Office of the Registrar (RO) Ad Hoc Data Request Legend
Context: When requesting data from the Office of the Registrar, you will receive a report with headings. These headings may be challenging to understand. To help you better understand the data you are looking at, please use this legend.
If you are unsure about a header in a report you receive that is not reflected in this legend, please reach out to the individual from which you received the data.
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The Office of the Registrar
Field name | Description |
ID / EMPLID | Student number |
Acad Career | Academic career
|
Acad Prog | The student’s academic program, for example:
For a comprehensive list of academic programs, please see Academic Programs and Plans - As of January 12, 2024 |
Acad Plan | The student’s academic plan, for example:
For a comprehensive list of academic plans, please see Academic Programs and Plans - As of January 12, 2024 |
Certificate Code | Chang School of Continuing Education certificate program code, for example:
For a comprehensive list of certificate codes, please see Academic Programs and Plans - As of January 12, 2024 |
Cert Enrl Dt | The date the student registered for the Chang School certificate |
Admit Term | The term the student was admitted into the program/certificate. Term codes follow the same format:
Examples:
|
Enrol Term / Term | A term is an administrative time period within an academic career. There can be multiple terms within an academic career. Enrol term / term in a report refers to the term for which the data is being pulled. Term codes follow the same format:
For example, if you requested data to be pulled for the Fall 2023 term, the Enrl Term would be 1239. |
Req Term | The "Requirement Term" (req term) is a key concept that helps tailor academic requirements to a student's specific academic timeline. It's determined based on the student's enrollment in a particular academic program, plan, or career, and is tied to a specific semester or academic period. Req term is crucial for ensuring that students are assessed against the right academic criteria at the appropriate stage of their educational journey. In essence, it's a tool for aligning academic goals and standards with a student's unique academic pathway, ensuring that the requirements they need to fulfill are relevant to the specific point they are at in their program. It helps in keeping the academic evaluation process both accurate and timely. For example, consider a student majoring in Computer Science. The academic requirements for this major can vary over time. For instance, the curriculum revised in Fall 2023 may require a new programming course. The "requirement term" defines which set of requirements applies to the student. If the student started their Computer Science major in Spring 2023, they would be evaluated against the requirements effective before the Fall 2023 changes. Thus, the requirement term ensures students are held to the academic standards in place when they began a specific program or academic period, not those that may have been introduced or revised after they started. Requirement Term codes follow the following format:
Examples:
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Subject | The course subject area.
Examples:
Subject codes always have a catalog number that follows (see Catalog Nbr for more details) |
Catalog Nbr | The course number for a specific course
Examples:
Catalog numbers have a subject attached (see Subject for more details) |
Section | The class “section" refers to a specific instance of a course offering within a particular term. Each course can have multiple sections, each distinguished by different attributes like meeting times, locations, instructors, or even the mode of delivery (like in-person, online, or hybrid). For example:
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Enrl Status | Enrollment Status indicates a student's current status in a class. It's used to track whether a student is enrolled, waitlisted, dropped, or has withdrawn from a class. This status is key for managing class capacities, understanding a student's course load, and determining eligibility for financial aid or other academic activities. Each status reflects a different stage of a student's interaction with a course during a term. For example,
|
Enrl Add Dt or Add Dt | The date the student was added into a specific course |
Enrl Drop Dt or Drop Dt | The date the student was dropped from a specific course |
Session | Sessions subdivide a term into multiple time periods in which to offer classes. Every term must have at least one session. Students enroll into a term/session/class section. There are multiple naming conventions but the most common are:
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Prog Status | Program statuses reflect a student's status in their academic program. Each status reflects a specific stage in a student's academic journey and is crucial for managing their records and academic progress. The most common program statuses are:
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Bill Units | The billing units associated with the course(s) the student is enrolled in |
Prim Prog | A "Primary Program" generally refers to the main academic program in which a student is enrolled, especially in scenarios where a student might be enrolled in multiple programs simultaneously. It represents the student's primary field of study and is critical for administrative purposes such as tracking academic progress, managing financial aid, and maintaining accurate student records. For examples, please see Acad Prog. |
Level | Indicates the “Year” in the program. Only utilized by FT UGRD programs, and it is calculated based on “Terms In Residence”. 10 = Year 1, 20 = Year 2, 30=Year 3, 40=Year 4, etc. Each Year is made up of 3 Terms In Residence. |
Course ID | A unique number assigned to a course. The course ID will remain constant for that course. This is a 6-digit number that my contain leading zeroes. |
Class Nbr | A unique number assigned to a given section in a given term. Class Numbers will change with each term. |
Descr | The name of the course Examples: PSY 102 - Introduction to Psychology I BPM 202 - Digital Music Production II |
Cap Enrl | Capacity Enrollment represents the maximum number of students that a particular course or class section can accommodate. This helps in managing class sizes and ensuring that enrollment does not exceed the set limits. |
Tot Enrl | Total Enrollment represents the total number of students who have enrolled in a specific course or class section. It includes all students who have officially registered for the course, regardless of their enrollment status (e.g., enrolled, waitlisted, or auditors). |
Grade Basis (not Base) | Grade Basis refers to the grading scheme or system used for a course, such as letter grades, pass/fail, or other grading methods. For example,
|
Units taken | Load (units taken towards academic load) Displays the total number of units taken for progress. |
Progress | “Progress” or "Progress Units" refers to the number of units that contribute to a student's GPA. These units are listed in the class roster and indicate the weight of a course in the context of a student's academic progress. This metric is crucial for both students and faculty to understand the significance of each course in terms of GPA calculation and academic standing. |
Component | The type of course delivery
|
Prim Name or Primary Name | The student’s primary (legal) name |
Pref Name or Preferred Name | The student’s preferred name. Except in very limited circumstances, the default is to use the student’s preferred name when communicating with the student (see section 5.2.1 of the Student Name Policy for more details) |
Srv Ind Cd | A service indicator is placed on a student’s file due to a hold. Based on the type of service indicator, the student is restricted from accessing certain services. For example,
|
Authorized | The total amount of an award/scholarship/ bursary a student is entitled to receive, but may not have yet received the full amount if the award/scholarship/ bursary is disbursed in multiple installments |
Accepted | The total amount of an award/scholarship/ bursary a student has received to date, but may receive more if the award/scholarship/ bursary is disbursed in multiple installments |
Program Action | Used to indicate the status of an application - most commonly used examples: ADMT Admit ADRV Admission Revocation APPL Application COND Conditional Admit DDEF Defer Decision DEFR Defer Enrollment DEIN Intention to Matriculate DENY Deny MATR Matriculation RECN Reconsideration WADM Administrative Withdrawal WAIT Waitlist WAOF Waitlist Offer WAPP Applicant Withdrawal |
Admit Type | Used to distinguish the applicant’s admit type - e.g. CLB Collaborative Program D01 101 Applicants - Domestic D05 105 Applicants - Domestic DRY Ryerson Appl - Domestic F01 101 Applicants-International F05 105 Applicants-International FRY Ryerson Appl - International |
Application Method | Used to describe the type of application used when application was submitted/created - e.g. OUA Ontario University Application INT International Application HRD Hard Copy Application RIC TMUIC Application |
Application Date | Date the application was submitted to TMU |
Created Date | Date the application was created in CampusSolution |
Checklist | A code that represents a list of checklist items (action items) that can be assigned to an applicant. Checklists enable you to view all action assignments on one page. Some examples of codes are: ADPROG AGEN01 AEACON |
Checklist Item | A code that represents the action item (checklist item) for an application. Checklist items are linked to a checklist to produce the list of items assigned to an applicant. Some for example, an ADPROG checklist could have a ASUPPL and ATRUST/ATROST checklist item attached to it. This means that the applications with ADPRG would be assigned the supplementary form and associated Unofficial and Official Secondary transcript action items for uploading. |
Driver Doc | A document within Content document management system that is used for workflow |
EP | Refers to English Proficiency status. All applications are assessed against english proficiency requirements. EP requirements are set at the program level. |
Last Updated January 2024