Enrollment Information - Official/First Day Headcounts and Hours Overview Video Transcript

Welcome to the Official First-Day Headcounts and Hours Report Overview, also referred to as the Enrollment Information Report. This video is meant to give you an overview of the report and will provide you with helpful tips on how to explore the latest enrollment trends at Indiana University, using data from our comprehensive Tableau dashboard. The video will also show you how to navigate to the Enrollment Information Report and briefly highlight the different views within the dashboard, the data sources and refresh cycle.

The purpose of the Enrollment Information Report is to provide official first-day and census headcounts, hours and FTE. A trend view is available for the most recent ten years. These measures are viewable by a myriad of student and institutional characteristics comparable across terms and institutions. ​The dashboard provides analysis at both a high level such as campus and term and a more detailed level such as program, plan, course, and modality. This report also provides in-depth visualizations of enrollment by geographic regions showing where students come from. To find the report from the Institutional Analytics home page, go to the Finding Data menu in the upper left corner of the page, then select Enrollment. From here, you will find two versions of the Official First-Day Headcounts and Hours report, an IU internal version which requires CAS Authentication and a public version. For this tutorial we will focus on the IU Internal version.

When you open the report, you will find the Read Me page which contains a brief description of all the data dashboards in the workbook. It can be helpful to review this before exploring the data. On bottom of this page, it also shows when the report was last refreshed. We also encourage you to explore the terminology used in the report by visiting the Definitions views located near the end of the dashboard. The Definitions views provide explanations of various data and terms used throughout the dashboard. There is also a Financial Aid specific definitions tab that explains various financial aid related terms, as well as inform you on when FA data will become available. Data definitions are also viewable by placing your mouse over the Hover for Definitions link located at the top of each tab. 

Now, to introduce the data views, let’s visit Heads and Hours, which displays a tabular view of students’ headcount, FTE, and hours taken. These enrollment data can be broken down by a variety of parameters including but not limited to age, students of color, admit type, veteran, online status, service region to name a few, all with the purpose of facilitating the customization of the data. The filters on the top of the screen are global filters, which means that the parameter selections made on one tab automatically carry over to most views within this dashboard and allow you to pare down the report to only see enrollment data for a specific population. The first filter labeled Value houses the main enrollment measures for the suite of reports, and by changing your selection you can view headcounts, hours, or FTE. There are a few additional filters that exist in the Enrollment Information Report dashboard that we would like to point out. These local filters are located on the right side of the report and are specific to the page they are on. These filters afford the user the option of excluding or including plans that moved to Purdue University after the dissolution of IUPUI or create a matrix across three attribute dimensions to see different cross-sections of the student population. For example, if you select class in Attribute 1 Selection and change the value to hours, focusing on the East Campus, you will see the total hours enrolled by students, broken out by freshman, sophomore, junior, senior, and graduate. 

Our next view is Official Enrollment Detail. This report is similar to the Heads and Hours report we reviewed in the previous tab, but instead of comparing just two terms, the user can select multiple terms for a side-by-side comparison. For example, here we can compare how many hours were taken during the fall semesters of 2021, 2022, 2023, and 2024 for Piano within the Applied Music Division of the Jacobs School of Music by selecting the appropriate terms and the attributes of school, division and sub-department. This particular view also has 31 extra local filters that are accessible by clicking on the button labeled additional filters. Many of these filters mirror the values in the attribute selection lists. Using these filters help to pare down the contents of the dashboard to make it more easily understood.

Next, let’s look at Heads and Hours Pell slash 21st Century Report. This view depicts a tabular representation of student headcounts, hours, and FTE, with specific emphasis on Pell and 21st Century undergraduate degree-seeking students. We highly recommend that you review the FA definitions tab for detailed information to get the best understanding of what is in this report. 

Moving on to the Term Compare by Population Percent report, we can see a three-year comparison of enrollment data broken down by selected attributes as a percentage of the overall population. As an example, if we select IPEDS Gender as the attribute value, the bar graphs show that the composition of IU students along this dimension has remained relatively stable over the last three Fall semesters, with roughly 57% being female, and 43% being male.

The next view in the Official Enrollment dashboard is the Online DE Hours report. This view displays a table with a breakdown of enrolled hours by the students’ online status. Online status can be either All, Part, or None.  As with the other views, data can be broken down by a variety of parameters such as online program or plan, service region, veteran status to name a few, that allow for customization of the data to gain insights on how different student populations are receiving instruction.

The Enrollment Trends report is next in queue. This report visualizes the categorical enrollment data previously shown in tables as a line graph over a ten-year period across varying attributes.

The next view, Modality, examines Course Enrollments by the various Modality Groupings of on-campus presence versus off-campus, online versus hybrid versus in-person, and instruction mode. The corresponding table below the bar charts provide detailed numerical context to the graphs. The legend to the right of the table provides a description of what the colors on the graph represent. Using the Modality Grouping of instruction mode, we can see that 100% online all peaked in the year 2020.

The Course History tab allows us to dive deeper into course data.  This report shows 10-year trends in course enrollment for specific courses by headcount, hours, and FTE. You can tailor the level of aggregation by using the three selectors at the bottom right of the report. The subsequent view also focuses on courses. The Course Matrix by Org report allows you to view enrollments by the student’s school of major and the school the course was taught in. If we select Bloomington as an example, we see that of the 3,494 enrollments in the Curriculum and Instruction department in the School of Education, 3,100 were education majors, and 140 were from the Jacobs School of Music.

Let’s transition to some maps. The Enrollment Geo and Enrollment Geo 2 tabs are data representations of enrollment headcount and hours in tabular and graphical form. A single click on any area of a map will filter the table on the bottom right of the grid. The Enrollment Geo tab shows figures by countries and states. The Enrollment Geo 2 tab provides a more detailed breakdown and drills down to show Indiana and reciprocity counties. If you hover over any headcount cell you will be able to get a five-year historical trend for a county, state, or country.

The County Enrollment tab which follows, complements the Enrollment Geo 2 tab. Similar to the Geo 2 tab, it has enrollment by county but overlays the top programs students from a particular geographic region pursue. As an example, if we filter the campus service region to the Southeast campus and select Clark County, we see that 862 students hail from Clark County and 263 of them were enrolled in a business management, marketing, and related support services field.

Next, we have the Enrollment by Plan report that shows us what programs and plans IU students enroll in. The report uses a hierarchical structure that begins with a student’s School/Group, and drills down to their program and then plan. To reveal this breakdown, click the plus sign that shows up when you hover over the School/Group title in the first column of the report table. The three attribute selection parameters will allow for further disaggregation.

The next report in the dashboard, Duplicated Enrollment, simply houses a link to an independent dashboard that gives the user duplicated enrollment counts for students who are pursuing multiple plans.

The Home-to-Campus Distance report is the final report in the dashboard and provides information on the average distance from a students’ address to their home campus, based on the term and attributes selected. This view focuses only on students with US as their country of origin. The average distance can be calculated either by the student’s admit address or their current address. This report could be useful in co-curricular programing, scheduling of classes, as well as in the assessment of students’ travel needs.

The last page in this dashboard is the Data Sources and Refresh Schedule tab. Here you will find a list of the data sources used to create the dashboard, as well as the refresh schedule for the data sources and the report. Hopefully, this video has given you a better understanding of this dashboard. If you would like more information about this overview or any other dashboards, contact our office at IUIA at iu.edu.