Frequently Asked Questions
- How do I report a Graduate student?
- How do I report co-op students?
- How do I report a student who has switched programs during the report cycle?
How do I report a graduate student?
The graduate student registration status is defined by the institution and reported as Full-time (01), Part-time (02) or not enrolled (98) on four census dates (or flags):
- Jun. 1 (SP5083)
- Aug. 1 (SP5084)
- Dec. 1 (SP5085)*
- Apr. 1 (SP5086)
If a graduate student has no course activity, but is registered (working on a thesis and pays tuition) a course record (SC) for the thesis needs to be reported.
*Note: the December 1st registration status must be reported for students at all levels.
Graduate Students exceeding the maximum length of study permitted for funding under the New Brunswick Funding Formula (NBFF) and the Regional Transfer Arrangement (RTA).
If a graduate student has exceeded the Maximum FTE (Full-time equivalent) allowable for funding, the student should be coded as 3 (Not eligible to be included in weighted enrolment figures at element SP5025.
Maximum length of study permitted for funding:
| Master's | 2.00 FTE | (2 years full-time or 6 years part-time) |
| Doctoral | 3.00 FTE | (3 years full-time or part-time) |
| Bachelor to Ph.D. | 5.00 FTE | (5 years) |
Current MPS check: Frequency of students who have exceeded the maximum length of study (code 3).
Institutions that offer graduate programs should normally have students who have exceeded the maximum FTE.
How do I report co-op students?
Coop activity is called on the job training (OJT) in PSIS.
Flag for students with a work-term during the current report cycle
| SP5070 | Co-op program indicator |
Elements that identify the duration of the co-op work terms
| IC3140 | Course OJT duration |
| IC3141 | Course OJT duration units |
Other element related to co-op programs
| IP2300 | Mandatory paid OJT duration |
| IP2301 | Mandatory paid OJT duration units |
| IP2310 | Optional paid OJT duration |
| IP2311 | Optional paid OJT duration units |
| IP2320 | Mandatory unpaid OJT duration |
| IP2321 | Mandatory unpaid OJT duration units |
| IP2330 | Optional Unpaid OJT duration |
| IP2331 | Optional unpaid OJT duration units |
How do I report a student who has switched programs during the report cycle?
If a student has switched programs during the report cycle you must provide a student program (SP) record for each program. Report an end date (SP5090) and a program end status (SP5100) for the first program. Often the end status of the first program will be 06 – withdrew from program.
