IPEDS Fall Enrollment Report

WARNING: This Article includes links to UMS PowerBI Reports that require a University of Maine System ID and password

This IPEDS Fall enrollment report is a part of IPEDS data collection in Spring.​ This report displays headcounts by institution for the chosen term. It returns student ethnic group, gender, level, and enrollment status.

Detailed Information

The report is as of census day, however, the most recent term will not be ready on the census day as the cohort table is not completed.

Report Location

  • Power BI App (IR Share): Restricted to IR group. Row Level Security is set by the institution.
  • Power BI App (UMS Reports): Open all UMS personnel. This version contains fewer pages.

Please contact us at DARTS@maine.edu to request new access.

Report Name

IPEDS Fall Enrollment Report

Report Type

Power BI

Pages

There are multiple pages on the report. Please click the list of page names on the left column of the report site. Only one term can be selected at a time on each page.

  1. Undergraduate - Headcount by category, gender, and ethnicity.
    This page can be viewed by full-time/ part-time status or CIP code when filtering on the slicer at the top of the page. 
  2. Graduate - Headcount by gender, ethnicity and full-time/ part-time status.
    This page can be viewed by CIP code when filtering on the slicer at the top of the page. 
  3. Gender (restricted to IR version only) - Gender unknown and another gender data on this page.
  4. Distance Education - Headcount by distance education status. This page can be viewed by CIP code when filtering on the slicer at the top of the page.
    The data is available from fall 2021 and forward due to the change in UM_DIST_CLASS (Summer 2021) field.
  5. Age - Headcount by age group, academic level, gender, and full-time/ part-time status. This page can be viewed by CIP code when filtering on the slicer at the top of the page. 
  6. Residence of first time - Headcount by state of residence when a student was first admitted for first-time degree/certificate-seeking undergraduates.
  7. Data Validation (restricted to IR version only) -  This page was created for data validation purposes.
    You can search by EMPLID or narrow down data by filtering each slicer. You can download the data to Excel. 
  8. Data Validation distance ed (restricted to IR version only) - 
    This page was created for data validation purposes. You can download the data to Excel. 

Historical Reports:

This report was historically run with IPEDS Student Report SQR (umipdstu.sqr) and UM IPEDS Distance Ed Report SQR (umipedde.sqr).

Report Development Notes (restricted):

The notes are located in (UMS Data Governance>  Data Advisory Committee (DAC) > Workgroup folders > Completed Project Workgroup > Data Certification: IPEDS Fall Enrollment Report> Proposals & Process)

Data Fields Generated

Below is an example of the "Undergraduate" page on the report.

IPEDS Fall Enrollment Sample
 

Data Source

Here is the list of tables/ views used for this report.

  • The UM_STUD_CENS_VW was used for most of the fields. It is filtered with A.ACAD_CAREER <> 'NCRD' , A.ROW_CHECK = 'Y' , and A.STRM>='1710'
  • The ACAD_PLAN_TBL was used for CIP code.
  • The UM_STDNT_COHORT was used for calculating Category.
  • The UM_STD_ENR_C_VW was used for Distance education page.
  • The UM_APPL_EXTRACT was used for Residence of the first time undergraduate page.
  • The EXT_DEGREE was used to get graduation date for the first time undergraduates
  • The SCC_PERS_BIOG was used to get another gender data.


The SQL for getting fields for student demographic is below. UM and UMM are reported under one institution and students were combined based on their degree-institution. For example, when a student was enrolled in both UM and UMM, the demographic information was pulled from the institution where the student was degree-seeking. The credit hours were summed up.

The calculation for each field is below:

Field on the report Field used from the data source table More information
Campus A.INSTITUTION

Students who enrolled both UM and UMM are combined based on their degree-institution.		 The Crosswalk table was created in Power BI.
Term A.STRM Fall terms only
Level each if [A.ACAD_CAREER] = "UGRD" then "Undergraduate" else "Graduate" Sort order: Undergraduate =1, Graduate =2
Full/ Part time

if [UM_FT_OVERRIDE] = "Full-Time" then "Full-Time" 

each if [A. ACAD_CAREER] = "GRAD" and [UNT_PRGRSS] >= 9 then "Full-Time"

else if [UNT_PRGRSS] >= 12 then "Full-Time"

else "Part-Time"

UNT_PRGRSS is SUM(Um_Unt_Tak_Prg_Rc) from UM_STUD_CENS_VW

UM_FT_OVERRIDE is based on below. These students are added as full-time.

  • For Masters and Doctoral students: 9 credits or a minimum of 3 thesis credits out of 6 total credits.
  • For Doctoral students in candidacy: At least 1 thesis credit.
SEX each if [A.SEX] = "M" then "Men" else "Women"  
Another gender A.SEX <> "U" and G.SCC_GENDER_ID NOT IN (blank, MA, PN, WO, or US) The descripton for SCC_GENDER_ID is in the SCC_PERS_BIOG
ETHNICITY A.UM_ETHNIC_GRP_DESC  
Category (First-time/ Transfer-in/ Continuing/ Non-degree) each if [UM_COHORT_TYPE] = "FYR" then "First-time" 
else if [UM_COHORT_TYPE] = "EFY" then "First-time" 
else if [UM_COHORT_TYPE] = "TRF" then "Transfer-in" 
else if [UM_DEGREE_NONDEG] = "Non-Degree" then "Non-Degree" 
else "Continuing"		 The logic has been changed from the legacy Student SQR report, and only works for undergraduate students as it is sourced from the Cohort table. The prior SQR used admit_type from  UM_STUD_CENS_VW, which was creating issues for some students with multiple applications. 
Degree/ certificate seeking each if [Category] = "Non-Degree" then "Non-Degree/non-certificate-seeking"
else "Degree/certificate-seeking"		  
CIP CODE C.CIP_CODE of A.ACAD_PLAN Picked MAX (C.EFFDT) within the institution and acad_plan
CIP (2 digits) First two characters of CIP CODE field above  
Age

Based on A.BIRTHDATE as of census

RoundDown(([Term.Census date]- [A.BIRTHDATE])/365.25)

Age category follows IPEDS instructions

each if [Age at census] = null then "Age unknown"

else if [Age at census] < 18 then "Under 18"

else if [Age at census] <= 19 then "18-19"

else if [Age at census] <= 21 then "20-21"

else if [Age at census] <= 24 then "22-24"

else if [Age at census] <= 29 then "25-29"

else if [Age at census] <= 34 then "30-34"

else if [Age at census] <= 39 then "35-39"

else if [Age at census] <= 49 then "40-49"

else if [Age at census] <= 64 then "50-64"

else "65 and over"
Distance Education Category

steps to get the category (E= UM_STD_ENR_C_VW)

  1. Created new column for 0 or 1 based on E.UM_DIST_CLASS (1 indicates as distance : 
    each if [E.UM_DIST_CLASS] = "NOT DIST" then 0 else 1)
  2. Get total course count by student, term, and institution
  3. Get total distance course count by student, term, and institution
  4. Identify Distance category
    each if [Distance Count] = [Total Count] then "Distance only
    else if [Distance Count] = 0 then "In-person only"
    else "Both"
  
Distance Education Location It is based on A.STATE and A.COUNTRY from UM_STUD_CENS_VW
each if [STATE] = " " and [COUNTRY] = " " then "Unknown"
else if [STATE] = " " and[COUNTRY] = "USA" then "Unknown USA"
else if [STATE] = "ME" then "same state"
else if [COUNTRY] = "USA" then "not in the same state"
else if [COUNTRY] <> "USA" then "outside USA"
else "check"		 This data can be used for NC-SARA report. Go to "data validation -distance ed" page to download the data.
Residence of first-time

It is based on B.STATE  and B.COUNTRY from UM_APPL_EXTRACT (renamed B.STATE to ADM_STATE and B.COUNTRY to ADM_COUNTRY)

  1. Created a state lookup based on state abbreviation
  2. Get state description based on B.STATE field (new field called "Admission Description")
  3. Created a category following IPEDS report category
    each if [ADM_STATE] = null and [ADM_COUNTRY] = null then "Residence unknown"
    else if [Admission Description] = null and [ADM_COUNTRY] = "USA" then "State Unknown"
    else if [ADM_COUNTRY] = "USA" and [Admission Description] <> " " then [Admission Description]
    else if [ADM_COUNTRY] <> "USA" then "Foreign Counties" else "check"
  
Enrolled within 12 months of high school graduation It is based on F. DEGREE_DT from EXT_DEGREE table with F.degree_status = 'C' and F.degree in ('HSD', 'GED', 'HISET')  

The aliases of the table used are as follows 

A= UM_STUD_CENS_VW
B= UM_APPL_EXTRACT 
C= ACAD_PLAN_TBL
D= UM_STDNT_COHORT
E= UM_STD_ENR_C_VW
F = EXT_DEGREE
G= SCC_PERS_BIOG

Environment

CSRPT

 
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