Glossary: Student Records

Academic Integrity Violation (AIV)

A flag indicating a suspected academic misconduct case.

Academic Record

Official record of courses and grades.

Academic Scale

Grading Option.

Appraisal

Grade.

Appraisal Status

System label showing the grading state of a student record.

Audit Trail

Record of grade changes and actions taken in the system.

Authorized Grader

User allowed to enter grades but not publish them.

Bulk Grade Entry

Entering grades through spreadsheet import rather than manual entry.

Course Instance

A specific offering of a course in a given term.

D Object

Instruction Type.

E Object

Class or Section that does have a schedule.

EL Object

Class or Section that does not have a schedule.

Fail Conversion

Automatic conversion of unresolved grades to Fail after a set time.

Final Grade

The calculated or translated grade that appears on the student's official record.

Grading Option

The grading format selected by the student (e.g., Letter, P/NP, S/U).

Grading Time Limit

Window for entering and changing a grade.

Import/Export Appraisals

Tool for uploading or downloading grades via spreadsheet.

Input Grade

The grade initially entered by the instructor or grader.

Instructor of Record

Official instructor responsible for reviewing and publishing grades.

Latest Results

Student interface displaying recent course outcomes.

Missing Grades Report

Report showing sections or students without submitted grades.

Module/SM Object

Course.

Notes / Reason for Change

Required explanation when modifying posted grades.

Organizational Unit

The academic department or unit responsible for a course. Represented in the system by an O Object.

Section

A specific scheduled instance of a course (lecture, lab, etc.).

Student Overview

Student portal area showing academic progress.

Transcript Impact

The effect of posted grades on GPA and academic standing.

Academic History

Internal record of completed courses and outcomes visible in TSS.

Auto-Send

Automated transcript delivery to partner institutions.

Automatic Transcript Delivery

System-driven transcript distribution triggered by a request.

Bulk Transcript Processing

Generating multiple transcripts at once for institutional needs.

Certificate

Credential awarded for completing a defined program or course series.

Certificate Printing Tool

Tool used by Registrar staff to generate certificate or diploma print files.

Certificate Reporting Tool

TSS tool used to generate transcript or verification reports.

Cirrus

Vendor used by Main Campus for allowing students to authenticate using their Social Login credentials when ordering transcripts or verifications.

College Honors

Honors recognition granted by the college.

Course Repeat Indicator

Marker showing a course was repeated- this is supposed to be disappearing in TSS. Legacy transcripts will still display these values

Current Term Template

Diploma format used for graduates from the current term.

Custom Transcript Text

Institutional notes or explanations displayed on transcripts.

Departmental Honors

Academic recognition granted by a department.

Diploma Template

Predefined formatting used for printing diplomas.

Disciplinary Notation

Record of disciplinary action that appears on a transcript, when required.

eMarket

UCSD system used to request and process payments for replacement diplomas.

Enrollment Verification

Document confirming a student’s enrollment status.

GPA Visibility

Configuration determining whether GPA appears on transcripts.

Order File

File generated from TSS and sent to vendors for printing or fulfillment.

Paradigm

External vendor responsible for printing and mailing diplomas. Subject to change.

Parchment

External vendor used for requesting and delivering transcripts. Subject to change.

Previous Degrees

Degrees awarded before the current academic program. Typically, only used by Main Campus for graduate and professional students.

Print File

Data file used by a vendor to generate physical documents.

Prior Term Template

Template used for graduates from previous terms.

Repeat Code

Code identifying how repeated coursework is counted toward GPA see note above.

School-Specific Template

Template customized for a particular school or program.

Transcript Fulfillment

Process of generating and delivering a transcript after a request.

Transcript Request

Student-initiated process to obtain an official transcript.

Transfer Credit

Credit awarded for coursework completed at another institution.

Advancement to Candidacy

Formal milestone indicating a graduate student is eligible to complete degree requirements.

Alumni Status

Status applied to students after degree conferral.

Automated Audit

System-generated check of program completion requirements.

Candidacy

Status confirming that a graduate student has met preliminary requirements for degree completion.

Cumulative Units

Total units completed by the student.

Degree Audit

Automated or manual process verifying completion of academic requirements.

Degree Completion Status

Indicator of whether a student has finished their program requirements.

Degree Conferral

The official act of awarding a degree in the system.

Duplicate Certificate Prevention

System rule preventing multiple certificates from being issued for the same program.

Eligibility Audit

System check to determine if a student qualifies for graduation.

Graduation Assessment

System-generated evaluation of a student’s eligibility to graduate.

Graduation Record

The system record used to track a student’s graduation process.

Graduation Request

Student-initiated action to begin the graduation process.

Graduation Workflow Trigger

Event that starts automated processes such as audits or deregistration.

Manual Review

Staff verification of requirements not handled automatically.

Mass Conferral

Process used to award certificates or credentials to multiple students at once.

MyRequests

Student-facing portal where students submit graduation requests.

Post-Graduation Restriction

System rule preventing students from enrolling after graduation.

Program

Academic degree program in which a student is enrolled.

Program Deregistration

Removal of a student from their academic program after graduation.

Qualification (CQ)

The official degree or credential awarded to a student.

Repeat Logic

Rules determining how repeated courses impact GPA calculations.

Requirement Audit Run

System process that evaluates completion of program rules.

Requirement Validation

Process confirming that degree requirements are met.

Senior Residency Requirement

Minimum number of units that must be completed “in residence”at UCSD in final terms before graduation.  Not to be confused with CA Residency for tuition purposes, used for fee calculation.

Specializations

System category where majors, minors, and concentrations appear.

uAchieve

Degree audit system used to verify completion of program requirements.

Academic Lifecycle

The sequence of academic states a student moves through during their program (admission → progression → graduation).

Academic Notice (AN)

Early academic warning indicator. This is a new term used instead of Academic Probation.

Academic Standing

Institutional classification based on academic performance and progression outcomes.

Academic Work Update

System update reflecting new academic activity affecting calculations.

Calculation Points

System events that trigger progression recalculation.

Disqualified (DQ)

Status indicating removal from the academic program due to academic performance.

Good Standing (GS)

Status indicating the student meets institutional academic requirements.

Governance Model

Institutional rules controlling how progression outcomes are calculated and applied.

Graduate Probation Tiers (PRG / PRP / PRM)

Population-specific probation classifications for graduate programs.

Grade Posting Trigger

Progression recalculates when grades are posted or changed.

Honors Eligibility

Criteria determining qualification for honors distinctions.

Performance Index Framework

Standardized calculation structure used by TSS to determine results such as GPA and standing.

Population-Specific Governance

Different progression rules applied to different student populations (UG, Graduate, Professional, DES).

Program Type Progression (PTP)

The process of advancing a student through their Program of Study, calculating class level, academic standing, GPA, some honors, and part-time/full–time status. PTP benchmarks and values are stored in performance indices.

Progression

The movement of a student through academic status milestones based on calculated results. For instance, an undergraduate student goes from being a Freshman to a Sophomore after they complete 45 or more units.

Recalculation

Automatic update of progression outcomes when triggers occur.

Retroactive Add/Drop

Enrollment adjustments made after the original transaction period that trigger recalculation.

Scheduled Job Execution

System process that periodically recalculates progression outcomes.

Scheduled Progression Job

Automated background process that runs progression calculations at defined intervals.

Subject to Disqualification (SD1/SD2)

Escalating warning levels indicating risk of dismissal.

Trigger

Object that initiates a change in a student record when a condition is met.

Unit Change Trigger

Progression recalculates when course unit values change. A type of Trigger.