Tuition Distribution Data Collection

Tuition Distribution tables are loaded five times per term, for each of the three terms. The load schedule is set by Student Financial Services, using the month-end date from Pennant Accounts. This ensures that the tuition data in the collection will tie to the BEN deferred income amount.   (To see the snapshot schedule, click on > Pennant Operational Calendar in the Calendars block on Pennant@Penn, and filter on "Tuition Distribution Snapshot". )

The basic schedule is as follows:

• Spring: Five (5) loads, once a month, from January to May
• Summer: Five (5) loads, once a month, from May to September
• Fall: Five (5) loads, once a month, from September to January

These loads are identified in the Collection as Extract Date.

Source of the Data
The sources of the data in the Tuition Distribution tables are primarily snapshots of data from the Pennant Student Records and Pennant Accounts tables from the Data Warehouse. Data are collected on the enrollment and Primary Instructional Programs (Division, Degree + Major or Program Code, and for some programs, the students' attribute, cohort, and rate codes) of the students registered, as well as the total amount of tuition billed and paid by those Instructional Programs. From those data, calculations are performed to determine an amount per course unit which then determines tuition distribution.

Time Span Covered
The Tuition Distribution data collection was first loaded on January 26, 2006 for Fall 2004, Spring 2005, Summer 2005, and Fall 2005. The data in the collection for those terms are valid as of that load date, (i.e., they will not match the census reports precisely). Spring 2006 was considered test data using production feeds. Summer 2006 and Fall 2006 were the first production loads. Between Fall 2006 and Spring 2022 registration and program data came from the Student Records System (SRS). Starting in Summer 2022, Pennant Student Records is the source for student registration and program information.

The Tuition Distribution Collection is different from the majority of the Data Warehouse, in that data was loaded into a star schema. This means that there is a central "Fact" table with unique relationships to the tables surrounding the Fact. Thus, all the joins are taken care of by the system, leaving you the user to pick the values you want to see.

The Tuition Distribution collection is described in two diagrams. The first is the BusinessObjects universe. The second is the underlying structure of which BusinessObjects uses a subset of data. 

• The Tuition Distribution BusinessObjects universe provides access to the complete Tuition Distribution data. Data available includes the Course Data, Student's Primary and Secondary Instructional Programs, Home School, and Teaching School, the Instructor's Primary Appointment and Primary Academic Appointment, and the Time Period for each snapshot. Only indvidiuals with access to the Student collection will be able to use all the tables in this universe. This diagram should be printed using landscape orientation.
• The Tuition Distribution Warehouse diagram provides detailed information about links and field names in the production Tuition Distribution system.

The BusinessObjects Corporate Documents area provides access to pre-defined, prompt-driven reports that you can run to retrieve a standardized perspective on your data.

The Extract Date is the specific date of the extract. Tuition Distribution takes five (5) extracts per term for each of the three terms. Spring extracts run January to May, Summer extracts from May to September, and Fall extracts September to January. When choosing an Extract Date, please be mindful of the Term.  When answering a prompt for a term, remember that up through Spring of 2022, terms are stored in the SRS format where Spring ends in 'A', Summer ends in 'B' and Fall ends in 'C'.  Starting in Summer of 2022 and for all terms beyond that, terms are stored in the Pennant format where Spring ends in '10', Summer ends in '20' and Fall ends in '30'.

The following reports are available under the "Budget Office" category:

TD Summary: After prompting the user for an Extract Date and Term, this query will populate several reports covering the full spectrum of Tuition Distribution. The new versions of the Course Enrollment and Registered Credit Reports, together with an Export Matrix and Home and Teaching Distributions can also be found.

TD Student Detail: After prompting the user for an Extract Date and Term, this query will populate reports showing Students and Home School Distributions.

TD Course Detail: After prompting the user for an Extract Date and Term, this query will populate reports showing Courses and Teaching School Distributions.

TD Faculty Detail: After prompting the user for an Extract Date and Term, this query will populate reports showing Faculty, Job Title and Academic Appointment Data.

Faculty Load Report: After prompting the user for a Term, this query will populate the Faculty Load Reports from the Student Data Warehouse.

In general, users of the Tuition Distribution Collection will need training on the vocabulary and concepts used. The collection includes data from the Legacy Student, Pennant Student Records, Pennant Accounts, and General Ledger collections.

There is a Knowledge Building class (UNIV_DOF_SFS_TDS001_v6 - Tuition Distribution - Knowledge Building ) available on Workday Learning for Tuition Distribution data -- please contact Office of Budget Planning and Analysis for assistance with specific training questions. You can also refer to the table and element documentation for information and cautions about specific data.

Those individuals who do not already have access to the Tuition Distribution data collection must complete a Tuition Distribution Data Access Request eForm and obtain supervisor, school access administrator and Student Financial Services (SFS) approval.

Regulations and Policies on Student Data
Federal regulations regarding access to student data are spelled out in the Family Educational Right to Privacy Act (Buckley Amendment), commonly known as FERPA. For more information, see the FERPA information on the Penn Privacy site.

The University's policy on the Confidentiality of Student Records is available at http://www.upenn.edu/privacy/policies_publications.htm.

Releasing Data Outside the University
The only office that may release this data is Student Financial Services (SFS). Requests for Tuition Distribution data should be directed to SFS.

Releasing Data Within the University
Within the University, Tuition Distribution data may be disclosed only if it is needed to do the business of the University, and only to those who need to know the information in order to do their jobs. If you are not sure whether to fulfill a request for Tuition Distribution data, contact Student Financial Services.

Query Results
If you save your query results in Excel, pdf, or any other local file type, you must see to it that any sensitive data stored on your peronal computer is safeguarded through physical security, access control software, or encryption. When a computer is left signed to an account, it is easy for someone to gain unauthorized access. Either sign off from your account before you leave your computer or restrict access by some other means (physical security or access control software).

For more information on security and privacy, contact the Office of Information Security.

If you have a question or comment about the Tuition Distribution data or data documentation, or have a suggestion for revising the documentation, please contact Enterprise Information & Analytics. For documentation published on the Web, please specify the URL for the documentation that needs to be updated.