A
A
Academic Year (AY)
A period of time beginning with the fall semester and ending with the spring semester of the regular sessions. The Academic Year does not include the summer. For example, AY 1998-1999 is the fall 1998 and spring 1999. See also College Year.
Academic Planning Database (APDB)
APDB stands for Academic Planning DataBase. APDB provides information, as of census date, on all persons who are compensated from instructional budget accounts and persons having teaching responsibilities in the CSU regardless of funding sources. In addition, APDB contains information on each class section that is offered and the resources used to teach these courses each term. APDB reports provide information related to enrollment, student-faculty ratios, class size, mode of instructions, etc., by discipline, discipline category, and administrative structure. These reports are used locally to support academic planning and administration.
Annualized
Calculated as a sum across all three semesters (fall, spring, and summer) within a calendar year. The formula is: sum of fall, spring, and summer enrollment divided by 2.
Assembly Bill (AB)
A piece of legislation, introduced in the California Assembly, numbered according to date of introduction.
Assigned Time (ASTM)
Assigned time is a faculty assignment where a faculty member can receive workload credit (WTUs). Assigned time WTUs are normally awarded to regular faculty. Temporary faculty could receive assigned time WTUs for special circumstances only. Activities for which WTUs may be assigned are listed by code number.
Average Unit Load (AUL)
Average Unit Load is the number of units in which students enroll in all courses during a given semester.
B
B
Budget Balance Available (BBA)
Budget - Actuals - Encumbrance = Budget Balance Available
C
C
Campus Fee Advisory Committee (CFAC)
Per CSU policy (Executive Order 1102), each campus must have a fee advisory committee comprised of students, faculty, staff, and administrative representatives to provide advice to the president regarding new fees and fee adjustments. See the Campus Fee Program website for more information.
Cash Posting Order (see Interagency Financial Transaction)
Census Data
The official enrollment data is collected on census dates and approved by the Chancellor's Office. They are the official numbers for reports to the Federal government, State agencies, and various national organizations. The important census data submissions are Enrollment Reporting System-Student (ERSS) and Academic Planning Database (APDB).
Census Date
The official date at which enrollment is reported to the CSU system. For fall and spring semesters, it is the 20th day of instruction. Official drops after Census date result in a "W" grade for students. Adds after Census, if approved, are not included in the reported enrollment.
College Year (CY)
A period of time beginning with the summer semester and ending with the spring semester of the regular sessions.
Course Enrollment
Enrollment numbers (headcount or FTES) generated through courses. It is different from Enrollment (Headcount of Majors).
Course Type
A classification of how a course is delivered. There are five course types: LEC - Lecture, ACT - Activity, LAB - Laboratory, SEM - Seminar, and SUP - Supervision.
Cross-Listed Courses
Courses that share enrollments between two or more departments/colleges. During the enrollment redistribution process, all course enrollments will revert to the "home" department. If the agreement between the departments/ colleges is different, the redistribution will be based on the formal agreement.
E
E
Enrollment (Headcount of Majors)
The number of students who have declared majors. Anyone without a major is counted as "Undeclared". These numbers are captured at the same time each term, on the 20th day of instruction (census date), and have been approved by the Chancellor's Office.
Early Exit Program (EEP)
An early retirement program implemented in November 2020 intended to encourage employees to voluntarily separate through a severance package on or before December 30, 2020. It is a one-time, non-precedent setting program.
Executive Order (EO)
A policy statement issued by the Chancellor that governs activity at the campuses.
F
F
Facilities and Administrative Costs (F&A)
A method of computing indirect costs associated with external grant activity - rates are federally approved based on real costs to the campus that are not covered by any one grant. For SJSU, after grant management expenses are covered (Research Foundation administrative costs and campus central services), the remaining F&A is distributed to the academic colleges.
Faculty Early Retirement Program ( FERP)
A provision of the current faculty bargaining agreement, which allows faculty to retire but continue a half-time assignment for up to five years after their official retirement date.
Full-time Equivalent Faculty (FTEF)
Full-time Equivalent Faculty with both instructional and non-instructional related assignments, measured by weighted teaching unit (WTU).
Full-time Equivalent Student (FTES)
A full-time equivalent undergraduate is a student who takes 15 credits (SCUs) per semester. A full -time equivalent graduate student is one who takes 12 credits (named Rebenched FTES). Thus, undergraduate FTES is calculated by taking all credits for which undergraduates (also included post baccalaureates and credentials) are registered and dividing that total by 15. Graduate FTES is calculated by taking all credits for which graduates are registered and dividing that total by 12. The sum of these is total FTES. No distinction is made between students registered for graduate or undergraduate courses in calculating student FTE.
For example, three undergraduate students who enrolled 6, 12 and 18 units, respectively are counted as (6 + 12 + 18)/15 = 2.4 FTES. AY FTES is the academic year FTES and is the sum of the fall and spring semester FTES divided by two (i .e., the average of the two semesters) . CY FTES is the college year FTES and is the sum of the summer, fall and spring term FTES divided by two.
Full-Time Student
Undergraduate : A student enrolled for 12.0 or more student credit units in a semester.
Graduate: A student enrolled for 9.0 or more student credit units in a semester.
H
H
Higher Education Emergency Relief Fund (HEERF)
Funding from the US Department of Education (DOE) providing direct emergency financial aid grants to college students to mitigate financial distress induced by COVID-19 and supplemental relief funds to assist public and private nonprofit colleges and universities in preparing for, preventing, and responding to coronavirus.
HEERF is made available to CSU campuses in three waves:
CARES Act Funding - coverage: 3/1/2020 - 3/31/2021
HEERF II - coverage: 4/1/2021 - 3/31/2022
HEERF III - coverage: 4/1/2022 - 3/31/2023
College allocation details can be found here.
I
I
Instructional FTEF
Faculty members who have a) teaching assignments and b) direct assigned time.
1. Instruction Faculty Fraction (IFF): For WTUs associated with a) direct classroom instruction plus b) direct assigned time. For example, a faculty member with a full-time teaching appointment would have an IFF of 1.0.
2. Instructional Administrative Fraction (IAF): For WTUs associated with faculty assignments related to administrative work, including department chair, associate or assistant department chair, coordinator of teacher education, dean, associate and assistant dean.
3. Other Support Fraction (OSF): For WTUs associated with reimbursed time or indirect reassigned time such as curricular planning, accreditation responsibilities, CFA activities, etc.
Integrated Post-Secondary Education Data System (IPEDS)
IPEDS was designed to help the National Center for Education Statistics (NCES) meet its mandate to report full and complete statistics on the condition of post-secondary education. The IPEDS system is built upon a series of interrelated surveys used to collect data in such areas as enrollment, program completions, faculty and staff, and financial aid.
Interagency Financial Transaction (formerly Cash Posting Order)
An Interagency Financial Transaction (IFT) is a mechanism to move collections and disbursements of state fund dollars between CSU members. IFT requests are reviewed by the Chancellor's Office General Accounting Department for consistency and compliance with the CSU Legal Accounting Manual. Once an IFT is distributed to the campus, either the Accounting Office or the Budget Office will complete the transfer of funds. See here for more information.
Induced Course Load Matrix (ICLM)
See ICLM Explained.
L
L
Labor Cost Distribution (LCD)
A process that distributes salary and benefits within PeopleSoft HR that is used to record payroll costs to the appropriate chartfield string for financial statement reporting.
O
O
Operating Expenses & Equipment (OE&E)
All expenditure items other than Salary & Wages and staff benefits are collectively referred to as Operating Expenses and Equipment, or OE&E for short.
P
P
Part-Time Student
SJSU's definition : Any undergraduate student taking fewer than 12 credit hours and any graduate student taking fewer than 9 credit hours.
IPED's definition : Any undergraduate student taking fewer than 11 credit hours and any graduate student taking fewer than 8 credit hours.
R
R
Research, Scholarship, and Creative Activity (RSCA)
Research, Scholarship, and Creative Activity (RSCA) is the inclusive term for all investigative, experimental and creative work and achievement in which our faculty and students engage.
Regular Session
The state-support instructional program offered in the summer, fall and spring semesters. It does not include self-support Summer Sessions or self-support Extension Programs.
Reimbursed Time (often times referred to as Release Time)
Personnel time, typically faculty time, that is reimbursed by a third party, such as the Research or Tower Foundation.
Reimbursed Salary Authorization (RSA)
A process to authorize an SJSU H-1B visa faculty to be paid as an SJSU special consultant for projects that are funded with grant or donation funding during a specific time period.
Reimbursed Time Authorization (RTA)
When a faculty member’s time is reimbursed by an auxiliary organization, a Reimbursed Time Authorization (RTA) is created to document the funding arrangement. The RTA form defines the term, reimbursed increment, funding source, and other information pertaining to the reimbursed time.
S
S
Special Session
Special sessions are the instructional programs can be offered to matriculated students on a self-support basis at times and in locations not supported by State General Fund appropriations. All students in special session degree programs must be matriculated. Non-matriculated students paying self-support fees may enroll in special sessions courses on a space-available basis.
Degree, credential, or certificate programs offered through special sessions must secure all regular campus and system approvals. These programs may have a state-supported counterpart operating on campus, or they may operate only as self-support programs through special sessions. It is import ant that special sessions courses shall not be offered at times or places that are likely to supplant or limit offerings of the state support program (Educ Code Sect ion 89708).
State-Support Programs
State-support instructional programs offered in the summer, fall and spring semesters.
Student Credit Units (SCU)
Identifies the total number of earned course credit units for all students enrolled in a given section. For example, ENGL 122 in spring 2008 was a 3-un it class with 48 students enrolled. Thus, SCU is computed as 48 * 3 =144 .
Student-Faculty Ratio (SFR)
The ratio of Full Time Equivalent Students (FTES) divided by Full Time Equiva lent Faculty (FTEF). For example, if a department employs 10.4 FTEF and teaches classes with a total enrollment of 212 FTES, then the departmental SFR is 212/10.4 = 20.4.
T
T
Team-taught Courses
Refers to the courses taught by more than one faculty. The FTES of the courses is divided among the instructors , according to the percentage of instruction assigned to each instructor.
Transfer Student
A student entering SJSU for the first time but known to have previously attended a post-secondary institution at the same level (e.g. undergraduate, graduate). The student may or may not transfer credits from previous courses to SJSU to fill their SJSU degree requirements.
U
U
Unduplicated Headcount (also known as unique headcount)
The number of individual students enrolled in one or more courses. Thus, each student is counted once, regardless of number of courses enrolled.
University Replacement Rate (also known as Vacant Rate)
A budgeted salary range for the cost of hiring temporary faculty to cover instruction related to tenure track faculty who have been released from instructional assignments. See here for the current rate.
V
V
Vacant Rate (Currently known as University Replacement Rate)
A budgeted salary range for the cost of hiring temporary faculty to cover instruction related to tenure track faculty who have been released from instructional assignments. See here for the current rate.
W
W
Weighted Teaching Unit (WTU)
It is a measure of faculty work load. For example, a lecture class that meets three hours per week generates 3 WTU. WTU is computed based on the type of courses (determined by CS Number). For non-supervision courses (CS Number 01 thru 21), WTU is computed as the product of Course Credit Units and a K factor"; for supervision courses (CS Number 23, 24, 25, 36, & 48) , WTU is computed as the number of student s enrolled (headcount) times an adjusting factor.
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