Historic FTE Report
- 27 Jun 2025
- 2 Minutes to read
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Historic FTE Report
- Updated on 27 Jun 2025
- 2 Minutes to read
- Print
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The Historic FTE Report tracks enrollment patterns across your rooms over time, giving you the data you need to make informed decisions about staffing, capacity planning, and future growth.
FTE stands for Full-Time Equivalent, a standardized way to measure enrollment. It takes into account both full-day and part-time students to give a clearer picture of your school’s capacity and trends.
Using timeframe parameters, the report will calculate the expected number of full-time students per room per week. The report also calculates each room's monthly average for the preceding 11 months.
See: Historic FTE Report example.
Understanding FTE calculations
| Schedule Type | FTE Calculation |
|---|---|
| Half-day | 0.1 |
| Full Day | 0.2 |
A weekly total of 1.0 FTE represents one student enrolled full-time for that week. For example, a student scheduled for five full days (5 × 0.2) equals 1.0 FTE.
Note: The report reflects scheduled enrollment only and does not account for absences, whether planned or unplanned.
Key FTE Metrics
Your Historic FTE Report provides several key insights that help you understand enrollment patterns from different perspectives. Here's what each calculation shows and how these insights are determined.
| Metric | Description |
|---|---|
| Weekly FTE | Calculated every Sunday based on upcoming week’s scheduled enrollment |
| Monthly FTE | Average of all weekly FTE values for that month |
| Annual Average | Average FTE for each room over the past 12 months |
| Percent of Annual Enrollment | Shows how much each room contributed to the school’s total enrollment over the year |
| Months with Increased/Decreased Enrollment | Tells you how many months in the year each room saw more or fewer students compared to the previous month |
Note: This report reflects scheduled enrollment only – it does not adjust for absences, even if they were pre-scheduled.
How to Use the FTE Report
- Select your timeframe (up to 12 months of historical data) and download the report as an Excel file for analysis.
- Ensure student schedules, room assignments, and enrollment statuses are up to date for the most accurate results.
- Keep in mind that changes to student schedules or room assignments will affect the report's historical data.
Interpreting Results
The Historic FTE Report highlights patterns in room usage and enrollment over time. Use the questions below to help identify trends and guide planning decisions.
Capacity Utilization: How does each room’s average FTE compare to its maximum capacity? For example, a room with a 0.8 average FTE and space for 12 students is operating at roughly 67% capacity, suggesting potential to enroll more students.
Staffing Efficiency: Are staffing levels aligned with enrollment trends? Rooms with consistently high FTE values may require additional staff support, while lower FTE rooms may be overstaffed.
Seasonal Patterns: Do certain months show noticeable increases or decreases in enrollment? Identifying these trends can support proactive staffing and resource planning for predictable fluctuations.
Revenue Distribution: Which rooms contribute the most to overall enrollment? Rooms that make up a larger share of annual FTE often have a greater financial impact and may benefit from prioritized attention.
Best Practices
- Ensure all student schedules are current
- Regularly update enrollment statuses (active, inactive, withdrawn) to reflect changes
- Assign students to the correct room based on their enrollment and schedule
- Review room assignments whenever students transition between age groups or classrooms
- Avoid making bulk schedule or room changes immediately before running reports
- Updating a student's room assignment, schedule, or enrollment status will impact the report's data.
- The report does not account for scheduled absences.
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