Enrollment Table Generator Help

Table of Contents

Overview

The Enrollment Table Generator is a World-Wide Web tool that allows users to access aggregate information about GVSU students over the internet.   Using the table generator, getting the information you want about GVSU students is a simple drag-and drop process, but the tool has the flexibility to help you get exactly the data you need without a lot of unnecessary information.

The table generator consists of two principal parts:

  1. About 30 blue boxes which represent the student characteristics that can appear in your table ("Pods");
  2. A gray table diagram (at the bottom of the page), with white boxes representing the ways the data can appear in the table ("Slots").
You design your table by choosing the pods you want and putting them into the slots where you want them.

For example, if you put the Class pod into one of the of the slots labeled "Row", it would specify a table that looks something like this:

Headcount
Class
FRESHMAN 4093
SOPHOMORE4281
JUNIOR 3982
SENIOR 6037
MASTERS 3670
Total22063

The table shows the number of students by class, with the classifications listed down the left side of the table. (You specified Class as a "Row" variable, so the table has a row for each class.) If you put Class in one of the slots labeled "Column" instead, the table would look like the following, with the classifications listed across the top of the table:

Class
FRESHMAN SOPHOMORE JUNIOR SENIOR MASTERS Total
Total4093 4281 3982 6037 3670 22063

When you've designed your table the way you want it to appear, click the "Submit Request" button, and your table will be created exactly as you've requested, and you can read it in your browser, print it, go back and modify the specifications, or open it up as a spreadsheet.

The parts of the window:

There are 3 general parts to the table generator page:
  1. The available pods -- Here you'll find all of the variables you can use to design your table.
  2. The table diagram -- This is where you create your table layout. The white boxes are empty slots.
  3. Help and Table options -- The buttons on the left side of the page allow you to (a) access this help page, (b) specify whether you want an HTML table or a Microsoft Excel spreadsheet, (c) save or restore a pre-defined table layout, (d) submit your table request, or (e) reset all parameters to their initial values.

How to move a pod:

The easiest way to move a pod is just to click it and drag it to where you want it to be. Use the left mouse button to click and drag the pod, and release the button over the desired location to drop the pod. Pods can only be dropped in appropriate slots or in their "home" location. If you drop a pod anywhere else on the page, it will return to its "home" location. The home location is the space reserved for the pod in the list of available pods (the upper 2/3 of the page).

You can also move a pod by using its options menu. Left click on the pod to view the list of actions you can take with the variable. Among the options listed will be a list of places where the pod can be moved. These options will include some, but not all, of the following:

If you move a pod (either by drag-and-drop or the pod options menu) to a slot that is already occupied by another pod, the pods will trade places, with the displaced pod going to the place where the pod you moved started. (If the pod you moved was in its "home" location, the displaced pod will go to its own home, not to the exact spot where the new pod was located.) If the displaced pod is not allowed to occupy the slot from which you moved the new pod, the displaced pod will go to its home location instead.

Other things you can do with a pod:

In addition to moving a pod into, around in, or out of the table, there are several other useful actions available from the pod options menu. Not all options are available for all pods, and some options are context-sensitive -- they only appear on the options menu when the situation makes them appropriate.

The following actions may be available from the options menu:

The parts of the table (the slots)

A table can show your information in up to four different ways: across the columns of the table; down the table in rows; broken up into many different table pages; or as the data element summarized within the table's individual cells.  The following example illustrates the 4 types: (Some examples throughout this document are from the Section Table Generator, which shows data on course sections, but the concepts illustrated apply equally to all of the table generators.)

Data = Number of Sections

Course Prefix = FRE

Course Level
Lower-division Upper-division Total
Instructor Rank
Assistant Professor 4 6 10
Associate Professor 1 2 3
Total 5 8 13


In the tables to the left, Course Level is laid out as a "Column" variable, while Instructor Rank is shown as a "Row" variable.  Course Prefix is a "Page" variable here, meaning that a separate table is created for each subject area.  Finally, the "Data" element for these tables is Number of Sections , so each cell shows the number of sections with the characteristics described by the "Column", "Row", and "Page" variables. A table with two data elements, Number of Sections and Census Credit Hours, is shown below.  In it, the data elements are arrayed horizontally, as if they were values of a "Column" variable.

Data = Number of Sections

Course Prefix = GER

Course Level
Lower-division Upper-division Total
Instructor Rank
Assistant Professor 2 1 3
Professor 1 5 6
Total 3 6 9

Course Prefix = FRE

Data Type
Number of Sections Census Credit Hours
Instructor Rank
Assistant Professor 10 446
Associate Professor 3 142
Total 13 588

The Table Generator allows you to select up to 2 column variables and up to 2 row variables.  You can select one page variable and up to 4 data elements.  If you select more than one data element, a new pod, Data Variables, will appear in your table diagram. This pod is a placeholder that controls how the multiple data variables will be dispayed in your table. You can move it around in your table (to other "Column", "Row", or "Page" slots), but the only way to remove it from the table is to remove "Data" variables until only one "Data" slot is occupied, at which time the Data Variables pod will disappear. The Data Variables pod will initially be placed in an empty "Column", "Row", or "Page" slot if possible. If all of those slots are filled, Data Variables will displace the pod in the second "Column" slot.

The following tables illustrate effects of different placements of Data Variables:

The significance of order within table dimensions

With both the column and row elements, you have the option of nesting variables. Nesting a variable means that the different levels of the second variable will be shown for each level of the first variable.  For the "Column" slots, a variable in the right-hand slot will be nested within the variable in the left-hand slot. For "Row" variables, the variable in the lower pod is nested within the variable in the upper slot. In both cases, if there is only one variable specified for that particular dimension (that is, only one "Column" variable or only one "Row" variable), it makes no difference which of the two slots it occupies.

The tables below give examples of nested "Row" variables. In the first table, Course Level values are nested within Night/Weekend categories, while the second table has Night/Weekend nested within Course Level. Note that the same data are displayed either way, although the presentation differs slightly.

Number of Sections
Night / Weekend Course Level
Evening and Weekend Undergraduate3
Graduate 24
Total27
No Evening or Weekend Undergraduate2817
Graduate 449
Total3266
Evening Undergraduate382
Graduate 174
Total556
Weekend Undergraduate5
Graduate 28
Total33
Total Undergraduate3207
Graduate 675
Total3882
Number of Sections
Course Level Night / Weekend
Undergraduate Evening and Weekend 3
No Evening or Weekend2817
Evening 382
Weekend 5
Total3207
Graduate Evening and Weekend 24
No Evening or Weekend449
Evening 174
Weekend 28
Total675
Total Evening and Weekend 27
No Evening or Weekend3266
Evening 556
Weekend 33
Total3882

For "Data" variables, slot order only affects the order in which the types of summary data appear. For example, the first table below has Headcount before Attempted Hours, while the second tables has their positions reversed.

Data Type
HeadcountAttempted Hours
Gender
Female 11909 134273
Male 8002 92104
Total 19911 226377
Data Type
Attempted HoursHeadcount
Gender
Female 134273 11909
Male 92104 8002
Total 226377 19911

Table Layout Hints

As a rule, you should make your tables as uncomplicated as possible.  The more variables you add to the table, the larger and more unwieldy your table becomes.  At the extremes, your table can become so large that it taxes our server and slows your web browser to a crawl.  Here are some hints for laying out tables that will give you the information you want without tons of unwanted data:
  1. Only use variables that you actually need.
  2. Use record selection to trim the amount of data your table presents.
  3. If you use variables with lots of different values (like Major or Emphasis), use them as row variables, since row variables take up much less space on your screen or page than column or page variables.

Record selection:

By using the pods' Record Selection windows, you can modify your table request to only include information about the students that are of interest to you, For example, you can create a table of only Journalism majors, or only undergraduate students, or students who took a class on-line.

You can access the Record Selection window for a variable by choosing "Use it for record selection" from the pod's options menu. Note that a variable does not need to be part of your table layout to be used for record selection.

The Record Selection menu will take one of two forms. For continuous variables, you are asked to designate a range of values to include (or exclude); for variables with discrete values you are given a selection list of possible values.

Applying your selections

When you have designated your selection criteria, click the "Done" button. The pod for which you just created selection criteria will now have asterisks (*) in its upper corners as a visual reminder that you have made exclusions. (Note that Term always has this appearance. See below for an explanation.)

If you specify selection criteria for more than one variable, those criteria are compounded -- Students must meet all selection criteria to be included in the table. For example, if you select "Undergraduate" for Level and "Journalism' for Major you will get data only for students who are undergraduates AND Journalism majors. (In logic terminology, you're making "and" operations, not "or" operations.) With these selections you could get the following simple demographic breakdown of undergraduate Journalism majors:

Gender
FemaleMaleTotal
Age
. -< 182  2
18 -< 1923 11 34
19 -< 2029 10 39
20 -< 2272 31 103
22 -< 2471 24 95
24 -< 2514 10 24
25 -< 2613 6 19
26 -< 3023 11 34
30 -< 359 5 14
35 -< 406 3 9
40 -< 503 1 4
50 -< 601 1 2
Total266 113 379

To remind you that your table shows a subset of GVSU students rather than the entire population, there will be a small extra table at the end of each report that summarizes the selection criteria you submitted.  For the example above, the summary table looks like this:

Summary of Record Selection Criteria

CharacteristicSelected Values
Term Fall 03
Major Journalism
Level Undergraduate

About term (semester) selection

You can generate tables with GVSU student data from a single semester or from multiple semesters. By default, tables will include data from the most recent semester.

Note that selecting more than one term in this step will not automatically result in a table that shows trend data.  You must also include Term as a table element (That is, the pod should be in the table diagram). If you use multiple terms' data, but do not specify Term as a table variable, data will be aggregated across terms. It is not possible to unduplicate by term (that is, to count how may individuals meet certain criteria in at least one term in a multi-term range). If you need unduplicated student counts for a multi-semester period, please contact the Office of Institutional Analysis directly.

Formatting variables:

With many variables, you have a choice about how the values will be categorized in your table. This allows you much more flexibility to create the table precisely the way you need it. For example, if you need to compare information about students who are under 28 to those who are at least 28 years old, the default age categories (above) don't give you the information you need. You can use the formatting window for Age to tell the table generator to use a single cutpoint at 28, and your table will have just two age categories -- representing "Under 28" and "28 and Older".

There are two types of formatting windows you may encounter. A few variables have a limited number of formatting options available, and their formatting windows present a drop-down list with the choices. Following is a list of those variables and links to their data dictionary entries, where you can find specific details about formatting options.

The other type of formatting window appears for continous variables -- that is, variables like Age or Attempted Hours that can take any value within an expected range. For these variables a default rule for separating the values into categories has been assigned (these are described in the variables' data dictionary entries), but you can apply a customized formatting rule if you want.

The custom formatting rule for a continuous variable can take either of two forms: a list of specific cutpoints, or an interval for equal-size ranges.

The labeling for the categories created for continuous variables can be confusing. They take a form like "25-<35" which means "25 up to but not including 35". This is ugly and confusing, but it's necessary to account for the possibility that someone could have a value of 34.9. If we labeled the categories "25 - 34" and "35 - 44", it would be more pleasing to the eye, but it would not be clear what we should do with 34.9. In the table generator, formatting categories (unlike selection ranges) always include their lower bound but exclude their upper bound.
The lowest possible category for continuous variables will always have a period (.) as its lower bound. (This is the lowest possible category -- it will not necessary appear on your table, since categories that are empty are not printed.) The period represents missing data, meaning that the university does not know (or did not know at the time the data were captured) the value for that variable for one or more students. Missing values are always the lowest possible value for the variable, so if it's important to distinguish between missing values and very low values, make sure you designate a cutpoint that will be lower than the lowest valid value you might find. Most of the default formats are already set up this way, so it should only be custom-formatted variables that require attention to this detail.


Record duplication:

Enabling duplication by a variable in your table is a way of acknowledging that some of the characteristics are not restricted to "one to a customer." For example, a student can have more than one major at a time. If you specify a table showing students'majors but don't enable duplication, you'll get a tabulation of students' primary majors, and the total for the table will correctly reflect the number of students at the university (provided you didn't use
record selection). However, the number of students majoring in any given field may be under-reported, because students who declared the program as their second major will only be counted toward their primary program. If you run the same table with duplication enabled, you will get accurate counts of the number of students in each particular major, but the total for the table will be higher than the actual number of students at the university.
The decision of whether to enable duplication is substantive, based on your needs. If you want each student to be counted only once and you want the totals to be easier to interpret, avoid duplication. On the other hand, if you want to be certain to count every student with a characteristic and aren't worried about the values in the totals, then you should use duplication.
It is only possible to enable duplication for one variable at a time in the Enrollment Table Generator. When you enable duplication for a variable, it is automatically disabled for all other variables. You will receive an alert if the table generator disables a prior setting in this way.
The following Enrollment Table Generator variables can have duplication enabled. It is only possible to enable duplication when the variables are specified as column, row, or page variables.

Data Dictionary:

   Following is a list of data elements available in the Enrollment Tables Generator.  A list or range of the extant values is given for each element.  Definitions or explanations are provided for selected elements/values.

Term
College of Major
Major
Degree Sought
Emphasis
Minor
Class
Honors
Earned Hours
Transfer Hours
Attempted Hours
FT / PT Status
Full-Time Equivalence
1st Admit Type
Term Admit Type
Non-degree
Age
Gender
Ethnicity
MI Residency
Citizenship
Visa Type
Geog. Origin
On-campus residence
Allendale Campus
Pew Campus
Meijer Campus
Muskegon
Traverse City
On-line
Section
Headcount
Data Variables

Term

The semester in which the student was enrolled. Note that table generator data are captured on the census date for each particular term. This avoids the ambiguities that result from reporting directly from a constantly changing database. Results of table generator queries are stable -- you will get the same results today as you got yesterday if you use the same parameters. A downside to the use of census data is that data that are incomplete or incorrect when they are captured are not changed to reflect subsequent improvements.

Unlike other table generator variables, there is no "all" selection criterion for Term. One or more terms must be specified. By default, the most recent regular academic term (i.e. Fall or Winter) will be selected. The asterisks indicating the presence of record selection criteria are always showing on the Term pod.

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College of Major

This is the GVSU college that is responsible for the student's major. Note that the table generator groups majors according to the college that currently administers them. Thus, even though the College of Liberal Arts and Sciences wasn't created until 2004, the table generator will roll majors up to CLAS, even when reporting data from before 2004. There is currently no way to use the Enrollment Table Generator to summarize data according to older organizational structures.
If
duplication by College is enabled, students with multiple majors will be counted once in each college in which they have a major. Thus, a student majoring in Finance and Sociology would be counted twice, once in Seidman College of Business, and once in the College of Liberal Arts and Sciences. A student majoring in Finance and Management would only be counted once, since both majors are in the same college. However, if College is included (as a Column, Row, or Page variable) in a table for which duplication by Major has been enabled, each student will be counted once in each of her/his majors, and subtotals for college may include double-counted students. (e.g. the Finance/Management student would be counted twice toward the Seidman College of Business total.)

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Major

The student's academic major. Unless duplication by major is enabled, only students' primary major is counted. If duplication is enabled, students with multiple majors are counted once in each appropriate program. A list of extant majors can be viewed by opening the Record Selection window from the pod options window.

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Degree Sought

The degree toward which the student is working. Possible values are:
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Emphasis

The student's emphasis or concentration within his/her major. Note that emphases tend to be under-reported, with substantial differences among majors in the completeness of reporting. A list of extant emphases can be viewed by opening the Record Selection window from the pod options window.

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Minor

The student's declared minor. A list of extant minors can be viewed by opening the Record Selection window from the pod options window.

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Class

The student's classification. Values and definitions are as follows:
Freshman0-24 earned hours
Sophomore25-54 earned hours
Junior55-84 earned hours
Senior85+ earned hours
MastersGraduate-level enrollment including non-degree and DPT students


An alternative formatting option that groups students into Undergraduate and Graduate is available. See Formatting Variables above for additional directions.

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Honors

Indicates students who were enrolled in the Honors College for the given term.

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Earned Hours

The total number of credit hours the student had earned at her/his level (undergraduate/graduate) as of the census date for the term. Includes credits earned at GVSU and any transferred in from other institutions.
When used as a data variable the number presented within the cells is the average credits earned by applicable students. When used as a categorical (column, row, or page) variable, the default groupings are 0-<10, 10-<20, 20-<30, etc.

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Transfer Hours

The total number of transfer credit hours the student has applied toward studies at the current level (undergraduate/graduate) as of the census date for the term.
When used as a data variable the number presented within the cells is the average credits transfered by applicable students. When used as a categorical (column, row, or page) variable, the default groupings are 0-<10, 10-<20, 20-<30, etc.

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Attempted Hours

The number of credit hours for which the student was registered as of the census date for the term.
When used as a data variable the number presented within the cells is the total credits attempted by all applicable students. When used as a categorical (column, row, or page) variable, the default groupings are 0-<3, 3-<6, 6-<9, etc.

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FT / PT Status

Indicates whether students enrolled in enough credits in the term to qualify as full-time students. For undergraduate students, 12 hours is the minimum enrollment for full-time status. Graduate students must enroll for 9 hours or more to be considered full-time.

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Full-Time Equivalence

The ratio of a student's credit load for the term to a hypothetical full-time load. For undergraduates, the denominator is 15 credit hours; for grad students it's 12 hours. Thus, an undergraduate student enrolled for 15 credit hours is accounted as [15/15=] 1 FTE, while a graduate student taking 15 hours counts as [15/12=]1.25 FTE.
When used as a data variable the number presented within the cells is the total FTE for all applicable students. When used as a categorical (column, row, or page) variable, the default groupings are 0.0-<0.5, 0.5-<1.0, 1.0-<1.5, etc.

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1st Admit Type

This is the category of admission that applies to the student's first admission to GVSU. It is really only meaningful for undergraduate students, since grad students who completed their undergraduate degrees at another institution are categorized as "transfer" students upon admission to GVSU grad programs, even if they have no prior graduate-level credit. The possible values are:
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Term Admit Type

This is the category of registration that applies to the student for the term being reported. The possible categories are: Note: If you want to distinguish students who were initially transfer students from "native" GVSU students, use 1st Admit Type instead of this variable.

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Non-degree

Indicates whether the student was admitted as a degree-seeking or non-degree student. Note that both undergraduate and graduate non-degree status are possible.

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Age

The student's age as of the census date for the term.
When used as a data variable the number presented within the cells is the average age of applicable students. When used as a categorical (column, row, or page) variable, the default groupings are as follows: See above for an explanation of how the table generators label and define value ranges.

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Gender

The gender of the student, as recorded in the university's student records.

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Ethnicity

The ethnicity of the student, as recorded in the university's student records. Beginning in 2010-11, students are given the option of reporting multiple ethnic backgrounds, so duplicative reporting by ethnicity is possible. If duplication by ethnicity is not enabled, students who indicated more than one ethnic background are reported as "2 or more", unless they indicated Hispanic/Latino origin, in which case they are reported as "Hispanic", following the reporting convention mandated by the US Department of Education. If duplication by ethnicity is enabled, counts from semesters prior to to Fall 2010 are identical to the unduplicated counts.

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MI Residency

Indicates whether the student is a resident of the state of Michigan for the purposes of calculating tuition. Note that some students are categorized as "International", meaning that they come from outside the US, but have their tuition assessed at the in-state rate. Not all international students fall into this category, so if you want data specific to international students, use Citizenship to select records.

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Citizenship

The student's country of citizenship as of the census date for the term. A list of applicable countries can be viewed by opening the Record Selection window from the pod options window.

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Visa Type

The students visa type as of the census date for the term. Possible values are:

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Geog. Origin

This is the geographic origin of the student. For students who entered GVSU as Michigan residents, this field contains their county of residence at the time of their initial application, For students who are not citizens of the United States, the country of citizenship is reported. For all others, the state in which their permanent address is located is reported. A list of extant place values can be viewed by opening the Record Selection window from the pod options window.

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On-campus residence

This is the general category of residence hall (if any) where the student lived during the term. Possible values are:

An alternative formatting option that groups students into On-campus and Off-Campus groupings is available. See Formatting Variables above for additional directions.

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Allendale Campus

Indicates whether the student took one or more classes on the Allendale campus during the term

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Pew Campus

Indicates whether the student took one or more classes on the Pew campus in downtown Grand Rapids during the term

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Meijer Campus

Indicates whether the student took one or more classes on the Meijer campus in Holland during the term

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Muskegon

Indicates whether the student took one or more classes on the Muskegon campus during the term

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Traverse City

Indicates whether the student took one or more classes on the Traverse City campus during the term

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On-line

Indicates whether the student took one or more classes on-line during the term.

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Section

The section ID of courses in which the student enrolled during the term. Note that duplication by section is automatically enabled, meaning that a student who is enrolled in more than one section meeting given criteria is counted more than once if Section is used in the table.
There are three formatting options available for Section:
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Headcount

The number of students who meet given criteria. This is the default data variable for Enrollment Table Generator tables.

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Data Variables

This pod is a placeholder that controls how the multiple data variables will be dispayed in your table. You can move it around in your table (to other "Column", "Row", or "Page" slots), but the only way to remove it from the table is to remove "Data" variables until only one "Data" slot is occupied, at which time the Data Variables pod will disappear. The Data Variables pod will initially be placed in an empty "Column", "Row", or "Page" slot if possible. If all of those slots are filled, Data Variables will displace the pod in the second "Column" slot.

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