Glossary
Glossary of Terms used in the Campus Ivy CORE system
A
Academic Level – Student's level in their program of study
Academic Year (AY) – The period of enrollment in weeks and units that signify a complete year for a program.
Accreditation – Certification by a national or regional accreditor of academic institutions recognized by the United States Department of Education.
Assessment(s) – Section in CORE where the student's ATB information is stored.
Award Date – The term or academic period date for which the student's award is applicable
Award Year – The 12-month period starting on July 1st of the first year and ending on June 30th of the second year defined by the US Department of Education.
B
Batch – A completed group or collection of data treated as a unit for processing.
Batch ID – A unique string of characters generated by CORE to identify each batch in the system.
BBAY – Borrower based academic year.
C
C Code – Comment code on a student's ISIR or SAR. Most often will refer to comment codes that require action from the school to resolve or verify. May trigger documentation that needs to be collected to resolve.
COA – Cost of Attendance. Total amount it costs a student to attend your institution with all costs considered (indirect and living expenses).
COD – Acronym for Common Origination and Disbursement system of the US Department of Education.
Controlled Unclassified Information/Specified Tax (CUI/SP-Tax) - In accordance with the Internal Revenue Code (IRC), FTI fields on the ISIR and the FTI must be labeled as “CUI //SP-TAX by our partners. They follow wherever FTI is accessed, stored, or redisclosed with express written consent.
CORE - Campus Ivy’s Financial Aid Management System, a platform for processing Title IV funding for students.
CI – Acronym for Campus Ivy
CPS – Acronym for Central Processing System of the US Department of Education
Credits or Hours Earned – Number of financial aid credits or hours successfully completed by the student for their current program of study
Credits or Hours Scheduled – Number of financial aid credits or hours currently scheduled for the student
Credits or Hours Attempted – Total number of financial aid credits or hours previously taken by the student for their current program of study
Credits or Hours Transferred – Number of financial aid credits or hours transferred into the student's current program of study
D
Data Retrieval Tool (DRT) - used during the application process for students and other applicants to transfer data from their tax return to the FAFSA application.
Default Student Documents – Documents a school wants to collect from every Title IV aid recipient regardless of any extra verification or comment code related concerns.
Direct Data Exchange (DDE) – see Future Act Direct Data Exchange
Disbursement Batch – A group of disbursement data treated as a unit for processing
Disbursement Date – The date a disbursement is reported as released on COD.
Disbursement Number – The sequential number for a disbursement within its award.
DOB – Acronym for Date of birth.
DOD – Acronym for Department of Defense
DOE - Acronym for Department of Education.
DPA – Destination Point Administrator, an individual who has been appointed as the responsible party assigned to manage a Destination Point (TG number/mailbox).
Document Type – Name of document that is required and/or submitted for a student’s file.
Direct Costs – Costs associated with the student attending your institution related directly to their program and paid directly to the school (i.e. Tuition, Books, Kit, Fees, etc.).
E
EdConnect – Department of ED software system used to send files between schools and the Department.
EFC – Estimated Family Contribution. Will be replaced by Student Aid Index (SAI) in the 2024-2025 award year.
Eligibility & Certification Approval Report (ECAR) – Official certification document from the US Department of Education outlining an institution's approved Federal Student Aid fund types, programs, and campus locations
Enrollment Agreement (EA) – Agreement signed between student and school for their enrollment in a specific program of study.
Enrollment Status – Student's status in the program (i.e. Active, Graduate, Withdrawn, Drop etc.)
Enrollment Intensity - Change for 24-25 packaging –replaces enrollment status (Full, three-quarter, half and less than half time)
Entrance Counseling (EC) – Loan counseling required by the Department of ED prior to disbursing Direct Loan Funds.
Error – Status given to records that fail validation during the Campus Ivy CORE system upload process
Exit Counseling – Loan counseling required by Department of ED when a Direct Loan borrower leaves school. Exit notifications can be sent to students via CORE if the service is opted into by your institution.
Export File – Any file made available to the institution or SIS through the Campus Ivy CORE system.
F
FA- Acronym meaning Financial Aid
FAFSA- Free Application for Federal Student Aid
FAFSA FTI Consent (FTI Consent) - Formal approval from the applicant and contributors for a given FAFSA award cycle to retrieve and use FTI.
FAFSA Contributor (contributor)- Any individual required to provide signature and consent on the FAFSA form. Student, parent, another parent, student spouse.
FSA ID – Federal Student Aid ID Number - Username for students and contributors required for access to any Federal Student Aid website.
FAFSA Partner Portal (FPP)- A student-centered system replacing CPS Online. Allows Financial Aid Administrator's (FAA) to enter corrections, view processed records, compare multiple transactions and provide identity verification results.
FAFSA Privacy Act Consent- Formal consent provided by applicant and contributors for a given FAFSA award cycle that meets the requirements of collecting and using an individual’s personally identifiable information (PII).
FAFSA Submission Summary (FSS) - Output document providing information to the applicant using data provided when they completed the FAFSA application. Replacing the term Student Aid Report (SAR) starting 2024-2025.
FAA- Acronym meaning Financial Aid Administrator
FAO – Acronym meaning Financial Aid Officer.
Federal Tax Information (FTI)- The data and information related to federal taxes. It includes a return or return information received directly from IRS or obtained through an authorized secondary source such as the U.S. Department of Education.
Federal Tax Information Module (FTIM)- System that receives, store, uses, and controls individual FTI received from the IRS for federal financial aid eligibility determination.
FTI SAIG mailbox (SAIG) - The new student aid Internet Gateway (SAIG) mailbox specifically designed to securely exchange batch data with federal Student Aid application systems.
FUTURE Act Direct Data Exchange (FA-DDX) - System replacing the IRS Data Retrieval tool (DRT) to transfer an individual’s FTI to the Department. FA-DDX allows the Department to request, and the IRS to transfer, FTI to the FTIM system for use in determining a student’s federal financial aid eligibility.
FPS C Flag - Federal Processing system comment code on the ISIR. Replacing SAR C Flag.
File Name – Name of data file being uploaded by the institution
File Pick Up – The process by which the institution retrieves files from the Campus Ivy CORE system. Files will be deposited in the File Pick Up Red Bucket where they can be accessed by the school.
File Type – This is based on the kind of data stored in the file and is typically signified by a unique filename extension such as ".txt", ".xsls", etc.
File Upload – The process by which the institution imports files into the Campus Ivy CORE system, such as the school’s bank statements that are required to be submitted monthly for reconciliation purposes.
Financial Award ID – Unique ID used to identify a student's loan in CORE and COD.
Financial Dashboard – Easy to read summary of total dollar amounts represented in different stages of the disbursement process.
FSA – Acronym for Federal Student Aid
FSEOG – Acronym for Federal Supplemental Educational Opportunity Grants
Fund Type – Identification of the different kinds of federal student aid funds processed through Campus Ivy’s CORE system such as subsidized loans, unsubsidized loans, Pell Grant, etc.
Funding Estimate (FE) – Document used to notify students of their proposed aid package. Formerly known as an award letter.
G
G5 – G5 Grants Management System is the Department of ED software used to manage cash transactions between the department and the school's federal accounts.
G6 – G6 Grants Management System is the Department of ED software used to manage cash transactions between the department and the school's federal accounts. Updated to G6 as of 2024
Grad Date – Date the student graduated from their program of study.
Grade Level – Academic level being packaged in the student's award
Grant – Aid received from the Department of ED that does not have to be repaid.
Gross Award Amount – Award amount including any fees.
H
Homepage – The main landing page for the institution when they login to the Campus Ivy CORE system, this is where the Workflow dashboard will be displayed.
I
Institution Info Page – Found under the Primary Configuration menu within the Links drop down. Contains many high level configuration settings and customization features that are used when creating or updating a school's environment.
Incomplete – Status used to signify when a school has an open batch that has not been submitted to Campus Ivy.
ISIR – Institutional Student Information Record, an electronic document generated by the Department of Education when a student completes the FAFSA.
Import - Data coming into the CORE system from outside.
Import Error Management- Identifying and resolving errors in the file import process. Most often related to student data not importing as needed.
J
K
L
LDA – Acronym for ‘Last date of attendance’.
Living Expenses – [previously known as indirect costs] Costs associated with a student attending school, but not monies paid to the school (e.g. Food and Housing, Transportation, Personal Expenses, etc.).
Loan – Aid funds that a student has to repay.
Loan Fee Amount – Amount of funds kept by the Department of ED for each loan disbursement.
Location – Used to refer to a campus location.
M
Manual Provided Taxpayer Information – Information from a tax return that is provided and entered by the taxpayer, applicant, or contributor on the FAFSA, either because the tax information was not received from IRS, or because the contributor filed a foreign tax return.
MPN – Master Promissory Note, a legal document a student must sign to acknowledge agreement to repay borrowed federal student loans.
N
Needed – Status used to signify that a document is required from a student.
Negative Student Aid Index (Negative SAI) - SAI can be negative down to -1500.
Net Award Amount – Federal student aid funds minus any fees for each disbursement.
Non-Tax Filer – Document used to capture income information for students or parents who do not file a tax return.
Non-Title IV Fund Type – A fund type other than a Title IV fund that is awarded to a student. Some examples would be institutional scholarships, or any state grants the school awards.
Notification – A notice sent to the student through CORE via email, text and/or the student portal.
NSLDS - Acronym for National Student Loan Data System.
O
OPEID – Office of Post-secondary Education Identification Number issued by the US Department of Education.
Other Financial Assistance (OFA) - Student’s need and non-need-based aid received to assist with paying tuition and fees.
P
Program Participation Agreement (PPA) – a contract between an educational institution and the Department of Education that allows the institution to participate in federal student financial aid programs.
Package – Combination of the student's program and start date that signifies an enrollment.
Packaging Batch - A group of Packaging data treated as a unit for processing.
Packaging Models – Different forms of packaging that CORE can generate based on an institution’s preference (e.g. packaging students one full academic year at a time, packaging for a full AY but broken down by term, packaging for the full program, etc.).
PII – Acronym meaning Personally-identifiable information (e.g. name, date of birth, or Social Security Number).
Processed – Status used to signify that the process has been successfully completed by Campus Ivy
Professional Judgment (PJ) – Documentation of a student's special or unusual circumstance warranting an override by the Aid Administrator (Special/Unusual Circumstances).
Projected – Status used to signify that a disbursement is waiting to be disbursed.
Program Code – Unique code created by the institution to identify each of their programs.
Program definition – The program matrix used to attain accreditation approval, this will outline the courses, credits/hours and weeks in a program.
Proof of Graduation (POG) – The document used to show high school completion requirements were met (e.g. high school diploma, general equivalency diploma, ability to benefit, etc.).
Packaging formula or Packaging Calculation - 1) Need-based formula includes the following COA minus SAI minus OFA= need. 2) Non-need- based formula includes the following COA minus OFA = Non-need eligibility.
Pell Grant Eligibility – Maximum, Minimum and Calculated Scheduled (In Between).
Primary or Custodial Parent - The parent who provides the greater portion of the student’s financial support and is required to provide their information on the FAFSA form.
Provisionally Independent Student - A student who indicates on the FAFS form they have unusual circumstances or indicates for the first time they are unaccompanied and homeless, or at risk of being homeless.
Processing Team - The team that will review documents, ISIR’s, comment codes and funding estimates. Once review will origination aid.
Q
Queue – A list of actionable items
Queued – Status used to signify that a change file has been created to be sent to CPS or COD. File will be updated to Transmitted or Failed when a response file is received from Ed.
R
Real-time – Denotes the immediacy at which certain data is updated in the system.
Received – Status used to signify that a student document has been submitted.
Reference – Section in CORE where PLUS borrower information is recorded.
Rejected – Status used to signify that a student document has not been approved after being reviewed.
Retrieved – Status used to signify that a file was exported from the Campus Ivy CORE system by the institution.
R2T4 - Return to Title IV Calculation required for certain withdrawn students.
Rebuild - Process during Implementation where your transaction history with COD will be reconstructed within Core using files obtained directly from COD.
Reconciliation- refers to the process of comparing and adjusting financial records to ensure accuracy and alignment between different sets of financial data, such as transactions, accounts, or statements. Campus Ivy’s Fiscal Team will perform a reconciliation each month ensuring your school’s COD/G5 records are in alignment with CORE’s record of transactions.
Refund – return of Title IV funds (e.g. because the student is no longer eligible for the funding received or by request of the student borrower themselves).
S
SAIG – Student Aid Internet Gateway, system used to securely exchange student financial aid information between schools, lenders, servicers, and the Department of Education.
SAP – Acronym for Satisfactory Academic Progress.
SAP Status – Status used to signify the result of the current SAP calculation for a student, such as Met, Unmet, or New.
SAR – Acronym for Student Aid Reports.
SAY- Academic year is defined by the school academic year.
SNAP – Supplemental Nutrition Assistance Program, commonly known as the food stamp program.
Special Rule for Pell Grant- Iraq and Afghanistan Service Grant (ISAG) and Children of Fallen Heroes (CFH) in one funding source. Eligible for Max Pell no matter what the SAI is.
SSI – Acronym for Social Security Benefit.
SSN – Acronym for Social Security Number.
Start Date – Date student start program of study.
Student Information System (SIS) – The institution's system of record for all student data.
Student Portal - Portal students use to access Core to submit documents, sign funding estimates, and review aid on file. Students are automatically registered for the Student Portal when they are added to CORE.
Submitted – Status used to signify that a file or batch was submitted by the institution to Campus Ivy.
Subsidized Usage – Percentage of subsidized loans used by a student as calculated and reported by the Department of ED.
Support Ticket – An entry within our Support Site that allows a school to enter questions. This entry then creates a ticket that can be tracked by both Campus Ivy and the school. A support ticket can be submitted from the homepage in the top right corner of the screen from the “CI – Support” link.
T
Tax Transcript – Transcript of a student or parent's tax return filing.
Template – A file with a predesigned, customized format used in the file upload process.
Temporary Scheduled Award (TSA) - The amount of Pell a student may be eligible for prior to performing the enrollment intensity calculation.
Title IV Funds - federal student loans, grants, and work-study programs that help pay for college received from the Federal Government.
Transfer Units – Units a student transfers in from another school.
Transmitted – Has been sent to COD or CPS.
Tuition Scenario – Used to record different tuition rates by student groups. Can be used to capture scenarios like returning students who will be charged differently than new students, or employee discounts employees of the institution may receive.
U
UEI (Unique Entity Identifier) Number – an identification system used to uniquely recognize and identify entities doing business with the U.S. federal government.
Units – Signifies credits or clock hours in CORE.
User Access List – A form used for gathering data on each user from an institution. All users that will need to use CORE will need a profile created and should be listed.
User Profile – The profile created in CORE for any user who will need access to the system.
User Role – Job title and associated set of necessary permissions within CORE that a user profile is assigned to when created.
Upload - The process of adding information (document, template, excel worksheet, etc.) into a system.
V
V Group – Verification group designated for the student from their ISIR, V1, V2, V3, V4, V5, and V6. The only selection groups currently in use by the Dept of Education are V1, V4, and V5.
Verification – Process by which a school must verify certain information on a student's ISIR based on a selection by the Department of ED. Students will receive notifications in CORE of any documentation that is needed to complete their verification.
Verification code – A set of codes used in the Campus Ivy CORE system to signify the verification status of a student's ISIR, such as selected, not selected, verified, etc.
Verification Worksheet – Document used to collect key information to clear verification.
W
W-2 – Income statement from a student or parent's employer.
Warning – Status given to records during the file upload process to signify that there may be a conflict, but it will not stop the file from processing.
Withdrawal Date – Date the school withdrew the student from their program of study.
Workflow Dashboard – Easy to read summary of the file/batch statuses for all processing functions in the Campus Ivy CORE system.
X
Y
Z
Zero EFC – Signifies a student with maximum eligibility
Zero Income – Signifies students with no income.