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PROGRAM REVIEW/ACCREDITATION DATA CHECKLIST
Links, definitions, and data sources for campus departments and programs undergoing program review or accreditation.
Important Data Guidelines
Identifiable Data and Student Confidentiality Issues: Enrollment groupings of five (5) or fewer students (for example, five or fewer students in a particular ethnic or age grouping), are considered “identifiable” and should be replaced with an asterisk (*) when data are provided to anyone outside of your department. You may wish to follow the IP&A and U.S. Census practice and use the notation, “Detailed data are not reported, but are included in the totals,” or “due to privacy concerns, categories of five or fewer are not disclosed.”
Real Numbers or Percentages: Total enrollment in some categories may be small, therefore, calculated ratios and percentages can vary greatly from one time period to another. Use ratios based on small numbers cautiously when analyzing trends or creating projections for your individual department or discipline. When possible, consider using real numbers instead of ratios, and always show the size of the group in any tables.
Aggregate Data: IP&A's role is to extract, aggregate, analyze, report, and plan. With respect to enrollment, human resources, and space data, IP&A is primarily an interpretive and analytical "user" of aggregate rather than transactional data. Thus, our staff depends on other campus offices for data entry and accuracy, so that IP&A can focus on how data should be aggregated, compared, and interpreted across transactions and across functions -- and how this information can assist the University with future planning and resource management. In other words, IP&A does not work with data at the individual level or provide lists!
IP&A provides aggregate information in two ways. The first involves the development of analytical reports, which may be published in print or electronic form, at designated intervals (e.g., quarterly) or upon request by the Office's constituents. The second involves enabling campus users to conduct their own analysis. Thus, we help make data sources available electronically, along with information delivery tools, so that users can design queries that meet their particular needs.
Special Data Requests: As indicated on the accompanying checklist some data are available only by special request. Please allow a reasonable response time when requesting assistance or information for your department review or accreditation process. IP&A provides data for many areas on campus. We will respond much more quickly if the request is specific. We also appreciate advance notice about future requests so that we can schedule them into our work program.
Fall to Fall Comparison: IP&A’s standard practice is to provide Fall quarter data when looking for trends or making comparisons between years. Cal Poly enrolls the most students (including the highest number of new students) during Fall quarter.
| Enrolled Student Characteristics
(five years) |
|
| Headcount enrollments |
|
| Gender |
ODIN “Quarterly Enrollment Report” (Table 2 undergrads, Table 3 post-baccs, Table 4 international) |
| Ethnic origin |
ODIN “Quarterly Enrollment Report” (Table 2 undergrads, Table 3 post-baccs, Table 4 international) *Refer to the definition section below when combining ethnic categories |
| Applicant Pool (five years) | |
| Number of applications |
ODIN “Quarterly Applicant Report” (Table 1 freshmen, Table 2 transfers, Table 3 post-baccs, Table 7 international) |
| Number accommodated (and percent of applied who were accommodated) | ODIN “Quarterly Applicant Report” (Table 4 freshmen, Table 5 transfers, Table 6 post-baccs, Table 8 international) [Applications ÷ Accommodated] x 100 = Percent Accommodated |
| Number new students enrolled (and percent of accommodated who enrolled) | ODIN “Quarterly Enrollment Report” (Table 6) [Accommodated ÷ New Enrolled] x 100 = Percent New Who Enrolled |
| Average SAT | Contact IP&A for data (aoa_sat_pr.bqy) |
| Average high school GPA | Contact IP&A for data (aoa_gpa_pr.bqy) |
| Courseload and Student Success Data (five years) | |
| Average fall quarter unit load | ODIN “Quarterly Enrollment Report” (Tables 9 and 10) |
| Average SCU’s generated by course/class within each level | ODIN “Quarterly Course Report” |
| List of courses by section with headcounts, SCU’s and WTU’s | ODIN “Quarterly Course Report” |
| Retention and graduation rates |
|
| Degrees Awarded |
|
| Faculty Data (five years) | |
| Headcount (FT-PT by Tenure status) |
Contact IP&A for all faculty data |
| Ethnic origin | |
| Gender | |
| AY FTEF 'Assigned' and 'Total' | Contact IP&A for data (ftef_ay.xls) |
| Other Data | |
| Change of Major (available at college level only) |
Retention and Graduation Report (at www.ipa.calpoly.edu/ret_grad/retgrad.htm) |
| Geographic service area information | Contact IP&A for data (enrlbyrestst.bqy) |
| Institutions of origin (high schools and junior colleges) | Contact IP&A for data (instorg2.bqy) |
| Average GPA at graduation | ODIN “Summary of Graduates Stats – Col” (Table H) |
Procedures for finding and running the ODIN Repository Queries (Quarterly Applicant Report, Quarterly Enrollment Report, Quarterly Course Report, Summary of Graduates) can be found at http://www.tls.calpoly.edu/brio/contact.html
Definitions of Common Terms
Census Data: Data that is extracted in the 28th instructional day of each term is the official campus data. Please note that official “census” data should be used in all documents and surveys.
Degree Academic Report Year: Degrees are reported yearly to the Chancellor’s Office. The Degree Academic Report Year begins with the summer term and includes the subsequent three terms. [For example, Degree Academic Year 2002 includes Summer 2001, Fall 2001, Winter 2002, and Spring 2002.]
Enrollment-related Definitions
Ethnicity Groupings: In order to create tables that are of usable size, certain values in SIS+ are collapsed into defined groups. This is intended to put some of the seldom-used values into consistent categories for reporting purposes. Some surveys or reports request even more collapsed ethnic groupings than those we use on campus. Use the following table as a guide when completing these surveys and reports. If no space is provided for reporting “No Response/Unknown” be sure to note in your response that totals include students for whom we do not have ethnicity information. You may also want to include college and university wide information to provide context for your department’s data. Additional information about ethnicity as it relates to campus admissions policy is available from Jim Maraviglia, the Director of Admissions. (Ethnic origin is self-reported by the students.)
| SIS+ Definition | IP&A Definition | Condensed Survey Definitions | More Condensed Survey Definitions |
| Black, Non-Hispanic |
African American/Black |
African American/Black | Non-White |
| Other Asian | Asian | Asian | |
| Chinese | |||
| Japanese | |||
| Korean | |||
| Laotian | |||
| Cambodian | |||
| Asian Indian | |||
| Other Southeast Asian | |||
| Thai | |||
| Vietnamese | |||
| Filipino | Filipino |
||
| Other Pacific Islander | Pacific Islander | ||
| Guamaniam | |||
| Hawaiian | |||
| Samoan | |||
| Mexican-American, Mexican, Chicano | Mexican Descent | Hispanic | |
| Other Latino/Spanish – Origin/Hispanic | Other Hispanic | ||
| Central American | |||
| South American | |||
| Puerto Rican | |||
| Cuban | |||
| American Indian/Alaskan Native | Native American | Native American |
|
| Other | All Other | All Other | |
| White, Non-Hispanic | White |
White | White |
| No Response | No Response | No Response/Unknown | No Response/Unknown |
| Decline to State | Decline to State | ||
| Total | Total | Total | Total |
Headcount: The total number of individual students who applied or enrolled for a particular quarter is the headcount.
Full-time Status: For Chancellor’s Office reporting purposes, an undergraduate student enrolled for 12.0 or more student credit units in a quarter or a graduate student enrolled for 9.0 or more student credits in a quarter. [Not to be confused with full-time status for fee-paying purposes, where students taking more than 6 units (or 8 units in Summer Quarter) pay higher fees.]
Class Level: The level of an undergraduate student as determined by the number of quarter students credit units (SCU’s) accumulated as follows:
| Class Level | Quarter Student Credit Units |
| Freshmen | 0.0 to 44.9 |
| Sophomore | 45.0 to 89.9 |
| Junior | 90.0 to 134.9 |
| Senior | 135.0 or more |
SCU: Student Credit Units are the total number of credits for which students are enrolled.
FTE or FTES: Full-time Equivalent Students equals the SCU’s divided by 15, or FTE = SCU ÷ 15 (assumes a full student load of 15 SCU’s per quarter).
Student Course Load (or Average Units): The average number of SCU’s per student, not including extended education, open university, and vocational units.
Undergraduate Cohort Data: Cohorts are selected based on a student’s entering class level and enrollment status. The study currently includes cohorts entering Cal Poly in Summer/Fall 1990 through Summer/Fall 2001.
