Terms and Resources

Enrollment, Tuition & Discount

Enrollment: Enrollment can be described by both headcount and FTE. Official enrollment is measured on the census date. The fall census date is October 15th. The spring census date is the 10th day of class.

Headcount: A measure of student enrollment where each student is counted as one regardless of the number of credits they are taking. Headcount is used as the basis for forecasting revenue for CLA. AGSM and Law use a combination of headcount and FTE to forecast revenue.

Annualized Headcount: The average of both semesters’ headcount.

Full Time Equivalent (FTE): A measure of student enrollment where students enrolled part-time have been converted to full-time using a factor of three. For example, 50 full time students and 9 part-time students have an FTE of 53 (50 + 9 ÷ 3). Institutional Research calculates FTE and uses this for official reporting (e.g. IPEDS).

Financial FTE: Financial FTE is an unofficial measure of student enrollment that attempts to convert part time students to full time through revenue. Financial FTE = Tuition Revenue ÷ Tuition Rate. Financial FTE is not used for any official reports and will frequently be different than FTE.

Tuition: The total tuition billed for all students.

Fees: Charges for service (e.g. Wellness, ASWU, course).

Discount: The reduction of the tuition charged to a student. Discounts can be funded or unfunded.

Funded discount: A payment to a student’s tuition that is covered by funds from an endowed scholarship.

Unfunded discount: A reduction to the tuition price charged to a student. This is foregone revenue and a reduction to resources available to the institution.

Net Tuition and Fees: Tuition and fee revenue less discount.

Budget

Operating Budget: The “all-funds” budget that encompasses all activity necessary to operate the institution on a day-to-day basis. The operating budget consists of the general fund, designated funds and restricted funds.

General Fund: The portion of the operating budget where most activity occurs. Sources are tuition, fees and unrestricted endowment funds. Uses are not restricted beyond the normal legal, ethical and policy restrictions.

Designated Funds: Funds that have been designated for a specific purpose by the institution. The source is often the General Fund. Uses are institutionally restricted to expenses associated with the designation.

Restricted Funds: Funds that have an external restriction. Sources can include gifts, grants, and endowment distributions. Uses are restricted by the source of the funds (e.g. donor or grantor).

Capital Budget: The institution’s budget for replacing, repairing, upgrading or retiring existing assets and adding new assets. Examples of assets in this context are land, buildings, and large mechanical or IT systems. Funding comes from the operating budget, gifts or debt financing.

Recurring Funds: Funds backed by operating revenue and that can be reasonably expected to recur.

Recurring Costs: Expenses that support the operation and can be expected to be ongoing.

Structural Deficit: When recurring funds are not sufficient to cover recurring costs.

One-time Funds: Funds that cannot be expected to recur, or that have a limited duration. Examples include gifts, carry-forward and indirect cost recovery.

Contribution Model

Revenue Generator: Units that generate the majority of operating revenue for the institution.

Revenue Supporter: Units whose primary activity is to support the operation or advancement of the institution. Revenue supporters may generate relatively small amounts of revenue.

Revenue Generator Expense: These are also referred to as direct costs. They are costs directly attributable to Revenue Generators that are recorded within the revenue generating units. They are displayed by function.

Performance Requirement: For Revenue Generators, this is the attributable revenue less the direct costs. For Revenue Supporters, this is the expense budget less any revenue they generate.

Revenue Supporter Expense: These are also referred to as indirect costs. They are costs directly attributable to Revenue Supporters that are recorded within those units. They are displayed by unit.

Cost Driver: This is a factor that is used to attribute indirect costs to revenue generating divisions.

Contribution: Total attributable revenue less direct costs and any other attributable costs. This represents the amount each Revenue Generator is contributing to central costs.

Function: This is a way of grouping expenditures by purpose. Functions at Willamette University correspond to standard categories established by the National Association for College and University Business Officers (NACUBO).

Willamette University’s current classification of departments/units by function:

Instruction: Academic department budgets.

Research: Centers, Sustainability Institute, Faculty travel resources.

Academic Support: Deans’ Offices, Office for Faculty Research and Resources, Libraries, Disability Services, International Education, Learning Center, W.I.T.S.

Student Services: Institutional Research, Student Affairs, Admissions, Enrollment and University Communications, Financial Aid, Registrar, Law Admissions and Career Services

Institutional Support: Benefits, President’s Office, Accounting, HR, Finance, Print Shop, Mail Room, Web Development, Campus Security, Scheduling and Events

Auxiliary Enterprises: Food service, Debt, Housing and Community Life, Willamette Store, Conferences

Operation and Maintenance of Plant: Facilities and Campus Planning

Financial Aid: Scholarships (reported as discounts prior to net tuition)

Net Excess / Deficit: Resources less total expenses.

Supporters:

Academic & Student Affairs

SVP for Academic & Student Affairs

Academic Affairs
Hallie Ford Museum of Art
Institutional Research
International Education
Library
OFFRR
Vice President for Student Affairs

Athletics
Bishop Wellness
Chaplain
Disability Services
Housing & Community Life
Student Activities
Student Support & Standards
Sustainability

VP for Enrollment & University Communications

Admissions
Financial Aid
Registrar
University Communications

Advancement

VP for Advancement
Alumni & Parent Relations
Strategy & Operations
Development
University Relations

General Counsel/Compliance

General Counsel
Compliance

President's Office

Board of Trustees
Institutional Events
President's Office

University Services

SVP for Finance & Administration
Accounting
Campus Safety
Facilities & Grounds
Financial Operations
Human Resources
Planning & External Affairs
WITS

Resources:

Fringe Benefits Summary