On July 27, 2022, Steve Graunke and Norma Fewell from IUPUI's Office of Institutional Research & Decision Support led a training on IRDS point-in-cycle (PiC) reports. The recording of this training is available below, as well as questions from the chat that arose during the session.
IRDS Enrollment Management data training
Description of the video:For those who don't know, my name is Steve Gracchi. I am with the Office of Institutional Research and decision support here at IUPUI. I'm director of institutional research and assessment for those who don't know me, I'm seeing a few new faces and few names I don't recognize here. Norma, my co-presenter today norm of fuel is also an IRB S star. But why don't you go ahead and introduce yourself as well. Good morning. As Steve said, my name is Norma fuel. I'm Enrollment Management Analysts with ARDS and a lot of the tabular reports I've created. And so I'm gonna go ahead and I will share my screen right now to go over what we have here in our plan for the day here, we are doing this session primarily on our point in cycle reports. We have a bunch of them on the ARDS website that show everything from admissions, enrollment, as well as a couple that show a core skill rates and things of that nature. So the purpose of today's session is really to go over some of those reports. We're going to start by giving just some basics on Tableau here. I'm, I know one thing that we've learned since the last time we did several of these sessions back in spring 2020 or in fall 2019 and spring 2020, we've had a lot of folks move into new positions and assume new responsibilities in that time. So we're not going to come in, we're going to come into here with an assumption that you are relatively new to a lot of the work that we do and a lot of the work of our office. I'm seeing the chat here normally is going to go ahead and post a document here. This is our Tableau users guide here. So we're going to start with just kinda going over some of the basics of our office and how to go about using Tableau. Norma is then going to move into a section of our website called the SEM. Sem standing for strategic enrollment management 360 in cycle reports, which includes our admissions that reports our enrollment reports, our orientation port and cycle, which integrates some of the information, orientation information along with some of the admissions files and our undergraduate next term enrollment report looking at whether or not students have enrolled for the next term. And then we're going to have a little bit of a break. We'll have like a 510 minute break here for everybody to catch your breath. And then we're gonna go ahead and move into our course enrollment reports, which is going to include our course enrollment important point in cycle, our course enrollments snapshot report and some of the other static reports that we have available for folks here. We did a live in-person version of this session. Previously back in June. It was a little bit interactive. Folks had questions and we're bouncing things off of each other and we were responding to a little bit of that. Little harder to do that in a Zoom format, but we will do our best. Norma is going to monitor the chat while I'm talking. I'm going to monitor the chat when Norma is talking here. So between the tag team of me and Norma will hope to get your questions answered and we'll try to be as responsive as possible. I'd also invite you to go ahead and pull up BIRADS website. I'll show you that in a bit and feel free to play along at home here as a preempt to any questions that are along the lines of I try clicking on that report and it doesn't work for me that which is entirely possible. There's a variety of reasons that that may happen. So send your information to Norm and myself and after our session today, we can investigate if you're having trouble accessing any of the reports, just feel free to send an e-mail to me and or Norma. And we'll take a look and we'll figure it out and we'll make sure that you've had access with that level setting kind of out of the way. Let me go ahead and I will bring up the IRD S website, which you should be able to see here. Give me a thumbs up or something like that on the Zoom. If you can go ahead and see that little bit about our office here, institution of research and decision support for those who are relatively new to IUPUI and or new to your role. So I'm seeing some thumbs up. So thank you very much. We were formed back in 202015, bringing together several different offices from across the campus that had sort of data responsibilities and data management responsibilities. Here, we're going to go through another reorg some relatively soon that I don t know has been completely revealed yet. So detailed on that to come suffice to say that everything that we say here today, those reports that we're going to talk about are going to continue to exist and you will continue to access them in the way that we are going to show you or the foreseeable future here. So we have a number of different reports and we have other presentations that we're gonna be going through in the fall, that it's going to go through all of the different data that we have available. So more to come on that and some of our sessions that are coming up. Here in a bit, most of what we're going to be seeing here, again, our website name, ARDS that IUPUI.edu, if you'd like to play along at home with us here. Most of what we're going to be showing today will be in the enrollment management task, specifically these two tabs in SEM 360 in the cycle and SEM three-sixths course enrollment. I'm going to first go to our Data Link tab though, to give you a demo of how to use Tableau and how to work with Tableau. I'll also mention the link that normal posted in the chat just a while ago is our ARDS Tableau users guy. This gives some handy tips and tricks for being able to navigate. Tableau reports. All of our reports here in Data Link and SEM 360 were developed using Tableau is the data visualization software is Tableau is the data visualization software that we use to do this. Iu has invested in a tableau server and you can go ahead and purchase a Tablo license and connect to the Tableau server and create your own ports if you'd like to be able to do that as well. So that's the platform that we are using for these these data link reports are primarily static reports. These are the quote unquote, official information for all of Indiana University. I e, if we're reporting something out to the federal government, the Department of Education to the Commission for Higher Education here in Indiana to US News to any of the other various surveys and rankings and things like that. Anything that you might see reported externally is going to be based on the information that we have here. There's another office on campus that creates that information and sends those reports and we are able to duplicate it and also drill down to the school in many cases, the individual department level. I'm going to go here to this enrollment 10-year height count report, mostly to demonstrate a couple of things here about Tableau. Again, we are going to be doing some other sessions here later in the fall that's gonna go into a little bit more depth about a lot of these data link reports to kinda show you some of that information here, I'm gonna go to this student characteristics right now. This is basically showing you enrollment for IUPUI, for spring semesters for the last ten years that we have. As of the university's official census. When we're talking about official census, we are basically talking about one week after the start of classes for fall and spring. And then on August 1st, if we're talking about the summary semester, one week after the start of the fall and the spring semester, That's the end of the 100% refund period. So effectively, this is an official count of anybody who has to pay money to the university in order to be able to I attend classes, the official student headcount, so to speak. In this particular report here we have some parameters. That's what we have in the select Characteristics tab. We have different parameters that will allow you to change the actual view of the report here. So right now it's defaulting to what is the student enrollment by ethnicity? If I wanted to show number whose parents who received PEL, that would be a different view that you would be able to see in the head count report. We also have some push-button ones. This one is showing IUPUI campus again, all of the reports that I am going to show here, our responsibility in our office is for official IUPUI quote unquote. So officially IUPUI includes Columbus in Fort Wayne, IUPAC and the IU. Fort Wayne, the program is over there. So if you want to just look at Indianapolis, I would have to do is just unselect different reports here. We have a number of other different filters here. One thing that tends to trip people up is we will often have School of primary major and we will have intended school. The difference for this is mostly having to do with those of you at the undergraduate level. School of primary major is those who are officially enrolled. Where is your school? I'm officially if you have your primary major, whatever that is, your plan one, what is the school that it is linked to? Intended school also maps the pre majors that are in University College to the school that they would go, they would go to. So if for example, we have a student who is a pre psychology major in University College, I E, They said they intended major in psychology, but they're in university college. They haven't yet met the requirements to be admitted to the school of science. Their intended school here would be School of Science. So this will give you a count of everybody who is in science or intends to major in science. But again, that pre psychology major their school, their primary major though would be university college. So primary major here is going to be basically major based on whatever is your official nature intended school is going to be based on where you intend to enroll him. Another thing I want to be able to show here anytime you see this little bar that pops up here at the top with the blinking cursor here. This is a search function. So if I wanted to search for, I can see this list isn't as long as some of our other lists, believe it or not, we have some longer ones. Major is actually a pretty good one to do this major here, this one is referring to what is their primary planned code. Let's see if I wanted to go ahead and I wanted to find psychology. I can type it into the search bar and it can give me all of the various options for psychology majors here. So I can do just those and I can also do decrease psychology. Again, these would include some of the university college majors and I can apply. And here are all the Pell Grants for those with an undergraduate major in one of the psychology fields here. Let's say I wanted to, I'll go ahead and cancel out of this real quick. Let's say I wanted to take this view and this is all well and good and Tableau, however, I want to get my own data. I want to be able to share this. I want to be able to put this in a PowerPoint slide or something like that. One thing that you can do here is we have this little button here at the bottom. Sometimes it's at the top of some of our reports, sometimes it is on the bottom. It's sometimes depends on how your browser, which browser you're using and how that particular browser is loading the report. But either at the top of the bottom, there should be this little icon here for download. Now, when you click on it, you can get a couple of different options for being able to download. The image is basically just going to be, it's going to take a picture of whatever you're selecting and be able to download that. The data here is grayed out. We can't necessarily do that. The data is basically the full dataset behind that. I will tell you right now, unless you really want to do a lot of work in Excel or something like that. You're not gonna do that. Pdf. You can also do a PowerPoint slide. If you wanted to just have a PowerPoint slide that you can drop into a presentation. You can basically take this view and download it as a PowerPoint slide. What I like to do and what I recommend for a lot of folks who want to take this data and then work with it in their own in Excel is to download the cross tab view. The cross tab is basically just going to give you that report that I selected that down there, that table that's down there that I just selected about Pell Grant, that's going to give you a view of that report, basically in Excel. So when I click on Download, it's saying, Okay, I want that student characteristics. So I'm going to download that. It'll pop up here. And it's going to maybe pop up on my other screen here. Give me a minute. It's kinda thinking. So what it gives me here is then I don't need those files. This is basically that table that I had in Excel format. So for those of you who want to be able to take this information and go ahead and play with it in Excel or combined it with other information that you might have. You can go ahead and do that as well. And that Tableau users guide has a bunch of other different tips and tricks for being able to use Tableau. It also talks about our hover for help button. If you have questions about this report, all you have to do is move your mouse over this little question mark icon. It can give you some information about the report there as well, but that's just some basics to kinda help you navigate Tableau as well. Here, I am going to go ahead and start stop sharing. And yes, you will be able to receive a copy of this recording as well by the end of the session. And with that, I am going to go and turn it over to Norma, who is going to show you the SEM 360 admissions and enrollment reports. And I will ask if you can see my desktop. Can you see my desktop? Okay, thank you. As Steve had mentioned, are what we're going to showcase maidenly today, our report for management tab. And I'm going to be working on those within the point in cycle. When you go there, this is what you're going to see. There are basically six reports. These are updated. Some of them are updated once a week on Monday, others are updated on a daily basis. And so it is the most recent data on admissions, enrollment orientation we have available. So if we start with the Admissions report, other things Stephen Steve didn't say is that most not all, but most of the reports do have a Read Me page which will provide you with definitions. So if you're not sure exactly what we mean, such as the intended major, you'll get a definition of what that is referring to. You will also find in several the report's definition. And I'm telling you where the data is pulled from. The only admissions. And it's being slow today. Don't you love or any weather? When the on the Summary tab for admissions, which you're going to have it again, data for all three campuses. How many apps? Of those apps, how many you have been admitted? How many have paid a deposit? And what I will remind people is that beginners are the only ones that pay a deposit and only fall admits pay on deposits. So if you have when you're looking at these reports, keep in mind if students were admitted in the summer or if we're looking at the spring term, they don't have the only reason a deposit would be here as if I paid a deposit in a previous term. And then how many have enrolled. The second set of columns looks at the differences between this year and last year. And then a percent difference. The cycle. Because fall admission cycle actually consists of admissions in two different semesters. You have the ability of looking at only fall or only summer admits. And your report date. It always defaults to the most recent data. This is done on Monday, and the upper right-hand corner will provide you with the date. Then that data was refreshed. But if you want to go back and see where we were at any other point in the cycle. Those dates are always available. You can restrict this to only one campus and we will do just the app. When that happens, you'll notice that the bicycle filters it down to just the schools that are available through and map. The data down here is the same except broken up by school, something that people overlook. If you hover at the top of this, you'll see a plus sign that comes up. If you click on the plus sign, it expands it out. So now you have not only in Rome for the school, robot primary. So if you're wanting to know well, how many applications do we have? In, say, epidemiology? There have been 34 applications, 14 admitted by pay the deposit and to have so far enrolling for the fall term. And then again to remove the plans, all you do is go up to the top and click on it. There are several views of the same basic data, the same basic layout throughout. We can look at it by admit types. All here. By demographics. The demographics defaults to race, ethnicity. But you can also look at this bigender residency. And by age nine that right now all campuses are showing. You can see how many of them are in-state Ohio reciprocity. And this applies to 14 counties in Ohio, and it's only effective in Fort Wayne. If they are added this state domestic how the state and they're in the sep Sep. So this includes michigan, Illinois, and Kentucky, which are Sep states. And then if they're out-of-state international or the breakdowns you get when you look at residency here. There are also profiles for three of the different admit types. The first being the beginner applicant. When you click on the beginner applicant. And it defaults to the top 20 school. Sending schools. So these are the top ten, top 20 high schools that we received beginner students from. And they do change, if I would, all of a sudden move this and look at Columbus. You'll see that that lists changes so it is dependent on the campus. You're looking at. The other characteristics that are available here are their essays, are the common ones that you're looking at when we're looking at beginner students AT high school percentage, the diploma, type, their high-school GPA, whether or not they're 21st century and whether or not they're first-generation students. And the filters here are all basically the same. One thing I will point out is we have a filter called recruiting region. And these are regions that are set up by the admissions office. So we can look at students that are from Central Indiana, the Chicago area, Cincinnati area. These are various areas that are looked at. And a definition of those regions. You'll find under Definitions. If you go and look at the transfer applicant, it looks at defaults to looking at the transfer schools. And of course, we're not surprised that the largest number of apps come from Ivy Tech Community College. Remember when we're looking at this, this is all Ivy Tech Day card to just the central office here in Indianapolis. But if they are coming from any Ivy Tech Community College, they will be counted in this number. Our second one, students that are transferring from Purdue, West Lafayette. Other characteristics that are available here as you can look at it by their intended major, their transfer GPA if we have it available now sometimes that's not readily available at the time of application. So this may change it various times throughout the admissions process. If we have a transfer degree on file for that student, it'll be counted here also then ethnicity and gender. We look at the intended majors. We can see again, this is just my school, that the largest number of AP transfer applications or applications within the School of Science and the School of Engineering. Another profile that was begun this year, this year is the graduate and professional profile. This is by their beginning academic level. So are they coming in? The doctorate or graduate non-degree shows up in the various counts here. You can also look to see what country the students are coming from, their ethnicity, gender, residency, the school they're planning to attend, and also there's plan of study. One of the last things on here to show there is, there are a lot of tabs. But this one gives you an opportunity to look at where are the students were when they applied. So how many of them were in the United States? And if you hover over that country, it also gives you a breakdown by gender, ethnicity, and whether or not their first or second, whether or not they're first-gen. You can see the same for any of the countries that you might look at. Awesome maps by their home state. Again, same type of information when you hover over it for my state. You can see that this last year we had 279 applications from Texas and 17 of them have enrolled so far for fall. And in addition to the map, you do have a tabular format of that data. Goms them. The students by the state, but their high-school exam. And of course, the darker the color, the more more applications have been received from that county. By county, the state. You look over here, it breaks it down not only by by the county, but when I select a specific county, and in this case it's Marion County, it will tell me how many applications from the various high-schools we have received. The other thing I will know on here, you have three different years of application term data. So we could look at what we're looking at now and we can go back and compare it to Fall 2020 and see what those numbers look like compared to the pandemic year. We cannot go back any further than 2020 because that's the farthest back the dataset that we're utilizing goes. And then if you're just looking to see what the census funnel looks like in previous years. We have the 20202021 census funnel, a variety of filters that can be utilized in setting that up. And we can see what the percent difference friends between two years are. As soon as we hit census this year, a third year of data will be added to this overall census funnel report. For you is the enrollment management or the enrollment data. This updates daylight. And you can see it needed to refresh. At the top of the report, it shows you specifically what three dates are being compared across here for the previous two years ago, the previous year, and the current year. You can see the numbers again by each, each campus. If you click on, say just Indian app, you want to just look at the Indianapolis data. Click on that and it will filter school data and academic level to show just the school level data. If you're wanting to see this. How it's going to look at Heron. If I click on Heron, now, not only is it showing me what the enrollment at this point in time was proved in the last three years. It gives me my plan. The plan does not show up unless you click specific school simply because the dataset is too large. So once I de-select that, the plan will do. Again, you can look at the most recent data or you can go back to the beginning of the enrollment cycle. You can look at this by tuition, residency, and in this case, it's talking about non-resident, resident or unknown. Everyone to when we have a few unknowns in there. You can look at it by their career and their ethnicity. This is all head count. If you go to the second tab, is looking at the same data. But we're looking at credit hour. So we've looked at the credit hours for a nap. And again, since I showed Heron before, I'll show here and again, these are the credit hours taught in the school where his head count is based on their program of study. So all students that are working on a degree in the arts are going to be counted under heroin. In head count. The credit hours are only the credit hours being taught within that school. So a student may show up in multiple places because they're taking courses in liberal arts, are taking courses in business. So these are the courses taught by the school. And if you click on the school, it tells you that the subject area. A better example of that would be looking at liberal arts. Where you'll see that we see how many credit hours you're being taught in African-American studies and sign language, and so on. During this time period, because we also have summer enrollment going on. You have the credit hours for summer, you have some or head count. And some are credit hours that are available. And just a clarification under the filter for summer term. It's a summer session one and summer session to that or that includes all classes being taught in either of those sessions. So whether they're full term, eight week things, courses, and a description of what courses are included. You'll find on this derived academic term session tab. It tells you what is counted. Some are one, and what is counted. Some are too. We've had questions asked before about that. The orientation report is looking at whether students are being served or have reserved a spot for orientation. And this again is updated only on Mondays because it ties in May. But we can see that right now of our deposited all beginners, we are up with a number of students that have been served. Have a few less that are reserved compared to previous years, which means we're getting the numbers down quicker. If we look at it from an enrolled standpoint, we can see how many of our enrolled students have been served. Every still have an orientation reserve. Very rural, but they have not yet reserve. This can happen for a lot of different reasons. Among them. They may be international students that just have not been had an opportunity to reserve an orientation. Or there are students that have their orientation wave for one reason or another. And then down below you have the same data in a tabular format. And you again have some of the same filters that you're used to seeing what their status is. So if we want to look at only admitted students, only a deposit and students and then report. And he is the undergraduates not registered for the upcoming term. This is looking at of all the students that were registered in the spring term. And this is undergraduate, only. How many students were there and the initial Brings census count. Those students. How many get a complete drop during the spring term? How many are in review or have graduated? And how many of them have been academically dismissed. These three sets of numbers are removed from the census count to give us what we consider to be basically most likely to register for the next fall term. We can see how many of them have that have enrolled already for fall percentage that are not yet enrolled. And if you look within this, when we're looking at the Indianapolis numbers, when you click on the campus, it breaks it down by school and by majors. And to funnel the majors down even more, if you click on a specific school that will limit what's being shown down by the enrollment for major. Something that is very useful on this is, it's all well and good to say, well, we have 89 students that began in the term, began in term that have not enrolled. But who are they? The nice thing about this report is it does provide you with that information. So again, if we select this to be Indianapolis and we look again, you can look at intended school or the school as a whole. We will look at the School of Education. You can further mark whether or not they have. You want to look at a specific plan, veteran status, first-gen or 21st indicator. There are several different programs here such as deep nine, a scholar tree. These are all ways that you can find a funnel down to the specific group of students that you're working with. Students that are not in review for graduation. And we want a course to make sure that they have not been academically dismissed. At that point, you get a list of 69 students that have fit those criteria. And if you go to the download and on my screen it's up at the top. Download, the cross tab. And it will give me an Excel spreadsheet with the information there on how you can contact those students. And mine is not it's not showing up, but it's hiding under one of my screen. Oh, it's down here. So that gives you a quick overview of some of the point in cycle reports. Before we take a break, do anyone have any questions about the data? Normal, we did get a question in the chat. We had one about the census admissions tab in the app in the admissions pick which I showed are what you showed in the transfer application tab. To be clear, these are the transfer application tab is only external transfers. There are other ways to get IU transfers from other IU campuses, correct? That's correct. Specifically those admissions by admit type and also I remember it since I typed this up in the chat, the applicants by demographic profile also has the ability to select written, not just enter campus transfers, but any kind of admit types. So you can look at here. Can you see my screen? If you select the admit type, you have the ability to look at any of the admit tight sit you're looking at. So enter campus transfer would be one of those. And you can look at them at that point in time. Either. It might be worth something to look at in the future to see whether or not we can include the inner campus transfers on that transfer tab. When the transfer tab was created, it was not part of the question. Are there any other questions that we can help you with on this? There are no questions. Do you want to take a quick break, Steve, or do you want to just press on? If you don't mind sharing your screen, I want to highlight a couple of things real quickly here before we take a well, we can take like a 510 minute break here. Sharing. Yeah. Yeah. If you don't mind. I'm gonna go ahead and I will share my view here. So a couple of other things I just wanted to highlight real quickly. First of all, if you've went to select a date and you wanted to select today's date. This is just a common question that we get, so I'm highlighting it right now. You'll notice July 27th is not showing up. It's July 27th not showing up because it is today's date. So today's date will be under most recent data. All the other dates should be available right here. To Other questions that we get frequently, one that we got frequently in, one that someone mentioned in the in the conversation that we had here. So right now this is a what is known as a unduplicated headcount report, meaning we are counting everyone one and only one time. We have to make some decisions to be in order to be able to do that though. So for example, students who are double majors. We're only counting them based on what their primary planned code is. So if we have a student who is double majoring say, in informatics and in the Kelley School of Business and informatics is their plan one. They are going to show up here in informatics. There are ways to go ahead and find that Kelly student, particularly in our data link reports, we haven't duplicated head count report, which basically gives a count of every active plan code, that student account of enrollment by every act of planned code that we have. So you can get that count that way as well to be able to. I find that. The other thing I want to mention because we got a question in the sign-up form about being able to track diversity indicators and things like that. And we do have on the enrollment pick in all of our point in cycle reports, we do have ethnicity on many of them. We also have gender and things like that. We are a little bit limited by the university data system in terms of the types of categories that we have here. Robbie gigantic and our office is getting ready to administer the diversity. A new round of the campus climate survey, which does great data out by individual units a little bit more specifically. And there are also conversations on the campus level about including new categories for gender as well. As we have, there were eliminated a little bit limited that to what we have right now in the official quote unquote University Data System. But it does look like that. That is going to be changing over time. And if you're having difficulty or want to be able to break that out more, just contact our office and we can see what we can do as far as breaking some of those things out a little bit further. So any other questions here before we take a break? Okay. I'm not seeing any. We'll get we'll take a quick break here. We'll start, we'll pause the recording and we'll come back here. Let's say we'll come back at 1050. Okay. Welcome back, everyone. Thank you very much. I'm going to go ahead and I will continue to proceed here with the training sessions specifically, we're going to take a look at some of the course enrollment reports that we have here. So I am going to go ahead and I will share my screen again here. And we can see here in the enrollment management section that we have right here on our report. Icm 360 course enrollment. I'm going to start here with our course enrollment point in cycle report here. So this report here was developed basically with the idea of being able to track enrollment within specific courses. As we lead up to the start of the semester, It's going to help what it's designed to help with the course planning decisions looking backwards, seeing which of course is filled, which ones didn't, and which days and times and things Like that were most effective for offering courses. It's also effective as we're leading up to the start of semester, which sections are filling, which sections are not filling? Do we need to add more sections? Is there some sections that might be in danger of being canceled? A lot of those kinds of things. We have a lot of that kind of wrapped up in this report right here that we have available here. The Read Me page for this one has lots of different details about which of the different tabs are here and how these different tabs work together. So I'm gonna go ahead and kinda highlight a lot of that as we go through here. I'm going to start here on the class Capacity tab. So this report, unlike some of the other reports that we have on IRB S, this report also updates on a daily basis. You can see the last time it updated right here and updated this morning at about 733 AM here. So this is enrollment in all classes at IUPUI for the fall 2022 semester. As of this morning at 733 AM in the morning. If you want to go ahead and take a look at a past semester, if you wanted to look at Spring 2022, for example, this will be showing basically the enrollment as of the corrected grade snapshot. So this is the enrollment of all the students would have received a grade in spring 2022. In all of these individual courses. Go back to Fall 2022. Here, you have a number of different ways for being able to filter courses here, you can filter by whether or not it's graduate course, you can filter academic group here on this particular report refers to individual school. I'm going to start here by unclicking and I'm going to start with a course in science. Because there are some courses here in science that work well for this particular report here. You can also filter by individual subjects, as well as individual subject codes to get down to an individual course here, you can also filter by meeting patterns whether or not it meets on a Monday, Tuesday, Wednesday, things like that. Start times here, number of waitlisted and capacity ranges. I'm going to go here and I'm going to take a look the course and I want to be able to find here is a course in biology. So I'm going to click biology. And after the blue wheel stops spinning, I'm going to scroll down a little bit here. And I'm going to go to K1, O1 that we have right here. So you can see here we have some descriptors here at the top you can see k one-to-one Concepts of Biology. This is enrollment in each of the courses that we have in k11, each individual section. As of this morning here, you might have seen real briefly as I was kinda mousing over some things. If you model so over the top, this is what is known in Excel or in Tableau as a tool tip. It's going to basically give you a little bit more information about this course. So this particular biology course, this section, 22 for 28 here, it's here in Indianapolis that has the instructor has their instructor type. You'll see that this is an in-person course here doesn't have any kind of requirements or, or anything. It's 1030 to 1120, Monday, Wednesday, Friday. Little bit of information about these class start and end times and meeting days and things like that. If this is a variable meeting times course, it will basically just default to courses meeting at multiple times. So this happens a lot with courses that are tied to a summer bridge section. Because it'll, in the schedule of classes, it'll show the Summer Bridge meeting times as well as the actual times when you get to the fall semester. So if there are multiple different meeting times here, it will just default to multiple meeting times. When you go ahead and pull up the cool, the course tip, the tool tip. You will also see this particular course is currently highlighted in gold. Some other courses are beige here. There might be some other courses, I don't see any right now that are deep red here. Most of these seem to be either gold or beige, which is good here. That number refers to basically how close to capacity is that particular course. So those that are beige are under 90% of capacity, which means if there's 25 students who are enrolled, eligible to be enrolled in the course, less than 25 are enrolled. Courses that are gold colored are 90 to 100%. Courses that are really deep red are actually over 100%. In some cases, you will see that there's a weight listing of students here. So if you have a course that is gold, or if you have a course this one has 29 students out of 30 that are registered. If this one had a waitlisted student, you might be like, why is the student waitlisted? Go ahead and contact the registrar's, see if we can move that student into the course or if it's at capacity and there's maybe two or three wait-listed students. And there's actually capacity in the room. You can see actual room capacity here is 33, 30 students enrolled in this course. There's one more sitting in the wait-list. Well, we can technically fit that student in the room so we can just dump the capacity to 31. Go ahead. Put that student in the room. But if there were a lot more, maybe you need to find another room or maybe you need to find a larger classroom in order to offer this individual class here. Some of these sections you might see are not totally filled here. And I'll, one thing I did miss, that's the gold bar here. The gray bar that is in the middle is actually the actual capacity of the room. So the gray bar, or the beige or gold bar will show what is the capacity. The gray is the number of students that are admitted right now. Right now it's showing the capacity is 30. The gray bar is almost at the top. So that's about because there's about 29 students. So that's why it's almost at the top. Some of these don't seem to have any students enrolled as of right now. There's a couple of reasons why that might be. One of these might be because it is a block enrollment course. So for example, it's students will sign up for a learning community at the undergraduate level or at the graduate level. I know dentistry has a couple of block enrollments sections. I think medicine, Dina's as well for the MD, DDS students here. Basically the block enrollment will show how many students have enrolled for that individual block of courses. Once you can, the registrar goes and actually breaks the block, you can see how will all of those courses fill once the block is broken. You can see that in some other particular points in the report here as well here, those block enrollments. We also have individual combined sections of courses. So for example, right here we have two different sections of biology, K one-on-one that are being co-taught together here. This one of them has about 22 students enrolled. The other section has about 24 section students enrolled, 425 to total students enrolled in those. So these sections will be end up being taught together. In the same room here. So it'll basically gives you the full idea of how many students are going to be physically in the room at one time. You'll see again, here's some nursing sections. You might also see in some cases there are courses that have enrollment where one section is an undergraduate section, the other is a graduate section. It'll pull those together. This will give you an estimate of how many students physically will be in the room when you are actually teaching the course here. We also have a view here, this high, low capacity. This is meant to mimic a report that the registrar's office used to produce once or twice during the enrollment cycle here, basically to give you a measure of how many courses are close to filling up and also how many courses are actually in danger of getting cancelled here. So right now the policy is that courses with less than ten students enrolled here, will that may eventually be in danger of being canceled unless some action is taken by the department, which of your courses fit those individual requirements you'll be able to see within the high, low capacity. And again, this updates daily so you can check every day to see which of those sections might not be enrolling here. So part of the reason I went to K1, O1, and part of the reason I went back to the class capacity here is that these other tabs don't necessarily work unless you pick a course on the class Capacity tab. It has what's known as a click through technology here. So I'm going to go ahead and try to find out some more information about k11. So I'm going to click concepts in biology, it'll spin here. It didn't work. So I will try that again. Real quick. I will click. Let's turn off quick one-on-one. This, why is this not functioning for me? Let's try a different one. I know I've tried this with tried this with chemistry as well. I apologize for this, everyone. Let's try chemistry 105 should work with this as well. It's not working. I'm not sure why it's not working right now for me. Folks. Let's try one more thing here. See if I can get this to work. I'm going to try w1 31 here. And I'm going to try. And English w. W1 31 usually works for me. Well, it's not working. I'm not sure why it's not working today. I apologize for this. Folks. Normally what this is supposed to do is when you click through and you go to a course, it'll go to the class faculty attributes, and you'll be able to see some information about the faculty who are teaching the course. You should be able to see which of those courses. Our filling for individual faculty, which faculty are teaching more students, which are teaching fewer students? There's then various, while this one is, seems to be working okay. So the individual core class at-risk student Attributes tab, basically this is looking at each individual section of the course and it's looking at students by their individual characteristics. So this is showing basically for each section, how many freshmen, sophomores, juniors, and seniors might be enrolled in each of these courses here that we have. You'll see the class attribute. You can see a couple of different this a couple of different ways. So I know several of you are teaching courses that are service courses. You want to know how many of your majors might be taking that course versus other students. You can go to department and you can be able to see by individual plan codes as well, what are the plans codes of the individual students that are taking all of these courses. You can also see another handy feature of this report is in review status. So remember that high, low capacity course, you might have a course that only eight students have registered for. It's in danger of being canceled here, but all eight of those students are in review, i e, they have applied for graduation during the next odd term and they need that course to be able to graduate. Maybe you think a little bit, maybe you think twice about canceling that individual section if that student is going to need that course to be able to graduate. The enrollment by group tab is, I think really useful because basically what this does now is it takes that W 131 that we selected earlier here and it's breaking it out by the individual meeting times and seeing what is the enrollment now for each of these individual meeting times for the course that we have here. So right now, null here is going to be our online section. It looks like we have 11 online sections that are complete. All of those 11 online sections are completely full. Right here, we have less enrollment in the three sections that we have that are Monday, Wednesday at 130, those are only about 66% full, only about 50% full for the Tuesday, Thursday. 130 sections here and less enrollment for some of the evening. Sections that we have here as well. So you can see broken out by day and time on this matrix, which courses are feeling in which days and times in which meaning patterns seem to be most attractive for students. For each of these that we have here. You can also see that by day. And you can see that by individual time, which of these are breaking out? Want to take a look at individual class numbers. You can do that. See by individual class numbers, which of these are breaking out. And you can also see this by instruction mode. This is particularly important since the pandemic gets to know which instruction modes are most popular, it looks like the online sections for W1 31 have filled up all the way pretty quickly. There's still some availability in the hybrid and in-person sections as well that we have here. Then the last tab that I want to highlight here is the course enrollment trends, which is also not showing up for some reason here. But once, oh, there we are. Perfect. So the course enrollment trends tab, this is basically looking at the enrollment over time for this individual course. So in blue here we see Fall 2021. We can see how many students had enrolled for W1 31 year in Fall 2021. We had a little bit earlier start to orientation this term, this is actually pretty good for those of you who seem to be tracking beginner enrollment and or transfer enrollment. And you can see some of the jumps here and enrollment. You can also see some of these big one day jumps here. This might have been when the registered broke the bullock on a certain enrollment section or something like that that we have here. You can see enrollment over time for each of these courses and kind of compare is R, This individual courses at filling faster for this course. And the other one, we're actually in the process. This tab has been really popular for a lot of faculty will use it to kinda projected enrollment for at the beginning of the term and things like that. So we are actually in the process of taking this individual tab and breaking it out into its own individual report in that SEM three-sixths course enrollment funnel. So you can basically look at this individual report and see those individual trends without going through the process and going back to the classic capacity and clicking on and doing some of those through things that I was showing earlier here that we have. So this report is very useful for getting the most recent up-to-date information that we have available on each course and kind of tracking how it's going through the cycle and things like that. It is admittedly not the best available report that we have. If you want to be able to look back and get information about courses, or you're a subset of courses. Over time. It's specific key points in time. So that's why we created what is known as the course enrollment snapshot report. This report also mimics some reports that the, excuse me, registrar's office used to put forward for everyone here. This particular report, in fact has five different time periods that we have here. So I'll go to spring 2022 to give an example here. So first day, it basically gives what's the enrollment as of the first day of classes? Official census. Again, that is after the first week for the spring 2020 for the spring and the fall semester on August 1st for summer. The end of the refund period, IEE after the student, after the period in which the student will get some percentage of refund for withdrawing for the course. Corrected grades, I e, the day that grades finally become quote unquote official, which is basically a couple of weeks after the start of the term to give faculty some time to who might have been late with grades or to updating completes and things like that. So what's officially going to be there? And today for fall 2022, that means it is going to be the today view is going to show you the information as of 06:13 AM this morning. For all previous semesters, it's going to show that corrected grades. Snapshot here. This particular report provides a bunch of information. If you wanted to go ahead and see, for example, what was the enrollment in online sections across time? Or if you wanted to see online sections for courses taught in your school, for example, over time at different points in time. Another thing that I should highlight here. For course coordinators who needed to do revalidation for Gen Ed requirements, or who need to be able to compile some of that information. This is the report that schools will go to and course coordinators will go to to find that information that they're looking for. I believe that they are looking for the official census snapshot of course enrollment for your course. And we have information going back as fall as far as fall 2016 on this report. We also had a special used to be able to get updates for which courses were up for Gen Ed reviews. So you can go ahead and select those individual courses as well. But we have information as far as what was the capacity, how many credit hours, whether this offers how many what was the total enrollment? Credit out? Total enrollment times credit hours is number of credit hours taught. There is some variation here though, for some of the variable credit hours courses, we do have some adjustments for that to be able to do that. We also have how how full was that individual course, how many students were waitlisted? All of that information is also available in this particular report that we have here. This is our course enrollment, again, on our course enrollments snapshot report. A couple of other reports here that I want to point out before we go ahead and leave here today, let me go back to our ARDS page here. In addition to those course reports and the point in cycle reports, these reports are getting updated on a regular basis. We are getting regular updates every morning in some cases at specific key points in time and other cases here. But we also have a couple of other reports that are more static reports that you can go back to and look. For example, some of you might be on the distribution list for those enrollment spreadsheets that I send out every Monday morning that basically summarize and where each school stands in terms of its overall enrollment in credit hours. It also breaks down by residency, resident versus non-resident versus international and class level in a couple of other things. Basically, all of the information that you see in that individual spreadsheet report is available in the enrollment point in cycle that normal pointed to earlier. It just basically takes all that information and distills it down into a more readable format here. So all of that is available in our point in cycle important. I'm gonna go ahead and I'll show the most recent one that we have here that you can see. Again, all of this is available in our enrollment cycle, but if you get those, we do send these out to the deans every Monday. We send it out to some other key folks and the Enrollment Management Council. So if your dean or others reaches out to you and saying, Hey, it looks like we're down in credit hours or something like that. You can go back and refer to this report. We have all of the old spreadsheets that we have from each individual period that we publish them available on our website here. So you can go ahead and see the update on all of these as well. And we do put out a final one at census here that reflects the again, official enrollment reporting. We have as well. So if you get those enrollment specialise or you miss 11 week, you can go to our website and you can find them here as well. Norma also produces several census reports. These kinda break things down. I'll go ahead and show the fall since the summary here, this breaks down a little bit information of information at the Indianapolis campus level, Columbus in Fort Wayne on where we were at total enrollment at census. These are also available to anyone. This is basically a quick little one-pager, nice little one-page summary. What our enrollment look like at official census here. These are also nice to have on hand. I know some folks who printed this out and kept us by their computer to quickly answer some questions that might have come up about our total enrollment or how many undergraduate students we have, things like that. We have some of those information here. And also under student's student profiles. And I'm going to go to school level here. So you noticed as we were coming through the admissions, we were tracking the number of beginners. We're tracking the number of transfers as they're coming through the funnel. We also have our census enrollment report that can be able to look at how many students enrolled at census. These reports here breakdown information a little bit more specifically, I'm just going to go to I'll do engineering technology. We haven't picked on them yet. So this basically breaks down in a little bit more detail what the beginners looked like and what the transfers look like in your school, benchmarked against all students who enrolled at IUPUI. So about 9% of beginners in university or in engineering and technology where African-American compared to about 10%. For all of IUPUI here, it looks like it broke out a little bit. A few more African-American beginners in university college than there were. Directly minutes, well, the percentage is higher, I should say. The actual raw number was a little bit higher in terms of direct admits. Same with Latinx students as well. So this gives you a quick snapshot of what your new beginner cohort is going to look like. Here you can go ahead and slice and dice and some other reports that we have here on Data Link. And again, this is all basically the end product of what is coming through the admissions funnel here. So those are some of the static reports that we have on enrollment that we have here. I see a few questions in the chat. Let me go ahead and take a look here. I'm not seeing anything in the chat, but if there is any other questions, feel free to crack your mike and feel free to ask. We're happy to help and answer any questions you might have right now. I can do also do the teacher thing and wait some folks out if you need. Okay, well, not seeing any questions here. Again, if you go through and you're playing around with the reports and you have any questions that are that pop up or if you're having trouble accessing any of the reports or anything else that might come up. Feel free to reach out to normal or I, we are tried to be as responsive as possible. Some of these kinds of things. Jennifer, I believe, was going to also say that we are going to also do road shows to a couple of different groups. Yeah, Thanks Steve. I was going to put it in the chat, but I wasn't fast enough and typing. But I do see many of you from the graduate recruitment council and several of you may be involved with graduate student data. And Stephen Norma are coming to the graduate recruitment council Zoom meeting on September 15th, about 230 to 315 or so. So I'll put that in the chat and the Zoom link. Anyone's welcome to join us. Of course, we'll focus on recruitment and how this data can be used in that way. So thank you, Steve. And I'll put that in the chat. Thank you, Jennifer. Yes. And as I mentioned, were happening, Norm and I and all of us in ARDS are happy to do road shows. We're happy to come to individual departments, department meetings, things like that, to be able to demonstrate some of these reports as well. We're also in the process of working with the Center for Teaching and Learning to set up some trainings on a bunch of our other reports, some of those other data link reports, we have reports on degree attainment, we have reports on retention, we have reports on faculty and staff data, all kinds of different things as well. So more to come on, different trainings that we have coming up as well. So, um, if there's nothing else, I'd like to thank you for attending today's session. Feel free to reach out if you have any questions and if there's nothing else. Thank you very much.
Chat from recording:
10:02 a.m. From Norma Fewell: https://irds.iupui.edu/_documents/_other/IRDS%20Tableau%20User%20Guide.pdf
10:19 a.m. From Marilyn Mangin IUPUI: We used to be able to compare years at census. Is this still possible?
10:22 a.m. From Steven Graunke (he/him/his): Yes, there is a tab called "Census Admissions". You'll need to use the arrow at the top right corner to find it.
10:24 a.m. From Steven Graunke (he/him/his): Recruiting regions are set up by Undergraduate Admissions
10:25 a.m. From Taylor Dooley: Are we unable to see transfers from IU campuses in this report?
10:26 a.m. From Steven Graunke (he/him/his): Intercampus Transfers are available on the "Admissions by Admit Type" tab. The Transfer Applicant is only external transfers.
11:19 a.m. From Jennifer Mahoney: September 15 2:30-3:15 - Zoom only https://iu.zoom.us/j/88324042490
Follow-up note from the training session:
The glitch on the Course Enrollment PiC Faculty tab has been fixed so the tab now works.