Student Numbers Workbook - Usage Notes

This page relates to the Student Numbers Tableau workbook on the MI Gateway. These are 1st December student numbers in the relevant academic year and represent fully registered students at this date. Due to the nature of a snapshot it will not include some non-standard activity or not represent it fully for example pre-sessional CELT students, IPC and online learning, or those commencing postgraduate and modular courses after 1st December.

Data is displayed as student FTE or headcount, broken down by level of study (UG, PGT or PGR), route (programme of study), year of study and home/EU/overseas (defined by fee status) as well as a range of other demographic and course related variables.

Students are assigned to departments, IDCs or units using the route owner method. For more on route owner see /wiki/spaces/discover/pages/51447477.

Inclusions: All registered students as at 1st December, including full-time, part-time and visitors.

Exclusions: All students who were pending registration, under examination, writing up, extended registration, leave of absence on 1st December are excluded. Students who registered after 1st December in the relevant academic year and were not subsequently registered as at 1st December in the next academic year are excluded. This will exclude Spring and Summer term only visiting students. Validated programmes (such as City College) are excluded.

Source of data: These data are derived from Planning Office snapshots of the SITS Student Record System on 1st December each year, access through SITS_STUDENT_VIEW in Data Warehouse.

Data Refresh Schedule: While the data is taken from SITS on 1st December, it is not imported into Data Warehouse until after the HESES (Higher Education Students Early Statistics) return has been submitted to OfS. The HESES process allows time for checking and validating of our data. Import to Data Warehouse will usually take place in late December following this a refresh of the Tableau Student Numbers workbook, incorporating any planned changes to the workbook will usually take place in early January. To provide student number reporting until this date the workbook and the underlying data is refreshed daily off the live SITS environment between the conclusion of confirmation and clearing and 1st of December snapshot becoming available.

Socio-Economic Class: SEC 4-7 contains routine, manual and unskilled occupations; SEC Other contains managerial, technical, professional and non-manual skilled occupations.

Age: For undergraduate students, mature is 21+, for postgraduate students, mature is 25+.

Low Participation: LowParticipation contains students whose neighbourhood appears in the first quintile of the 'young people participation in higher education' dataset.

This workbook contains a series of worksheets which have common filters.

Changing the filter on one sheet will change filters on all sheets in the workbook.  The current selection of filters can be seen at the top of each screen.

The filters are:

• Department: All, list of departments. Individual or multiple departments can be selected; this should be used in conjunction with the Subject Area filter to avoid empty sheets (e.g. selecting Sciences with a non-science subject)
• Mode of Study: All, Full Time, Part Time, or Visiting. The default settings are to include Full Time and Part Time as this will correspond to statistics published by the Planning Office.
• Route Type: All, Abroad, Clinical, Distance, Industry, PGPlac, Shadow, Visiting, YorkIN.
• New Entrant: All, No, Yes. To only view new entrants in the given academic year, set this to Yes; to view only continuing students, set this to No; to view all students, set this to All
• Domicile Flag: All, International, UK.
• Fee Status (formerly known as HomOvs): All, E, H, O.  NB this field was renamed as Fee Status to avoid confusion with Domicile/Domicile Flag.  For example, not all students with Domicile Flag: UK will have 'H' fee status.
• Student Mix: A combination of Fee Status and Level of Study.

Worksheet specific filters:

• Year of Study: All, 0, 1, 2, 3, 4, 5, 6.  This filter should be used in conjunction with New Entrant.  NB not all new entrants are in Year 1 of their study (and conversely not all Year 1 students are New Entrants as some attended foundation years or repeated their first year). 
• Subject Area
  
• Snapshot Date: on some sheets, a menu will appear allowing selection of a specific academic year.
• Programme: on some sheets, a menu will allow the selection of specific programmes.

On some sheets, hovering over the Department headings on the left hand side will display a plus sign - clicking this allows the view to expand (and contract) into level of study, programme, target qualification.

2023/4 changes: Online students (that come in through the HEP partnership) are moved out of the mode of study category of 'Other' and given their own specific mode of study category of 'Online Learning'. Also the 'Distance learning' category options have expanded from just 'Yes/No' to incorporate the Online students separately. The options for Distance learning are now 'Not distance learning' / 'Distance learning (excluding online)' / 'Online learning'. 

The report was also updated to remove the award code and instead replace it with the award name. This is easier for the user to interpret as opposed to having to have an understanding of all the various award codes themselves.

2019/20 changes: Workbook underwent a significant redesign moving from a static presentation of data to a more flexible presentation that allows users to self serve. The overview tab has been redesigned so that all three row headings and the column heading can all be selected from a large list of possible dimensions whilst a flexible graph tab has been introduced that allows users to select the y axis and line dimensions of a graph with an X axis of snapshot date.

2018/19 changes: Students are now assigned to departments/units of the university using the route owner method. See /wiki/spaces/discover/pages/51447477 for a description of route owner. Previously, students were assigned (for 2017/18 and prior years) using a static programme-department split which would normally be 100% for single honours but 50:50 or other combinations such as 67:33 for joint honours and interdisciplinary subjects (e.g. Biochemistry). The route owner method uses a 1:1 relationship between a programme and the owning department/IDC/unit.

A change to the way that mode codes are classified means that there will appear to be a retrospective "addition" of c. 180 PGT and 20 PGR student enrollments over the last two academic years. These students previously were classified as Mode: Other and therefore excluded but are now classified as Mode: Full Time.

2017/18 changes: The level of study dimension has been redefined in the snapshot data, resulting in some minor changes to previously reported student numbers. The changes to level of study based on the intended award and associated external qualification aim, in line with the HESA classification of qualification aims to study levels (https://www.hesa.ac.uk/files/Courseaim_level_mapping.xlsx) which is consistent with how the University reports data to HESA and OfS.

This change affects the categorisation of:

• 367 Graduate Diploma and Graduate Certificate students (10-20 per year; 10 in 2016/7) who were previously classified as PGT but are now reclassified as UG (Other);
• IPC Entry to Pre-Masters students (74 in 2016/7) who were previously classified as Foundation but are now reclassified as UG (Other).
• Additionally to this, IPC students (130 in 2016/7) are now included in the workbook in the appropriate categories depending on the course type (FN=Foundation or UG-Other).

As a result, the overall number of students remains as previously reported, but there are small revisions to the previously reported student numbers at each level of study:

• UG: 2016/7 total increased by 84 students.
• PGT: 2016/7 total headcount decreased by 10 students.
• PGR: unchanged.
• Foundation: 2016/7 total headcount increase by 71 students.

Following a minor fix to the underlying Data Warehouse view SITS_SNAP_SCAD (in which some duplicate records were present) the total headcount has been reduced by 0 and 4 in each academic year.

2016/17 changes: Student enrolments with status of RVS ('Shadow Record') and RSO ('Outstanding Decision') have been reclassified as 'Not Registered' and have consequently been excluded from the 1st December snapshot. This change reduces the total population of registered student shown within each snapshot year by 5 to 81 students.

2014/15 changes: We have added Route Type which allows for identifying or filtering of students who are visiting students, distance learners etc. Also added Domicile Flag filter to the Overview, FTE and Headcount tabs which allows filtering on students with a UK/non-UK domicile

Updated to ensure consistent filters available on all worksheets (views); brought look and feel into line with BIU Design Standards

2012/13 changes:  Added Headcount By Domicile worksheet

2010/11 changes: Added FTE over time by characteristic which combines Age, Gender, School type, LPN and SEC. Added Department totals for the FTE and Headcount worksheets and changed FTE and Headcount resource to show 2 decimal places. Added new sheets of FTE Over Time, By School Type filtered by region and FTE Over Time, By Socio-Economic Class filtered by region. Changed default settings to open on most recent year, and added award, to FTE/Headcount

2009/10 changes: From 2009/10 onwards we have changed the splitting methodology for joint UG programmes to reflect the SITS setup and not quota rules. This will influence only major:minor programmes, which will now be split 67% / 33% rather than 100% / 0%. This will also influence Biochemistry numbers, which will now be split between Biology and Chemistry in a 67% / 33% manner. Foundation Year students at York College are now included, as they are franchised by us and are counted in our student statistics and statutory processes. Correction to PGTH MRes student numbers

2008/09 changes: From 2008/9 onwards we will count fee-paying PGR students who are fully registered in their 4yr of study (i.e. are not on Writing mode/status). However, no HEFCE resource (in the QR stream) is received by the University or attributable to Departments for these registrations. Activity in the Centre for Applied Human Rights is now split 50% Law and 50% Politics. Medical Intercalation is now split 80% Biology, 20% Health Sciences