Academic Research

Information to Support Enrollment Planning and Resources Submissions

The Enrollment Planning & Resources Excel Workbook is submitted to Dr. Marsha Hirano-Nakanishi, Assistant Vice Chancellor, Academic Affairs, Research,, in accordance with the annual Enrollment Planning and Resources memorandum from the CSU Executive Vice Chancellors to CSU Presidents.

The August and Summer Opening term submissions are campus initial and updated EXCEL workbooks that contain current term-by-term enrollments, estimates and plans and next CY budget year term-by-term proposals.

By the Winter and Spring Opening submissions of the Excel workbooks, campuses should be submitting final enrollments reports for the current year and plans to meet their next year support budget FTEs targets.

Each term Excel spreadsheet contains two major parts: term headcounts and term FTES.

Headcounts and FTES are disaggregated into a 7 (rows) by 5 (columns) matrix.

The rows matrix show students by enrollment status. Most enrolled students are continuing students; some are returning (native) students or returning transfers. Among new students, there are those who are first-time and those who are transfers. In addition, there are students who are transitory, i.e., they are permitted to enroll on a term-by-term basis. "Enrollment Status" is a decades-old CSU reporting variable, overseen by Analytic Studies (Analytic Studies Director Philip Garcia) and Student Academic Support (Enrollment Management Services Associate Director Jim Blackburn). Reporting conventions and definitions will be addressed in the next session block.

The columns of the matrix show students by student level. Student level is set by the campus, but typically reflects units earned defining freshman, sophomore, junior, and senior undergraduate levels. Students who hold a baccalaureate are classified as postbaccalaureate/graduate and the program in which they have been admitted typically distinguishes between postbaccalaureate and graduate levels. "Student Level" is a decades-old CSU reporting variable, overseen by Analytic Studies and Student Academic Support. Reporting conventions and definitions will be addressed in the next session block.

Together the 7 x 5 matrices includes all students who have been provided with state-supported instruction for the term.

When the overall total cells of the term 7 x 5 FTES matrices are totaled and annualized (divided by 2 for semester campuses and divided by 3 for quarter campuses), the college-year FTES report results. This figure is compared with the college-year FTES target to assess whether the campus has provided the instruction for which it was budgeted and targeted.

When campuses are reviewing and developing enrollment proposals for future budget years, analysts and planners typically review a number of trends:

  1. Continuation of students from one term to next;
  2. Average unitload; and
  3. Yields from applications to admissions to new student enrollments.

The two sets of matrices along with the previous terms degree awards, provide campus-level information to develop indicators for the first two indicators, continuation rates and average unitload. Yields require application and admission counts, which the system is not requiring. Some campuses review data and develop plans at the academic program level, thus, increasing the complexity and the refinement of enrollment management tools.

CSU Enrollment Planning and Resources EXCEL Workbooks are available for download at this link.

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