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The Graduate College

Glossary


Common Terms

    A
  • Academic Standards
    The level of progress within a program to maintain good standing. Students whose academic progress is deemed unsatisfactory at any time may be dismissed from the Graduate College by the Dean upon consultation with the student's department or program. In addition, students may be dismissed if (a) they receive two grades or more below a B (3.00), or (b) they receive a U (Unsatisfactory) in Thesis or Dissertation Research or Seminar.
  • Acceptance
    You are offered admission to earn a degree at UVM.
  • Actual Salary (for period of assignment)
    The amount of money received for a stipend within a specific time period.
  • Admissions Acceptance Form
    The form that must be returned to the Graduate College in order for an accepted applicant to be activated as a student and eligible to register for courses.
  • Advisor
    The faculty with whom students conduct their research and who approves program/department progress.
  • Assistantship
    A salaried position held by a graduate student with responsibilities in research or teaching.
  • Authorized Payer
    Authorized Payers can view online statements and account balance, pay bills online, and will receive statement notifications and due date reminders. Authorized Payers cannot access a student's grades, transcripts, schedule, or registration.
    B
  • Banner
    The system used by the University to track student registration and financial data.
  • Base Salary/Wage
    The 12-month stipend amount, no matter the duration of appointment.
  • Blackboard
    Blackboard is an online course management system that supports the sharing of learning resources, student collaboration, learning assessment, and multiple means of communication between course members. Every course in the Banner system has an associated Blackboard course space that is automatically populated with registered students.
  • Budget Payment
    A description on a student bill that denotes a direct payment from a UVM source to a student's account. (AMI2)
    C
  • Catcard
    The CATcard ID is the official identification card for students, faculty and staff at the University of Vermont. It functions as a dining card, library card, debit card, bus pass, building/door access, etc.
  • Chartstring
    A set of numbers (chartfields) which 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., that occur across UVM organizations or funds.
  • Combo Code
    A 9-digit code which represents a chartstring, used for wages and salaries through Human Resources.
  • Comprehensive Fee
    A mandatory charge to all UVM students, which supports facilities and services available to students including the Library, Athletic Center, Student Health Center, Dudley H. Davis Student Center and transportation/shuttle bus services. The amount of this charge varies based on number of credits enrolled per semester.
  • Continuous Registration (GRAD 901, 902, 903)
    Students who are actively working toward their degree completion and have completed enrollment in all credits required for the degree, but have not completed all graduation requirements, must enroll each semester for Continuous Registration and pay a flat $100 - $300 tuition fee for Continuous Registration each semester until all degree requirements are completed, including removing incomplete grades, passing the comprehensive examination, or completing a thesis or dissertation.

    Students who are working at the full-time level of nine or more credit equivalency register for GRAD 903 in their discipline, pay a Continuous Registration fee of $300, and must pay the Health Center fee required of full-time students ($295). Students working at less than full time, but at least half time (five to eight credit equivalency) register for GRAD 902 in their discipline, pay a Continuous Registration fee of $200, and must pay the Health Center fee ($295) if they elect to purchase the UVM health insurance. Students working at less than half time (one quarter to four credit equivalency) register for GRAD 901 in their discipline and pay a Continuous Registration fee of $100.

    The following chart describes the characteristics of each level of registration:

    Effort Expectation Credit Equivalency Attributes of Enrollment Designation
    GRAD_901 Less than Half Time - 1-16 hours effort per week 1/4 to 41 Catcard, library, fitness center and bus privileges
    GRAD_9022 At least Half Time, but less than Full Time - 20-32 hours effort per week 5 – 8 Catcard, library, fitness center and bus privileges; loan deferral, eligible to enroll in UVM Student Health insurance, federal financial aid eligibility, eligible for GTA/GRA funding
    GRAD_903 Full Time - at least 36 hours effort per week 9 or more Catcard, library, fitness center and bus privileges; loan deferral, health insurance required3, federal financial aid eligibility, eligible for GTA/GRA funding, ski pass eligibility
    • 1 Typically, students would register for 1-4 credits for an effort of 4 -16 hours/week. However, for minimal required effort, such as sitting for a comprehensive exam a couple of days into the semester with no other requirements, students may register for ¼ credits.
    • 2 Students funded as a GTA, GRA or GA must be enrolled at least half time, so must register for GRAD 902 or GRAD 903.
    • 3Students enrolled in GRAD 903 must provide proof of health insurance coverage or purchase UVM Student Health Insurance and must pay the UVM Student Health fee.
  • D
  • Defense Chairperson
    A Graduate Faculty member who is responsible for assuring that the procedures and standards of UVM's Graduate College and its faculty are met, as a student completes and defends their thesis/dissertation. The Chair must be outside both the student's degree granting entity and advisor's home department/program.
  • Defense Committee
    The Thesis Defense Examination Committee consists of a minimum of three individuals, at least two from the Graduate Faculty (including advisor). The Chairperson must be from outside a student's department and a member of the Graduate Faculty. The Dissertation Defense Examination Committee usually consists of a minimum of four regular Graduate College Faculty. A non-UVM member or non-Graduate Faculty member may serve as an additional member on the committee if approved by the Graduate Dean. At least two Graduate Faculty members must be from inside the student's department not including their advisor. At least one member must be Graduate Faculty and from outside the student's department. This member will be approved as Chairperson by the Graduate Dean. Individual departments may require more than four committee members. Check with your department.
  • Department
    The academic unit or administrative division within the University.
  • Differential
    The difference in tuition from the out-of-state cost to the in-state cost.
  • Direct Deposit - Financial Aid
    An electronic transfer of a refund into a student's bank account. Direct Deposit is the preferred method for receiving financial aid refunds. Instructions for this process can be found on the Student Financial Services website.
  • Direct Deposit- Paycheck
    An electronic transfer of payment directly into a bank account. Direct Deposit is the preferred method to receive a UVM paycheck. Set this up through PeopleSoft, Self Service module, Payroll and Compensation tab.
  • Dissertation
    A document written by a doctoral candidate presenting the author's research and findings.
    E
  • Effort Certification
    All University employees whose compensation is charged to any sponsored agreement as direct charges shall certify their effort.
  • Employee ID - PeopleSoft
    The 7-digit number assigned to each person upon hire. It is used in place of the social security number to identify each employee and is used to search for information and records for the individual.
    F
  • FAFSA
    Free Application for Federal Student Aid. See: www.fafsa.ed.gov/
  • Fellow
    A funded position which includes stipend and educational expenses provided by an agency, and which carries special tax implications.
  • Financial Aid
    Financial assistance for students managed by Student Financial Services. Federal loans are the primary source of financial assistance. View your award through MyUVM.
  • FTE
    Full Time Equivalency or someone's percent of effort based on 100% being 40 hours per week. (Note: Graduate Students may not exceed .50 FTE without approval from the Dean of the Graduate College.)
  • Funded Student
    A student holding a salaried assistantship that may offer additional Graduate College support.
    G
  • GRAD 901, 902, 903 (Continuous Registration)
    Students who are actively working toward their degree completion and have completed enrollment in all credits required for the degree, but have not completed all graduation requirements, must enroll each semester for Continuous Registration and pay a flat $100 - $300 tuition fee for Continuous Registration each semester until all degree requirements are completed, including removing incomplete grades, passing the comprehensive examination, or completing a thesis or dissertation.

    Students who are working at the full-time level of nine or more credit equivalency register for GRAD 903 in their discipline, pay a Continuous Registration fee of $300, and must pay the Health Center fee required of full-time students ($295). Students working at less than full time, but at least half time (five to eight credit equivalency) register for GRAD 902 in their discipline, pay a Continuous Registration fee of $200, and must pay the Health Center fee ($295) if they elect to purchase the UVM health insurance. Students working at less than half time (one quarter to four credit equivalency) register for GRAD 901 in their discipline and pay a Continuous Registration fee of $100.

    The following chart describes the characteristics of each level of registration:

    Effort Expectation Credit Equivalency Attributes of Enrollment Designation
    GRAD_901 Less than Half Time - 1-16 hours effort per week 1/4 to 41 Catcard, library, fitness center and bus privileges
    GRAD_9022 At least Half Time, but less than Full Time - 20-32 hours effort per week 5 – 8 Catcard, library, fitness center and bus privileges; loan deferral, eligible to enroll in UVM Student Health insurance, federal financial aid eligibility, eligible for GTA/GRA funding
    GRAD_903 Full Time - at least 36 hours effort per week 9 or more Catcard, library, fitness center and bus privileges; loan deferral, health insurance required3, federal financial aid eligibility, eligible for GTA/GRA funding, ski pass eligibility
    • 1 Typically, students would register for 1-4 credits for an effort of 4 -16 hours/week. However, for minimal required effort, such as sitting for a comprehensive exam a couple of days into the semester with no other requirements, students may register for ¼ credits.
    • 2 Students funded as a GTA, GRA or GA must be enrolled at least half time, so must register for GRAD 902 or GRAD 903.
    • 3Students enrolled in GRAD 903 must provide proof of health insurance coverage or purchase UVM Student Health Insurance and must pay the UVM Student Health fee.
  • Graduate Assistant
    A salaried position held by a graduate student with primary responsibilities in research or administration (aka Graduate Research Assistant).
  • Graduate Research Assistant
    A salaried position held by a graduate student with primary responsibilities in research.
  • Graduate Research/Teaching Assistant
    A salaried position held by a graduate student with both research and teaching responsibilities.
  • Graduate Teaching Assistant
    A salaried position held by a graduate student with primary responsibilities in teaching.
  • Graduate Tuition Offset
    Tuition paid by the Graduate College based on a graduate student's salaried assistantship.
    H
  • Health Fee
    A fee that students enrolled in University Health Insurance must pay in addition to the health insurance premium. It allows access to the services at the Center for Health and Wellbeing (CHWB). The most common expenses not covered by the Health Fee are: lab work, orthopedic supplies (crutches, braces, etc.), immunizations, and CHWB psychiatry visits.
  • Health Insurance
    Basic student health insurance offered by the University. Graduate students are eligible for University health insurance when enrolled in 6 or more credits (or GRAD 900, continuous registration). Insurance is mandatory for graduate students enrolled or 12 or more credits and all international students.
  • Health Insurance Scholarship form
    The form that must be completed and returned to the Graduate College to get financial support for part of your UVM insurance premium. This form does not elect health insurance coverage.
  • Holds - Financial
    An outstanding balance on a student account may result in Student Financial Services placing a hold on a student's right to register for subsequent semesters and withholding grades, transcripts and diploma. Financial Holds will not prevent the student from attending classes already on their schedule.
  • Holds - Immunizations
    Failure to return forms and meet immunization requirements will result in a HOLD being placed on a student's class registration. If a student doesn't complete this requirement, s/he will not be able to register for classes next semester.
    I
  • I-9 Form
    An IRS form that is completed by a new employee which validates employment eligibility. This will be completed in person upon arrival at UVM.
J

No entries

K

No entries

    L
  • Late Payment Fee
    All students are required to respond to their semester bills with full settlement information by the due date listed on their bill. Accounts settled after the due date of their bill may be assessed a late payment fee of $250.00.
    M
  • Mini-Grant
    A program sponsored by the Graduate College and Graduate Student Senate that allows graduate students to receive matched funding toward presenting their work at other universities, or other educational events.
N

No entries

    O
  • Offer of Admission
    A letter from the Graduate College offering admission to the University.
    P
  • PA Change Form
    The Personnel Action Change Form is used to submit changes or updates to existing PeopleSoft employee records ("Empl Rcd"). Information is entered in the non-shaded areas. The completed form is submitted to Human Resource Services for processing. Please do not submit this form electronically.
  • PA Form
    The Personnel Action Set-Up Form is used each time an "active" assignment is set-up in PeopleSoft through the creation of an Employee Record ("Empl Rcd"). Information is entered in the un-shaded areas on this form. The completed form is submitted to Human Resource Services for processing. Please do not submit this form electronically.
  • Paycheck
    Money an employee receives for work performed.
  • Payroll Deduction
    An amount calculated by a student and Student Financial Services that is deducted from a UVM paycheck to pay a balance on a student's account.
  • PeopleSoft
    The database used to store all personnel and financial information.
  • Pre-Doc Fellow
    A doctoral student to whom a non-compensatory allowance is granted for special study. Payment is not for services rendered and may have special tax implications.
  • Pre-Doc Trainee
    A doctoral student holding a traineeship which usually pays a stipend as well as all or part of tuition and fees.
  • Program
    A UVM discipline or concentration of study.
  • Project - Academic
    A document written by a masters candidate presenting the author's research and findings in a project format.
  • Project - Financial
    When research funds come into the University they are assigned a project name and number so they may be identified and administered.
  • Project Research Credits
    A variable credit course registration designation (392) in which master's students enroll to represent their research efforts. These count towards the required enrollment in certain master's programs. The Graduate College does not financially support Project Research Credits, as they do Research Credits.
Q

No entries

    R
  • Refund - Financial Aid
    In the event financial aid results in a credit balance on the student account, a refund will be issued to the student. Direct Deposit is the preferred method for receiving financial aid refunds. Instructions for this process can be found on the Student Financial Services website.
  • Research Credit
    A variable credit course registration designation (391/491) in which students enroll to represent their research efforts. These count towards the required enrollment in certain master's and doctoral programs. The Graduate College may financially support Research Credits.
  • Research Credit Scholarship form
    A form that must be completed by grant funded students to determine if research credits will be eligible to be paid in full by the Graduate College.
    S
  • Stipend
    A specified amount of wages, for a specified period of time.
  • Student ID
    UVM Student Identification is a 9 digit number that uniquely identifies a student in the Student Information System (Banner). This ID is used to protect student privacy. Students holding a paid position at UVM will also have an Employee ID.
  • Studies Committee
    A committee formed by the student and student's advisor to identify the student's plan of study for their graduate research.
    T
  • Temporary Hourly Employee
    A paid position at UVM that is not salaried. Students submit hours to be approved in PeopleSoft by payroll deadline dates. The Graduate College does not extend tuition benefits to Temporary Hourly Employees.
  • Thesis
    A document written by a masters candidate presenting the author's research and findings.
  • Travel & Expense Report
    A process through PeopleSoft that must be performed to be reimbursed for any prior-approved travel or expense reimbursement.
U

No entries

    V
  • View Current Account Balance
    An up to date view of a student's account balance which is accessed through the Student Information System via myUVM.
  • Visiting Graduate Student
    A student earning a degree from another institution, who has been approved to do research at UVM, and who is sponsored by a UVM faculty member.
  • WebXtender
    The database used to store all graduate admissions materials.
    W
  • Work-study
    Federal Work-Study is a financial aid award, funded by the federal government, that helps students meet educationally related expenses by paying hourly wages for part-time employment.
X, Y, Z

No entries

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Common UVM Billing Codes and Definitions

  • 1/2 Insurance Premium
    Health insurance decision as elected by the student.
    Code: INS1
  • 1/2 Insurance Premium
    Health insurance decision applied by University administration
    Code: INS2
  • Budget Payment
    A description on a student bill that denotes a direct payment from a UVM source to a student's account. (AMI2)
    Code: AMI2
  • Comprehensive Fee-Grad
    A mandatory charge to all UVM students, which supports facilities and services available to students including the Library, Athletic Center, Student Health Center, Dudley H. Davis Student Center and transportation/shuttle bus services. The amount of this charge varies based on number of credits enrolled per semester.
    Code: FGR1
  • Course Specific Fee
    A fee associated with a specific course, such as software or travel.
    Code: FK46
  • Grad College Fellow
    A payment from the Graduate College applied directly to the student's account.
    Code: EY62
  • Grad Differentl Tuit Offset
    A payment from the Graduate College that reduces out-of-state tuition to the in-state rate.
    Code: EXGD
  • Grad Full Tuition Offset
    A payment from the Graduate College for tuition.
    Code: EXGF
  • Graduate Program Scholarship
    A payment from the Graduate College to support out-of-state students in eligible programs.
    Code: EXGP
  • Grad Scholarship
    An internal payment applied directly to a graduate student's bill.
    Code: EXMI
  • Graduate Schol - Insurance
    A payment from the Graduate College to support the cost of UVM health insurance for salary funded students.
    Code: EXHI
  • Lab Fee
    A fee associated with a specific laboratory course.
    (No code)
  • Late Payment Fee
    All students are required to respond to their semester bills with full settlement information by the due date listed on their bill. Accounts settled after the due date of their bill may be assessed a late payment fee of $250.00.
    Code: ALA2
  • Mandatory Student Hlth Ctr Fee
    A fee that students enrolled in University Health Insurance must pay in addition to the health insurance premium. It allows access to the services at the Center for Health and Wellbeing (CHWB). The most common expenses not covered by the Health Fee are: lab work, orthopedic supplies (crutches, braces, etc.), immunizations, and CHWB psychiatry visits.
    Code: FHE1
  • Monthly Payment Plan
    A plan administered by a third party tuition management company through UVM to pay a student's UVM bill over the semester.
    Code: AMS1
  • NRA Scholarship Tax
    A federal tax applied to international students based on their awarded scholarship.
    Code: ARTX
  • Research Credit Scholarship
    A research credit tuition payment applied by the Graduate College for eligible research funded students.
    Code: EXRC
  • Research Funded Course Schlshp
    A course credit tuition payment applied by the Graduate College for eligible research funded students in doctoral programs who have finished the minimum course and research credit requirements.
    Code: EY96
  • Summer Comprehensive Fee
    A mandatory charge to all UVM students, which supports facilities and services available to students including the Library, Athletic Center, Student Health Center, Dudley H. Davis Student Center and transportation/shuttle bus services. The amount of this charge varies based on number of credits enrolled per semester. Fees are generally lower in the summer.
    Code: FSSC
  • Summer Travel Fee - US Travel
    A charge associated with a course that involves travel.
    Code: FK57, FK58
  • Title IVE Grant
    Payment applied directly to a student's bill by the Child Welfare Grant (Title IV-E) of the State of Vermont.
    Code: EY84
  • Tuition-Graduate: Non-Degree
    Tuition for non-degree graduate courses.
    Code: TGRC
  • Tuition-Graduate: In-State
    Tuition for an in-state admitted graduate student.
    Code: TGRI
  • Tuition-Graduate: Out-of-State
    Tuition for an out-of-state admitted graduate student.
    Code: TGRO
  • Vermont Tax
    A Vermont state tax applied to international students based on their awarded scholarship.
    (No code)

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