Kansas State University Glossary continued

Advice, program Advice from an adviser related to any aspect of a student’s academic life

Advisee Student being advised by the adviser

Adviser, additional One or more advisers who also must advise the student related to such things as double majors

Adviser, student Adviser assigned to advise the student [AKA, simply ‘adviser’]

Analyst, transfer A professional specialist from the institution who handles the complex analysis of transfer transcripts to determine which of the other institution’s credits are to be accepted by this institution

Appointment, adviser Appointment that the student has with the adviser

Appointment, student Appointment that the adviser has with the student

Appointment, Walk-in An appointment scheduled spontaneously during any period of time previously reserved by the adviser as an “open time” during which he or she will be available for advising [AKA, drop-in appointment] [note: may need ‘virtual appointment’ for Internet advising] 

Audit, degree An automated process by which the requirements for receiving a degree are matched against the requirements that have been satisfied by the student

Concentration, areas of Within a field of study, that area to be studied in more detail

Credits, transfer Credits from other institutions that are to be accepted by the local institution (either for program credit or as extra credits)

Course selections That set of courses that have been selected by the student to be taken as some future time

Folder, advising A folder (electronic or paper) within which advising notes are stored about an individual student for some period of time

Goals, educational Goals, specified in a free-form manner, that have been expressed by the student relative to his educational aspirations

History, academic A history of a student’s academic achievements, attempts (for example, withdrawals / drops), and failures (for example, dismissals) over some time period – stored within the institution’s records

Interest, areas of Areas in which the student expresses an interest for study

Log, advising A trace of all of the correspondence that has occurred between student and adviser, including only an identifier of the correspondence and not the actual detail (for example, a trace showing three advising sessions scheduled, two advising notes recordings made, 4 e-mails from the student, and 2 e-mails to the student over a period of two semesters) [AKA, correspondence log]

Major, declaration of A written form recording a student’s declaration of intent to pursue a particular major field of study

Minor, declaration of A written form recording a student’s declaration of intent to pursue a particular minor field of study

Major, dual That situation whereby a student is concurrently pursuing multiple credentials from the same institution

Monitoring, advisee An effort, usually initiated by an adviser, to monitor some aspect of a student’s performance and progress (for example, monitoring academic probation periods for successful exit or monitoring an at-risk student for mid-term grades) Notes, advising Notes taken by the adviser about the student and treated as the confidential property of the adviser (these notes may be shared in a controlled manner with other advisers or other institutions or, in some cases, with the student)

Options, academic Choices offered by the institution to the student related to a program of study

Policies, institution Policies, usually expressed in written from, that are issued by the local institution and reflected in clerical and automated procedures

Practices, institution Practices, usually expressed in written from, that are issued by the local institution and reflected in clerical and automated procedures

Profile, academic A student profile into which is stored personal information such as cross-institution records, transcript information, special project information, preferences for fields of study, and special accomplishments

Profile, adviser A set of information kept about an adviser including such information as name, office number, office hours, picture, list of teacher assistants, credentials, specialties, etc.

Profile, student A set of information kept about a student including such information as name, address, phone numbers (home, office, cell), e-mail address, extracurricular activities, parents’ address, etc.

Program, academic A credential-granting regiment prescribed by the institution as a prerequisite for graduation from the institution 

Program of study A list of courses prescribed to earn a credential

Progress, academic An exercise whereby a transcript of completed course work is compared to the completion requirements for a program of study

Recommendation, letter of An undefined-format letter sent by an adviser to another institution, to an external organization, or to any other destination recommending the student for some purpose (for example, for employment, for graduate school admission, or for financial aid)

Records, academic An aggregate of academic records kept by the institution relating to courses taken, grades received, transfer credits accepted, majors declared, etc.)

Records, student General records kept by the institution regarding all details about a student (for example, address, phone number, previous institutions, billing information, financial aid information, …)

Representative, student services A human helper to the adviser who handles much of the clerical work such as scheduling appointments, answering routine questions from students, storing/retrieving records, and such

Requirements, graduation Requirements clearly specified by the institution that must be satisfied by the student in order to graduate [see also – degree audit]

Schedule, class A list of classes (one class per course) into which the student is registered for some academic time period or for some unspecified time period

Schedule, course A list of courses (each instantiated by one or more classes) that are available during a particular academic period (for example, during a semester or quarter) from an institution [AKA, schedule of courses]

Schedule, line see Class Schedule

Selection, course see Class Schedule and Course Selections

Transcript A recording kept by the institution of all of the courses and grades for which the student has been given credit within the local institution (it may be cross–referenced to transcripts from other institutions)

Walk-in A student who simply walks into the adviser’s office without a specific appointment [AKA, drop-in]