FTES, FTEF and SFR

Foremost among the indicators used to measure activity at the university are Full Time Equivalent Faculty, FTEF; Full Time Equivalent Students, FTES; and the resulting Student Faculty Ratio, SFR. There currently exist several interpretations of these measures.  What follows is a discussion of the various ways FTES, FTEF, and SFR are presented in existing documents.

Full-time Equivalent Students, FTES, Definitions:

FTES-1 Based on SIS+ Term File Course Section Enrollment  by  Subject/Department/College:

FTES is based on the number of students enrolled in each active section multiplied by the total units for that section divided by 15.  We differentiate between Official Census enrollment, stored in a field labeled "Census," and Ongoing Enrollment, stored in a field labeled "Enrolled."  In addition, Auditors of a section are counted in a field called "Audits" and are not included in either the Census or Enrolled counts.  The formula, using SIS+ field names from screen 129, is listed below for both Ongoing FTES and Census FTES.

Ongoing FTES = (Minimum Credit * Enrolled) / 15

Census FTES = (Minimum Credit * Census) / 15

The formula for calculating FTES is constant among reports except that some reports will get number-of-students-enrolled from the "Enrolled" (or ongoing) enrollment field and others will use the Census enrollment field as its source of number-of-students-enrolled.

What varies among reports is the way that enrollment is managed and the way that FTES is assigned to departments. 

Enrollment: The Enrolled Field.  Prior to the declaration of official census, the Enrolled field contains actively enrolled students.  When census is declared official, we copy the enrollment numbers from the Enrolled field into the Census field and the Census field is never altered from that point on.  After Census is declared, we begin to process post-census adds and drops to the Enrolled field.  When a student withdraws from a class after census the class remains on their record with a "W" in the Grade field AND the student continues to be counted in the Enrolled for the class.  In other words, after Census, the Enrolled field includes actively enrolled students and withdrawn students.  Any FTES count run off the Enrolled field after census will be inflated to some extent based on the number of withdrawn students in sections.

Department to which a course is assigned - CIF versus Term File.  When a course is first created and before a section of that course can be built for any term, the course must travel through the approval process and once approved, be added into the Course Inventory File (CIF).  In the CIF the course is identified as belonging to a particular College and Department.

When we add a section of a course into the Course Term File for a specific term, SIS+ allows us to change the department to which a course belongs.  For example, BADM courses are assigned to the Department of Management (with the exception of one BADM class which is assigned to ACMS) in the CIF.

When a section of BADM is added to the Term File, the department is sometimes changed to ACMS or FNMK depending on the home department of the faculty who is actually teaching the section.  Different sections of the same BADM class can report to different departments.  When we calculate FTES based on the College and Department (as the Department appears in the Term File), we get a mix of FTES based strictly on the department to which the course is officially assigned and FTES based on the home department of the faculty teaching the course for that term.

FTES Trades.  In some cases a faculty from Department A has been given release time from his home department (A) to teach a course for Department (B).  Department B does not pay for the faculty, but rather agrees to transfer the FTES generated in the course the faculty from Department A is teaching back to that faculty's College. 

As we get close to the declaration of official census (around the fifth or sixth week of class) APO sends out a request to the College AOAs for FTES trades.  The AOAs put together a memo that lists all the FTES that they are receiving from other colleges and that they are giving to other colleges based on their having loaned their faculty out or borrowed faculty to teach classes within their departments. 

APO creates a spreadsheet of census FTES by College and Course Mode (Lecture, Lab, Act, Other) and Level (lower, upper, grad).  The FTES trades submitted by the Colleges are factored into this table and an adjusted FTES by college is established.  The adjusted FTES is used to allocate supplemental OE monies to the colleges.

FTES-2 Based on SIS Student Registration File by College/Department:

FTES from the student file is based on the number of units each student is carrying divided by 15.  This count does not include students who are Auditing a class.  This FTES number is part of our ERSS submission to the Chancellor's Office.

FTES-3 Generated by Faculty Assignments by Department (FAD):

The Faculty Workload report calculates FTES using the Census field and the Department from the Term File but assigns the FTES to Departments based on the faculty teaching the course.  Almost without exception (minus a few part-timers) each faculty has one assignment that is their primary assignment (their home department). 

SIS+ and the Workload allow us to input up to three separate assignments for a faculty.  The home department assignment must go in the first assignment field. From the Workload's point of view, the home department is simply whichever assignment is input in the first assignment field on SIS+.

On the Faculty Workload report, ALL OF THE FTES that an individual faculty generates will be credited to that faculty's home department.  That is, if a Sociology faculty is teaching an Art class, a History class, a Math class, and a Sociology class all the FTES generated from the Art, History, Math and Sociology classes that this faculty is teaching will be counted in the FTES total for the Department of Sociology.  

FTES-4 Generated by Institutional Research based on final APDB Processing by the CO:

Institutional Research produces a Student-Faculty Ratios (FTES/FTEF) for Fall Semesters report.  The criteria for the FTES breakdown-by-department on this report are modeled after the Faculty Workload.  Because of what happens to our academic planning data, the IR Student-Faculty Ratios report is not able to split FTES in exactly the same way the Workload does. 

We submit academic planning data (upon which the Workload is based) to the Chancellor's Office.  That data is processed and comes back to us in a somewhat modified format.  Institutional Research uses that processed information to create its Student-Faculty Ratios report.   When we submit the faculty data, there is a field on each faculty record that identifies which assignment is first, which is second, and which is third. On our workload we consider the first assignment to be the home department. When the data is processed and returned to us, that field is gone.  When a faculty has assignments to more than one department, it's not possible to tell from this "processed" data which of those assignments is to the home department. 

Institutional Research devised a sorting method to order multiple faculty assignment records such that they would come up with the correct home department for a faculty.  They sorted each assignment record by Year, Term, Department, College, Instructional Faculty Fraction, Other Support Fraction, and Instructional Administrative Fraction.  Then they used the same criteria for assigning FTES as the Workload does.  That is, all the FTES generated by a faculty goes to that faculty's home department.  Because their sort routine does not, in all cases, end up matching the order in which faculty assignments were entered into SIS+, sometimes the faculty's home department on the Student-Faculty Ratios report is not the actual home department.  Consequently the FTES split does not exactly match between the Workload and the Student-Faculty Ratio report and so SFRs do not match exactly in all cases.

Full-time Equivalent Faculty, FTEF, Definitions:

FTEF-1 Based on SIS Faculty and Staff File Instructional Assignments: 

This forms the basis of our APDB-FDF submission each semester, and reflects actual instructional assignments by college and department as recorded in SIS+.  Thus some percentage or possibly all of a faculty's position will be reassigned (faculty loaned full- or part-time to other units) out of the home department any time a faculty is teaching courses or is involved in non-instructional activities for other areas.   Percentages of assignments devoted to grant work, contracts, or sponsored projects are usually reflected as a reassigned percentage to the School of Graduate and Sponsored Programs and does not show up in the home department or college's FTEF count.   This method of reporting FTEF identifies the number of faculty positions actually involved in teaching a department's courses and doing any non-instructional work for the department regardless of how many faculty positions the department is actually paying for.

This FTEF count includes Graduate and Teaching Assistants.

FTEF-2 Based on Home Department Faculty Office Needs:

This forms the basis of the actual and projected positions for Faculty Office analysis and allocation.  The home department (Assignment 1) is credited for position count purposes with the total percentage of faculty instructional and faculty administrative time assigned irrespective of any other college or unit reassignments, as faculty normally retain their home department office assignment, even if they have been partially reassigned to other units.  By policy we do not assign second offices for reassignments in other units unless exceptional circumstances require it (e.g. Honors Program Director).

FTEF-3 Based on APDB Faculty Assignment by Department (FAD):

The FAD reflects the number of faculty positions actually involved in teaching a department's courses and doing any non-instructional work for the department regardless of how many faculty positions the department is actually paying for.  Thus some percentage or possibly all of a faculty's position will be reassigned (faculty loaned full- or part-time to other units) out of the home department any time the faculty is teaching courses or is involved in non-instructional activities for other areas.   Percentages of assignments devoted to grant work, contracts, or sponsored projects are usually reflected as a reassigned percentage to the School of Graduate and Sponsored Programs and does not show up in the home department or college's FTEF count. 

FTEF-4 Based on APDB Academic Disciplines Report or Direct WTU:

The Chancellor's Office recently notified us that they were placing campus FTES and FTEF information on the WEB.  We were asked to review the figures to be sure we agreed with their numbers. The FTEF number on this report is not in agreement with any of our other reports.

Each course generates Weighted Teaching Units (WTU) that are referred to as direct WTU.  This is in contrast to Indirect WTU which are generated by a faculty being given assigned time for work done outside the classroom. 

The Chancellor's Office ADR report concerns itself ONLY with Direct WTU.  It ignores any percentage of a faculty's position that is involved in non-teaching assignments (that would generate AWTU) and it ignores any splitting that we do to the faculty's position in terms of reassigning percentages of a position to a different department.  The report takes the faculty's assignment and distributes it to one or more departments based on what percentage of total direct WTU each course represents. 

For example, Dr. Smith may be appointed to English for 75%, Biology for 25%.  He is teaching two English classes that generate 6.0 WTU, one Biology class that generates 3.0 WTU and is receiving 3.0 AWTU for a special project he's doing for the English department related to remedial English.  The ADR uses only Dr. Smith's direct WTU, which comes to a total of 9.0 WTU.  It ignores the 3.0 AWTU. 

The 6.0 WTU for the English classes is 67% of the 9.0 total WTU so the ADR assigns 67% of this faculty's position to English, instead of the 75% that he is actually working.  It takes the 3.0 WTU for the Biology class and divides that by the 9.0 total direct WTU and takes the 33% generated here and adds it to the Biology FTEF count.

Reports that Include FTES, FTEF or SFR

Report ID:  Census Mode and Level and Census Course Section Report
Includes:  FTES
Produced by:  Deborah Kuechel
When Available:  When Census is official - around fifth or sixth week of term
Where Available:  Currently distributed on paper. Reports for College and Departments are sent to the Colleges.
Recommended Use:
Future Plans:  Make available on WEB using both Census and Ongoing FTES

Report ID:  Current Report by College and Department
Includes: FTES
Produced by:  Deborah Kuechel
When Available:  Immediately after Scheduler and throughout Term
Where Available:  On the WEB Under "Data Store and Other Institutional Information"

Report ID:  FTES Trades
Includes: FTES
Produced by:  Connie Cox
When Available:  Shortly after Census has been declared (fifth or sixth week of class) each term.
Where Available:  Connie sends the adjusted FTES numbers to Budget Officer.

Report ID:  ERSS
Includes: FTES
Produced by:  Records Office, Paula Brackett
When Available:  Approximately fifth or sixth week of class.  Depends on how long it takes to get the census data cleaned up.
Where Available:  No official report coming directly out of this process is made available to campus.  Census enrollment is copied to the Census field in the Term File and used in reporting.           

Report ID:  Home Department Faculty Office Needs
Includes: FTEF
Produced by:  Deborah Kuechel, distributed by Jim Jessee
When Available: 
Where Available:  Currently produced as a paper report and distributed to Colleges.
Recommended Use:  Faculty office allocation.

Report ID:  Faculty Workload by Department (FAD)
Includes: FTES, FTEF, SFR
Produced by: Connie Cox
When Available:  End of November in Fall term, end of April in Spring term.
Where Available:  Copy of official Workload sent to Colleges.  Copy kept in APO.
Recommended Use:

Report ID:  Student-Faculty Ratios for Fall Terms
Includes: FTES, FTEF, SFR
Produced by:  Institutional Research
When Available:
Where Available:
Recommended Use: 

ReportID:  APDB Academic Disciplines Report
Includes:  FTES, FTEF, SFR
Produced by:  Chancellor's Office
When Available
Where Available:  Web.
Recommended Use:  None.

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Last Updated: October 9, 2000