3. Fails one three-credit course, Will end up accumulating 30 attempted hours at the end of the semester. Note: Hours currently in progress are not calculated in earned hours

Credit Hours Completed

Earned hours are defined as credits attained from all courses (including transfer work, AP classes and summer courses) a student has successfully passed. Withdrawals, failed courses, incompletes, and grades not reported do not count as earned hours.

For example, a student who:

1. Takes five courses at three credit hours each (for a total of 15 credit hours)
2. Fails one 3-credit course Will end up accumulating 12 earned hours at the end of the semester.

Course Completion

The conclusion of a course where a final grade is assigned, indicating that the student did not withdraw. Completion includes any of the following grades: A, B, C, D, F, AU, or CR.

Course Success

The successful completion of a course, marked by a final grade of A, B, C, D, or CR, indicating satisfactory performance. These grades reflect that the student met the course’s academic requirements.

Credentials

Area of Emphasis/Concentration/Specialization

This is a (used interchangeably with concentration and specialization depending on major) specific subject area of study which has defined course offerings within an approved degree program and major. Normally, a minimum of 12 and no more than 18 hours would be expected for an area of emphasis within a baccalaureate degree program and a minimum of six and no more than 12 credit hours would be expected for an area of emphasis within a graduate degree. Typically, a minimum of six and no more than nine credit hours would be expected for an area of emphasis within an associate degree program. Areas of emphasis completed would appear on the student’s transcript. (133CSR11 – 3.1) 

Associate degree

A post-secondary award or credential that normally requires at least two but less than four years of full-time equivalent college level work.

Bachelor’s degree

A post-secondary award or credential that normally requires at least four years but not more than five years of full-time equivalent college work. Also, it includes bachelor’s degrees in which the normal four years of work are completed in three years.

Certificate

This is a (as distinguished from the one-year Certificate Degree Program offered by the community and technical colleges) coherent, specialized curriculum designed for students in search of a specific body of knowledge for personal or career development or professional continuing education. The certificate program is not attached to a degree program, although credit hours earned in a certificate program may be applied to a degree if they are deemed appropriate by the institution. The awarding of a certificate upon completion of the program is not contingent upon completion of a degree program. The certificate would appear on the student’s transcript and an institution may issue an official certificate of completion. Normally, a minimum of six and no more than nine credit hours would constitute a certificate program at the associate level, and a minimum of twelve and no more than twenty-one credit hours would constitute a certificate program at the baccalaureate or graduate level. (133CSR11 – 3.2)

CIP (Classification of Instructional Programs) Code

The U.S. Department of Education’s Center for Education Statistics taxonomy for all levels of instructional programs.

Program

This is a structured sequence of courses and learning outcomes leading to a specific academic credential. Programs are typically aligned with a recognized field of study and consist of required and elective coursework.

Special Academic Programs (Honors Program)

A special program for exceptionally academically prepared students that offers education enrichment, intendent study, acceleration, or some combination of these.

Major

This is a field of study within an approved degree program having its own curriculum. A degree program may have more than one major. (133CSR11 – 3.7)

Master’s Degree

A post-secondary award or credential that normally requires at least one or two full-time years of equivalent academic work beyond the bachelor’s degree.

Micro-Credentials

This is a short, focused [experience or postsecondary credential] designed to provide in-demand skills, knowledge, and experience. Micro-credentials may be earned through a course or short series of courses that culminate in a “digital badge,” which offers verified proof of competency and documentation of specific skills gained through the coursework, which is assessed against transparent and clearly defined criteria. (133CSR59 – 3.5)

Minor

This is a secondary area of specialization beyond a college major that is earned in a specific subject area of study and must be composed of at least twelve credit hours of course work. A student may not earn a baccalaureate minor in a subject area in which he or she is earning a baccalaureate major. (133CSR11 – 3.8)