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Part of Student Success Hub

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Headcount Reports is a set of following reports: 

Headcounts By Semester

Headcount reports provide headcount information for 10 years at the latest benchmark for every semester.  These reports enable leadership to visualize, slice and dice the data and facilitate with strategic planning. 

Headcounts By Semester - All Benchmarks

Headcount All Benchmarks provide headcount information for all the benches for the past 5 years for every semester. 

Annual Unduplicated Headcounts

This report captures the “unduplicated” headcount for the AY. i.e. the students are counted once within the AY.  The status of the student (e.g., part-time or full-time, undergraduate or graduate) is determined using the first term of enrollment – Fall, Spring or Summer in that order.

If a student is enrolled in the Fall term, their enrollment status from the Fall term is reflected (e.g., part-time or full-time, undergraduate or graduate etc.). For students not enrolled in Fall but enrolled in Spring are defaulted to their Spring status.  If the student enrolls only in the summer and at no other time during the academic year, then the summer term is used to determine the student's status.

This methodology aligns with the IPEDS reporting for “unduplicated” headcount on the 12 month Enrollment survey. 

Academic Program Review - Headcounts

These reports were specifically designed to provide headcount information about individual programs to be used in Academic Program Review and/or Programmatic Accreditation. These reports are academic year based reports. Additional documentation for these reports can be found here: Academic Program Review - Student Data Dashboards - Office of Decision Support - Confluence (atlassian.net).


Data Source: SID
Refresh schedule:  Data is refreshed for all three semesters for all four benchmarks. The “Data as of” field on the bottom right of the page indicates when the data was last refreshed from SID database.  The "Data updated" field on the top of the report indicates when the report was last published. These two dates are often different because a report update could be change in visuals or navigation etc. and not necessarily a data refresh.





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Headcounts By Semester

  • One USF Quick Facts → The tab displays the One USF headcount information at a glance for any given term. The driver for this tab is Semester and Term filters. Term filter is dependent on the Semester filter.  This report will be blank, when the Semester filter and Term filter are out of sync. The visuals on this page has headcount information:
    • By college
    • By campus
    • By full-time indicator
    • By gender
    • By race/ethnicity
    • By residency
    • By student type and New/Returning students  (click the + sign in the matrix table to expand student level)
  • College Level Quick Facts → The tab displays the summary of headcount information for any given term for any college. This report will be blank, when the Semester filter and Term filter are out of sync. The visuals on this page has headcount information:
    • By campus
    • By department
    • By full-time indicator
    • By gender
    • By race/ethnicity
    • By residency
    • By student classification
    • By student type and New/Returning students (click the + sign in the matrix table to expand student level)
  • Trend by Student Type → The tab displays the headcount trend of degree-seeking undergraduate and graduate students by student level and student type.
  • Trend by Semester → The tab displays the headcount trend of degree-seeking undergraduate and graduate students by semester.
  • Trend by Residency → The tab displays the headcount trend of degree-seeking undergraduate and graduate students by student level and residency.
  • Trend by Campus → The tab displays the headcount trend of either Spring, Summer, or Fall semesters by campus, student level, and student type in a tabular form. It also shows the difference from the previous term.
  • Trend by Student Level → The tab displays the headcount trend of either Spring, Summer, or Fall semesters by student level, student class level, and race/ethnicity in a tabular form. It also shows the difference from the previous term and the percentage of difference.
  • Trend by College → The tab displays the headcount trend of either Spring, Summer, or Fall semesters by college and departments, student level and student class level in a tabular form (click the + sign in the matrix table to show departments).
  • Trend by Diversity → The tab displays the headcount trend of either Spring, Summer, or Fall semesters by student level, race/ethnicity, and gender in a tabular form.
  • Trend by Race/Ethnicity → The tab displays the headcount trend of either Spring, Summer, or Fall semesters by race/ethnicity and student level.
  • Trend by Gender → The tab displays the headcount trend of either Spring, Summer, or Fall semesters by gender and student level.
  • Trend by Accountability Plan Student Type → The tab displays the headcount trend of degree-seeking students by accountability plan student type and student level in a tabular format for Fall semesters only. It is an Accountability plan metric.
  • Pell & Access Rate → This tab displays the Pell & Access Rate of enrolled undergraduate students in Fall semesters only. The methodology for calculating Access Rate for this tab is dividing the number of Pell recipients by Pell eligible student for students who are enrolled in Fall Semester. 
    • By college and department
    • By campus
    • By gender
    • By race/ethnicity
    • By residency
    • By self-reported first generation students
    • By student type

The Access Rate Visual on this page is special visual. Access Rate Visual is locked for the "Pell Eligible = Yes" and and "Pell Recipient = All" population. This visual has help ? enabled so if you hover over the visual, you can have more information about the Access Rate. 

Access Rate is accountability plan metric and below is the methodology for Accountability Plan:

Access Rate calculation per BOG:  The Access Rate is based on data from the enrollment table on the Student Instruction File (SIF), and the Awards table on the Student Financial Aid (SFA) file.

a. Numerator:  The students from Financial Aid Awards table who received a Pell Grant ( award_prog_id='001' ) during the Fall term ( award_payment_term= 'yyyy08' ). BOG excludes non‐resident aliens (#2043 = ‘Y’) from both the numerator and denominator for this metric.

 To determine Pell eligibility, in addition to demonstrating financial need, the US Dept. of Education considers other factors such as the student must be a US citizen or an eligible
noncitizen. There are a few exceptions whereby non‐resident aliens can receive a Pell grant.

b. Denominator:  All degree‐seeking undergraduate (both lower and upper divisions) students enrolled in the Fall term. Exclude unclassified students (student_class_level=‘N’) and post‐baccalaureate students (stu_recent_adm_typ= 'P') from the denominator because these students are not eligible for a Pell grant.

The IPEDS methodology to generate their percentage of under‐graduates who received a Pell grant is different and is based on preliminary (SIFP) data.

a. Numerator:  It is based on the number of students who received a Pell grant anytime during a particular academic year.

b. Denominator:  It is based on the students enrolled during the Fall term – including unclassified students who are not seeking a degree and therefore not eligible for financial aid.  The IPEDS Financial Aid survey imports the total headcount denominator from their Fall Enrollment survey which is at the time of preliminary data (SIFP).  


Headcounts By Semester - All Benchmarks

  • Benchmarks by Term → The tab displays the undergraduate and graduate headcounts for a given semester by all available benchmarks (First Day, Drop/Add, Preliminary, and Final).

  • Trend by Benchmark → The tab provides a summary of headcount trend of past 5 Spring, Summer, or Fall semesters for a given benchmark by student level, student type and New/Returning. 

  • Trend All Benchmarks → Displays the headcount trend of past 5 Spring, Summer, or Fall semesters of all benchmark by student level and student type in a matrix table.
  • Benchmark Comparison → Displays the comparison of headcount trend of past 5 Spring, Summer, or Fall semesters between the Final bench and any other selected bench.

Annual Unduplicated Headcounts

  • Annual Unduplicated Headcounts → The tab displays the unduplicated headcount by college group and college in a tabular format.
  • Trend By College → The tab displays the unduplicated headcount trend by college.
  • Trend by Student Type → The tab displays the unduplicated headcount trend of undergraduate, graduate, and non-degree students by student level and  student type.
  • Trend by Diversity → The tab displays the unduplicated headcount trend by race/ethnicity, and gender.
  • Trend by Diversity & Student Level → The tab displays the unduplicated headcount trend by student level, race/ethnicity, and gender in a tabular form.
  • Trend By Campus And Residency → The tab displays the unduplicated headcount trend by campus, and residency.
  • Trend By Student Classification And Student Class Level → The tab displays the unduplicated headcount trend by student class level and  student classification in a tabular format.

Academic Program Review - Headcounts

  • By Major, Fall Enrollment, and New Admits→ The tab displays the unduplicated academic year enrollment, fall enrollment, and new fall admits for a given academic program.

  • By Student Level & Gender → The tab provides a trend of unduplicated academic year enrollment by student level and by gender. 

  • By Race/Ethnicity → The tab provides a trend of unduplicated academic year enrollment by race/ethnicity. 
  • By Student Classification → The tab provides a trend of unduplicated academic year enrollment by student classification. 
  • By Enrollment Type & Nationality → The tab provides a trend of unduplicated academic year enrollment by enrollment type and nationality. 

Filters on the Filters Panel

There is a filter panel on the right which can be expanded or collapsed using the >> button.  The filter panel has following filters:

  • Academic Year
  • Age Group
  • Age Group 25
  • Budget Entity
  • Campus
  • CIP
  • College
  • Concentration
  • Degree Seeking
  • Department
  • First Generation
  • FT PT
  • Gender
  • Honors
  • International
  • Major
  • New/Returning
  • Race/Ethnicity
  • Residency
  • Strategic Emphasis
  • Student Class Level
  • Student Classification
  • Student Level
  • Student Type



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Data Element

Data Source (underlying data field)

Description

Report Pages

Age Over 25 SID → SID_PERSON_DEMO → BIRTH_YYYYMM_DTIndicator if a student is above 25 years of ageAll Tabs
BenchmarkSID → SID_ENROLLMENTS → BENCHBenchmark such as Preliminary or FinalAll Benchmark Report Tabs
Budget Entity SID → SID_ENROLLMENTS → BE_CDBudget entity such as E & G or Health SciencesAll Tabs
CampusSID → SID_ENROLLMENTS → HOMECAMPUSThe Campus at the time of EnrollmentAll Tabs
CIPSID → SID_ENROLLMENTS → CIP_STUDENT
All Tabs
CollegeSID → SID_ENROLLMENTS → GLOBAL_COLLEGEThe Global College at the time of EnrollmentAll Tabs
DepartmentSID → SID_ENROLLMENTS → GLOBAL_DEPTThe Global Department at the time of EnrollmentAll Tabs
EthnicitySID → SID_ENROLLMENTS → ETHNICThe Ethnicity at the time of EnrollmentAll Tabs
First GenerationSID → SID_ENROLLMENTS → FIRSTGENSelf-reported first generation students.All Tabs
Full Time Indicator SID → SID_ENROLLMENTS → CURR_TERM_CRS_LOAD

If the student is full time or part time based on the credit hours for the term. 

For Fall and Spring terms, UG students enrolled in >= 12 credits are considered full-time and GR students enrolled >= 9 credits are considered full-time.

For Summer term, UG students enrolled in >= 9 credits are considered full-time and GR students enrolled >= 6 credits are considered full-time.

All Tabs
GenderSID → SID_ENROLLMENTS → GENDERThe Gender at the time of EnrollmentAll Tabs
HonorsSID → SID_ENROLLMENTS → HONORSThe Honors Student StatusAll Tabs
New/ReturningSID → SID_ENROLLMENTS → STU_RECENT_ADM_DTIf the student is a New student or Returning from the previous term. If the Recent admit date is same as the Termid,  then student is New else the student is Returning.All Tabs
ResidencySID → SID_ENROLLMENTS →ETHNIC and FEE_CLASS_RES

The Residency Status at the time of Enrollment.  The logic is below:

When Ethnic = 'O' Then 'International'
When Ethnic ^= 'O' and FEE_CLASS_RES in ('F','R','T') Then 'In-State'
When Ethnic ^= 'O' and FEE_CLASS_RES not in ('F','R','T') Then 'Out-of-State'

All Tabs
SemesterSID → SID_TERMID → MONTHSemester such as Fall, Spring or SummerAll Tabs
Student ClassificationSID → SID_ENROLLMENTS → STU_CLASS_LEVEL

Student Classification such as Lower Level, Upper Level, Grad I and Grad II.  The logic is below:

When  Stu_Class_Level = 'A' Then 'Grad II'
When Stu_Class_Level = 'B' Then 'Grad I'
When Stu_Class_Level = 'L' Then '1-Lower Level'
When Stu_Class_Level = 'U' Then '2-Upper Level'

All Tabs
Student LevelSID → SID_ENROLLMENTS → STU_CLASS_LEVEL

Student level such as Undergraduate or Graduate.  The logic is below:

When  STU_CLASS_LEVEL ='N' Then 'Non-Degree Seeking'
When  STU_CLASS_LEVEL in ('L','U') AND DEG_LEVEL_SOUGHT in( 'B', 'N') Then 'Undergraduate' 
When  STU_CLASS_LEVEL in ('A','B') Then 'Graduate'

All Tabs
Student TypeSID → SID_ENROLLMENTS → STU_RECENT_ADM_TYPStudent Type such as FTIC or MastersAll Tabs
TermSID → SID_ENROLLMENTS → TERMIDTerm such as Fall 2020 or Spring 2018All Tabs




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Filter Panel

Filters are listed on the side panel of the report.

Notes:

  • Click the down arrow to select from options in the filters and narrow down your results. 
  • To deselect an item, click on the option again. 
  • Some filters are radio buttons and you can select only one item. The items in these filters are indicated as round buttons.
  • Some filters allow multiple selections. To select multiple values in a filter, select the square boxes .

Data Panel

This panel displays the filtered results. To work with data in this panel:

  • Select an individual row in the table to highlight the item/row. Select it again to return to the full table view.
  • You can sort the data by column values, if the sorting is available for that column. Hover your mouse over the last row item in the column header and if a small black triangle appears Black Triangle PNG, Free HD Black Triangle Transparent Image - PNGkitImage Removed appears,  you can sort that column in ascending or descending order by clicking on your mouse. 

Options for the Data Panel

Export Data to Excel

To export the data results to Excel, hover your mouse over the upper right hand side corner of the data table and a horizontal menu bar  will pop up. Click the  in the top right corner . 

A drop down menu will appear with 'Export data' as one of the options.  Select Export Data to work with the data in Excel.

Note : The exported data in Excel may not look exactly like the screen. 


Focus Mode

To see the data in Focus Mode, hover your mouse over the upper right hand side corner of the data table and a horizontal menu bar  will pop up. Click the option for Focus Mode   It allows the visual to take the entire space in the report canvas. Full screen mode will persist until you exit out or click on Image Modified  on the top left hand side.
When in Focus Mode, click the Image Modified in the top right corner and a drop down menu will appear with the following options:

Image Modified

You can export data, or see the data in a table by selecting the appropriate option.  

Spotlight

Spotlight causes all other visuals on the page to fade so the selected visual is highlighted. To highlight a visual, click on more action Image Modified and select Image Modified

Filters/Slicers on a visual

To find out what are the filters on any particular visual, select that visual and on the top right hand side, a menu bar of options will appear. There will be an option that looks like Filter on three horizonal bars, and if you select that, you can see what slicers are impacting that visual. Currently this menu bar is not available for Line Charts. 

Matrix Visual: Drill Up and Drill Down

If the visual has the hierarchy, the  menu will appear when you hover on the top left side of the visual.  Turn on drill down first by selecting the downward arrow. The grey background Image Modified lets you know that drill down is active. Selecting  will expand another level of hierarchy. Selecting the double arrow icon for drill all levels at oncedrill-down icon takes you to the next level in the hierarchy.  Selecting Image Modified will take you one level up in hierarchy.  The arrows will be greyed out if the option is not available. 

Reset to Default

If you have made any changes, such as implementing filters or sorting the table, you have the ability to return the sorting and filtering to the report creator's default view. Click the Reset to Default image above the report in the Report Header: 




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