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Description

The Weekly Enrollment Management Dashboard is a tool designed to help campus users track and monitor how courses are filling during the registration period leading up to the start of the semester and up through the deadline for add/drop. This tool will show you week by week how many classes are being offered, what their enrollments are as of that week, what the enrollment limit or seat capacity for the class is, how full the class is and whether there is a waitlist for that class. While the view of the data in this dashboard is for one week at a time, we provide a year prior column for most metrics that provides greater decision support. For example, if you see that a course is filling quickly by week -10 of the upcoming semester, you can look at the year prior column to check how the class was filling at the same time (same semester and registration week) for the prior year. This tool is intended to give campus units a new opportunity to identify issues with course offerings and enrollments prior to the start of the semester and in time to make decisions about shifting resources to better meet student demand and increase access to the courses they need most. This dashboard contains 3 reports. The Campus Summary provides a high-level view of offerings, enrollments and courses at capacity. The Course Tracking report provides a detailed view at the course level. The Class Tracking report allows you to focus on a single class (sometimes referred to on campus as a course section).
Campus Summary

This tab features 3 key metrics, including offering counts, enrollment counts, and a count of courses that have reached their enrollment limits (sometimes referred to as seat limits), as well as comparative data for the equivalent week from the prior year and semester. The user can select one week at a time to track how courses are filling, from the beginning of registration through the add/drop deadline. The result set is displayed in a data table by campus unit and the user can drill from there to see data at every organizational level, from the campus total to individual classes (sometimes referred to as course sections).

Course Tracking

This tab features 8 key metrics for a selected registration week, including offering counts, enrollment counts, enrollment limits, waitlist counts, waitlist limits, % class filled, average class size, and the number of courses at capacity, as well as comparative prior year data. The result set is displayed in a data table that groups course information by course characteristics and can be filtered by course level and offering type. The user can begin at the department and/or course subject level, then drill down to specific courses or filter the result set by a custom selection of courses. When the user selects a course displayed in the table, additional years of available historical data for offering counts, enrollment counts, % class filled and number of courses at capacity are displayed in four charts located beneath the table results.

Class Tracking

This tab features 4 key metrics for a selected registration week for classes (sometimes referred to as course sections), including enrollment counts, enrollment limits, waitlist counts, waitlist limits, and % class filled. The result set is displayed in a data table grouped by class characteristics and can be filtered by course level and offering type. The user can begin at the department and/or course subject level, then drill down to specific courses or filter the result set by a custom selection of courses. When the user selects a class displayed in the table, the enrollment fill pattern is displayed in a chart located beneath the table for all available weeks in the registration period of the semester selected.

Data 

Student Information Systems (SIS) is the source for this data. Campus users may also refer to it as "DB2". Weekly snapshots are being taken and loaded into the EDW and will going forward. The amount of historical curriculum data that we have loaded into EDW varies and that variance is different depending on the course offering type and the semester. The table below provides a summary of historical data available in the curriculum dashboards by snapshot:

 

Snapshot

FALL/SPR

Primary Sections

FALL/SPR

Secondary Sections

Summer

Primary Sections

Summer

Secondary Sections

Census 

Fall 2003 

Fall 2009 

Summer 2003 

Summer 2009 

EOT 

Fall 2007 

Fall 2007 

Summer 2007 

Summer 2007 

Weekly 

Fall 2011

Wk -06 to +05 

Fall 2011

Wk -06 to +05 

Summer 2013 

Summer 2013


Functionality

  • This is an interactive report. Drill into the result set to find information at the summary or detail level(s).
  • There are 3 types of filters available to customize the report population including the time period (Year; Semester; Snapshot), Organization Level (Department; Course Subject; Course), and Course Characteristics (Course Level; Course Level Detail; Offering Type; Instructional Format).

  • Click on course in the result table in Course Tracking to update the 4 charts that provide extended history located below.
  • Click on the class in the result table in Class Tracking to update the chart featuring fill patterns for all the snapshot weeks during the semester.
  • Expand the column header in the tables to add a column to the table that groups the data by the next level in the organizational/course hierarchy.

Image

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Fields

 Click here to see a list fields that appear in the report

Click a field name to view its definition.

 Avg Class Size

Avg Class Size
Avg. Class Size is the average total enrollment count for all the classes (course sections) selected. 

 Crse at Capacity Cnt

Crs at Capacity Cnt
Course at Capacity Count is the count of classes (course sections) where the Enrolled Student Cnt >= the Enrollment Limit (excluding cases where either value is 0).

 Enrollment Cnt

Enrollment Cnt
Enrollment Count is a count of the number of seats occupied in a course for a specific term.

 Offerings Cnt

Offerings Cnt
Offerings Count is the total number of classes (course sections) offered, where Student Enrollment Count is > 0.

 Enrollment Limit

Enrollment Limit
Enrollment Limit is the maximum number of students who can be enrolled in a particular class (course section) for a specific semester. This value is set by the department listing the course.

On October 19, 2017, a change was made to the calculation of this field as it appears in the Course Tracking tab of the Weekly Enrollment Management dashboard. This field used to include the enrollment limits of cancelled sections. After the change, the field excludes the enrollment limits of cancelled sections.

 % Class Filled

% Class Filled
% Class Filled is the enrolled student count as a percentage of the enrollment limit for a class (course section).

On October 19, 2017, a change was made to the calculation of this field as it appears in the Course Tracking tab of the Weekly Enrollment Management dashboard. This field used to include the enrollment limits of cancelled sections in the denominator. After the change, the denominator excludes the enrollment limits of cancelled sections.

 Waitlist Cnt

Waitlist Cnt
Waitlist Count is the number of students on the waitlist for a class.

 Waitlist Limit

Waitlist Limit
Waitlist Limit is the maximum number of students that can be on the waitlist for a class.

 Rejected Student Cnt

Rejected Student Cnt
Rejected Student Count tells you how many students tried to get into a class, but were not allowed to enroll because they did not meet requirements, or the class was full, among other possible reasons.  It is not a count of all the unsuccessful attempts to register per student. Instead, it is an unduplicated count of students who were rejected for the given class, as of the given snapshot week. 

 Course Control Nbr

Course Control Nbr
The Course Control Number (CCN) is a unique identifying number assigned to each class section meeting during a term. Course Control Numbers can be different from term to term for a class section.

Filters

 Click here to see a list of filters that can be used to customize the report.

Click a field name to view its definition.

 Snapshot

Snapshot
Snapshot refers to a particular point in time at which Cal Answers extracted data from the source system.  "CEN" is the census snapshot that happens every Fall and Spring semester on the 25th day of instruction (10th day of instruction for Summer sessions), which is also the deadline for undergraduates to add/drop classes.  At the census, most enrollment activity has frozen for the remainder of the semester (with the exception of graduate students, who are able to drop classes up to the final day of instruction). 

"EOT" refers to the end of term snapshot, which is taken after the semester has ended and grades have been submitted.  Weekly snapshots range from Week -30 to Week +18. These refer to the weeks leading up to the start of the semester and through to the end of the semester.  Week 0 contains the official start day of the semester, and Week +01 contains the first day of instruction.  Weekly snapshots are taken on Saturday morning of every week during the year.

 Course Subject

Course Subject
A Course Subject is an area of study (e.g., Dutch) offered by a Department (e.g., German). In the course academic hierarchy, a Class is an instance of a Course, Courses are organized by Course Subject, and Course Subjects belong to Departments.

 Course

Course
A Course (e.g., Computer Science 10) is a discrete study unit within a course subject (e.g., Computer Science) offered by an academic unit (e.g., Electrical Engineering & Computer Science). A course is approved by the Academic Senate, but may or may not be offered in a given semester. It can be comprised of different instructional formats (e.g., lecture, discussion, laboratory), with separate class offerings (course sections) for each format type.

 Course Level

Course Level
There are three Course Levels:  Lower Division (LD) undergraduate, Upper Division (UD) undergraduate, and Graduate (GR). Lower Division courses are meant for freshmen and sophomores and have course numbers ranging from 0-99. Upper Division courses are meant for juniors and seniors and have course numbers in the range 100-199. Graduate courses are meant for graduate students and have course numbers of 200 or higher.

 Course Level Detail

Course Level Detail
Course Level Detail is a lower-level grouping associated with Course Level.  Each Course Level has four associated Course Level Detail groupings, based on course number, as follows:
  •  Lower Division Undergraduate
    • General Academic (where course number <= 96)
    • Field Study (where course number = 97)
    • Directed Group Study (where course number = 98)
    • Supervised Independent Study (where course number = 99)

 

  • Upper Division Undergraduate
    • General Academic (where course number between 100 and 196)
    • Field Study (where course number = 197)
    • Directed Group Study (where course number = 198)
    • Supervised Independent Study (where course number = 199)

 

  • Graduate
    • General Academic (where course number between 200 and 299)
    • Professional Teaching (where course number between 300 and 399)
    • Professional (where course number between 400 and 499)
    • Special Study (where course number >= 500)

 Offering Type

Offering Type
There are three Offering Types:  primary, secondary, and independent study.  Grades and student credit hours are only associated with primary and independent study offerings. Primary sections are regularly-scheduled classes, including lectures, seminars, etc.  Secondary sections are always associated with a primary class and include discussions, labs, etc.  Independent study classes are student-initiated, individualized, supervised educational activities.

 

 

 

 

 

 

Usage Notes

 

 

 

 

 

 

 

 

 

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