Glossary

A broad grouping of users to be allowed access to a particular administrative function for use in creating communications.

An academic entity to which a student applies is accepted and from which the student graduates. Programs drive business rules and allow for differentiation between admission rules graduation processing academic level/load rules enrollment rules financial aid eligibility and disbursement rules and priority rules for students in multiple programs. (ISIS equivalent: Majors/Programs)

The group of setup tables in the PeopleSoft system that defines your institution to the PeopleSoft Student Administration system. It is the foundation for all components of the system representing the institution's physical and logical academic structure. This is where campus grading schemes degrees programs plans organizations etc. are setup

Account types classify item types into usable account groupings. Differentiating charges into multiple accounts enables flexibility in billing and assessing late fees. For example creating a separate account type for the health fee enables you to bill and assess differently than you do for tuition charges. (ISIS equivalent: Fee Codes)

The date a transaction is recognized in the financial system as opposed to the date the transaction was entered into the system (although the two dates can be the same). The accounting date determines the period in the general ledger to which the transaction is to be posted. You can only select an accounting date that falls within an open period in the ledger to which you are posting. The accounting date on a transaction in the SubModule may be different from the Journal Date depending on configuration decisions. It can also be updated anytime until the transaction is posted.

Used in conjunction with a Program Action to indicate why a particular program action was taken or offer a further description of the program action. (ISIS equivalent: ???)

How student fees get refunded after that student's withdrawal. Controls how a particular charge is adjusted on a student's account when they drop classes or withdraw from a term. The charge adjustment is based on how much time has elapsed from a predetermined date and applies by percent of the original charge amount.

A functional area within the PeopleSoft Student Administration application such as FINA (a Financial Aid function) that defines key data fields 'the variable data' to be associated with communications in a particular communications category.

Billing and due date calendars are associated with tuition calculation and are used to determine the percentage of specific fees due to be paid by a particular time. Because a due date calendar is required for the setup of fees you must define at least one billing and due date calendar for your institution. You can also define additional billing and due date calendars as needed to meet the requirements of your business processes.

One method used to assign a due date to a charge when a due date does not exist. Every billing charge (i.e. instructional fee) that appears on a student's bill is assigned a due date. It is important to understand due dates for charges can vary depending on when a charge was added to a student's bill. It is possible for a student to have more than one due date for a single semester bill based on when the individual charges were added. For example the bill due date for tuition and fees can differ from the bill due date for student health insurance.

Information that identifies a person such as: name birth date gender citizenship ethnicity address and telephone number; biographical/demographical data.

The navigation shown across the top of the workspace that allows for backwards and forward navigation from any point in the navigation path.

An operational subset of an organization. For Student Financials the business unit is the framework that controls all processing within the Student Financials module. Business units have their own sets of business rules allowing them to operate independently from each other financially.

Defined within an institution as where the academic groups manage their courses. It also refers to the place where students can receive a full complement of services. (ISIS equivalent: College)

The central repository of the PeopleSoft system for data that is shared across the three main business areas of Human Resources Contributor Relations and Student Administration. It is used to manage biographical and demographical information on people and organizations known as Bio/Demo data. All the processes and activities you perform in the PeopleSoft system are performed in relation to records for individuals in Campus Community.

Number assigned to a course that appears in the Course Catalog. This number is typed in. For instance for Math 101 the number '101' is the Catalog Number.

A set of chartfields 'strung' together to represent the proper categorization of a financial transaction. The use of multiple chartfields allows for flexible reporting of the financial aspects of projects activities programs events etc.

An object or a task that represents one of the entries on a list of documents to compile or jobs to be done. An example would be the Free Application for Federal Student Aid which is listed on the checklist of documents required to complete an application for financial aid.

Specific instances of the time place and term of a course. Students enroll in classes. Grades are based on classes.

Unique number assigned to a class. A class is a specific instance of the time place and term of a course. (ISIS equivalent: CRN)

The link between a specific comment and an administrative function. It determines who has access to certain comments.

A group of communications contexts tied to functional processing such as communications with financial aid recipients. Categories are made up of 3C Groups so the Groups must exist before the categories can be created.

Describes the type of communication how it was made and in what direction (incoming or outgoing). For example a student's billing notice is an outgoing communication that could take place by telephone email U.S.

A communication shortcut used to quickly enter a predefined communications context with its related method direction and letter code.

A collection of pages related to a particular PeopleSoft task. Example: Find an Existing Value Add a New Value and Test Tables are pages in the Test Tables component. (ISIS equivalent: Screen)

Record in the PeopleSoft system representing the instruction students receive on a subject at an academic institution; shows what is being taught the structure for reporting and credit awarded for successful study.

Permanent unique number assigned automatically to each course as it is created in the PeopleSoft Course Catalog. This number is not typed in. This six-digit Course ID is attached to a course when the course is created and this same Course ID stays attached to that course forever.

Also called extension a technical change to an out-of-the-box PeopleSoft system. For example adding fields to a page changing the logic of the application and rearranging a page are all examples of customization. These can range from simple to very complex. Also known as modification.

The Department ChartField represents the detailed breakdown of campus organization structures. Combined with other ChartField values they form the basis for department budgets that track expenditures and revenues.

An alternative to Due Days wherein a specific deadline date is specified for completion of a checklist or checklist item.

The interval of time between the date a checklist or a single checklist item is assigned and the date by which it is supposed to be complete.

This is the date the PeopleSoft production system uses to determine when a row of information becomes active. Automatically defaults to the system date (today's date). It may be overridden to reflect a prior or future date.

Equation variables are user-defined variables that you can use to classify students when no standard system values are available. For example you might need to calculate a fee for students involved in summer internship programs. You could define one or more variables to use to identify the students and calculate the appropriate fees.

Entities that are outside of SDCCD such as schools businesses or non-profits with which UC does business. In Admissions and Records this would be a high school college or university.

In student reporting dashboards a dynamically-applied restriction on data previously returned by the processing of a report. Also known as a local limit.

The process of analyzing where a new system 'fits' with an organization's business processes and where there are 'gaps' between the system's functionality and the organization's business needs. A 'fit' occurs when the organization's needs are met by the new system. A 'gap' occurs when variances exist between the organization's needs and what the new system delivers. Functionality variances deemed critical to SDCCD mission can typically be addressed by end user training interfaces between systems or system modifications.

A record of financial transactions over the life of an institution. The general ledger holds information needed to prepare financial statements. It contains accounts for assets liabilities revenue expenses etc.

The module that provides for recording of financial transactions. The basic building block of the General Ledger is the chart of accounts the data the system needs to capture on all transactions.

The process of sending transactions from Student Financials to the General Ledger. Item Types are mapped to specific General Ledger Accounts enabling transactions to move to the General Ledger when the G/L Interface process is run.

You use institution sets to define basic institution set parameters and to set up ePayment rules for institution sets. This setup is done in Campus Self Service.

Identifier (12 characters) that classifies an item on a students account. Item Types enable schools to uniquely categorize a students bill and/or financial aid. The determining factor for creating an item type or using an existing item type is the mapping to the General Ledger and how a breakdown occurs on a student bill. Item types are the basic work unit of Student Financials. In addition to defining transactions which can be posted to student and third party accounts (such as charges payments waivers financial aid etc.) item types also store the information required for transferring financial data to the general ledger.

A batch of accounting entries entered online or input from a feeder system (payables receivables asset management and so on) to the General Ledger. Consists of multiple journal lines and one Journal Header identified by the Journal ID. Information about the journal as a whole is stored in the Journal Header table.

A record storing one line of a double-sided balanced entry for a given journal. The sum of the monetary amounts for the journal lines in one journal totals zero (debits = credits).

Training on any given task that is offered as closely as possible to the actual time when a user will begin using the new system to accomplish that task.

A set of posted balances that represent a set of books for a business unit. PeopleSoft General Ledger supports detail multiple and summary ledgers.

The computer software structures that have evolved over the years at SDCCD such as ISIS and Colleague

Represents all of the meetings that could be used when planning a specific event with the attached event type. The meeting templates specify details about the meeting such as the meeting type.

Identification code used by countries to track resident information for payroll identification benefits and other purposes. For example for U.S. residents this would be their Social Security Number or Individual Tax Identification Number

Area of the PeopleSoft production system that is used to enter information for multiple contacts for a specific External Organization. This must be entered after the Organization Location.

Area of the PeopleSoft production system which is used to enter multiple department information for a specific External Organization. This must be entered after the Organization Location.

Area of the PeopleSoft production system that is used to enter information regarding addresses and phone numbers for a specific External Organization. This must be entered prior to Organization Contacts and Organization Departments.

Payment plans enable you to offer students the flexibility of paying their education expenses over a period of time rather than in one lump sum. Student Financials provides several choices for you to create and process student payment plans. The three types of payment plans are calculated existing and lump sum. These types differ from the deferral contract in that the deferral contract only adjusts the due and billing dates. The calculated and existing payment plans defined in this section actually credit the eligible charges.The calculated payment plan enables you to use item type groups to define eligible charges. Also the calculated payment plan can use the Offset Charges feature. Adjustments to student charges can affect this payment plan. This payment plan may be available through self-service The existing payment plan enables you to manually select individual charges that may be eligible for the payment plan. Adjustments to the student charges can affect this payment plan. The lump sum payment plan uses the Charge Priority List feature to determine which charges can be paid by the initial lump sum payment. The initial lump sum payment will be posted to the payment plan account type. Adjustments to the student charges will not have an effect on this payment plan. This payment plan may be available through self-service

Reference materials provided by PeopleSoft accessible through the Help link in the upper right corner of most pages.

Data in PeopleSoft that uniquely identifies a person. Includes information that identifies a person such as name birth date gender citizenship ethnicity address and telephone number. Each person has only one person record in PeopleSoft.

Population Selection allows the user to use different tools such as query equation engine or a flat file as a selection tool to identify IDs for a process. Examples of processes are: Service Indicators Student Groups Assignment to Payment Plans Posting of Transactions etc.

A web page that serves as an entry or portal that allows a user access to multiple databases with only one sign-on

The status of a record in the Suspense File that has been considered for entry in the database. The possible values are Complete Error and Perform. If a record examined during the Search/Match/Post process contained no errors (missing or invalid values) and was not a duplicate or possible duplicate of an existing record it would be added to the database and its Post Value would be Complete. If the Search/Match/Post process found errors or possible duplicates the Post Value would be Error.

The process by which accounting entries are created or updated. The entry does not become 'official' until it is posted. Vouchers and journal entries are examples of items that are posted.

A change to an applicant's program data indicating the applicant's status in the application process (e.g. Application or Admit). Used in conjunction with an Action Reason.

A combination of a student's academic program and academic plan. Just like a student needs to be in a program with a major in ISIS a student will need to have an available program/plan stack in Catalyst to be eligible to enroll in a term. (ISIS equivalent: Program Code - e.g. @TBUS2)

In student reporting dashboards restrictions on data to be returned which are applied to a report before processing.

Job function or title that identifies the specific PeopleSoft functions that an individual is able to access by class or type of user.

The name a user gives to a set of parameters defined to run a process. For example you might assign the Run Control ID 'cccapplyload' to the parameters you define to load student applications to the database

Examines all records in the database to identify possible duplicates but does not post unduplicated records.

Examines all records in the database to identify possible duplicates and posts unduplicated records if you have selected the Post option.

Service applications provide an easy-to-use interface to SDCCD administrative and academic database systems. Self-Service applications are designed for a wide range of users such as instructors counselors faculty staff students and alumni. In this context if an application is defined as Self-Service it is intuitive to use it provides access to data through a commonly-used interface such as a web browser and it does not require the user to install additional software.

Buttons that display on pages to indicate services that should be withheld or provided to an individual. (ISIS equivalent: Holds)Negative Service Indicators indicate holds that prevent the individual from receiving certain services such as no check cashing privileges or denied registration for classes. Positive Service Indicators designate special services that should be provided to the individual such as special services for students with disabilities

An action triggered by a Service Indicator. For example a Service Indicator that reflects non-payment of account balances by a student may result in a Service Impact that prohibits registration for classes. (ISIS equivalent: Hold Table)

A time period within a term designed to support the various enrollment periods within a term. Each session has distinct beginning and ending dates to drive selected key processing activities such as early registration drop/add and grading periods. (ISIS equivalent: 164 = Fall 2016)

An identification code that represents a set of control table information or table sets. Set IDs are a fundamental element of PeopleSoft configuration that enables flexibility and control of control data.

Refers to the ability of users to navigate freely within a system of multiple applications after only being authenticated once.

A code in the General Ledger module that can group together ChartField combinations and define what Chartfield values are valid in combination with each other.

PeopleSoft's Campus Solutions Student Financials module. Student Financials is a tool for higher education institutions to manage student receivables billing collections and cashiering. Using Student Financials both staff and students can quickly find and use the financial information they need to make critical decisions. Student Financials receives information from virtually all areas of PeopleSoft Campus Solutions. With this application you can: Calculate fees maintain bills establish payment dates process refunds cashiering collections print tax forms etc.

Track student membership in various groups for reporting fee calculation or degree progress assessment. Catalyst allows administrators to track groups within an academic institution so students of any program or career can be associated with the same group.

The area of study in which courses are offered by Academic Organizations. Sometimes it is the same as the Academic Organization (Department course entry view) and sometimes it is different. For instance the Department of Math (Organization) offers Math (Subject) courses but the Department of Romance Studies (Organization) offers French (Subject) courses. (ISIS equivalent: Discipline)

A temporary table to which test score records are loaded for review and if necessary cleanup before being posted to the database.

A period of time containing sessions for enrollment fees for billing and academic statistics for students and the institution. It is usually equivalent to a semester or quarter. Sessions are time periods within a term. (ISIS equivalent: 14FS to represent 2014 Fall Semester)

A portion of a standardized test of academic achievement for which the score achieved will be reported separately e.g. the Verbal component of the Graduate Record Examination.

used to link one or more students to an external organization that has agreed to pay for some or all of the students' fees.

A combination of one or more related checklists into a single unit for ease of monitoring their progress toward completion.

The information that links a specific communication to a person in the database using key data from the person's record.