Glossary and Guide
Please send edits and content suggestions to firstname.lastname@example.org or call the Advising Resource Center (ARC) at 626-7988.
The A/B deficit determines the number of units of B, or A, needed to raise the cumulative GPA to a specified level. It is most often used in reference to students who are on academic probation and who need to elevate the cumulative GPA to the minimum 2.0. The A/B deficit is calculated by using the student’s UA Units Taken toward GPA and UA Total Grade Points.
UA Units Taken towards GPA x 2.00 = _X__
_X__- UA Total Grade Points = B deficit
B deficit divided by 2 = A deficit
UA Quality Hours: 118
UA Quality Points: 218
118 x 2 = 236
236 – 218 = 18 unit B deficit
18 / 2 = 9 unit A deficit
The B deficit is automatically calculated for all probationary students in UAccess Student. It can be found near the top of their Academic Agreement and on the Academics tab under GPA calculation.
Academic Advisement Report (AAR)
Academic Advisement Reports (major/degree requirements) display the requirements and approved courses for each undergraduate program and minor in the online UA General Catalog. The Advisement Reports in the Academic Catalogs are not filled out and may be used as a tool to prospective students.
Academic Agreements are essentially contracts that a college can use to set rules and expectations for students who are on probation or having other academic difficulties. You may hear them referred to as a Contract, a Probation Contract, or an Academic Contract. Not all colleges use Academic Agreements with their students. Make sure you discuss this process with your supervisor.
Academic Level/Class Standing
Degree-seeking undergraduates are classified with their class standing based on the number of credit hours, or units, that they have completed, and does not include units in progress. This information is very useful during priority registration periods
Academic or course load refers to the total number of units taken for credit, audit, correspondence, or through concurrent registration at another institution with a consortium agreement. There are limits on the amount of units students can take during the semester. It may be a good thing to discuss this with students who are taking heavier semesters to think about the amount of units they are enrolled in.
Academic Policies and Procedures
The academic organization is the entity or college that is controlling the subject, degree, major, minor or course in question. Academic Organizations are used to control course/subject security. It is a UAccess field used for enrollment, RCS, and instructor security and course management so you see it in Analytics for course and enrollment reporting and in the access provisioning tool for security requests.
While academic renewal can take a considerable amount of time and effort it is a great option for students who have had a break in their academic attendance and are returning in a better position to be successful. Academic Renewal allows students to have grades for a particular period of time excluded from the grade-point-average (GPA). If the qualifications are met, the student may have a maximum of four consecutive semesters starting with the most recent semesters and working backwards of course work disregarded in all calculations regarding academic standing, grade-point-average, and eligibility for graduation.
Contact Expert: Jody Payne; Office of the Registrar; email@example.com
Usually, consecutive Fall and Spring semesters, currently August to May; sometimes, however, Summer semester is included in the term "academic year" especially for scholarship renewal purposes.
Advanced Placement (AP) Credit
AP credit is Credit By Examination and is credit that students can transfer into the university and use toward fulfilling Foundations, General Education, Major and Minor coursework.
Advanced standing is a status that allows the undergraduate student to enroll in upper division (300-400) courses. Advanced Standing is maintained with a Student Group in UAccess.
Advising Resource Center (ARC)
The ARC provides a variety of services in support of the UA academic advising community. These services include coordinating professional development seminars, new advisor orientation, special events, travel grants, a campus-wide recognition program, and more. The ARC is located in the Career Services office suite in SUMC 411. Contact the ARC at 626-8667 or firstname.lastname@example.org
The ADVIP is a report in Student Center that details a student’s progress toward degree completion (The ADVIP is also colloquially called advisement report). Students may access this report through the Student Services Center, the report is called Academic Requirements and can be found in the drop down box. The report will reflect areas that the student has satisfied or has not satisfied. The report will provide students with available course listings that have been approved to take to complete their individual degree requirements. This is report that academic advisors will use as the official degree audit for graduation and degree completion. The last 3 requests for advisement reports are kept, and if you want to view a historical copy, click on ‘View Report as PDF’ only, do not click ‘Process Request’ or ‘View Report’.
UAccess Analytics contains many dashboards. Each dashboard contains numerous reports that might be useful to specific UA populations. In Analytics under the Dashboards > Students menus is an “Advisors” dashboard. This dashboard contains reports on probation, enrollment, active majors and minors, and transfer and test credit, among other reports.
The ALEKS is a Math placement exam used to determine the appropriate level of placement in UA Math. Students complete the ALEKS at least 5 days prior to attending New Student Orientation. For more information visit the ALEKS placement test website.
Application for Degree Candidacy
Appointed Professional (AP)
All academic advisors, senior advisors, and advising coordinators are appointed professionals and are represented in shared governance by APAC. For more information visit the APAC website.
Arizona Assurance (AZA)
This program provides academic, financial and social support to low-income Arizona residents. The program is financial aid based and there to assist students who meet requirements of the program. For more information visit the AZA website.
Articulation Task Forces (ATFs)
Arizona Transfer (http://www.aztransfer.com/about/)
Baccalaureate degrees are awarded for completion of an undergraduate program of study. The Colleges of Humanities, Science, and Social and Behavioral Sciences offer the Bachelor of Arts and Bachelor of Science degrees. In general, all other baccalaureate degrees identify the college or field of study with which they are associated. Bachelor's degrees are comprised of general education courses, a major, elective courses, and in some cases a minor. The University of Arizona South also offers Bachelor of Applied Science programs in an effort to assist students who complete Associates of Applied Sciences degrees.
Course management system used in various classes students take in the Eller College of Management.
Career/Program/Plan Stack (CPP)
The Career/Program/Plan Stack is where advisors can declare students in programs, plans, and sub-plans. Training is required to access and update this page. If you have permission to view or update CPP data you may do so at Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan. Please see the Program/Plan Requirement Term Business Process Guide for more information on the CPP pages.
The UA student email system. Students are required by university policy to use their official UA email account to conduct all university-related business.
The CatCard is the student’s official identification card for the university of Arizona. For more information please visit the CatCard Website.
Enrollment figures for UA include all students registered for at least one credit-bearing course, including courses offered outside the main campus (i.e., Sierra Vista Campus, Extended University, and Arizona Health Sciences Center). The census enrollment reflects the number of students registered for one or more credits on the 21st day after classes begin. A student’s registration status on this day may also affect their financial aid standing for scholarships, loans and grants.
Change of Schedule (aka Drop/Add)
The Change of Schedule Form is used for students to add/drop courses. For more information about this form and the various reasons students may need to use this form go to the Registar's website.
Code of Conduct
Regulations put in place to control and supervise the state of universities and their properties and activities. For more information on student code of conduct please visit the Dean of Students website.
Students can be disqualified from a specific college only after two consecutive regular semesters of not meeting the standards of normal progress (cumulative grade-point-average of 2.000). Also, a student may be disqualified upon recommendation of the dean of the college, an undergraduate may be placed on academic probation or may be disqualified at any time for neglect of academic work.
College petitions may address a change of schedule after the deadline, approval for overload, substitution of course work, application of transfer credit, modification in degree program, eligibility for registration or enrollment in the college. The necessary forms, instructions and assistance may be obtained in the office of the college dean. Petitions are filed in the college dean's office. The decision of the dean is final.
A course is a systematic plan of study which may utilize lecture, discussion, laboratory, recitation, seminar, workshop, studio, independent study, internship, or other similar teaching formats to facilitate learning for the student.
Credit by Exam
Cross Listed Courses (aka Multiple Offerings)
One course listed under two, or more, departments. EX: SBS 200 is the same course as COMM 200. This is found under the academic catalog. Please see the academic catalog for more information and terms.
Course management system used by many faculty, especially in general education. The Office of Instruction and Assessment supports and manages D2L. Most online courses at the UA are conducted through D2L, with the exception of those in the Eller College of Management (see “Blackboard”). D2L is also used for faculty and staff assessments for security access.
A degree is a title which a university confers on a student who has satisfactorily completed their required course of study. Degree requirements are established by the University, colleges and departments, and are approved by the University faculty, administration, and the Arizona Board of Regents (please also refer to the description of “Baccalaureate Degrees” above).
Degree Audit (aka Degree Check)
Students must get their final degree audit approved by their colleges advisor. You may hear this process referred to as the ‘pink sheet’. This process may vary by college, so make sure that you follow your colleges policies in regards to graduation checks.
Degree Search gives students and advisors to identify a major that matches the students on many different levels. Students can filter majors by areas of Mathematics & Language demands, self-exploration categories and interests. Students will also be able to view details of the major/college, see a four-year plan, view transfer information & plan for their careers after graduation.
A discipline is a recognized subject area or field of study within which courses and research are structured.
Students who do not meet the required academic requirements of the college or university face the possibility of Disqualification. Students can be suspended from their college and must then look for another college to enter. Disqualification from the university however means that the student will not be allowed to continue their education without application for re-admission and approval from the dean of the college they hope to enroll in for future academics. Please see the academic catalog for more information.
Double dipping policies are in place to limit the double use of courses. For example a student cannot use general education coursework to satisfy major requirements. Colleges also prohibit the use of courses in two different majors and minors. Please see the ARC website for more information on double dipping.
A double major is possible for students with two principal fields of study in programs that offer the identical degree type. For example, a student can major in both Art Education and Fine Arts Studies because both lead to the Bachelor of Fine Arts.
See Change of Schedule Form
Dual Degree (Second Bachelor’s Degree)
Candidates for a second bachelor's degree at The University of Arizona must earn no fewer than 30 unique units of University Credit (units in residence not used for the first degree)and must be completed for the second degree. If the degrees are completed concurrently, the 30 units are added to the degree with the higher unit requirement.
For sequential degrees, students must complete at least 50 percent of all course work required in the major of the second degree after the conferral of the first degree.
These courses are courses that are offered for UA students to take that may start or conclude on differing dates than regular semester coursework. Consult the Dates and Deadlines for dynamically dated courses since drop dates, GRO Filing Deadlines, and so forth are different.
Electives are courses selected at a student's discretion. Electives may be partially restricted, such as a selection from a specified group of courses identified to fulfill a particular requirement or they may be "free" electives which may be selected from any course for which the student has proper prerequisites. Electives provide opportunities for students to pursue personal interests and to gain general knowledge.
Student Exceptions are the means in UAccess by which to customize a student’s advisement report (advip) to account for waivers, course directives, or requirement changes as uniquely required for an individual’s situation.
The Family Educational Rights and Privacy Act of 1974 (FERPA) is the federal law that governs the rights of students and defines institutional responsibilities with respect to student records. The Office of the Registrar website contains all FERPA policy information along with the Authorization for Release of Information and the Parent Affidavit forms. All academic advisors must complete FERPA training for system access.
First Professional Degree
UA offers three first professional degree programs, as classified under the U.S. Department of Education's Classification of Instructional Programs: (1) J.D., Law; (2) M.D., Medicine; and (3) Pharm. D., Pharmacy.
Math, English, Second language; part of general education requirements.
An undergraduate student newly enrolled at the University of Arizona with fewer than 12 hours of transfer credit at the time of enrollment. Neither Advanced Placement (AP) or College-Level Examination Program (CLEP) credits, nor co-enrollment credits earned during high school are included in determining transfer status or class level. Fall enrollment counts of new freshmen include students newly admitted and enrolled in the previous summer.
Full-Time Equivalent (FTE) Student
A measure of student enrollment based on the number of student credit hours (SCH) for which students enrolled. The following formula is used to arrive at FTE totals: lower division SCH divided by 15 + upper division SCH divided by 12 + graduate SCH divided by 10.
Undergraduate students enrolled for 12 or more credit hours are considered full-time students. Graduate and first professional students enrolled for 9 or more credit hours, or enrolled for 6-8 hours along with an assistantship, are considered full-time.
Grade-Point-Average (GPA) or averaging of grades
Grade Replacement Opportunity (GRO)
Graduate degrees include Masters and Doctoral Degrees in all colleges excluding the three First Professional degree programs in Law, Medicine, and Pharmacy.
Graduating vs. Walking
A colloquial term referring to the fact that no undergraduate student participating in commencement ceremonies is graduating; they are walking in a ceremony. Upon receipt of all final grades and certification of degree requirements being met, approximately one month after commencement, students will find their degree posted as complete on their academic record.
Legacy term for Service Indicators.
Hours of Credit or Semester Hours
Hours of credit, or semester hours, are alternative designations for units of credit.
House Numbered Courses
University-wide “house” numbers identify 3 categories of courses (independent study, thesis or capstone, internship) ending in 98 or 99 using alternatives to the usual teaching formats of lectures, discussions, and laboratories.
Awarded only when a small portion of the course is incomplete (e.g. hospitalization or significant illness/catastrophic event near the end of the semester). Automatically turns to an E after one year if work is not complete. Need to include process.
Intersegmental General Education Transfer Curriculum (IGETC)
A colloquial term referring to courses held the second 7 weeks of the semester.
Lawful Presence Status
I can’t find this term anywhere in the catalog. I think this is referring to Prop 300 which I had forgotten that is what papers please is called. Am I correct about any of this, or do I have a couple of really stupid things twisted together? Do we need this term here at all is my main question.
Leave of Absence (LOA)
Major (Student Plan)
Students are classified as majors according to their selection of a primary field of study. This field must be selected from ABOR approved degree programs and university approved majors within each degree program.
After admission to the university, a student must be matriculated (i.e. pass the file from admissions to registrar) before he/she will have a student record and be made eligible to enroll through the term activation and enrollment appointment processes. Matriculation happens approximately 7-10 days before each orientation session for freshman and after completion of the Transfer Student Academic Preview for transfer students.
The maximum # of units allowed for a fall or spring semester is 19. Students may request for an exception through their college dean’s office. The maximum units for pre-session: 3-4 units (1 course), 1st and 2nd summer session: 6-7 units (2 courses).
Minor (Student Plan)
The minor is a secondary field of study requiring fewer units than the major.
Includes Black Non-Hispanic, Asian or Pacific Islander, Hispanic, and American Indian or Alaskan Native. Racial ethnic category is self-reported by the student. International students (non-resident aliens) are not classified by racial/ethnic category but are included in the total when calculating percent minority.
Mosaic (legacy term)
Mosaic is the friendly moniker given to the Enterprise Systems Replacement Project (ESRP), a campus-wide endeavor that replaced most of the aged administrative computer systems on the University of Arizona campus between 2008 and 2013. This project encompassed Hobson’s Connect, UAccess Student, UAccess Employee, and UAccess Analytics among others.
UA NetID is a secure, efficient way for the University and its computer systems to ensure the identity of an eligible user before allowing access to potentially sensitive information. Your NetID permits secure access to a variety of applications and services at the UA using a single sign-on (one username and one password) system.
New Student Orientation (NSO)
NSO is one-day, on- campus, orientation program required for all new freshmen.
On-Line Academic Tour (OAT)
OAT is a legacy term for an online exercise new transfer students complete in Next Steps prior to meeting with their academic advisor. See Transfer Student Academic Preview (TSAP).
Office of Instruction and Assessment (OIA)
OIA offers support to the UA teaching community in course and curriculum design, online course development, program and classroom assessment and evaluation, instructional strategies and learning technologies. They offer a variety of workshops and seminars of interest to the broad community.
Questions regarding D2L should be directed to OIA.
The University of Arizona Ombuds Program provides an informal means of problem resolution if you have a University-related concern, conflict, or dispute. An Ombuds is not empowered to change a decision, but through intervention or a clarification of matters, information may emerge to assist in the resolution of the problem. Call the Director of the Ombuds Program at (520) 626-5589 or go to the Ombuds website.
An option is a sub-specialization within a major that allows a student to place special emphasis on a particular aspect of the major field of study.
Undergraduate students enrolled for 1-11 credit hours are considered part-time students. Graduate and first professional students enrolled for 1-5 hours along with an assistantship, or 1-8 hours without an assistantship, are considered part-time.
Legacy term; see Academic Agreements.
In UAccess, Program refers to a College. The College of Fine Arts, College of Education, and the Eller College of Management are examples of Programs in UAccess terminology.
Oops; fat finger problem? Go to the following link to request repeat code changes, second degree additions/removals, and program/plan corrections when you’ve made an error. Visit the Registrar's website for more information.
Query Viewer is a tool that allows the user to run queries (reports) on student or academic data. If you have permission to run queries, you may access the Query Viewer in UAccess at Main Menu > Reporting Tools > Query > Query Viewer.
Reapplication of Degree Candidacy
It it has been more than one year since the original scheduled graduation date, students will need to reapply for degree candidacy. There is a $50 fee for each reapplication. Students should contact their Graduation Services Advisor to reactivate their degree application.
Repeats Codes provide information regarding repeated such whether it counts in the GPA or earns credit. Repeat Codes can be seen on the advisement report both where a course “counts” and in the Course History at the end of the PDF report.
Requirement Designators identify courses as possessing an attribute or being able to fulfill a specific requirement. Most often, these are attached to transfer courses that directly articulate to the University of Arizona so those courses can populate the advising report—usually foundation, and Tier I and II requirements—without the need of an exception. They are also used to identify Honors courses. Requirement Designators display on the advisement report both where a course “counts” and in the Course History at the end of the PDF report.
Although students taking 1-6 hours are classified for tuition purposes as resident or non-resident, they are all counted as "residents" when calculating the percent of enrolled students who are residents (Arizona Board of Regents policy, 1995). Related policy: lawful presence
Requirement Term/Catalog Year
Information regarding policies for students and choice of catalog can be found here.
Satisfactory Academic Progress (SAP)
Semester and term are used to identify the formally designated periods during which classes are scheduled. The University schedules classes during six terms: fall and spring semesters, each lasting approximately 15 weeks; a winter inter-session term of approximately three weeks; and three summer session terms, comprised of a three-week pre-session and two five-week terms. The term regular semester refers to fall or spring semester.
A house numbered course (498) which involves some type of synthesizing project or paper.
Negative and Positive Service Indicators are flags on a student’s account that can either have positive, neutral, or negative effects on the student. Most common negative effects are no transcript, no refunds, or no adds. Service indicators are commonly referred to as ‘Holds’ even though some do not have any ‘hold’ effect. Need more on positive and negative and what they look like in UAccess.
Shared Unique Number (SUN) System
A feature in UAccess Student used to aid in class planning and enrollment. New students sometimes think they are enrolled in courses when in fact the courses are only in the shopping cart. Advise students to use the ‘’check eligibility” feature so they can resolve any issues prior to their enrollment appointment.
An electronic system used by the Office of the Registrar to store scanned copies of official transcripts submitted by students.
Student Groups allows departments or colleges to identify and group specific student segments. Student Groups might indicate advanced standing, participation in a special initiative, or declaration in a particular plan or sub-plan. Some student groups are used to indicate the completion of non-course requirements on the advisement report.
Student Identification Number (SID)
Unique 8-digit code assigned to all students upon application to the UA to individually identify them without using personal identification such as the Social Security number.
Student Headcount Enrollment
The actual number of individual students enrolled at a specified time regardless of whether the students are attending full-time or part-time.
Student Satisfaction Survey
When a note is submitted into Advisor Notes after an individual appointment, the student will be sent a short survey with the following questions:
To maintain the integrity of the survey instrument, responses to the two open-ended questions are delayed to the advisor for a 60 day period since students’ often (inadvertently) self-identify in their responses. All data are available real time to college advising directors and college associate deans. Individual advisor survey results are available in UAccess: Academic Advisement > UA Advisor Notes > UA Advisor Survey Review
Term activation is the process that occurs after matriculation by which a student gets a term record; i.e. the term for which a student is admitted and when their catalog is established. A term record is required in order for student to get an enrollment appointment or to be able to enroll in any classes for that term. It is also the foundation for any term statistics.
The 4-digit code comprised of year of the term with 2nd digit removed (e.g. 2013 = 213) followed by a number representing the semester: Spring: 1, Summer:2, Summer:3, Fall:4, Winter:5. Example: Fall 2012 = 2124
Transfer Evaluation System (TES)
TES is a powerful database system which contains (nearly) all catalog course descriptions for all institutions of higher education in the country. It is obviously more efficient to search one common database for course descriptions than to hunt around individual college websites and catalogs. When TES is fully developed it will make our transfer credit evaluation process for out-of-state credits much more efficient.
The Transfer Portfolio is a process for eligible transfer students (must have at least 56 transfer credits) to earn a waiver for English 101 and/or 102. The Transfer Portfolio Examination does not grant credit for the courses, students assume the responsibility to meet with an academic advisor to determine if a waiver fulfills graduation requirements. Students must attend an information session provided by the Writing Program (621-1836).
An undergraduate student newly enrolled at the University of Arizona with 12 or more hours of transfer credit at the time of enrollment. Neither Advanced Placement (AP) or College-Level Examination Program (CLEP) credits, nor co-enrollment credits earned during high school are included in determining transfer status or class level. Fall enrollment counts of new transfers include students newly admitted and enrolled in the previous summer.
Students and advisors can generate unofficial transcripts through UAccess. Official transcripts can be ordered by students at the Office of the Registrar or in their UAccess Student Center. For further information go to the Registrar's website.
UAccess is the student information system which uses the PeopleSoft Campus Solutions product. Students access their records through the Student Center and advisors see similar information on students in Student Services Center and/or Advisor Center.
Undergraduate Council (UGC)
University Credit (formerly "residence credit")
University credit is the term used to identify all credit offered by The University of Arizona with the exception of correspondence credit and Special Examination for Credit. Only the grades of courses taken for University credit and by Special Examination for Grade are used in calculating the grade-point-average. 18 of the final 30 units of an undergraduate degree program must be university credit.
An undergraduate student who receives University disqualification is restricted from registering at the University of Arizona and may return to the University only on the basis of evidence that underlying conditions have materially improved and that he or she is now capable of academic success. Students seeking readmission who left the University on academic probation or under disqualification must receive approval from the dean of the college they wish to enter prior to readmission. UAccess displays the word Dismissed, and the community is gradually shifting to using this term as opposed to disqualified. At present both terms are used interchangeably.
University Professional Advising Council (UPAC)
University Academic Advising Council (UAAC)
University-Wide General Education Committee (UWGEC)
The UA WebAuth service provides a single point of authentication, also known as Single Sign-On (SSO), for UA Web sites that require UA NetID authentication. You will use your UA NetID and password to login to WebAuth which will automatically log you into other UA WebAuth enabled sites. Be particularly careful with this if you have a student login to his/her account on your computer.
Western Undergraduate Exchange (WUE)
Students who are residents of one of the 15 WICHE states are eligible to requset a reduced WUE tuition rate of 150% of resident tuition outside of their home state. At the UA, Mining Engineering and all UA South programs are eligible for the WUE rate. The WUE reduced tuition rate is not automatically awarded to all eligible candidates; students must submit a WUE application to UA South or the Residency Classification Office. Residents of Alaska, Arizona., California, Colorado, Hawaii, Idaho, Montanna, Nevada, New Mexico, North Dakota, Oregon, South Dakota, Utah, Washington, Wyoming, and the Commonweath of the Northern Mariana Islands are eligible to apply for the WUE rate.
What-If reports allows students and advisors to see how a student’s coursework would apply if the student was in a different plan or sub-plan. Students may generate these in Student Center Self Service. Advisors may generate a What-If report by changing the report type to WHTIF on the Request Advisement Report page and setting up the relevant program, plan, and term information using Career Simulation.
Contact the Advising Resource Center for questions and suggestions about the Advising Glossary and Guide.
Advising Resource Center * email@example.com * 626-8667