Enrollment Management System (EMS) User Guide

EMS User Guide

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 Table of Contents Introduction...................................................................................................................3 Disclaimers.....................................................................................................................3 EMS Sections/Sums Report................................................................................................................3

EMS Data Flow...............................................................................................................4 Main Menu.....................................................................................................................5 Program Access...................................................................................................................................5 User Types...........................................................................................................................................5

Basic Navigation............................................................................................................6 Sections/SUMS Report..................................................................................................9 How to Filter Your Report................................................................................................................ 10 Sections Report............................................................................................................................... 11 SUMS (Summations) Report........................................................................................................... 19 MAP (Data Map) Report.................................................................................................................. 25 ISIS (ISIS Data Extract File Specification) Report.......................................................................... 26 CODES (EMS Translations of ISIS Codes) Report........................................................................... 27 What If Scenario: How would you use the EMS to reduce your schedule FTES by 5%? ............. 29

Filtered Sections Report.............................................................................................30 Course Catalog.............................................................................................................32 Data Management.......................................................................................................34 Edit Enrollment Targets .................................................................................................................. 34

EMS Error Reporting and Improvement Requests....................................................35 Feedback Form................................................................................................................................ 35

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Enrollment Management System (EMS) User Guide

Introduction EMS is a tool designed to help the college plan, analyze, and manage class schedules. It provides users the ability to project the number of fulltime equivalent students (FTES) and faculty (FTEF) associated with a planned (future) schedule and to evaluate progress relative to that projection on a daily basis, and to do so at any level of the organization, from the individual course section to the entire college and district. EMS provides users the ability to project student demand for any class schedule (such demand expressed as estimated student enrollment and/or total hours of attendance) on a college, semester, course, and section-specific basis, specific to section apportionment type. Initial default values for each course in the college catalogs have been derived from an evaluation of historical demand data over the previous five years. Users may then continue to revise and update these default values as desired to align projections with current student enrollment trends or expectations. In addition, users can override the default values for any specific section within a semester based on other factors not considered in the default measures. By means of these provisions, EMS has the ability to accurately project semester-based FTES. EMS also measures both projected and assigned faculty workloads in contact hours, LHE (units of workload), and FTE distributed between fulltime (contractual), overload, and part-time assignments and thus allows users to evaluate the proposed and the actual distribution of faculty workload assignments and costs across the institution and relative to the projected size of the student population. Various student/faculty ratios are reported, including class fill rates, average enrollments per section, FTES to FTES, and WSCH to FTES, at any organizational aggregate. EMS also allows users a quick way to check scheduled section hours against minimums and maximums, to check assigned faculty workloads against norms, and to identify missing or erroneous data. Because EMS reports a wide range of basic values at the section, subject, departmental, school, and college level, it also provides users a convenient way to look up or to analyze schedule data throughout the institution. EMS reports are generated in the form of spreadsheets which can be viewed either within a browser or opened within Microsoft Excel. The latter alternative allows the user to download and save the file to a desktop, and to then use that file copy to generate additional or modified reports, to engage in additional “what-if” analyses, to sort or aggregate the data in alternative ways, or to save for archival or other reasons.

Disclaimers EMS Sections/Sums Report While the EMS Sections/Sums Report and the Enrollment Tallies draw their data values from the same ISIS data, there will be differences in subtotals due to strategic decisions made about reporting the data. For example, the EMS separates out apportionment sections from non-apportionment sections into two separate reports—the Enrollment Tallies report does not.

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EMS Data Flow EMS Data Flow ISIS Course Catalog Updated each term

Class Schedule and Enrollment Nightly updates

EMS Database

EMS Website

Course Catalog

Edit Enrollment Targets

EMS Reports (Active or Archive) 4

Enrollment Management System (EMS) User Guide

Main Menu

Program Access URL: https://ems.sdccd.edu/ Log in with your username and password.

User Types • User • Can access reports and Course Catalog for their college • Dean • Can edit enrollment targets for only their college • Can view reports and Course Catalogs for all three colleges • Admin • Can view all reports • Access to all Course Catalogs • Can modify all enrollment course value targets

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Basic Navigation Basic Navigation

EMS Reports • Active Reports

• Edit Enrollment Targets

• Sections/Sums Apportionment

• Course Values (Default)

• Sections/Sums Non-Apportionment

• Section Values

• Filtered Sections

EMS Error Reporting and Improvement Requests

• Filtered Sums

Logoff

• Historical Comparative • Course Catalog • Archive Reports • Sections/Sums (Archives)

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Data Management

Enrollment Management System (EMS) User Guide

Active Reports Sections/Sums Apportionment Select the Sections/Sums Apportionment option. Then select a college and session and click the button.

Sections/Sums Non-Apportionment Select the Sections/Sums Non-Apportionment option. Then select a college and session and click the button.

Filtered Sections Select the Filtered Sections option.

Filtered Sums Select the Filtered Sums option.

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Basic Navigation Historical Comparative Select the Historical Comparative option.

Course Catalog Select the Course Catalog option. Then select a college from the drop down menu and click the button.

Archive Reports Sections/Sums Select the Sections/Sums option. Then select a college and Archived Name and click the button.

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Enrollment Management System (EMS) User Guide

Sections/SUMS Report EMS will allow Deans, VPIs, Department Chairs custom views of the data based on different scenarios. EMS will allow controlling the data by hiding or showing data with the click of the right-mouse button. For example, EMS can calculate different enrollment cuts, such as 3%, 5% and 8% cut by assigning different color codes, like 3% cuts blue, 5% cuts green and 8% orange. And then run FTES based on these three different scenarios. The Enrollment Management System (EMS) has five different tabs: • The SECTIONS tab shows disaggregated data on a section specific basis. • The SUMS tab shows the activity on the SECTIONS report aggregated up through all the hierarchies available. The taxonomy runs through here. • The MAP tab shows the data map of the source, description and remarks of the data; what the data points are, whether that appears in the SECTIONS report or the SUMS report. • The ISIS tab shows all of the ISIS fields: what the field is, the position number, comments about the source field, etc. • The CODES tab shows translation tables between ISIS and EMS data field names.

Differences in Excel versions The required minimum standard will be at least Excel (07). Examples below will be in 2010, but the menu setup differs between 2007 and 2010. (i.e. Recacluate data with F9 in all versions, or Formulas -> Calculate Now in 2010.)

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Sections/SUMS Report How to Filter Your Report There are currently 22 filters along row 10 of the Sections Report. 1. Click the filter icon below the data element that you wish to filter. The filter icon will become to note that you’ve changed the filter.

The Default Filter Setting A drop down window appears which displays the possible list of values for which you can filter. The default setting is set to display all values, nothing is filtered. You know this because the (Select All) box is checked. 2. Uncheck the (Select All) box. 3. Then click the checkbox next to the values you want to include in your filter. 4. Click OK.

Resetting Filters You can reset all the filters back to the default by clicking “Sort & Filter” then “Clear” under the Editing menu on the far right of the Home tab. You can also use a keyboard shortcut by holding down the [ALT] key and typing “dfs”.

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Enrollment Management System (EMS) User Guide

Sections Report

This Tab contains the following 12 Report Heading/Data elements: 1. Flags: Load, EST, Hours, Status 2. Section ID: CID, Course, CRN, Title, SEC UNT, Instructor, SCH, DEPT, ACU 3. Location: Site, BLD, RM 4. Course Calendar: WKS, Start, End, CEN 5. Methods: ACHM, BAS, SPC, METH, Type 6. Days/Times: Days, BEG, END 7. Apportionment: ISIS Values (MEET, DACH, WACH, TACH)

8. Catalog Values: Units, TOTAL HRS (LEC, LAB, OTH, MIN, MAX), CAT FTE 9. Faculty Assignments (FTE): SEC FTE, TYP, IOL, Adjusted FTE (FT, OV, PT), TOT FTE 10. Student Enrollment: CAP, CUR, AVL, WAIT, CEN, PA HRS, Estimated (ENR, PA, Units), Effective (ENR, PA, Units) 11. FTES (Full-time Equivalent Student): CAP, CUR, EST, EFF 12. Ratios: % of CAP, WSCH FTEF, FTES FTEF

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Sections/SUMS Report The SECTIONS tab shows disaggregated data on specific information.

File Name The file name will always be the college name plus the term. The system does this automatically so when the file is saved it does not need to be renamed.

Dates 1. Today: date the report was generated 2. Data: the effective date of the data 3. SEM: semester 4. YR: year

Filters Many fields have been filtered and are useful to find specific information. For example it shows what any given instructor is teaching, overload or part-time. It also will help to find things like all Distance Ed (DE) courses. Like any filters in Excel, it is possible to stack filters on top of filters, such as all DE courses running on Saturday. This is a powerful tool to quickly go through the class schedule and locate any anomalies.

Flags FLAGS are located in the far left of the SECTIONS report. It compares the catalog load to adjust the faculty load. LOAD

Flag compares catalog load to adjusted/assigned load

EST

Flag cites missing estimated enrollment data

HOURS

Flag compares catalog hours to scheduled hours

STATUS

Class status flag

In addition to the flags there are filters which will allow seeing all the classes where the loads are greater than what they ought to be. Ideally, one would expect to see virtually no flags in this field for very good reasons; why somebody is being paid more than the catalog value said they should be paid or less than? EMS calculates this by a pre-determined range of values set up in the Catalog such as between 48-54 hours. If the class is below 48 throw a flag, if it’s above 54 throw a flag. Right now the Catalog maximum is 54, but ISIS cannot produce 54 hours. It produces 54.4. And that’s because of the dash system at the State that comes out to full points: 2.10, 3.10, 3.20, 32 meetings, whatever it may be. There are going to be many 54.4’s. 1. Load: The LOAD flag relates to faculty workload. It is going to show a greater than sign “>” if the load that has been assigned to the class is greater than the load that the Catalog has for it. This means this class has been assigned more load than the catalog thinks there ought to be assigned; 2) It will show a less than sign “ - Adjusted/assigned load is greater than catalog load. (Tolerance = 0.003)

•

Note that given the extraordinary variation in CAT_FTE and SEC_FTE, the VPIs may want this flag to compare ASSIGNED FTE to SECTION FTE.

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Enrollment Management System (EMS) User Guide

2. EST: The Estimated values (EST) it’s going to show a question mark “?” if there are no estimated enrollments set up for the class. In other words, if zero (0) students are estimated to enroll in a given class. Therefore, this is a simple way to check missing estimated enrollment values. • [blank] - Estimated enrollment data is present •

? - Estimated enrollment data is missing (No Estimated FTES will be reported)

3. Hours: The HOURS flag will show a less than sign “” or a minus sign (-). A less than sign “” means a class has been scheduled more hours than the Catalog says it should be scheduled. A minus sign (-) means no hours have been scheduled for the class. Compares catalog hours (CurricUNET min/max hours) to total apportionment hours (ISIS TACH). • [blank] - Catalog hours and scheduled hours match

– - No minimum or maximum catalog hours or no apportionment hours (TACH) reported • < - Total apportionment hours are less than minimum catalog hours • > - Total apportionment hours are more than maximum catalog hours (tolerance = 1%)

•

4. Status: The STATUS flag here tells you whether the class is cancel, open or closed. The blue bar means the class is closed. If there is no bar that means there are still available seats in the class. And if the class is gray barred out, it means the class was cancelled. These cancelled classes do not show enrollment values nor loaded values, so they do not end up in a reports. • White [O] - Section is open for enrollment • Blue [C] - Section is closed for enrollment • Gray [X] - Section is cancelled

Section ID

Section ID

CID

Course Identification number (Curricunet + EMS)

Course

Course subject

CRN

Course Registration Number

Title

Course title

SEC UNT

Section units

Instructor

Instructors assigned

SCH

School

DEPT

Department

ACU

Course Registration Number

1. CID: Course Identification number (from CurricUNET) • (Flag) Missing CID at section row level - Problem with catalog extract file (Course data will not appear in SUMS report.) • if there is no CID number means that there is a problem with the CurricUNET database. It means the course doesn’t exist in the CurricUNET file. EMD can only get a CID by matching the ISIS values to the CurricUNET values. However, if a class is cancelled, it will show no CID either because EMS doesn’t want to have it appear in the database. Each class must have a unique CID. Two different courses cannot have the same CID 2. Course: Subject indicator and course number 3. CRN: Course CRN

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Sections/SUMS Report 4. Title: Course title 5. SEC UNT: Units 6. Instructor: Course instructors assigned 7. SCH: School 8. DEPT: Department 9. ACU: Academic units

Location Location

Site

Site

BLD

Building

RM

Room

WKS

Course Weeks

Start

Start day

End

Last day

CEN

Census day

1. Site: Site location code in ISIS 2. BLD: Site name abbreviation used in ISIS 3. RM: Building room number

Course Calendar

Course Calendar

1. WKS: The number of weeks for the course 2. Start: First day of class 3. End: Last day of class 4. CEN: Census data

Methods This is the attendance accounting method and contains the following four fields:

Methods

ACHM

Accounting method

BAS

Basic Skills flag

SPC

Special designator

METH

Instructional method

Type

Schedule type

This section contains both versions, the ISIS version and the State version, because this is used so much. 1. ACHM: Attendance accounting method 2. BAS: Basic Skills flag 3. SPC: Special Designators translated into “EMS speak” 4. METH: Method 5. Type: Lecture, lab, distance education, tutoring, LLB (lecture and lab?)

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Enrollment Management System (EMS) User Guide

Days/Times Days/Times

Days

Scheduled days

BEG

Class start time

End

Class end time

1. Days: Days of the week course is scheduled 2. BEG: Time of day class begins 3. End: Time of day class ends

Apportionment It’s critical to understand these values, because it’s these values that FTES is based on.

Apportionment

ISIS Values

MEET

Number of class meetings

DACH

Daily apportionment contact hours

WACH

Weekly apportionment contact hours

TACH

Total apportionment contact hours

1. ISIS Values: These are calculated values through the ISIS database that have to do with how many hours a particular class have been scheduled. • MEET: Number of class meetings • DACH: Daily apportionment contact hours • WACH: Weekly apportionment contact hours • TACH: Total apportionment contact hours

Catalog Values Units

Catalog Values

Total HRS

Total course units LEC

Lecture hours maximum

LAB

Lab hours maximum

OTH

Other hours maximum

MIN

Total hours minimum

MAX

Total hours maximum

CAT FTE

Catalog FTEF

1. Units: 2. Total HRS: Total hours • LEC: Lecture hours • LAB: Lab hours • OTH: Other hours • MIN: Minimum hours • MAX: Maximum hours 3. CAT FTE: Catalog FTE: what the faculty workload ought to be for that class

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Sections/SUMS Report Faculty Assignments (FTE)

Faculty Assignments (FTE)

SEC FTE

Maximum faculty workload for this section

TYP

Employee and assignment type

IOL

Contractual assignment overload

Adjusted FTE

FT

Contract FTE assigned

OV

Overload assigned

PT

Adjunct FTE assigned

TOT FTE

Total assigned FTE for this section

Indicates what the faculty workload ought to be for that class and what was actually assigned to the class (SEC FTE); the type of assignment (TYP) whether it’s contract “C”, adjunct “A” , overload “O” or pro-rata “P”; what the overload percentage is if it happens to be contract (IOL); and therefore in EMS (ADJUSTED FTE) how much is full-time (FT), how much is overload (OV), how much is part-time (PT) and how much the total FTE is that’s been assigned (TOT FTE). This section corresponds to the way that ISIS is actually tracking the data. If there are multiple instructors, it will show a separate row for each instructor and their workload for the section. It will display if any given section is a full-time workload or an overload, i.e., a full-time faculty member working as overload. If this is the case, it credits the amount of workload to the overload column. This section also displays if there is a part-time instructor teamed up with a full-time instructor. The system will assign that to the part-time column. This is broken out as adjunct not pro-rata. The other missing part of enrollment management, is the budget. 1. SEC FTE: Maximum faculty workload for this section as set by schedulers 2. TYP: Employee and assignment type (contract, overload, adjunct, pro-rata) • C: Contract • O: Overload • A: Adjunct • Error codes (Employment Type/Assignment Type) • X-CA: Contract/Adjunct combination • X-AC: Adjunct/Contract combination • X-AO: Adjunct/Overload combination • X-PC: Pro-rata/Contract combination • X-PO: Pro-rata/Overload combination 3. IOL: Overload portion of contractual assignment, if any 4. Adjusted FTE (in EMS) • FT: Amount of Contract FTE assigned to this section • OV: Amount of Overload assigned to this section • PT: Amount of Adjunct FTE assigned to this section 5. TOT FTE: Total assigned FTE for this section, all assignment types

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Enrollment Management System (EMS) User Guide

Student Enrollment CAP

Capacity enrollment (class registration maximum)

CUR

Current enrollment

AVL

Available seats (frozen at census)

WAIT

Number of students on waitlist for section

CEN

Enrollment at first census

PA HRS

Student Enrollment

Estimated

Effective

Positive attendance hours reported ENR

Estimated census enrollment

PA

Estimated positive attendance

Units

Estimated student units at census

ENR

Effective enrollment

PA

Effective total hours of attendance for positive attendance sections

Units

Effective enrollment times section units

To calculate the estimated units of a class the unit value of the class is multiply by the capacity of the class. For example, a three unit course is multiply by 30 estimated students. In this case the estimated units for the class would be 90. The effective enrollment of a class is calculated with the same formula after the census date. Since there are various starting dates for classes, EMS calculates the estimate and effective enrollment on a class-specific basis. For more realistic FTES reports it is important to use estimates for late starting classes since standard reports show 0 students in those classes, even though it is expected that there is going to be students in the classes. EMS closes this gap. EMS shows a much flatter curve as a result of that. EMS would still show estimates under EFFECTIVE even though the census date has passed. 1. CAP: Capacity enrollment (class registration maximum) 2. CUR: Current enrollment 3. AVL: How many seats are available in this class (frozen at census) 4. WAIT: Number of students on waitlist for section 5. CEN: Enrollment at first census 6. PA HRS: Positive attendance hours, if any have been reported for the class 7. Estimated • ENR: Estimated census enrollment, user defined from EMS database • PA: Estimated total hours of attendance for positive attendance sections, user defined • Units: Estimated student units at census 8. Effective • ENR: Census, current, or estimated enrollment, conditional on report and class census date • PA: Effective total hours of attendance for positive attendance sections, conditional on enrollment, report date, census date, reported positive attendance hours • Units: Effective enrollment times section units

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Sections/SUMS Report FTES (Full-time Equivalent Student)

FTES

CAP

FTES at capacity

CUR

FTES based on current class enrollment

EST

Estimated FTES

EFF

Projected end-of-term FTES

1. CAP: FTES if section were to fill to specified class registration cap 2. CUR: FTES if measured based on current class enrollment 3. EST: FTES if census enrollment equal estimated enrollment or final positive attendance hours equal estimated positive attendance hours 4. EFF: Projected end-of-term FTES, reflecting estimated, current, or census enrollment data and conditional on report date, class dates, and class attendance accounting type.

Ratios (Student/Faculty) Ratios

% of CAP

Percent of capacity

WSCH FTEF

WSCH per FTEF

FTES FTEF

FTES per FTEF

1. % of CAP: Percent of capacity 2. WSCH FTEF: Derived from FTES FTEF, every class is treated as a WSCH class in the system 3. FTES FTEF: Ratio of full-time equivalent students to full-time equivalent faculty

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Enrollment Management System (EMS) User Guide

SUMS (Summations) Report

The SUMS tab shows the activity on the SECTIONS report aggregated up through all the hierarchies available. The taxonomy runs through here. 1. Unit: SCH, DEP, SUB, EMP 2. Course: CID, CRS, NUM, SEC 3. Catalog Values: Weekly Hours (LEC, LAB, OTH), CAT FTE 4. Faculty Assignments (FTE): SEC FTE, Adjusted FTE (FT, OV, PT), Percent Load (FT, OV, PT), TOT FTE

5. Student Enrollment: CAP, CUR, AVL, Wait, CEN, PA HRS, Estimated (ENR, PA, Units), Effective (ENR, PA, Units) 6. FTES: CAP, CUR, EST, EFF 7. Ratios: % of CAP, WSCH FTEF, FTES FTEF, ENRL SEC

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Sections/SUMS Report The SUMS report is linked to the Sections report by displaying sum totals from the data in the Sections report. By default the SUMS report lists totals at the Department, School, and College levels. The SUMS Report has six levels of display. • Level level.

is the highest level and it only shows values at the college

• Level

is the School level.

• Level displays totals at the Department level. This is the default display level. • Level

is the Subject level.

• Level

is displays areas if emphases within a subject.

• Level

is the course level.

You change the display level by selecting one of the numbered boxes at the top left of the spreadsheet or by clicking on the minus or plus boxes to the left of category you want to expand or contract.

Drilling Down for More Detail While the numbered level boxes expand or contract the entire SUMS Report to that particular level, using the minus and plus boxes allow you to be more selective in your display. For example, you may want to display only History course summaries rather than all the summaries for departments within the School of Social and Behavioral Sciences. Clicking on the plus box to the left of History causes the detail for History courses to be displayed. This level will remain visible and display changes you make to these courses in the Sections Report. Now that you see how the SUMS Report displays summary information, you can now make changes to the Sections Report to change these values in “What If” scenarios.

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In this example Miramar scheduled 834 sections for Fall 2012 which generated 178.30 FTE for the college.

Enrollment Management System (EMS) User Guide

Unit

Unit

SCH

School

DEP

Department

SUB

Subject

EMP

Emphasis

CID

Course Identification number

CRS

Course subject designator

NUM

Course subject number

SEC

Section

These appear when a course subject is expanded. 1. SCH: School 2. DEP: Department 3. SUB: Subject 4. EMP: Emphasis

Course

Course These appear when a course subject is expanded. 1. CID: Course Identification number 2. CRS: Course subject designator 3. NUM: Course subject number 4. SEC: Section

Catalog Values

Catalog Values

Weekly Hours CAT FTE

LEC

Lecture hours

LAB

Lab hours

OTH

Other hours Catalog FTE

1. Weekly Hours • LEC: The number of lecture hours scheduled for the section. • LAB: The number of lab hours scheduled for the section. • OTH: The number of other hours scheduled for the section. 2. CAT FTE: The FTE as approved for the course and recorded in CurricUNETtotal FTE in the catalog you schedule

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Sections/SUMS Report Faculty Assignments (FTE) Maximum faculty workload for this section

SEC FTE Adjusted FTE

Faculty Assignments (FTE) Percent Load TOT FTE

FT

Contract FTE assigned

OV

Overload assigned

PT

Adjunct FTE assigned

FT

% of FTE that is full-time

OV

% of FTE that is overload

PT

% of FTE that is part-time Total assigned FTE for this section

1. SEC FTE: Maximum faculty workload for this section as set by schedulers (catalog value in ISIS) 2. Adjusted FTE (in EMS) • FT: Amount of Contract FTE assigned to this section • OV: Amount of Overload assigned to this section • PT: Amount of Adjunct FTE assigned to this section 3. Percent Load • FT: Percentage of FTE that is full-time • OV: Percentage of FTE that is overload • PT: Percentage of FTE that is part-time 4. TOT FTE: Total assigned FTE for this section, all assignment types

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Enrollment Management System (EMS) User Guide

Student Enrollment CAP

Capacity enrollment (class registration maximum)

CUR

Current enrollment

AVL

Available seats (frozen at census)

WAIT

Number of students on waitlist for section

CEN

Enrollment at first census

PA HRS

Student Enrollment

Estimated

Effective

Positive attendance hours reported ENR

Estimated census enrollment

PA

Estimated positive attendance

Units

Estimated student units at census

ENR

Effective enrollment

PA

Effective total hours of attendance for positive attendance sections

Units

Effective enrollment times section units

To calculate the estimated units of a class the unit value of the class is multiply by the capacity of the class. For example, a three unit course is multiply by 30 estimated students. In this case the estimated units for the class would be 90. The effective enrollment of a class is calculated with the same formula after the census date. Since there are various starting dates for classes, EMS calculates the estimate and effective enrollment on a class-specific basis. For more realistic FTES reports it is important to use estimates for late starting classes since standard reports show 0 students in those classes, even though it is expected that there is going to be students in the classes. EMS closes this gap. EMS shows a much flatter curve as a result of that. EMS would still show estimates under EFFECTIVE even though the census date has passed. 1. CAP: Capacity enrollment (class registration maximum) 2. CUR: Current enrollment 3. AVL: How many seats are available in this class (frozen at census) 4. WAIT: Number of students on waitlist for section 5. CEN: Enrollment at first census 6. PA HRS: Positive attendance hours, if any have been reported for the class 7. Estimated • ENR: Estimated census enrollment, user defined from EMS database • PA: Estimated total hours of attendance for positive attendance sections, user defined • Units: Estimated student units at census 8. Effective • ENR: Census, current, or estimated enrollment, conditional on report and class census date • PA: Effective total hours of attendance for positive attendance sections, conditional on enrollment, report date, census date, reported positive attendance hours • Units: Effective enrollment times section units

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Sections/SUMS Report FTES (Full-time Equivalent Student)

FTES

CAP

FTES at capacity

CUR

FTES based on current class enrollment

EST

Estimated FTES

EFF

Projected end-of-term FTES

1. CAP: FTES if section were to fill to specified class registration cap 2. CUR: FTES if measured based on current class enrollment 3. EST: FTES if census enrollment equal estimated enrollment or final positive attendance hours equal estimated positive attendance hours 4. EFF: Projected end-of-term FTES, reflecting estimated, current, or census enrollment data and conditional on report date, class dates, and class attendance accounting type.

Ratios (Student/Faculty)

Ratios

% of CAP

Percent of capacity

WSCH FTEF

WSCH per FTEF

FTES FTEF

FTES per FTEF

ENRL SEC 1. % of CAP: Percent of capacity 2. WSCH FTEF: Derived from FTES FTEF, every class is treated as a WSCH class in the system 3. FTES FTEF: Ratio of full-time equivalent students to full-time equivalent faculty 4. ENRL SEC:

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Enrollment Management System (EMS) User Guide

MAP (Data Map) Report

SEC (Sections Report) This column shows which of these headers appears on the Sections report.

SUMS (Report) This column shows which of these headers appears on the SUMS report.

Source (ISIS Field Outlined) This shows the ISIS field source of the data for this field.

Contains A short description of the field data.

Notes Any programatical notes.

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Sections/SUMS Report ISIS (ISIS Data Extract File Specification) Report

Field Name Name of the ISIS field.

Length Length of the data.

Position Position of the data.

Source Field/Comments Information about the data in the field and any comments.

New Field Names New name of fields if necessary.

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Enrollment Management System (EMS) User Guide

CODES (EMS Translations of ISIS Codes) Report

Accounting Method ENRL-ACMH ISIS A B C D E F G H I J K L X 1 2 3 4 5 6 7

EMS W D

P P P IW IW ID ID X

DESCRIPTION CENSUS WEEK CENSUS DAY WORK EXPERIENCE INDEPENDENT STUDY POSITIVE ATTEND-CREDIT, REG POSITIVE ATTEND-CREDIT, IN-SER POSITIVE ATTEND-NON-CR, REG POSITIVE ATTEND-NON-CR, IN-SER INDEPENDENT STUDY, CENSUS WEEK WORK EXPERIENCE, CENSUS WEEK INDEPENDENT STUDY, CENSUS DAY WORK EXPERIENCE, CENSUS DAY NON STATE SUPPORTED CENSUS WEEK, REGULAR CENSUS WEEK, INDEPEND STUDY CENSUS WEEK, WORK EXPERIENCE POSITIVE ATTEND-CREDIT, REG POSITIVE ATTEND-CREDIT, IN-SER POSITIVE ATTEND-NON-CR, REG POSITIVE ATTEND-NON-CR, IN-SER

ABBREV CW CD WE IS PACR ISCR PANC ISNC ISCW WECW ISCD WECD NON CW C-IS C-WE PACR ISCR PANC ISNC

USRS 1 4 2 2 2 2 2 2 1 1 4 4 3 1 1 1 2 2 2 2

MISACCT W D I I P P P P I I I I O

NOT USED NOT USED PUBLIC SAFETY SUPERVISED TUTORING

NOT USED NOT USED NOT USED NOT USED NOT USED NOT USED NOT USED

IN EXTRACT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT IN EXTRACT IN EXTRACT IN EXTRACT NOT IN EXTRACT IN EXTRACT IN EXTRACT IN EXTRACT IN EXTRACT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT NOT IN EXTRACT

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Sections/SUMS Report College Special Designator ENRL-SPL-DSG ISIS A B C D E G H I J K L M N O P Q R S T U V Z 1 2 3

EMS APR ROP COSM TEL HON NCR HON DE DE/OE CONT DECOL DECAM HONHS OEOE PUB CORR CONC SDSU TUT UCSD ARRA HYB ESL INT ACP

DESCRIPTION APPRENTICESHIP ROP COSMETOLOGY TELECOURSE (lTV) HONORS -ENTIRE CLASS COLLEGE NON-CREDIT HONORS CONTRACT ONLINE COURSE ONLINE OE/OE CONTRACT EDUCATION ON-LINE COLLEGE ONLINE WITH MEETING ON CAMPUS HIGH SCHOOL HONORS OPEN ENTRY / OPEN EXIT PUBLIC SAFETY CORRESPONDENCE CONCURRENT CLASS SAN DIEGO STATE TUTORING UC SAN DIEGO ARRA GRANT AMER RECOV & REINVE HYBRID ESL CLASS INTERNSHIP ACCELERATED COLLEGE PROGRAM

ABBREV APPRENT ROP COSM TELECOURSE HONORS COLL NC HONORS ONLINE ONLINE OEOE CONTRACT ONLINECOLL ONLINE+MTG HS HONORS OENTR/OEXT PUBLCSAFTY CORRESP CONCURRENT SDSU TUTORING UCSD ARRA GRANT HYBRID ESL INTERNSHIP ACP

ACT-MH E X E

G

E X

E F

G

J

HLTH N Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y N Y N

ACCI N Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y N Y N

Y Y Y

Y Y Y

Instructional Method ENRL-INSTR-METHOD ISIS CC IE LE OC PP RC TC VC

EMS COR IMX LAT OTH P2P RAD TEL VID

DESCRIPTION CORRESPONDENCE COURSE IMMEDIATE EXCHANGE WITH INSTRUCTOR LATER EXCHANGE WITH INSTRUCTOR OTHER COURSE POINT-TO-POINT TELECOURSE RADIO COURSE TELECOURSE VIDEO COURSE

ABBREV CORES IMEDX LATER OTHER POINT RADIO TELE VIDEO

MISCODE 61 71 72 54 51 62 63 63

Schedule Type ENRL-SCHEDTYP ISIS A B C D E F I L V Z

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EMS LEC LAB LL WEX IS DE IND DCP TUT DE

DESCRIPTION Lecture only Lab only Lecture/Lab combination Work Experience Independent Study Distance Education Individualized Instruction Directed Clinical Practice Tutoring Distance Education

COURSE #

270 Only and all? 290 Only and all?

Some Work Experience courses are 272 Yes

296 Only and all?

Yes

044 Only and all?

Yes

Enrollment Management System (EMS) User Guide

What If Scenario: How would you use the EMS to reduce your schedule FTES by 5%? Reducing FTE in the SUMS Report Let’s assume that you are the academic dean responsible for the School of Social and Behavioral Sciences at Miramar College. Your Vice President has asked you to propose a scenario whereby your school FTE is reduced by 5% for Fall 2012. 1. Open the Sections/SUMS report and select the SUMS tab • In this example the target term is Miramar Fall 2012. 2. Create a new cell to calculate the value for a 5% drop (SUMS tab) 1. Right-click the BI column header cell and Select Insert from the drop down menu. • This will create a new column in your spreadsheet without impacting the report. 2. Next, go to cell BI 285 and enter the following formula: =SUM(BF285*.05) and press the [ENTER] key. • This determines the value for a 5% drop by multiplying the Section FTE (SEC FTE) in cell BF 285 by 0.05. • The total FTE for the School of Social and Behavioral Sciences is 16.91. Five percent of 16.91 is 0.845. Subtract 0.845 from 16.91 and your target FTE is 16.06. • Select the subject areas that are part of your school. In this example, we will select Anthropology, Education, Geography, History, Political Science, Psychology, and Sociology. 3. Copy the course information into a new tab (Sections tab) • In case you want to add these courses back in, you can copy the CID, Course, CRN and Title fields of the courses you’re going to delete onto a new tab in the spreadsheet. • In our example, we copy the first five fields and paste them into the new worksheet of the report. 4. Delete the CIDs of these courses (Sections tab) • Now go back to the Sections tab and delete the CIDs for these first five sections. • Only the CID fields have be deleted for the course not to be included in the FTE calculations. Leaving the rest of the course information will make it easier to add these courses back in later if you need to. 5. Recalculate the SUMS (SUMS tab) • In Excel 2010, click on the Formulas menu and press the “Calculate Now” button on the far right. Alternatively you can press the F9 key, in any version of Excel, as a shortcut. • In our example the School of Social and Behavioral Sciences now shows a total of 87 sections in cell K285 and the total SEC FTE for the school has been reduced to 15.91—slightly below your target of 16.06.

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Filtered Sections and Filtered Sums Reports Filtered Sections and Filtered Sums Reports The Filtered Sections and Filtered Sums reports display course listings information and allows you to pre-filter the information before exporting to Excel. By default the report shows you data from all three colleges and all available semesters. As well as filtering by college and semester, you can filter and sort on any of the column headings. You can also search by keyword or limit the search to only courses within a certain range of course numbers or number of units. Then with the export buttons at the bottom you can save or print your results.

Profiles Once you’ve created a filtered search you may want to run this search again. You have three user profiles you can use to save and rerun these searches again in the future. This will save you from having to recreate complex searches.

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Enrollment Management System (EMS) User Guide

User Profiles You have three profiles you can use to save custom searches: UserProfile1, UserProfile2, UserProfile3. Select one from the drop down and choose one of the following: • To save a filtered search click • To load a previous saved search click • To overwrite a profile you can either click or click to delete it.

to store your new search

Sort Your search results can be sorted by any category by clicking the title of the column. This will highlight the column and title in green and sort the listings alphabetically or numerically. If you click the same column again the results will be sorted in reverse order. To remove the sort on that column you can click it a third time. You can further sort the results by a second or third column by clicking them. This will keep your original sorted column and additional layers of sorting.

Filters There are two different types of filters available. Some columns can be filtered from a drop down menu to narrow down the results to one category. For example you could select ASTR from the Subject drop down and Spring 2014 from the Semester drop down to show all Astronomy classes from Spring 2014. The other type of filter changes the search results based on a combination of what you type in the search box and what you select with the filter button drop down.

Export With the Excel and PDF buttons at the bottom you can also export your search to save or print your results.

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Course Catalog Course Catalog Select the Course Catalog for your College 1. Click the Course Catalog link. 2. Then select a college from the drop down menu and click the button.

Select the Subject Area 1. Select a subject area from the drop down menu or select All Subjects. 2. Then click the the top-right.

button on

The report will show multiple pages for a program that has a large amount of courses. The pages will be listed in ranges such as “1 of 2” or “1 of 3.” The report will allow shrinking or expanding the data views. It will also allow exporting and saving the data to any type of output such as a PDF file, an Excel file, or a Word file. This will be a powerful capability for departmental discussions. CID, Subj, Num Estimated Course Enrollment (Average): Census Enrollment (FA, WI, SP, SU), AVG Rate of Attendance (FA, WI, SP, SU) Units: Lecture (Low, High), Lab (Low, High), Other (Low, High), Total (Low, High) Contact Hours: Lecture (Min [Low, High], Max [Low, High]), Lab (Min [Low, High], Max [Low, High]), Other (Min [Low, High], Max [Low, High]), Total (Min [Low, High], Max [Low, High])

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FTEF: Lecture (Low, High), Lab (Low, High), Other (Low, High), Total (Low, High)

Enrollment Management System (EMS) User Guide

Select a Course 1. To view the details for a specific course, click on the CID number for that course. 2. Use the navigation bar at the top to change pages, increase or decrease the display, export the data, refresh, or print. The courses are listed in alphanumerical order by subject and course number.

Using the Catalog Flags

Each record in the Course Catalog is analyzed as it is input from CurricUNET for compliance with the Carnegie Unit standard, missing units/contact hours, and to determine if it is a variable unit course.

Viewing Variable Unit Courses If the course is a variable unit course, the subject and course number will be highlighted in blue. A unique feature of the EMS is that it calculates each possible variation of a variable unit course in terms of unit values, contact hours, and estimated course enrollment. These data elements may be reviewed by clicking on the CID of the parent course.

Note: The Subject drop down menu changes to an EMSCISD drop down and the CID for the course is displayed in the box.

For example, BUSE 277A may be scheduled for credit from 1.00 to 3.00 units in 0.5 unit increments. These increments are not only plotted out, they are also added to the CID to create a unique EMSCID for each child variation. Thus, BUSE 277A may be scheduled for six different credit values and the actual value is displayed for each section of the course in the Sections Report. The EMSCID is especially helpful when checking for scheduling errors.

Carnegie Unit Compliance When a CID in the Course Catalog is highlighted in purple, it means the course is not in compliance with the Carnegie Unit standard. These courses should be researched to see why they deviate from the standard. Students are awarded credit for classes on the basis of the Carnegie unit. This defines a semester unit of credit as equal to a minimum of three hours of work per week for a semester. California’s Title V code, section 55002, also defines student credit in this way. While the length of a semester may vary, the Carnegie definition is based upon a minimum length of 16 weeks. Thus, a unit of credit equates to three hours of student work per week (1 hour lecture plus 2 hours of homework OR 3 hours of lab) for 16 weeks. In certain circumstances, it is possible to have more hours, but not less. The College of Catalog lists the total class hours required per semester.

No Units or Contact Hours

Exiting the Course Catalog

When the Subject and Course is marked in red text, it means that the course is missing unit and contact hours. Usually this indicates an error in the course record. However, there are some courses which are approved without hours and units, such as 044 Supervised Tutoring.

To return to the course catalog after reviewing a course record, simply left click on the Return to Course Catalog link. You can also go back to the previous page using the back arrow or exit the Course Catalog altogether by closing the window.

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Data Management Data Management Edit Enrollment Targets • Course Values (Default) • Section Values

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Enrollment Management System (EMS) User Guide

EMS Error Reporting and Improvement Requests Feedback Form Use the online form to provide feedback to the EMS System Administrator and/or to the EMS Steering Committee. 1. Click the EMS Error Reporting and Improvement Requests link. This opens a standard Google Document form. 2. To return to the EMS click on the back arrow of your browser window.

Filling Out the Top of the Feedback Form In order to submit feedback, we need to know who you are and how to reach you. We may have questions or need additional information. Your name, where you are located, and your email address are required. Including your phone number is optional but helpful in case we have questions that are hard or too complex to include in an email.

Filling Out the Bottom of the Feedback Form and Submitting There is one open-ended field to tell us about the problem or error you encountered and another for ideas on improving the EMS. You may fill out either or both. Please provide enough details on the problem to allow us to find and/or recreate it. When you are satisfied with your feedback, simply click the Submit button. Google displays a message indicating that your submission was successful. You may return to the EMS by clicking on the back arrow of your browser.

How Your Feedback is Stored The image to the left shows that your feedback is stored in tabular form for easy follow up.

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