Data & Reporting

The Office of the University Registrar (OUR) provides student enrollment data to support the operational needs of the academic units and help them make informed decisions. The data obtained are for internal use only. 

AU has chosen MicroStrategy as its self-service reporting solution and offers a robust reporting environment where end users can pull the information they need. As the steward of student data, the OUR governs the data elements associated with students and enrollment and has created reports and dashboards to help end users get started, some of which are listed below. Each report or dashboard will have a corresponding user guide. Due to the sensitive nature of the data, access is secured and can only be granted to AU faculty and staff members. To request access to the MicroStrategy BI system, please submit the BI Access Request Form (login required).

Reporting Requests

If you have an ad hoc report or other data need specific to student enrollment reporting to support your office, please email us at our_reports_security@american.edu. Please include as many details as possible about the report criteria and data elements you need, as well as a desired completion date.

BI Office Hours

Our team also offers BI Office Hours where we can answer your reporting questions and help you create or edit reports and dashboards. For the Fall, starting from September 2, 2020, through December 16, 2020, please join us virtually via Teams every Wednesday and Friday morning from 11:00 am to noon. If you want to be added to the Office Hours distribution list, please email us at our_reports_security@american.edu.

Selected Reports and Dashboards by Topic Area

We provide information to different audiences on the following topic areas. Below is a collection of our most commonly used operational reports. Access to MicroStrategy is needed to run the reports. Most data elements in these reports and then some are also available for self-service report creation. Visit BI Office Hours to receive individualized guidance.

Student Degree Audit Report

This report replicates the first "box" displayed in the EVAL screen in Colleague, listing out the count of required credits needed to graduate from the student's academic program, and listing out the completed overall and institutional credits, as well as those that still remain. The report allows you to prompt students one at a time, or in aggregate by term of enrollment and program current status.

Current Academic Programs List

This report lists out the most recent information for all academic programs currently available. The academic programs are listed by their add date, so the most recently added academic programs are listed on the top.

View 43: Certificate and Bridge Programs

This report selects all students enrolled in certificate or bridge programs in a term. It lists only students who have a certificate programs as their primary enrollment program.

View 43a: Certificate and Bridge Programs with Other Programs 

This report selects all students enrolled in certificate or bridge programs in a term. It lists only students who are pursuing a certificate degree as their secondary program and are enrolled primarily in a non-certificate program.

Classroom Utilization

This folder includes a number of reports on section allocations by term. There are a number of views of the data provided to give an analysis on how sections are scheduled between each school and department. Note that an allocation is assigned when a section is scheduled during standard teaching periods for sections that require a meeting room, and the analysis is limited to the first week of classes in a given term.

Low Enrollment Detail Report

This report allows the user to select sections by enrollment thresholds for undergraduate, graduate and/or 500-level courses by school. The results contain filters that allow the user to explore the data by school, academic level, policy, and exception statuses. By clicking on the section name, the user can see enrollment trends from past terms for a comparative analysis. The past enrollment data shows what enrollments were four, three, two and one week prior to start of classes as well what they were on the the first day of term and what the final counts were at the end of the term.

Low Enrollment Sections Summary Dashboard

This dashboard is intended to view section-level low enrollments from term to term. It groups sections to those that confirm with the low-enrollment policies, those that have exceptions applied to them, and those that are out of compliance, but allowed to continue without being granted exceptions. The report has two tabs, allowing the user to view the data from multiple angles, and filters, to narrow the selection by term, course academic level and teaching school. The report also allows to differentiate between sections with assigned rooms and if the room has been centrally scheduled by the Office of the University Registrar, or if it has been locally scheduled by the academic units.

Space Scheduling Analytics

This project is dedicated to analytics of scheduling practices of physical space on campus for instructional and other purposed events. Access to the Instructional Space Utilization Analytics BI module is required.

View 21: Course Details

This report shows the number of sections offered as well as the number of students and credits enrolled from the user specified academic term. The summary table is broken by courses category and one other user specified course characteristic (such as course teaching school or course academic level). Users can drill down from this report to see the list of sections/students that make up the sections/enrollment counts.

Enrollment Analysis Builder

The Enrollment Analysis Builder allows you to build a view or report of a group of enrollments by term to understand how they appear at a specific point in time. The report is built so that you can analyze large populations or narrow the selection to specific target groups and customize the output format of the report. With this level of flexibility, the report can address a number of questions, and allows you to do many things including: Aggregate counts of students by individual program codes or school; Build section rosters and view grades; and View groups of students who have graduated or are on hiatus in specific terms. 

Student Contact List by Distance (Home Address)  more info

This report allows you to select students, enrolled in a given term, who have their home address within a selected mile radius from a zip code. For example, you can select all currently enrolled students who have their home address within 25 miles from the main campus zip code. This report creates a detailed list of students and is intended to be for targeted queries based on geography.

Student Contact List by Distance (In Session Address)  more info

This report allows you to select students, enrolled in a given term, who have their in session address within a selected mile radius from a zip code. For example, you can select all currently enrolled students who have their home address within 25 miles from the main campus zip code. This report creates a detailed list of students and is intended to be for targeted queries based on geography.

Student Contact List by Distance (Preferred Address)  more info

This report allows you to select students, enrolled in a given term, who have their preferred address within a selected mile radius from a zip code. For example, you can select all currently enrolled students who have their home address within 25 miles from the main campus zip code. This report creates a detailed list of students and is intended to be for targeted queries based on geography.

Student Distance Map for Home Address Dashboard

This map creates a visualization of selected students, enrolled in a given term, who have their home address within a selected mile radius from a zip code. For example, you can select all currently enrolled students who have their home address within 25 miles from the main campus zip code. This report creates an interactive map that allows you to explore the result on a map. The visualizations from this report can be shared and exported, but it will not list details in a list format.

View 11: Undergraduate Degree-seeking Students by School and Class

This report lists out the count of degree-seeking students by school and class for the selected term. It allows the user to drill down to a detailed list of students who make up the enrollment counts and view their section enrollment details for that term. 

Final Grade Rosters by Section

This report was created to replace the now retired Section Roster Archive. It allows the user to prompt section-level roster enrollments by term, school, department, student academic level and/or by faculty. The results list out active sections, and by clicking on the section name that is hyperlinked, the user can detail on the enrolled students and their final grades. This report can be used to see current section-level enrollments. For grades that have yet to be submitted, the value for the column "Grade Actual" will be "Unknown".  

Grade Distribution Analysis

This dashboard shows the distribution of all final grades in a given term. The dashboard has three tabs that allow for a different level of analysis depending on need. The first tab shows how grades are distributed by class size (=count of enrolled students in a section) and allows to narrow the results by school and department, and if the section requires space, is online and by international student population. The second tab shows trend lines, and allows to detail to results by section and/or instructor. The third tab is a replicate of the first, but allows to select two different groups to do a comparison of the results.

Missing Grades Dashboard

This dashboard displays a heat map of missing grades by multiple terms, by school and department. It includes a detail section that lists out the sections, faculty and students with missing grades to facilitate follow-up. Note, however, that the data is as of the previous day, so grades that have been submitted today will not appear until tomorrow. This report may be most helpful to review any outstanding grade submissions from past terms.

Graduation Application Dashboard

This report lists out students who have an active graduation application and allows to narrow the selection to students by academic level, school, department and/or by cohort code. The report also shows if the student is marked as eligible for commencement by their advisor. 

Transcript Orders for Enrolled Students

This dashboard pulls a list of currently enrolled students who have submitted a transcript order. The report counts the orders by purpose, meaning, what the intended use for the transcript is (admission, employment, certification/licensure, etc.).

Transcript Orders for Not Enrolled Graduate Students

This dashboard pulls a list of graduate students who were previously enrolled, but do not have current enrollments, who are not on hiatus, and who have yet to graduate. The report lists the orders by purpose, meaning, what the intended use for the transcript is (admission, employment, certification/licensure, etc.). 

Transcript Orders for Not Enrolled Undergraduate Students

This dashboard pulls a list of undergraduate students who were previously enrolled, but do not have current enrollments, who are not on hiatus, and who have yet to graduate. The report lists the orders by purpose, meaning, what the intended use for the transcript is (admission, employment, certification/licensure, etc.).

Quick Links

To request access to the MicroStrategy BI system, please submit the BI Access Request Form (login required)

Join Virtual BI Office Hours Fall 2020: Wednesday and Friday morning, 11:00 am to noon

For questions specific to student enrollment reporting or to be added to the Office Hours distribution list, please contact
our_reports_security@american.edu

For official data requests to report outside of American University, or internal trend analysis and assessment, please contact the Office of Institutional Research and Assessment (OIRA).

For undergraduate admissions data inquiries including applicant, admit, and deposit data, please contact the Associate Director/Business Analyst at the Office of Enrollment.

For data on admissions to all graduate programs, please contact the Director of Data Analytics for Graduate Studies at the Office of Graduate Studies (OGS). While the Office of the University Registar is normally the point of contact for data pertaining to enrolled students, OGS shares some of these data monitoring and reporting functions.