Cornell University Electronic Student Records Systems Project Report

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Appendix A. Student Record Terminology

Enrollment and Registration are used interchangeably. None of the glossaries in the AACRAO publications cited in Appendix D provide definitions for enrollment or registration. The definitions of these terms as used at Cornell are:

Enrollment: an association of a class to a student or a student to a class. The use of enrollment can have many contexts. The enrollment for a class: all of the students attending a class. A student’s enrollment: a list of classes that a student is taking, etc. All contexts of enrollment associate students and classes.

Registration: a status for students. If a student has met four specific criteria, Cornell considers that student to be registered and entitled to all rights and privileges of being a student.
(Source: Christopher Cox, Office of the University Registrar)

Registration is a "contract between the student and the institution" — the terms are spelled out in the catalog and in other regulations

Academic record:

Student Education Record (Transcript): designed to support appropriate student placement at a student’s next institution but can be used to verify enrollment or meet educational accountability standards (source: AACRAO. Guide to Implementation of Electronic Transcripts and Student Records, 1998)

Student Records: those created to assist the Offices of Admissions, Financial Aid, Records, or the Registrar in their support of basic institutional objectives and include any records with student names, files, documents, and materials in whatever medium, which contain information that identifies a person
(Source: AACRAO's Retention of Records, 2000)

Transcript:

Official Transcript: one that has been received directly from the issuing institution.
(Source: Academic Record and Transcript Guide, 2000)

Degree Audit: "an internal advising document that typically includes both degree and program requirements and also an extract of the academic history of the student." It matches requirements to courses taken.
(Source: Academic Record and Transcript Guide, 2000)

Demonstrated Competencies: nonclassroom experiences for credit
(Source: Academic Record and Transcript Guide, 2000)

Demonstrated Proficiencies: degree program requirements like English, math or foreign language proficiency. Generally not for credit and not included in the transcript.
(Source: Academic Record and Transcript Guide, 2000)

Academic Forgiveness: program begun in the 1960s to assist students returning to higher education after unacceptable previous performance (a.k.a. ‘academic bankruptcy’, ‘begin again’, ‘academic renewal’); all previous grades and courses should appear on the transcript
(Source: AACRAO's Academic Record and Transcript Guide, 1996, p. 12)

EDI: electronic transmission of standard business documents in a predefined format from one company's business computer application to its trading partners’ business computer application
(Source: Student Records Management, 1997, p. 127)


Acronyms

AACRAO

American Association of Collegiate Registrars and Admissions Officers

ACT

American College Testing Program

ASC

Accredited Standards Committee
ATM Automated (Automatic) Teller Machine
AVT Applied Voice Technology
CAR Computer-Assisted Retrieval
CEEB College Entrance Examination Board
CIP Classification of Instructional Programs
DISA Data Interchange Standards Association: the Secretariat for ANSI ASC X12
ExPRESS Exchange of Permanent Records Electronically for Students and Schools
FERPA Family Educational Rights and Privacy Act of 1974
FICE Federal Interagency Commission on Education Code
GPA Grade Point Average
MIS Management Information System
SCT Systems and Computer Technology [A popular consulting company for C&U systems; Cornell used them in the early 1980s; a leader until PeopleSoft]
SPEEDE Standardization of Postsecondary Education Electronic Data Exchange Committee
VRT Voice Response Technology
X12 Task Groups 1 and 2 of Sub-Committee A: Education Administration