A Guide to Recruitment and Enrollment Dashboards

Dear Colleague,

Following KU's record-breaking enrollment numbers, this edition of AIRE Connect highlights the recruitment and enrollment data dashboards available to all academic and administrative leaders on the Lawrence and Edwards campuses. 

Below, you'll find links to five dashboards you should look at when considering recruitment and enrollment initiatives in your role as a dean, department chair, director of an academic unit, or vice provost. We also explain the difference between calculating student credit hours by course enrollment and by student major. 

If you need access to the linked dashboards and don't currently have it, please contact AIRE-help@ku.edu. 

For definitions and the lifecycle of student data through recruitment and enrollment, please refer to the second edition of Open AIRE, our campus-wide data literacy newsletter. 

As ever, please reach out to me (corinne-bannon@ku.edu) with feedback or questions.

With very best wishes, 

Corinne Bannon  | Vice Provost of AIRE and Chief Data Officer

AIRE dashboards track student credit hours in several ways, including by course enrollment and by student major enrollment. Each serves different purposes depending on whether you're analyzing course loads in your unit or the academic workload of students in specific majors.

Calculating Student Credit Hours by Course Enrollment

This method sums the credit hours based on course enrollment, regardless of the students' major. It shows how many credit hours your department or school generates through the courses it offers.

Example:
If an ENGL 101 course has 100 students enrolled, each earning 3 credits, 300 student credit hours would be attributed to the English Department by this metric. It doesn’t matter if the students are English majors or not - the focus is on the course enrollment.

Calculating Student Credit Hours by Student Major Enrollment

This method aggregates credit hours taken by students in a specific major, regardless of where the courses are taught. It calculates all the credit hours a student in a specific major takes across different departments.

Example:
If an English major takes 6 credit hours in English, 3 in math, and 3 in biology, all 12 credit hours are attributed to the English Department because the student is an English major.

AIRE develops and maintains multiple recruitment and enrollment dashboards. Below you will find a selection of dashboards that can help you answer key questions.  

Single sign-on is required to access dashboards in Oracle Analytics Cloud (OAC), and a VPN connection is required to access dashboards in Visual Analytics if you are not on campus.

How many people are currently at different stages of the undergraduate recruitment process?  

Undergraduate Admissions Funnel 

Dashboard in Visual Analytics (VA)

This dashboard provides weekly point-in-cycle counts for key stages of the undergraduate admissions funnel, including applied, admitted, deposit, and enrolled. You can see data for these metrics at the same point in time over the past three years. 

You can filter this data by the professional schools and the College of Liberal Arts & Sciences, and various student characteristics. 

How many people are currently at different stages of the graduate recruitment process in my unit?  

Graduate Enrollment Funnel

Dashboard in Oracle Analytics Cloud (OAC)

Tips on using the Graduate Enrollment Funnel

This dashboard provides weekly point-in-cycle counts for key stages of the graduate enrollment funnel, including inquiry, applied, admitted, accepted, and enrolled. The data can be filtered by various student characteristics.

This data helps you make informed decisions about your graduate student recruitment initiatives and enrollment planning. 

We recommend that you start by setting the school or department filter for your unit.

Learn more about the dashboard by clicking the arrow next to 'View Page Details & Use' under the dashboard title. 

How has course enrollment in my unit changed over the last 10 years? Are any particular courses trending up or down? 

Course Enrollment Summaries

Dashboard in Oracle Analytics Cloud (OAC)

This dashboard provides 20th-day head counts and student credit hours by courses. You can display this data by school, department, course division, and course.

We recommend that you start by selecting the level of unit you want to view, choosing the metric of interest, and then filtering by your school or department. 

How has major enrollment in my unit changed over the last 10 years? 

Major Counts

Dashboard in Oracle Analytics Cloud (OAC)

This dashboard provides 20th-day head counts and student credit hours by majors.

We recommend that you start by filtering by your school or department, and then updating the columns 1-3 and measure filter in the results section to your desired view. 

How do head counts and student credit hours in my unit compare to the same point in time last year?

Daily Enrollment Counts

Dashboard in Oracle Analytics Cloud (OAC)

This dashboard lets you compare major head counts and student credit hours by academic program across two different census points, including the first day of classes, 20th day, as of last night, and graded. 

At this point in the semester, we recommend that you compare head count and student credit hour changes using the 20th day of classes census point, gaining insights into how enrollment for fall 2024 differs from fall 2023. 

You can also view this data by course enrollments. 

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