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There is a number of drop down filters on the top of the dashboard. You must select Academic Term, Snapshot Type, and Snapshot Date filters. Snapshot Type and Snapshot Date are coupled filters, where : you first select the Snapshot Type, and then select a corresponding Snapshot Date.
Filter settings can be saved using a custom view.
Academic Term filter - limits data to students enrolled in the term selected. You can select only one term.
Snapshot Type filter - options are Most Recent, Term Census, and Monthly - allows you to choose a date of when enrollment data was captured.
“Most Recent” filter captures data as of a prior business day, except for Mondays, which will have data as of Saturday, as the data warehouse load process does not run on Sundays.
“Term Census” captures data at a census date of the Academic Term selected.
“Monthly” has a selection of month-end dates for the Academic Term selected. It is important to select only one date, otherwise the report will show summed up data for all the dates shown in Snapshot Date filter.
Snapshot Date - after you select a snapshot type, you must select a correct date in the Snapshot Date filter. For example, for Academic
Academic Group filter - you can select one, many, or all of them. You will only see data for schools you’re authorized to see. If you need a different access, please refer to How do I get access? below
Include College in High School - has two options “Yes” and “No”. “Yes” will show all data applicable, including College in High School. “No” will exclude CHS.
Include Coop Education - has two options “Yes” and “No”. “Yes” will show all data applicable, including Coop Education. “No” will exclude Coop Education.
Exampled of Academic Group/Snapshot Type/Snapshot Date filters:
Let’s say you selected Academic Term 2234 (Spring Term 2022-2023)
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. Then for Term Census
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Snapshot Type, Snapshot Date will show you data as of 2/4/2023
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. Most Recent snapshot type will show data as of
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a previous business day, except for Sundays and holidays. For Monthly snapshot type you will see multiple Snapshot Dates
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. Monthly
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snapshots are taken at the end of a month, from time when initial enrollment for a term starts and
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end with a month before the term census date.
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The enrollment for 2234 started in October, thus the first snapshot will be 2022-10-31, the census date is 2/4/2023, thus the last monthly snapshot will be 2023-01-31.
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If you’re pulling data for the current term, before census date, and select Term Census option, you will see no data, as this snapshot does not exist yet.
For you convenience, at the bottom of the screen you can see the date when dashboard refreshed.
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If you see no data, please check the correctness of a combination of Academic Term, Snapshot Type, and Snapshot Date. If this example there is no data because Monthly snapshots are taken at the end of a month, and the date shown is not (Tableau retains the date from Most Recent filter which in this case is 2023-09-23). You can tell that the date is not correct by enclosing parenthesis (2023-09-23).
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Select an applicable date from the drop down.
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We strongly recommend applying at least one of the filters to optimize performance. You can reset the filters by clicking on a Revert button.
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In the top right of the dashboard, the “Number of Students” display shows the number of students for the selected filters. Each student is counted once. However, in the tables and charts, there may be more than one record per student, as some students are enrolled in multiple programs/plans.
Term GPA will be 0.000 for terms currently in session and the future terms; term GPA will have data after a term is over and grades are processed.
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The list below shows fields visible in the table at the bottom of the dashboard. The Tableau Data Source offers many additional fields. Users can utilize Tableau’s Web Edit feature to customize the table and add new fields for their own purpose(s). Because you are reporting new columns vs applying filters, this needs to be done with Web Edit and cannot be done using the custom view functionality described above.
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The “Students per Program/Plan” visualization can be expanded to show totals for Academic Plan and Subplan levels. Click on the ➕ sign that appears when hover over the “Academic Program” heading. Click on the ➖ sign next to “Academic Program” to collapse headings. Expanding these views will result in students being counted in each plan enrolled, meaning that the sum of individual bars may exceed the actual number of students within a given program.
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