Description

The Active Student Basic dashboard provides a summary of current “active students” (students are de-activated after 3 terms of inactivity). Use this dashboard to view a breakdown of students by program or degree, generate contact lists, or identify students with outstanding service indicators. Users may use this dashboard as a template to build or customize their own versions of the dashboards for their needs.

The dashboard does not have enrollment details, historical enrollment data, or class enrollment data.

Key Business Questions

As mentioned, this dashboard can be used to answer a number of questions, such as:

How many students are currently enrolled across each of the majors offered in my school?
Which advisor(s) have the lowest / highest number of assigned students?
Who are the students assigned to a specific advisor? What are their demographics / test scores / grades?
Which students matriculated for the current term have not yet enrolled?
Which students have outstanding holds that will block enrollment?
What are the demographics of students associated with a specific school / degree program?
Which active students have not yet enrolled in the current / upcoming term?

Basic Usage

Active Schedule Basic dashboard has three separate tabs which can be accessed from the top of the view:

1 Active Student with Advisor | 2 Active Student Mailing List | 3 Service Indicators

Active Student with Advisor

This dashboard provides a list of active students with academic enrollment information, advisors, and performance indicators, admit and expected graduation terms. Drop-down filters along the top row filter across all charts or tables on this tab. Clicking on one or more bar(s) in the bar charts will also filter the page to include only the selected bar(s). Filter settings can be saved using a custom view.

In the top right part of the dashboard (just below the filters), the “Number of Students” display counts each student exactly 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.

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 exposing new columns, and not applying filters, this cannot be done using the custom view functionality described above.

Student Last Name
Student First Name
EMPLID
Preferred Email
Advisor Name
Advisor Email
Academic Program
Academic Plan
Academic Plan Type
Academic Subplan
Admit Term
Degree

Expected Graduation Term
Degree Checkout Status
Department
Major
Current Term
Current Term Enrollment
Current Residency Description
Next Upcoming Term
Next Upcoming Term Enrollment
Second Upcoming Term
Second Upcoming Term Enrollment

Citizenship Status
Gender
Ethnic Group Code
Cumulative Units
GPA Units Taken
Cumulative GPA
Units Passed to Progress
Units Taken to Progress
Total Units Taken GPA
Last Term GPA
Sum of Grade Points
Sum of Total Grade Points

On the “Students per Program/Plan” and “Advisor Load” visualizations, the Academic Program heading can be expanded additional detail at the Academic Plan and Subplan levels. Click on the sign that appears when hover over the Academic Program heading. Click on the sign “Academic Program” to collapse headings. Expanding these views may result in students being counted in multiple plans, such that the sum of individual bars will likely exceed the actual number of students within a given program.

We strongly recommend applying at least one of the filters to optimize performance. You can reset the filters by clicking on a Revert button (shown left).

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Active Student Mailing List

This dashboard provides a list of active students, with their contact information (including address data) and gender, ethnicity and first generation, for users who have that access (for information about access, see the section on data access). This table lists each student exactly once, even if a student is enrolled in multiple programs/plans. It can be used for mailing purposes, contact lists, or other lists of individual students.

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Service Indicators

This dashboard shows students with service indieecators. By default, the dashboard selects Service Indicators that programmatically block enrollment (per the Registrar’s Office). Use the drop-down filter to select a different group of Service Indicators, and save your customized view, if you want to save your filtered values.

On this table, students will appear multiple times if they have more than one active academic program/plans, or more than one service indicator(s) applied in one or more terms. A student with three active plans and two active service indicators, each applied for the upcoming summer and fall terms will have 12 rows of data in the table (3 plans * 2 service indicators * 2 terms = 12).

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What is the source of this information?

The primary source of these data is the PeopleSoft Student system. This data is copied, transformed, and loaded into the data warehouse nightly, and subsequently loaded onto the Tableau Server as the Active Student Tableau Data Source. Data available today reflects yesterday’s PeopleSoft data. New data entered in PeopleSoft today will be in student mart and Active Student data source and dashboard tomorrow.

For Cognos Users: this data source is a close replica of the existing Cognos “St Active Student Query” package and is built from the student data mart (UD_DATA).

How do I get access?

Anyone with access to Student Mart (ST) will have access to the Active Student Basic Dashboard. Users will only see their RC, unless otherwise approved on their Federated Authorization form.

Latest Releases

September 19, 2023

Added a new field to the Active Student data source, expected graduation month. To use this field in a dashboard, please use the Web Edit.
Added hyperlinks for Federated Authorization community and dashboard documentation.
Reordered Admit Term drop-down filter from most recent term to oldest.

Status	production