UNIT DATA SHEETS (Revised 2006)

Definition:  The Unit Data Sheets are a complementary component of the self-study and are required as part of the review process. 

Procedure:  Units (departments or programs) receive an official notification of APR deadlines in the January prior to the summer during which their self-study is due.  During the Spring semester following the notification, the Office of Institutional Research generates Part B of the Unit Data Sheet and sends it to the unit under review.

Unit Data Sheets Format: There are two components of the data required. 

Part A:  Fiscal information.  The fiscal information for the report must be requested by the department from their college office.   Colleges provide financial information for each of the years since the last APR review.  The attached chart below is a mock-up of the information for a department with an external consultant visiting in the Fall of 2007.  The format of the table can vary as long as the requested information is included.

Part B:  Student and SCH information.  The Institutional Researcher provides five tables of information.  Detailed information regarding hoe the data is garnered is provided in Appendix A.

Table 1: Degrees Granted by FIscal Year

·         Shows number of graduates, average credits earned at time of graduation and average years to degree completion for every year since the last APR review.

Table 2: Enrollment by Major

·         Shows number of majors and minors by class standing broken out by programs within the unit.

Table 3: Academic Profile

·         Table 3a contains data on the average term GPA, SCH Load, and % of students on probation by major or program within the department. Table 3b provides comparative data for all students at the University by type of degree.

Table 4: Student Diversity

·         Table 4a contains demographic data (gender and ethnicity/race) for students in the department and Table 4b contains the comparative data for all undergraduate, graduate & special students at the University.

Table 5: Personnel & Instructional Workload

·         Table 5 provides information regarding student credit hour (SCH) production and instructional FTE in various categories. The comparative University total data is appended to the bottom of Table 5.


Unit Data Sheets – Fiscal Information Part A.


Round to the nearest dollar.







 1.  Annual supplies and expenses








2. Annual non-GPR funding (Grants)















3.Additional monies from the Dean (travel, computer replacement, etc).  Gross total.







Subtotal – Travel only







College Average per department











Appendix A: Part B Tables – additional information regarding the data

Table 1: Degrees Granted by FIscal Year

·         Average years to degree completion is calculated by subtracting a students first term attended from their degree term and may therefore include time that the student may not have been enrolled.  A fiscal year of number of graduates includes J-term, Summer, Fall and Spring.

Table 2: Enrollment by Major

·         Students can declare up to 6 majors/minors/concentrations in our current database; the data presented counts all majors regardless of the 6 database slots into which they are coded.

·         Additionally, data on minors is provided. Caveat - if a student has a major and a minor in the same department, they will be counted multiple times – once for each major and minor – in the Total Students line.

Table 3: Academic Profile

·         Table 3 is a new addition to the UDS in 2006.  On probation means “not in good standing.”  In 3b the university graduate total includes learning community students.

Table 4: Student Diversity

·         Table 4 is a new addition to the UDS in 2006.

Table 5: Personnel & Instructional Workload

·         Instructional FTE (IFTE) is based on Fall term departmental instructional appointments as of the October payroll, which is considered the Official record for personnel data. It has been adjusted back to Fall 2000 to include instructor overloads and release time.

·         Data on faculty with graduate status by department has not been maintained consistently over the past several years in the same place. Therefore, in order to provide some measure of graduate faculty presence in the department, the number of instructors who have taught at least one graduate-level course in a given year is reported. It is important to note that this is a headcount and not an FTE measure.

·         Total SCH production is based on the Official Day of Record for Fall terms (the 10th day of instruction). Undergraduate and Graduate SCH production is based on course number with courses numbered 499 and below counted as Undergraduate and courses numbered 500 and above counted as Graduate. General Education SCH is the SCH produced by the department faculty in General Education courses.

·         For most of the workload measures, SCH produced is divided by the departmental IFTE; however, because not all faculty are graduate faculty, the Graduate SCH is divided by the number of instructors who have taught at least one graduate-level course. Because this denominator is a headcount and not an FTE, it cannot be directly compared to the other workload measures.