|Submitted||Jan. 19, 2018|
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To Whom It May Concern:
Pursuant to Virginia Freedom of Information Act, I hereby request the following records:
Any records which cover the number of students by major/program of study by campus by gender by class year for each year from 2000-2017. Where program of study is declared major, or similar academic affiliation of the student. Where demographic data means gender/sex. Where class year means freshman/sophomore/junior/senior/etc. or year-enrolled cohort. Where each year from 2000-2017 means a point-in-time count whether it be fall enrollment, 15th day of the semester enrollment, end of semester enrollment, spring enrollment, graduation data, or other time period the university collected information at, as long as that point-in-time is clearly identified.
Here is some additional scope to limit the request, if it is helpful for you:
I am only interested in undergraduate records.
I am NOT requesting the creation of records, only records that already exist. I am also NOT requesting PII.
Responsive records will breakdown enrollment counts by at least major, gender, AND class year. If all of these distinctions are not included then the record is non-responsive. In other words, the records should be able to answer questions such as: how many female sophomore Chemistry students were there in 2017? This request has confused some schools, so if it is helpful to you please reference this Google Spreadsheet template for the format I will be standardizing all data into for analysis: https://goo.gl/e9yb8i
I would prefer to get university-wide or campus-wide records only but if they are not available then I will take reports generated for individual departments even if records were generated for some, but not every department. If you require knowing where to look for these records they are normally with the university registrar or office of institutional research. Barring that it is best to check at the Provost level and with department chairs.
If there are responsive records that are more granular (i.e. there is another data dimension to the report/analysis/memo/record that was generated) than my request but I could add/aggregate them to get to my requested information, those records should be considered responsive to this request.
If there was a computer system switchover of some kind and it is easiest to get records from that point forward, please advise.
My intention with this request is just to get total number of students broken down at a more granular level, not to generate a lot of work. If you have any questions or there is any other information I can provide so as to make this request easier to fulfill (especially since multiple records should be responsive per calendar year) please let me know via email.
The requested documents will be made available to the general public.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 5 business days, as the statute requires.
To Whom It May Concern:
I wanted to follow up on the following Virginia Freedom of Information Act request, copied below, and originally submitted on Jan. 19, 2018. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
I apologize, but I have no record of having received your request below.
The rights afforded under FOIA are expressly limited to citizens of the Commonwealth of Virginia and members of the media broadcasting into Virginia (see Section 2.2-3704(A) of the Code of Virginia.
University FOIA Officer
William & Mary