CPE Data Guidelines - Appendix B: Student Data Terms and Definitions by Category

Academic Common Market: SREB cooperative agreement whereby an out-of-state student from an SREB state is charged in-state rate when enrolled in an eligible degree program. Program eligibility is based on program unavailability in the student’s home state along with the approval of the institution, the Council on Postsecondary Education, and the coordinating board of the student’s home state.

Audit Course: A credit course will be defined as “audit” for a student who takes the course for zero hours’

Audit Student – Student who is not enrolled in a certificate, diploma, or degree program but is enrolled only in one or more “audit ” (See instruction 21.d for information on degree-seeking students auditing courses.)

Campus: All property owned, leased, managed, or controlled by an institution of postsecondary education or one of its affiliated corporations, including but not limited to academic buildings; student housing and recreational facilities; residential facilities operated by any officially recognized student organization; and all sections of public property such as streets, sidewalks, and parking facilities immediately contiguous to campus buildings.

CIP Code: Classification of instructional programs as listed in Table 16-

CIP 32 Course Categories: To be used only for courses coded CIP 32; leave blank if not a CIP 32. For each course coded CIP 32, assign a code from Table 26. The developmental course field on the Type 3 enrollment file will be edited against this field for consistency of developmental/remedial course reporting.

Co-Requisite: A co-requisite course is a course that includes enhanced academic supports, such as additional hours of instruction, tutoring, mentoring, or advising that awards credit toward a credential or degree. Report ‘Y’ or ‘N’ in the Co-Requisite field.

County, State, Territory, or Foreign Country of Origin: County, state, territory, or country of legal residence at time of first admission to the institution.

Course Level: The level of offering for instructional Course levels are assigned relative to the intended degree of complexity or expected level of student comprehension rather than the student level of those enrolled in the course. The course levels included within each discipline category are technical, lower division, upper division, and graduate.

Course Title: The full title of the course.

Course Reference Number: The institutionally-assigned number identifying a specific course, section, and semester.

Declared Major: The major program and degree level objective, according to the student’s stated

• First Major: For the student who has declared intent to earn a certificate, diploma, or degree with more than one program of study (double major), the field of greater specialization and/or primary
• Second Major: For a student who has declared intent to earn a certificate, diploma, or degree with more than one program of study (double major), the field of secondary interest.
• Undecided, Undeclared Major (00.0000): The major field for a certificate-, diploma-, or degree-seeking student who has not declared a major or who, because of official institutional policy, is not permitted to declare a major.

Declared Major or Program Prefix Code: The alpha code indicating the level of a student’s declared degree or program as listed in Table 15.

Developmental/Remedial Course: A course developed for and required of students who do not meet statewide college readiness benchmarks in mathematics, writing, or reading. The successful completion of one or more developmental courses in a given subject is required before a student can attempt college-level work in that subject. Students may receive credit for work in developmental courses (primarily for the purpose of student financial aid eligibility); but such credit does not meet the curricular requirements of a degree, certificate or other formal award. CPE USE: Developmental courses will not count as earned credit toward a degree and will not be included in the calculation of hours earned and the pseudo-GPA.

Distance Learning: Any for-credit instruction where more than 50 percent of the delivery of instruction may utilize any or all of the following: print material, e-mail, telephone, audio tape, video tape, television/ VCR, satellite, or computer for access to CD ROM, interactive video, Internet, or the Web. The instructor must be physically separated from the students for the majority of the term. This criterion excludes sessions that may be scheduled individually, such as advising, labs, or testing. KTLN sections that originate from campus are considered distance learning courses.

Dual Credit Course: Dual credit is defined as a college-level course of study offered to high school students. This definition is consistent with KRS 002(4). Dual credit is enrollment in high school and college coursework with credit awarded by the college or university and the high school. A high school student may earn both high school and college credit (dual credit) for the same course upon completion of course requirements. A secondary student must apply to the public postsecondary institution and be accepted to participate in dual credit programs. The public postsecondary institution is responsible for the academic integrity of the courses for which postsecondary credit will be awarded.

Enrichment: Courses that support the transition to college via orientation to the institution and support of academic and social development.

Ethnicity: As noted in the Integrated Postsecondary Education Data System (IPEDS) Enrollment Survey instructions, a nonresident is 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 As noted in the Council on Postsecondary Education Administrative Regulation 13 KAR2:045 for determination of residency status for admission and tuition assessment purposes, the following nonimmigrant visa designations are not eligible to establish domicile or residency: B, C, D, F, H-2, H-3, H-4 if accompanying a person with an H-2 or H-3 visa, J, M, O, P, Q, S, TD, or TN. Students holding these visas should be reported as nonresident.

• Alternatively, eligible (for financial aid purposes) non-citizens who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident status are to be reported in the appropriate racial/ethnic categories along with United States citizens. These students hold 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). Also, students with visa designations A, E, G, H-1, H-4 if accompanying a person with an H-1 visa, I, K, L, N, and R are permitted to establish domicile in the United States and should be reported in the appropriate racial/ethnic categories along with United States citizens.
• A foreign student who lives outside the United States and who is taking only online courses should be reported as a nonresident.

Extended Campus: Instructional: A campus which is not geographically contiguous with the main campus and which has as its primary purpose the provision of courses and programs to the local community.

Extended Campus: Other: A campus which is not geographically contiguous with the main campus and which does not have as its primary purpose the provision of course enrollment and student services. These campuses can include research facilities, land grant/extension offices, or other facilities owned or controlled by the institution. These campuses may host an occasional class or class activity, but their primary purpose is not the provision of courses and programs to the local community.

Faculty Employment Status: Full-time, Part-time, Graduate Student. Part-time status defined as faculty who are less than full time (employed under thirty hours per week on average) and teach on a per course-section basis (AAUP). Leave field blank if High School teacher of Record (column 26) is

Faculty Tenure Status: Tenured, Tenure-Track, Non-Tenure Leave field blank if High School teacher of Record (column 26) is reported.

Faculty Title: Professor, Associate Professor, Assistant Professor, Lecturer, Instructor, Supervisor of Students (e.g., clinical supervisor of nurses, student teachers, ), Visiting Faculty, Teaching/Graduate Assistant, Other, Teaching Full-Time Administrator, and Medical School. Leave field blank if High School teacher of Record (column 26) is reported.

• UofL, UK: For Research Universities, please report all medical school faculty as 11=medical school, rather than title levels such as Associate Professor.

Fifth-Year Student: Student who has earned at least 120 semester credit hours and is enrolled in a program with a five-year curriculum.

First-Time Student (Other than first-time transfer):

• First-Time Undergraduate Student: An undergraduate student who has not previously attended any postsecondary institution or who attended postsecondary level courses as a high school student and is currently enrolled for the first time since high school. Include students who were first-time in the summer semester. DO NOT include students who are currently in high school taking postsecondary level courses. Includes first-time freshmen (01), first-time sophomore (02), first-time junior (03), and undergraduate nondegree students (05).
• First-Time Graduate Student: A student who has, for the first time, been classified as one of the following: master’s (06), specialist’s (07), doctor’s research/scholarship (08), doctor’s: professional practice (12), doctor’s other(35), or graduate nondegree (16).

First-Time Transfer Student: A certificate, diploma, or degree-seeking student entering the reporting institution for the first time but known to have previously attended a postsecondary institution at the same level (e.g., technical, undergraduate, graduate). The student may transfer with or without credit.

Freshman: Student who has graduated from high school and earned fewer than 30 semester credit

Full-Time Equivalent (FTE): A single value providing a meaningful combination of full-time and parttime students. Full-time equivalent enrollments are calculated using the following formula.

• (Undergraduate student credit hours/15) + (headcount of medical, dental, and pharmacy students)+ (headcount of doctoral dissertation students, post-doctoral students, and house staff) + (all other graduate SCH/12)
• Formula with coding details (Student Classification Codes are found on Table 7):
• {(Student credit hours of classification 1, 2, 3, 4, 5, 13, 14, 19, 20 and 30)/15)} + {headcount of classification 12 IF first major is equal to 51.1201, 51.0401, or 51.2001)} + {headcount of classification 9, 10, 11 and 36} + {(SCH of classification 6, 7, 8, 16, 18, 25, 31, 32, 34, and 35)/12} + {(SCH of classification 12 IF first major is NOT equal to 51.1201, 51.0401, or 51.2001)/12}.

Full-Time Student: An undergraduate student enrolled for at least 12 credit hours, or a graduate student enrolled for at least nine credit Hours in courses taken for audit are to be included in the calculation of full-time status.

General Education Courses: The lower and upper division course that can be used to meet the institution’s general education requirements as defined for the General Education Transfer Policy.

Graduate Nondegree Student: Student with at least a baccalaureate degree enrolled in the graduate school but not in a degree program.

High School Student: Student currently in high school and enrolled in postsecondary level courses; should be reported with 90.0000: nondegree program.

House Staff (Residents and Interns): An individual with a recognized terminal professional degree in one of the health professions who is engaged in postgraduate training in a program in the individual field (conducted in the university hospital or one of its affiliated institutions).

Intent to Transfer: Indication on a student’s application to a KCTCS institution stating plans for further education at a four-year institution.

International Exchange Student: A student enrolled in a formal international exchange program between a Kentucky institution and a participating institution in another country.

Junior: Student who has earned at least 60, but fewer than 90, semester credit

Main Campus: The campus which includes the primary business address of the institution and which houses the offices of its senior administrators.

Master’s Degree Student: Student with at least a baccalaureate degree enrolled in a graduate program that results in a master’s degree.

Military Relationship

• Military active student: Code A – student currently serves in the S. National Guard, is in the Reserve unit of any branch of the U.S. military, or is on Active Duty in any branch of the U.S. military.
• Military veteran student: Code V – student formerly served in the U.S. National Guard, in the Reserve unit of any branch of the S. military, or on Active Duty in any branch of the U.S. military and was released under conditions other than dishonorable.
• Military connected student: Code R – student’s spouse, parent or guardian serves in the U.S. National Guard, is in the Reserve unit of any branch of the U.S. military, is on Active Duty in any branch of the S. military or student is otherwise eligible for any military education benefits via the spouse, parent or guardian.

Multi-Institution Program: A program that involves resource sharing among multiple institutions or organizations. All participating institutions share responsibility for some aspects of the program’s delivery and quality. The appropriate faculty and staff of each participating institution will agree on the home school of enrollment for participating students, degree conferral, financial aid, program delivery, the allocation of equipment and facilities, provision of student services, assessment criteria, and the general management of the program. A copy of the program agreement will be submitted to the Council on Postsecondary Education prior to recognition of the arrangement on the CPE’s Registry of Degree This definition applies to joint, collaborative programs and other multi-institution agreements.

National Exchange Student: A student attending a Kentucky institution or a Kentucky student attending an out-of-state institution as part of the National Student Exchange Program.

Net Credit Hour Enrollment: Total semester credit hours for which a student is enrolled as of the report

Net Headcount Enrollment:Total number of students who are enrolled as of the census

Off-Campus Instruction: All courses taught at any location other than “on-”

Off-Campus Site Code (Independent Only): If students are taking courses at more than one site report the 50% program if applicable. Otherwise report the main site.

On-Campus Instruction:

• Universities: All courses taught within the boundaries of the main
• KCTCS: All courses taught within the boundaries of a formally designated campus of a college.

Post-Baccalaureate Certificate Student: A student enrolled in a CPE-approved post-baccalaureate certificate Report with classification code 31 Post-Baccalaureate Certificate, degree program prefix code T, and the appropriate post-baccalaureate certificate program CIP code.

Previous Course Prefix: If the course was previously offered with a different course prefix, enter the previous course prefix. Leave blank if no change was made.

Course Number: If the course was previously offered with a different course number, enter the previous course number. Leave blank if no change was made.

Post-Baccalaureate Undergraduate Degree-Seeking Student: A student with a baccalaureate degree who is working toward another baccalaureate degree, an associate degree, a certificate, or a Report with classification code 30 Post-Baccalaureate Degree-Seeking and with the appropriate degree prefix and program CIP code.

Post-Doctoral Student: A student pursuing work in a program of study who has earned a doctoral or equivalent degree in an appropriate field. A post-doctoral student may be reported with major code 90.0000.

Post-Doctor’s Degree Professional Practice Certificate: A student enrolled in a certificate program that provides advanced training and enhances knowledge in important areas of clinical or research specialization and specialty practice for individuals who hold a professional degree (e.g., J.D., D.M.D.,or M.D.).

Post-Master’s Certificate Student: A student enrolled in a CPE-approved post-master’s certificate Report with classification code 32 – Post-Master’s Certificate, degree program prefix code V, and the appropriate post-master’s certificate program CIP code.

Primary Distance Learning Mode of Delivery: For each distance learning course, indicate the method of instructional delivery:

• Internet/World Wide
• Site-to-site, 2 way, audio/video. Includes compressed video via land lines (e.g., T1 lines).
• Open Broadcast/Community Cable Television – A telecourse that is transmitted by traditional television open broadcast signal and that can usually be viewed in one’s home via antenna reception or local cable service.
• Print-Based, Audiotaped, Videotaped, Telephone, or
• Satellite and Microwave Telecourse – Telecourse that requires students to report to a specific site to enroll in and view the course. Includes satellite and microwave delivery.
• Multiple modes – if the course uses more than one of the above.

 Project Graduate Student: A Project Graduate student is one who:

• Four-Year Public Institutions
• Does not already hold a bachelor’s degree;
• Has accumulated 80 or more undergraduate credit hours at any institution(s);
• Is entering or returning as a bachelor’s-degree-seeking student after not being enrolled at the institution where they are seeking admission or readmission for at least two years; and
• Was contacted by and/or received services or benefits from Project Graduate, including recruitment, advising, tuition or fee waivers, scholarships, or other institutional services or benefits, as long as said benefits or services are unique to Project Graduate participants.
• Two-Year Public Institutions
• Does not already hold associate’s degree;
• Has accumulated 30 or more undergraduate credit hours at any institution(s);
• Is entering or returning as an associate’s-degree-seeking student after not being enrolled at the institution where they are seeking admission or readmission for at least two years; and
• Was contacted by and/or received services or benefits from Project Graduate, including recruitment, advising, tuition or fee waivers, scholarships, or otherinstitutional services or benefits, as long as said benefits or services are unique toProject Graduate participants.
• Project Graduate students should be flagged as such throughout their enrollment tenure, not just in the first semester of enrollment.

Regional Postsecondary Education Center: One of the six official regional postsecondary education centers and the University Center of the Mountains, listed in Table 28.

Senior: Student who has earned at least 90 semester credit

Sophomore: Student who has earned at least 30, but fewer than 60, semester credit

Specialist’s Degree Student: Student with at least a master’s degree enrolled in a graduate program that result in a specialist’s degree.

Student Teaching Course: Course must be coded in CIP 13 and be used to fulfill the student teaching requirement for initial certification at either the undergraduate or graduate level.

Supplemental/Co-requisite Course: An entry-level, credit-bearing course in an academic department that offers supplemental academic support for Supplemental/Co-requisite Courses provide an avenue for students not meeting benchmarks to pursue a college-level course while overcoming their readiness needs through extra class sessions, additional labs, tutoring or monitoring of students. For example, a social science course might include extra sessions designed to improve reading comprehension. For purposes of reporting to CPE, only report a course as supplemental in writing, mathematics, science, or reading (codes 1-4) if the course can be substituted for a developmental/remedial course in that subject or if the course is designed for students scoring below the minimum placement or entrance exam score needed for placement in a regular (non-supplemented), credit-bearing class. CPE USE: Supplemental/Co-requisite Courses will be counted as earned credit toward a degree and will be included in the calculation of hours earned and the pseudo-GPA.

Teach out Programs: For programs which will no longer be offered by the

Teacher Preparation: A teacher preparation program is designed to prepare an undergraduate or graduate student to become a licensed teacher. Programs can offer students specialized coursework in the grade level and the subjects they are interested in teaching. All teacher preparation programs must be certified through http://www.epsb.ky.gov/course/view.php?id=3.

Transfer Credit: The total semester credit hours recorded on the student’s academic permanent record as accepted by the institution as transfer credit from all previously attended Kentucky or out of-state institute.

Tuition Waiver for Foster and Adopted Children: Institutions must identify enrolled students who received tuition waivers because they were adopted or foster The information from this survey will be used to determine the number of recipients enrolled and the number who received a degree. This information will be reported annually on November 30 to the Legislative Research Commission as mandated in KRS 164.2847.

Transient Student: A student in good standing in any recognized institution who enrolls at another institution for credit to be transferred back to the student’s home institution where he is pursuing a This includes distance learning students enrolled at another institution, summer students, etc.

Undergraduate Nondegree Student: Student who is enrolled for credit in technical or undergraduate courses but does not intend to receive a certificate, diploma, or degree from the institution. Should be reported with 0000 – nondegree program. (DO NOT include students who are currently in high school taking postsecondary level courses.)

Undergraduate Student: Student enrolled in a four or five-year bachelor’s degree program, an associate degree program, or in a vocational or technical program below the baccalaureate that is normally terminal and results in formal recognition.

Examinations (Entrance, Placement, Other)

ACCUPLACER: A suite of placement tests commonly used to assess college readiness in reading, writing, and math.

ACT (American College Test): A standardized college entrance exam administered by the American College Testing Program. Four separate, multiple-choice tests measure knowledge of English, math, reading, and science, and one optional writing test measures essay planning and writing skills. Most students take the ACT during their junior or senior year of high school, and most colleges and universities accept scores from either the ACT or SAT. Some schools may recommend, but not require, international students to take the ACT or SAT.

• ACT Composite Score: The overall score combining English, Math, Reading, and Science sections.
• ACT Subscores: Individual scores in Math, English, Reading, and Science.

AP (Advanced Placement program): A program offered by the College Board, a U.S.-based nonprofit educational organization, that allows students to take college-level courses while in high school. Students can then take standardized AP exams; those with qualifying scores can earn credit at certain colleges and universities.

Compass Test: A former placement test, phased out but may still appear in historical data.

KYOTE (Kentucky Online Testing): Placement exam used by Kentucky colleges to determine readiness in Math, Reading, and English.

Placement Test: An exam used to test a student's academic ability so that they may be placed in the appropriate courses in that field (e.g., foreign languages). In some cases, a student may be given academic credit based on the results of a placement test.

SAT: A standardized college entrance exam administered by the Educational Testing Service (ETS) on behalf of the nonprofit College Board, which measures reading, writing, and math skills. Most students take the SAT during their junior or senior year of high school, and most colleges and universities accept scores from either the SAT or ACT. In addition, students may choose to take the SAT Subject Tests in English, history, languages, math, and science to demonstrate their knowledge in specific academic areas. Some schools may recommend, but not require, international students to take the SAT or ACT.

• SAT Total Score: The combined score of Evidence-Based Reading & Writing and Math.
• SAT Subscores: Scores in Math and Evidence-Based Reading & Writing.

Financial Aid and Support

Award Year: School year for which financial aid is used to fund a student’s education. Generally, this is the 12-month period that begins on July 1 of one year and ends on June 30 of the following year.

 Books & Supplies: College students must purchase or rent the books required for their classes along with notebooks and other materials. Books and supplies usually total several hundred dollars per term, but the amount will vary depending on the student's classes and/or financial aid.

Cost of Attendance (COA): The total amount of college expenses including tuition and fees, room and board, books and supplies, and living expenses.

 Dependency Status: A classification reported on the Free Application for Federal Student Aid (FAFSA) and included in the Institutional Student Information Record (ISIR) that indicates whether a student is considered dependent or independent for federal financial aid purposes. Dependency status determines if a student is required to report parental information. Criteria for independent status include factors such as age, marital status, veteran status, legal dependents, and other qualifying circumstances as defined by federal regulations.

 Direct PLUS Loans: Direct PLUS Loans are federal loans that graduate or professional students and parents of dependent undergraduate students use to help pay for education expenses.

 Direct Subsidized Loan: A Direct Subsidized Loan is a federal student loan where a borrower isn’t generally responsible for paying interest while in an in-school, grace, or deferment period. To apply, start by submitting a FAFSA® form: https://studentaid.gov/h/apply-for-aid/fafsa

 Educational Loan: Money borrowed from the federal government, a college or university, or a private source like a bank or financial institution to pay for educational expenses and must be paid back with interest.

 Employer Paid Tuition: Tuition and fees paid directly by an employer on behalf of a student as part of a tuition assistance or reimbursement program. These payments are typically made to the institution and do not count as student-paid or grant-funded aid. The student may or may not be required to reimburse the employer depending on the conditions of employment or continued service.

 Federal Direct Graduate PLUS Loan: Direct Graduate PLUS Loans are federal loans that graduate or professional students use to help pay for education expenses. A credit check for adverse credit history is required for eligibility. Interest begins to accrue when the loan is disbursed and can be paid while the student is enrolled or when loan repayment begins.

 Federal Direct Parent PLUS Loan: Direct Parent PLUS Loans are federal loans that parents of dependent undergraduate students can use to help pay for education expenses. Parents must pass a credit check for adverse credit history to qualify for PLUS loans.

 Federal Loan: Also known as the Direct Loan Program, which allows eligible students and parents to borrow directly from the U.S. Department of Education at participating colleges or universities. Federal student loans include Direct Subsidized, Direct Unsubsidized, and the Direct PLUS programs.

Federal Pell Grant: The Pell Grant is the largest federal grant program offered to undergraduates. It is designed to assist students from low-income households. To qualify for a Pell Grant, a student must demonstrate financial need by completing and submitting the FAFSA® form.

 Federal Perkins Loan: A Perkins Loan was available to undergraduate, graduate, and professional students until Sept. 30, 2017; the program has since expired. The Perkins Loan is a subsidized loan, meaning the federal government pays the loan’s interest while the borrower is in school.

Federal Student Aid (FSA): An office of the U.S. Department of Education, FSA is the largest provider of student financial aid in the United States. FSA provides financial assistance in the form of grants, loans, and work-study funds. It is also responsible for the development, distribution, and processing of the FAFSA.

Federal Supplemental Educational Opportunity Grant (FSEOG): The FSEOG is a grant awarded to undergraduate students who demonstrate exceptional financial need. Awards can range from $100–$4,000 and do not need to be repaid.

Federal Work-Study: A federal program that provides part-time jobs for undergraduate and graduate students with financial need. You’ll need to be awarded work-study by your school’s financial aid office and secure an eligible job.

Fees: In addition to tuition, most colleges charge students fees for services such as facilities usage, technology, and parking.

Financial Aid: All types of money offered to a student to help pay tuition, fees, and other educational expenses.

Free Application for Federal Student Aid (FAFSA): A form that students complete to determine federal financial assistance eligibility. It is used to apply for federal, state, and institutional financial aid including grants, loans, and work-study.

Grant: A type of financial aid consisting of free money awarded to a student, often by the federal or a state government, a company, a school, or a charity. Grants do not have to be repaid. Often used interchangeably with "scholarship."

Housing & Food: Costs associated with living and dining while enrolled in school. There might be different housing and food budgets for students living on or off campus.

Institutional Aid: Student financial aid administered by the institution.

Institutional Grants and Scholarships: Financial aid awarded by the institution in the form of grants, scholarships, fellowships, or similar funds that do not require repayment and are not tied to employment or service obligations.

Institutional Need-Based Grants/Scholarships, Loans, or Work-Study: Institutional aid awarded solely based on financial need, as determined by the federal methodology. If non-need criteria are also used, the amount should be reported under mixed or non-need-based categories.

Institutional Need/Non-Need-Based Grants/Scholarships, Loans, or Work-Study: Aid based on a combination of financial need and other criteria such as academic merit, demographics, or skills. Use only when both need and non-need factors contribute to eligibility.

Institutional Non-Need-Based Grants/Scholarships, Loans, or Work-Study: Aid awarded solely based on criteria unrelated to financial need, such as academic merit or athletic talent. Should not be used if need was a factor in eligibility.

Kentucky’s Affordable Pre-Paid Tuition (KAPT): A prepaid tuition program for Kentucky residents. Institutions unable to report this data may leave the field blank.

Kentucky Coal County College Completion Scholarship: A state scholarship for juniors and seniors from a designated nine-county region in Eastern Kentucky. Only certain institutions may report this award.

Loan: A type of financial aid consisting of borrowed money that must be repaid with interest. International students are generally not eligible for U.S. federal loans and may need a cosigner for private loans.

Marital Status (Student’s): The student’s legal marital status as reported on the FAFSA. This affects dependency status and inclusion of spouse income and assets in aid calculations.

Merit Aid/Merit Scholarships: Financial aid awarded to students for academic achievement or talent, regardless of financial need. Often requires maintaining academic standards to continue eligibility.

Need: The student's Cost of Attendance minus their Student Aid Index (SAI).

Need-Based Financial Aid: Aid awarded based on financial need. It can include grants, scholarships, work-study, and low-interest loans.

Private Loan: A student or parent loan from a private lender, such as a bank or credit union, used to cover education costs. Interest typically accrues immediately, and repayment may start while the student is still enrolled.

Scholarship: A type of financial aid consisting of free money awarded to a student. Often interchangeable with "grant."

Scholarships/Grants from Third Parties: Awards made by external organizations. If the institution selects the recipient, report as institutional aid.

Stafford Loan: A federal loan offered to undergraduates with financial need. Interest is paid by the government while the student is enrolled.

Student Aid Index (SAI): The SAI determines eligibility for need-based aid and is based on FAFSA data. Higher SAI usually results in less need-based aid eligibility.

Tuition: Money charged by a school for instruction. Does not include other costs like housing or books.

Tuition Waiver: Foster and Adopted Children: Institutions must report students who receive waivers due to foster care or adoption status for state reporting purposes.

Tuition Waivers and Discounts: Includes all forms of tuition not charged due to policy or legal requirements. Includes employee waivers, statutory waivers, and discounts.

Unsubsidized Loan: A federal loan where the borrower is responsible for paying interest at all times, even while enrolled.

Waiver: An arrangement under which a school does not charge specific costs if a student meets certain qualifications.

Work-Study: A federally funded program where eligible students work part-time jobs to help pay educational expenses.

Degrees, Awards, and Credit Accumulation

Associate’s Degree: An award that normally requires at least 60 semester credit hours or the equivalent.

Bachelor’s Degree: An award that normally requires at least 120 semester credit hours or the equivalent. This includes all bachelor’s degrees conferred in a five-year cooperative (work-study) program and degrees in which the normal four years of work are completed in three years.

Certificate: A college certificate is a quickly obtained credential awarded by an educational institution. Often lasting just a few months, certificate programs are shorter than two-year associate or four-year bachelor’s degree programs and usually allow students to enter the workforce more quickly.

• Undergraduate (pre-baccalaureate) Certificate: A sub-baccalaureate credential granted upon satisfactory completion of a series of courses related to a specific topic or skill. These programs provide marketable, entry-level skills and often prepare students for licensure, certification, or skill-based employment.
• Less than 9 semester credit hours: Program requiring fewer than 9 semester or trimester credit hours, fewer than 13 quarter credit hours, or fewer than 300 contact/clock hours.
• 9–29 semester credit hours: Program requiring between 9 and 29 semester or trimester credit hours, between 13 and 44 quarter credit hours, or between 300 and 899 contact/clock hours.
• 30–60 semester credit hours: Credential requiring at least 30 but fewer than 60 semester or trimester credit hours, 45–89 quarter credit hours, or 900–1,799 contact/clock hours.
• 60 or more semester credit hours: Credential requiring at least 60 but fewer than 120 semester or trimester credit hours, 90–179 quarter credit hours, or 1,800–3,599 contact/clock hours.

Date of Conferral: The official date on which a graduate receives a degree, certificate, or diploma.

• Summer: Conferred at the close of the summer semester.
• Fall: Conferred at the close of the fall semester.
• Spring: Conferred at the close of the spring semester.

Degree: A terminal academic credential awarded to learners who complete a defined course of study in a specific field. Common types in U.S. higher education include associate, bachelor’s, master’s, doctoral, and professional degrees (e.g., M.D., J.D., D.V.M.).

Diploma: An academic program below the baccalaureate degree, classified by total credit hours required:

• Less than 9 semester credit hours: Fewer than 9 semester or trimester hours, 13 quarter hours, or 300 clock hours.
• 9–29 semester credit hours: Between 9 and 29 semester or trimester hours, 13–44 quarter hours, or 300–899 clock hours.
• 30–60 semester credit hours: At least 30 but fewer than 60 semester or trimester hours, 45–89 quarter hours, or 900–1,799 clock hours.
• 60 or more semester credit hours: At least 60 semester or trimester hours, 90 quarter hours, or 1,800+ clock hours.

Doctorate (Ph.D.) Degree: Awarded for advanced academic or professional work:

• Research/Scholarship: A Ph.D. or similar degree requiring coursework and an original research dissertation. Per KRS 164.295 (Senate Bill 130, 2011), doctoral programs at Kentucky comprehensive universities must be reported as professional practice (student classification 12) or other (classification 35), not research/scholarship.
• Professional Practice: Requires completion of a professional program with licensure or credential requirements. Total preparation includes at least six years of full-time equivalent academic study. Classified per KRS 164.295 (Senate Bill 130, 2011).
• Research/Scholarship Dissertation Student: Doctoral student who has completed coursework and is actively working on a dissertation or research project.
• Other: Doctoral programs not categorized as research/scholarship or professional practice. Must follow classification rules per KRS 164.295 (Senate Bill 130, 2011).

Master’s Degree: An award requiring successful completion of an academic program of at least 30 semester credit hours or the equivalent at the post-baccalaureate, graduate, or professional level.

Post-Baccalaureate Certificate: A credential that requires completion of an academic program beyond the bachelor’s degree but does not meet the requirements of a master’s degree.

Post-Doctor’s Degree–Professional Practice Certificate: A credential that provides advanced training and specialization for holders of a professional degree (e.g., J.D., D.M.D., M.D.) in clinical or research-based settings.

Post-Master’s Certificate: A credential that requires completion of an academic program equivalent to 24 semester credit hours beyond the master’s degree but does not meet the requirements of a doctoral-level degree.

Program: A field of study in which a student is or was actively enrolled.

Specialist Degree: An award typically requiring 60 semester hours of graduate coursework beyond the bachelor’s degree. Common in education fields, it supports licensure or skill development beyond the master’s level but below the doctoral level.

Tuition Waiver for Foster and Adopted Children: Institutions must identify students who receive tuition waivers due to adoption or foster care status. This data is used to report enrollment and degree completion to the Kentucky Legislative Research Commission annually on November 30, as required by KRS 164.2847.