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pdfHuman Resources
Integrated Postsecondary Education Data System (IPEDS) 2016-17
This IPEDS Human Resources data collection instrument was used
during the 2015-16 data collection. Changes to the IPEDS Human
Resources component starting with the 2016-17 data collection are
reflected on the next 11 pages.
Changes to IPEDS Human Resources component, 2016-17
Changes to Part G – Staff counts and Salary Outlays (degree granting institutions)
Collect salary outlays separately by contract length/employment agreement (i.e., 9-month, 10-month, 11- month, 12month).
Salary Outlays for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2016-17
Report the annual salary outlays for the full-time non-medical instructional staff reported in the 12 months, 11 months, 10 months, and 9 months
columns on the previous screen
Salary Outlays
Gender and
Academic Rank
Total Staff for salary
reporting (from Part G,
screen 1)
Total number of
months (from Part G,
screen 1)
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total Men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total Women
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month
11
month
10
month
9 month
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Weighted average
monthly salaries
Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at
the institution by academic rank (e.g., professor, associate professor, etc.) based on the number of months
of work covered by the annual salary paid to the employee: less than 9 months, 9 months, 10 months, 11
months, or 12 months. This includes instructional staff with faculty status and without faculty status. The
number of months reported should correspond with the number of months worked (which may differ from
the number of months over which they are paid).
Note: If a full-time employee who was reported in Part A is paid an annual salary that covers fewer than 9
months worked, do not include that employee in the worksheet counts. These employees will appear in the
"Balance" column on the worksheet so that you may double check your entries.
For each academic rank the system will calculate:
o The total number of staff reported (i.e., the sum of the values entered in the less than 9 months, 9 months, 10 months, 11
months, and 12 months categories);
o The total number of staff reported to be used for salary outlays (i.e., the sum of the values entered in the 9 months, 10 months,
11 months, and 12 months categories); and
o The total number of months covered (i.e., the sum of the staff reported in each column multiplied by the number of months
worked).
The above two values will be carried forward to the "Salary Outlays" screen. Here you must report the
salary outlays separately by contract length/employment agreement (9-month, 10-month, 11-month, 12month) for the full-time, non-medical school, instructional staff reported on the "Salaries Worksheet" screen
by academic rank. This should include the staff reported in the 9 months, 10 months, 11 months, and 12
months categories. Do NOT include salary outlays for employees whose annual salary covers fewer than 9
months worked. Based on the data provided, the system will calculate the "Weighted Average Monthly
Salaries" by academic rank.
Changes to Part D Number of Graduate Assistants
Change reporting of number of graduate students to only teaching, research, and other.
Changes to Part H - New Hires
Change reporting period to November 1 – October 31
If you responded "Yes" to the screening question about full-time permanent new hires, you will be required
to report the number of newly hired full-time permanent staff at the institution by occupational category in
Part H. In addition, you must report the number of newly hired full-time permanent instructional staff at the
institution by faculty status, tenure status (if applicable), and contract length.
The reporting period for new hires to include any newly hired, full-time, permanent staff on the payroll of the
institution between November 1 and October 31 Do NOT include as new hires persons who have returned
from sabbatical leave OR full-time staff working on less-than-9-month contracts.
Change to contract lengths (multiple parts affected)
This change separates employment agreements of indefinite length from multi-year employment agreements.
How do I report staff by Contract Length?
Data on staff with faculty status who are not on tenure track (or where the institution does not have a tenure system)
are collected for three categories of employment agreements or contracts:
Multi-year: An employment agreement or contract that is in effect for more than one year (e.g., more than 365 days).
The renewal period of a multi-year contract is not on an annual basis (e.g., a 5-year contract is renewed every 5 years,
NOT annually).
Annual: An annually renewable employment agreement or contract that is in effect for a stated annual period within
one year of execution, and may be equal to 365 days or a standard academic year, or the equivalent. Does not include
contracts for partial year periods, such as a single semester, quarter, term, block, or course.
Less-than-annual: An employment agreement or contract that is in effect for a partial year period of less than 365
days or less than a standard academic year, or equivalent. Includes contracts for partial year periods such as a single
semester, quarter, term, block, or course.
Indefinite length: An employment agreement that has an indefinite duration (e.g., continuing, at-will).
Although the use of “contracts” and “employment agreements” varies by institution, this section is meant to capture all
non-tenure-track faculty, regardless of what type of employment agreement is utilized. This includes formal contracts,
informal agreements, at-will employment, teaching periods, and the like.
Part A1a - Full-time Instructional Staff by Academic Rank and Tenure Status - Multi-Year Contract and Part A1b - Fulltime Instructional Staff by Academic Rank and Tenure Status – Contracts of indefinite duration
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2016
Report Primarily Instruction and Instruction combined with Research and/or Public Service separately, as indicated below
Report Non-medical school and Medical school staff separately, as indicated below
With Faculty Status
Not on Tenure Track
Occupational Category
Tenured
Non-medical school staff
Non-medical school staff from prior
year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
staff
Medical school staff
Medical school staff from prior year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
staff
Total carried forward from previous
screens
On
Tenure
Track
Multi-year
Annual
Contract
Less-thanannual
contract
Indefinite
duration
(continuing
or at-will)
Without
faculty
status
Total
Part B2. Full-time Non-instructional Staff by Occupational Category and Tenure Status
Number of Full-time Non-instructional Staff
As of November 1, 2016
Non-medical school staff
With Faculty Status
Not on Tenure Track
Occupational Category
Tenured
On
Tenure
Track
Multi-year
Annual
Contract
Less-thanannual
contract
Indefinite
duration
(continuing
or at-will)
Without
faculty
status
Total
Without
faculty
status
Total
Research staff
Public service staff
Archivists, Curators, and Museum
Technicians 25-4010
Librarians 25-4020
Library Technicians 25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations 13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Medical school staff
With Faculty Status
Not on Tenure Track
Occupational Category
Tenured
Research staff
On
Tenure
Track
Multi-year,
continuing, or atwill contract
Annual
Contract
Less-thanannual
contract
Indefinite
duration
(continuing
or at will)
Public service staff
Archivists, Curators, and Museum
Technicians 25-4010
Librarians 25-4020
Library Technicians 25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations 13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations 29-0000
Total
Total from prior year
Part C – Full-time Summary Non-medical school staff
Summary of Non-medical school staff
As of November 1, 2016
Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Not on Tenure Track
Occupational Category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
staff
Research staff
On
Tenure
Track
Multi-year
Annual
Contract
Less-thanannual
contract
Indefinite
duration
(continuing
or at-will)
Without
faculty
status
Total
Public service staff
Archivists, Curators, and Museum
Technicians 25-4010
Librarians 25-4020
Library Technicians 25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations 13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Service Occupations 31-0000 + 330000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations 410000
Office and Administrative Support
Occupations 43-0000
Natural Resources, Construction, and
Maintenance Occupations 45-0000 +
47-0000 + 49-0000
Production, Transportation, and
Material Moving Occupations 51-0000
+ 53-0000
Total
Part C – Full-time Summary Medical school staff
Summary of Medical school staff
As of November 1, 2016
Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Not on Tenure Track
Occupational Category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
staff
Research staff
Public service staff
Archivists, Curators, and Museum
Technicians 25-4010
Librarians 25-4020
Library Technicians 25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations 13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Service Occupations 31-0000 + 330000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations 410000
On
Tenure
Track
Multi-year
Annual
Contract
Less-thanannual
contract
Indefinite
duration
(continuing
or at-will)
Without
faculty
status
Total
Office and Administrative Support
Occupations 43-0000
Natural Resources, Construction, and
Maintenance Occupations 45-0000 +
47-0000 + 49-0000
Production, Transportation, and
Material Moving Occupations 51-0000
+ 53-0000
Total
Change to all versions of HR Form
Implement annual collection of staff data by race/ethnicity (previous collections have collected
these data every other year).
Image description. The Integrated Postsecondary Education Data System End of image description.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Form
date: 11/24/2015
Human Resources for degree-granting institutions and related administrative offices that
have 15 or more full-time staff and a tenure system
Overview
Human Resources Overview
Welcome to the IPEDS Human Resources (HR) survey component. The HR component collects important information
about your institution's staff.
Data Reporting Reminders
•
Report each employee only once. If an employee could be coded in more than one occupation, code the
employee in the occupation that requires the highest level of skill OR if there is no measurable difference in
skill requirements, code the employee in the occupation in which they spend the most time.
•
Report staff members difficult to categorize in the "Human Resources Survey Evaluation" box at the end of
the survey.
•
Enter data on each displayed screen. If a screen is not applicable, enter at least one zero in a field on the
screen and save before continuing.
•
When reporting salary data (applicable to degree-granting institutions only) include all full-time, non-medical
school, instructional staff - both with and without faculty status.
See the instructions for the Key Reporting Concepts section -- basic reporting concepts that will assist you in
completing the Human Resources survey component.
Resources:
•
To download the survey materials for this component: Survey Materials
•
To access your prior year data submission for this component: Reported Data
•
All staff must now be reported using the new IPEDS occupational categories, which align with the 2010
Standard Occupational Classfication (SOC) codes. Additional information and resources can be found in the
IPEDS HR/SOC Information Center, including general information about the SOC, the IPEDS/SOC
crosswalk, a SOC Browse Tool, frequently asked questions, and web tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
Yes
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
No
Yes
Does your institution have 15 or more full-time staff?
No
Yes
Does your institution have a tenure system?
If you answer Yes to this question, you will be provided the screens to report some data by tenure status.
No
Yes
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between July 1 and
October 31, 2015 either for the first time (new to the institution) or after a break in service AND who were still on the
payroll of the institution as of November 1, 2015? (Exclude persons who have returned from sabbatical leave and full-time
instructional staff who are working less-than-9-month contracts.)
If you answer Yes to this question, you will be provided the screens to report full-time permanent new hires in Part H.
No
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
If you answer Yes to any of the questions below, you will NOT be required to report Part G - Salaries for instructional staff.
However, Part G will still be required for reporting data for full-time non-instructional staff.
No
Yes
No
Yes
Are ALL of the instructional staff military personnel?
Do ALL of the instructional staff contribute their
services (e.g., members of a religious order)?
You may use the space below to provide context for the data you've reported above.
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Tenured
Number of Full-time Instructional Staff
With Faculty Status
Tenured
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - On Tenure Track
Number of Full-time Instructional Staff
With Faculty Status
On Tenure Track
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Multi-Year Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Multi-Year or Continuing or At-will Contract
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Gender and race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Gender and race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Annual Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Annual Contract
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Less-Than-Annual Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Less-than-annual Contract
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff - Without Faculty Status
Number of Full-time Instructional Staff
Without Faculty Status
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Without Faculty Status
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Without Faculty Status
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2015
•Report Primarily Instruction and Instruction combined with Research and/or Public Service separately, as indicated
below
•Report Non-medical school and Medical school staff separately, as indicated below
With Faculty Status
Tenured
Non-medical school staff
Non-medical school staff
from prior year
Primarily Instruction
Exclusively credit
Exclusively not-forcredit
Combined credit/not-forcredit
Instruction/research/public
service staff
Medical school staff
Medical school staff from
prior year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service staff
Total carried forward from
previous screens
On Tenure
Track
Not on Tenure Track
Multi-year,
Annual
Less-than-annual
continuing, or contract
contract
at-will contract
Without
Faculty
Status
Total
Part A3 - Full-time Instructional Staff - Totals
Total number of Full-time Instructional Staff
As of November 1, 2015
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total
Total from prior year
Total men
Total women
Total (men+women)
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Archivists, Curators,
and Museum
Technicians
25-4010
Librarians
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and
Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Archivists, Curators,
and Museum
Technicians
25-4010
Librarians
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All fulltime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Grand
Total
(All fulltime
staff)
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part B2 - Full-time Non-instructional Staff by Occupational Category and Tenure Status
Number of Full-time Non-instructional Staff
As of November 1, 2015
Non-medical school staff
Occupational category
With Faculty Status
Tenured
On Tenure
Track
Tenured
On Tenure
Track
Not on Tenure Track
Multi-year,
Annual
Less-than-annual
continuing, or contract
contract
at-will
contract
Without
Faculty
Status
Total
Without
Faculty
Status
Total
Research staff
Public Service staff
Archivists, Curators, and
Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic
Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 259000
Management Occupations
11-0000
Business and Financial
Operations Occupations
13-0000
Computer, Engineering, and
Science Occupations
15-0000 + 17-0000 + 190000
Community, Social Service,
Legal, Arts, Design,
Entertainment, Sports, and
Media Occupations
21-0000 + 23-0000 + 270000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
Research staff
Public Service staff
Archivists, Curators, and
Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
With Faculty Status
Not on Tenure Track
Multi-year,
Annual
Less-than-annual
continuing, or contract
contract
at-will
contract
Student and Academic
Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 259000
Management Occupations
11-0000
Business and Financial
Operations Occupations
13-0000
Computer, Engineering, and
Science Occupations
15-0000 + 17-0000 + 190000
Community, Social Service,
Legal, Arts, Design,
Entertainment, Sports, and
Media Occupations
21-0000 + 23-0000 + 270000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Part B2 - Full-time Non-instructional Staff by Medical School Status
Number of Full-time Non-instructional Staff
As of November 1, 2015
Occupational category
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Total from prior year
Total
(carried
forward
from Part B1)
Non-medical school
staff
Medical school
staff
Part C - Full-time Summary Non-medical school staff
Summary of Full-time Non-medical School Staff
As of November 1, 2015
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 390000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material
Moving Occupations
51-0000 + 53-0000
Total
With Faculty Status
Without Total
Faculty
On
Not on Tenure Track
Tenure Multi-year, Annual Less-than-annual Status
Track continuing, or contract
contract
at-will
contract
Part C - Full-time Summary Medical school staff
Summary of Full-time Medical School Staff
As of November 1, 2015
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 390000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material
Moving Occupations
51-0000 + 53-0000
Total
With Faculty Status
Without Total
Faculty
On
Not on Tenure Track
Tenure Multi-year, Annual Less-than-annual Status
Track continuing, or contract
contract
at-will
contract
Part G - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2015-16
•Report the number of instructional staff based on the number of months to be worked
•Months reported should correspond with the number of months that staff worked (which may differ from the number of
months over which they are paid)
•Include ONLY full-time, non-medical school instructional staff
•Include instructional staff with faculty status and without faculty status
•Include instructional staff regardless of tenure status
•Balance column should include instructional staff whose annual salary covers less than 9 months worked
Gender and
Months worked
academic
12 months 11 months 10 months
rank
Men
Professors
Associate
professors
Assistant
professors
Instructors
Lecturers
No
academic
rank
Total men
Women
Professors
Associate
professors
Assistant
professors
Instructors
Lecturers
No
academic
rank
Total
women
Total (men
+ women)
9 months
Total
staff for
salary
reporting
Total Total full-time non
Balance (all
number -medical school other full-time
instructional staff instructional
of
from Part A
months
staff)
Part G - Salary Outlays for Instructional Staff
Salary Outlays
for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2015-16
•Report the TOTAL ANNUAL salary outlays for the full-time Non-medical School instructional staff reported in the 12
months, 11 months, 10 months, and 9 months columns on the previous screen
Gender and academic
rank
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total women
Total (men + women)
Total staff for salary
reporting
(from Part G,
screen 1)
Total number of
months
(from Part G,
screen 1)
Total annual
Weighted average monthly
salary outlays
salaries
Part G - Salary Outlays for Non-instructional Staff
Salary Outlays
for Full-time Non-medical School Non-instructional Staff
Annual Salary Outlays, 2015-16
Occupational category
Research staff
Public Service staff
Library and Student and Academic Affairs and Other Education
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Number of
full-time staff
(carried forward from
previous screens)
Total annual
salary outlays
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Instructional staff
Research staff
Public Service staff
Instructional staff
Research staff
Public Service staff
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Archivists,
Curators, and
Museum
Technicians
25-4010
Librarians
25-4020
Library
Student and Academic Affairs
Library and Student
Technicians and Other Education Services and Academic Affairs
25-4030
Occupations
and Other Education
25-2000 + 25-3000 + 25-9000 Services Occupations
Archivists,
Curators, and
Museum
Technicians
25-4010
Librarians
25-4020
Library
Student and Academic Affairs
Library and Student
Technicians and Other Education Services and Academic Affairs
25-4030
Occupations
and Other Education
25-2000 + 25-3000 + 25-9000 Services Occupations
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All parttime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Grand
Total
(All parttime
staff)
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part D - Graduate assistants
Number of Graduate Assistants
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Teaching
25-1191
Research Management Business Computer, Community, Library and Healthcare Total
Occupations
and
Engineering,
Social
Student and Practitioners
11-0000
Financial and Science
Service,
Academic
and
Operations Occupations Legal, Arts, Affairs and Technical
Occupations 15-0000
Design,
Other
Occupations
13-0000
+ 17-0000 Entertainment, Education
29-0000
+ 19-0000 Sports, and
Services
Media
Occupations
Occupations
25-4000
21-0000
+ 25-2000
+ 23-0000
+ 25-3000
+ 27-0000
+ 25-9000
Teaching
25-1191
Research Management Business Computer, Community, Library and Healthcare Total
Occupations
and
Engineering,
Social
Student and Practitioners
11-0000
Financial and Science
Service,
Academic
and
Operations Occupations Legal, Arts, Affairs and Technical
Occupations 15-0000
Design,
Other
Occupations
13-0000
+ 17-0000 Entertainment, Education
29-0000
+ 19-0000 Sports, and
Services
Media
Occupations
Occupations
25-4000
21-0000
+ 25-2000
+ 23-0000
+ 25-3000
+ 27-0000
+ 25-9000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part E - Part-time Staff by Occupational Category and Tenure Status
Number of Part-time Staff
As of November 1, 2015
Non-medical school staff
Occupational category
With Faculty Status
Tenured
On Tenure
Not on Tenure Track
Track
Multi-year,
Annual Less-than-annual
continuing, contract
contract
or at-will
contract
Without
Faculty
Status
Total
Without
Faculty
Status
Total
Primarily Instruction
Exclusively
credit
Exclusively notfor-credit
Combined
credit/not-for-credit
Instruction/research/public service
staff
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
With Faculty Status
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-forcredit
Combined
credit/not-for-credit
On Tenure
Not on Tenure Track
Track
Multi-year,
Annual Less-than-annual
continuing, contract
contract
or at-will
contract
Instruction/research/public service
staff
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Part E - Part-time Staff by Medical School Status
Number of Part-time Staff
As of November 1, 2015
Occupational category
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
PY Total
Graduate Assistants
PY Graduate Assistants
Teaching
25-1191
Research
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and
Media Occupations
21-0000 + 23-0000 + 27-0000
Library and Student and Academic Affairs and Other Education Services
Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Healthcare Practitioners and Technical Occupations
29-0000
Total
Non-medical Medical
(carried
school staff school staff
forward
from Part D)
Part F - Part-time Summary Non-medical school staff
Summary of Part-time Non-medical School Staff
As of November 1, 2015
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 +
39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support
Occupations
43-0000
Natural Resources, Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material
Moving Occupations
51-0000 + 53-0000
Graduate Assistants
Teaching
25-1191
Research
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
With Faculty Status
Without Total
Faculty
On
Not on Tenure Track
Tenure Multi-year,
Annual Less-than-annual Status
Track continuing, or contract
contract
at-will contract
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Library and Student and Academic Affairs
and Other Education Services
Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Part F - Part-time Summary Medical school staff
Summary of Part-time Medical School Staff
As of November 1, 2015
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-2000 + 25-3000 + 25-9000
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 390000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material
Moving Occupations
51-0000 + 53-0000
Graduate Assistants
Teaching
25-1191
Research
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
With Faculty Status
Without Total
Faculty
On
Not on Tenure Track
Tenure Multi-year, Annual Less-than-annual Status
Track continuing, at contract
contract
-will contract
21-0000 + 23-0000 + 27-0000
Library and Student and Academic Affairs and
Other Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Part H - New Hires, Full-time Instructional Staff by Tenure Status
Number of Newly Hired Full-time Permanent Instructional Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include Primarily Instruction and Instruction Combined with Research and Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
With Faculty Status
Tenured
On Tenure
Track
Not on Tenure Track
Multi-year,
Annual
Less-than-annual
continuing, or atcontract
contract
will contract
Without
Total
Faculty Status
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
With Faculty Status
Tenured
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total
(men+women)
On Tenure
Track
Not on Tenure Track
Multi-year,
Annual
Less-than-annual
continuing, or atcontract
contract
will contract
Without
Total
Faculty Status
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional
Staff
(from Part H,
screen 1)
Research
staff
Public Service
staff
Library and Student and Academic Affairs and
Other Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Instructional
Staff
(from Part H,
screen 1)
Research
staff
Public Service
staff
Library and Student and Academic Affairs and
Other Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All fulltime
new
hires)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Grand
Total
(All fulltime
new
hires)
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Instructions
date: 11/24/2015
2015-16 HR: Degree-granting Institutions that have 15 or more full-time staff
Purpose of Component - Data Collected
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Where to Get Help
Where the Data Will Appear
Uploading Files to the IPEDS Data Collection System
Detailed Instructions
Summary of Parts
Screening Questions
Part A - Full-time Instructional Staff
Part B - Full-time non-instructional staff
Parts D and E - Part-time staff
Part G - Salaries
Part H - New Hires
Key Reporting Concepts
Reporting Persons by Racial/Ethnic Category (1997 OMB)
How do I report Instructional Staff?
How do I report staff by Faculty Status?
How do I report staff by Tenure Status?
How do I report Instructional Staff by Academic Rank?
How do I report Instructional Staff by Contract Length?
How do I report Adjunct Instructional Staff?
How do I Report Medical School Staff?
How do I report Research Staff?
How do I report Public Service Staff?
How do I report Postdoctoral Staff?
How do I report Managers and Supervisors?
Who should be reported in the "Student and Academic Services and Other Education Occupations"
Category?
How do I report Graduate Assistants?
How do I report Salaries?
What is CUPA-HR and how will it help me categorize my staff?
Reporting Staff by Occupational Category
Structure of the 2010 Standard Occupational Classification (SOC) System
2010 SOC Classification Principles
Additional Information from the 2010 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2010 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2010 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Reporting Graduate Assistants by Occupational Category
Resources for Classifying Employees Using the 2010 SOC Codes
Purpose of the Survey Component
The primary purpose of the IPEDS Human Resources (HR) survey component is to measure the number and type of
staff supporting postsecondary education in terms of employment status (full-time and part-time) and occupational
category. In addition, for degree-granting institutions and related administrative offices that have 15 or more full-time
staff, additional data are collected for some staff by faculty status, tenure status, contract length, and academic
rank. Salary data for full-time, non-medical school staff and data on newly hired full-time permanent staff are also
collected, and some data are collected by medical/non-medical school status for 4-year and above degree-granting
institutions with Doctor of Medicine (M.D.) and/or Doctor of Osteopathic Medicine (D.O.) programs.
In odd-numbered IPEDS data collection years (e.g., 2015-16), the purpose is also to collect data by race/ethnicity and
gender. The reporting of data by race/ethnicity and gender is optional in even-numbered years such as this year.
Special note for state and corporate systems: If a separate administrative office entity has been established for the
system in IPEDS, that entity will report all staff associated with the administrative office. If no separate administrative
office entity has been created, administrative office staff will be reported by the main campus of the system. If you
have any questions concerning whether a separate reporting entity exists for your system, please contact your
system's coordinator or keyholder, or the IPEDS Help Desk for further assistance
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Changes in Reporting
There are no changes in reporting for 2015-16. However, clarifications have been made to screens and instructions to
address respondent questions.
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General Instructions
Reporting Period Covered
The HR component is intended to provide a snapshot of your institution's human resources/payroll data at a specific
point in the fall. As such, report employees on the payroll of the institution as of November 1, 2015.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
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•
•
•
•
•
•
•
Persons on the payroll of the institution as of November 1, 2015.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
•
•
•
•
Staff on leave without pay.
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
•
•
•
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
In addition, in 2012-13, new IPEDS occupational categories replaced the primary function/occupational activity
categories previously used for IPEDS HR reporting. The change was required to align the IPEDS HR survey
component with the 2010 Standard Occupational Classification (SOC) System.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
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IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
•
•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
•
•
•
•
•
•
•
•
Part A - Full-time instructional staff: Collects the number of full-time instructional staff by faculty status,
tenure status (if applicable), contract length, and academic rank. Also, for staff classified as "Primarily
Instruction", these data are also collected for the following three subcategories: Exclusively credit; Exclusively
not-for-credit; and Combined credit/not-for-credit.
Part B - Full-time non-instructional staff: Collects the number of full-time non-instructional staff by
occupational category. Data are also collected for some full-time non-instructional staff by faculty status,
tenure status (if applicable), and contract length.
Part C - Full-time staff summary: Provides a summary of the data reported for full-time staff in Parts A
and B.
Part D - Part-time staff: Collects the number of part-time staff (and graduate assistants, if applicable) by
occupational category.
Part E - Part-time staff: Collects the number of some part-time staff by faculty status, tenure status (if
applicable), and contract length. Also, for staff classified as "Primarily Instruction" these data are also collected
for the following three subcategories: Exclusively credit; Exclusively not-for-credit; and Combined credit/notfor-credit.
Part F - Part-time staff summary: Provides a summary of the data reported for part-time staff in Parts D
and E.
Part G - Salaries: Collects the number of full-time, non-medical school, instructional staff by academic rank
based on the number of months covered by their annual salary: 9 months, 10 months, 11 months, and 12
months; as well as the total annual salary outlays for these staff by academic rank. In addition, total annual
salary outlays are collected for full-time, non-medical school, non-instructional staff by occupational category.
Part H - New Hires: Collects data on the number of newly hired full-time permanent staff by occupational
category. In addition, for instructional staff, these data are collected by faculty status, tenure status (if
applicable), and contract length.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Instructional Staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For each applicable faculty and tenure status in Part A, report the number of full-time instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.), as designated by the institution. Institutions
without standard academic ranks should report all instructional staff in the "No Academic Rank" category.
NOTE: It is possible for an institution to report some instructional staff with academic rank and some with no academic
rank.
In addition, you must report the number of full-time instructional staff at the institution by faculty status, tenure
status (if applicable), contract length, and medical school status (if applicable) for each of the following functions:
•
•
Primarily Instruction (carried forward based on the data reported on the previous screens in Part A)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting data on full-time instructional staff in Part A please refer to the Key
Reporting Concepts section of these instructions below.
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Part B - Full-time non-instructional staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Part B, you must report the number of full-time non-instructional staff at the institution by occupational category,
and for some occupational categories, by faculty status, tenure status (if applicable), contract length, and medical
school status (if applicable).
For additional information relevant to reporting full-time non-instructional staff in Part B, please refer to the Key
Reporting Concepts section of these instructions below.
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Parts D and E - Part-time staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Parts D and E, you must report the number of part-time staff (including graduate assistants, if applicable) at the
institution by occupational category; and for some occupational categories by faculty status, tenure status (if
applicable), contract length, and medical school status (if applicable).
In addition, in Part E, you must report the number of part-time instructional staff at the institution by faculty status,
tenure status (if applicable), contract length, and medical school status (if applicable) for each of the following
functions:
•
•
Primarily Instruction (carried forward based on the data reported in Part D)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting part-time staff in Parts D and E, please refer to the Key
Reporting Concepts section of these instructions below.
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Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.) based on the number of months of work
covered by the annual salary paid to the employee: 9 months, 10 months, 11 months, or 12 months. This includes
instructional staff with faculty status and without faculty status. The number of months reported should correspond
with the number of months worked (which may differ from the number of months over which they are paid).
Note: If a full-time employee who was reported in Part A is paid an annual salary that covers fewer than 9 months
worked, do not include that employee in the worksheet counts. These employees will appear in the "Balance" column
on the worksheet so that you may double check your entries.
For each academic rank the system will calculate:
•
The total number of staff reported (i.e., the sum of the values entered in the 9 months, 10 months, 11
months, and 12 months categories); and
•
The total number of months covered (i.e., the sum of the staff reported in each column multiplied by the
number of months worked).
The above two values will be carried forward to the "Salary Outlays" screen. Here you must report the TOTAL ANNUAL
salary outlays for the full-time, non-medical school, instructional staff reported on the "Salaries Worksheet" screen by
academic rank. This should include the staff reported in the 9 months, 10 months, 11 months, and 12 months
categories. Do NOT include salary outlays for employees whose annual salary covers fewer than 9 months
worked.
Based on the data provided, the system will calculate the "Weighted Average Monthly Salaries" by academic rank.
Full-time, non-medical school, non-instructional staff
You must also report the TOTAL ANNUAL salary outlays for full-time, non-medical school, non-instructional staff at the
institution by occupational category.
Report total annual salary outlays for 2015-16.
Salary outlays (combined salaries of all staff) should include base salaries only - no supplements, overloads, or
bonuses. Additional stipends for administrative, managerial, or other responsibilities should NOT be included in the
salary outlays data for instructional staff.
Staff on leave: When reporting staff on sabbatical leave and staff who are on leave but remain on the payroll of the
institution, report such persons at their regular salaries even though the staff may be receiving a reduced annuity
while on leave.
For additional information relevant to reporting Salaries data in Part G, please refer to the Key Reporting Concepts
section of these instructions below.
New hires: Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary
should be reported in Part G, as applicable.
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Part H - New Hires
If you responded "Yes" to the screening question about full-time permanent new hires, you will be required to report
the number of newly hired full-time permanent staff at the institution by occupational category in Part H. In addition,
you must report the number of newly hired full-time permanent instructional staff at the institution by faculty status,
tenure status (if applicable), and contract length.
Part H has slightly different reporting criteria from the other sections of the HR survey component. In Part H, you must
report the number of full-time permanent staff who were included on the payroll of the institution between July
1 and October 31, 2015 either for the first time (new to the institution) or after a break in service AND
who were still on the payroll of the institution as of November 1, 2015. Do NOT include as new hires persons
who have returned from sabbatical leave OR full-time staff working on less-than-9-month contracts.
All staff must now be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting data on New Hires in Part H, please refer to the Key
Reporting Concepts section of these instructions below.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
•
•
•
•
•
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or
community attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
•
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Instructional Staff?
"Instructional Staff", as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI); or 2)
“Instruction combined with Research and/or Public Service" (IRPS). The intent of the “Instructional Staff” category is
to include all individuals whose primary occupation includes instruction at the institution. “Primarily Instruction” are
those individuals whose primary responsibility can be defined as teaching (e.g. the majority of their total time).
“Instruction combined with Research and/or Public Service" (IRPS) are those individuals who have instruction as part
of their job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g. they
teach, but a percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly
differentiated from their other responsibilities). Instructional staff could include postdoctoral students, if they meet the
criteria for one of the above two categories. Adjunct Instructional Staff would also typically meet the criteria.
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How do I report staff by Faculty Status?
Please refer to your institution’s policies to determine whether staff members have the designation of faculty. The
designation of faculty is not limited to "Instructional Staff", but can also include such positions as president, provost,
or librarians.
For IPEDS reporting purposes graduate assistants DO NOT have faculty status.
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How do I report staff by Tenure Status?
Report data on staff with faculty status by tenure status (e.g., tenured, on tenure track, and not on tenure track) as
designated by the institution.
Staff should be classified as “not on tenure track” if they have faculty status, but are not considered to be “tenured” or
“on tenure track.”
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How do I report Instructional Staff by Academic Rank?
(For degree-granting institutions with less than 15 full-time staff members this is only applicable to Part G - Salaries)
Report Instructional Staff by academic rank (e.g., professor, associate professor, etc.), as designated by the
institution. Institutions without standard academic ranks should report all their Instructional Staff in the "No Academic
Rank" category.
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How do I report staff by Contract Length?
Data on staff with faculty status who are not on tenure track (or where the institution does not have a tenure system)
are collected for three categories of employment agreements or contracts:
•
•
•
Multi-year or Continuing or At-Will: An employment agreement or contract that is in effect for more than
one year (e.g., more than 365 days) or that has an indefinite duration (continuing, at-will). The renewal period
of a multi-year contract is not on an annual basis (e.g., a 5-year contract is renewed every 5 years, NOT
annually).
Annual: An annually renewable employment agreement or contract that is in effect for a stated annual period
within one year of execution, and may be equal to 365 days or a standard academic year, or the equivalent.
Does not include contracts for partial year periods, such as a single semester, quarter, term, block, or course.
Less-than-annual: An employment agreement or contract that is in effect for a partial year period of less
than 365 days or less than a standard academic year, or equivalent. Includes contracts for partial year periods
such as a single semester, quarter, term, block, or course.
Although the use of “contracts” and “employment agreements” varies by institution, this section is meant to capture
all non-tenure-track faculty, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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How do I report Adjunct Instructional staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution’s payroll, and as non-tenured
instructional staff.
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How do I Report Medical School Staff?
4-year and above degree-granting institutions with M.D. and/or D.O. programs report some data specifically for
medical school staff. The data for these instituitons are reported in three ways:
•
•
•
Combined: On some screens, data are reported for medical school and non-medical school staff combined
(Parts A1, B1, D, and H).
Separately: On some screens, data are reported separately for non-medical school staff and for medical
school staff (A2, B2, E).
Excluded: Data are reported for NON-MEDICAL SCHOOL STAFF ONLY in Part G – Salaries.
Staff employed by or working in the medical school (M.D. and/or D.O.) component of a postsecondary institution, or in
a freestanding medical school, should be reported as medical school staff. However, this does NOT include:
•
•
•
Employees working strictly in a hospital associated with a medical school.
Those who volunteer their services at the medical school.
Those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene – unless the health or allied health schools or departments are affiliated with
(housed in or under the authority of) the medical school.
NOTE: Staff that are in health disciplines that are NOT considered part of a medical school must be reported on the
non-medical school pages.
Free-Standing Hospitals and Medical Centers
Hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of this survey, that person should be reported as
part-time in his or her occupational category in the postsecondary education division or component.
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How do I report Research staff?
A staff member should be classified as "Research Staff" if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public service staff?
A staff member should be classified as "Public Service Staff" if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services, or
continuing education, regardless of their title, academic rank, or tenure status.If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research they should be classified as "Research Staff".In
addition, postdoctoral staff members typically do not have faculty status and they should be reported as “Without
faculty status”.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2010 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Affairs and Other Education Services
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category, as well as whom should be included
in other categories, please see the IPEDS/SOC Crosswalk.
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How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which
the majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of
the cccupational categories. Those primarily performing duties in other categories should be excluded. Additional
information on reporting Graduate Assistants can be found in the Reporting Graduate Assistants by Occupational
Category section of these instructions.
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How do I report Salaries?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an "annual" salary entails,
IPEDS now calculates weighted average monthly salaries. The salaries worksheet is used to determine average
monthly salaries by collecting the number of Instructional Staff and the number of months they worked, along with the
total annual salary outlays for all of those individuals. As has been the case historically, the "Salaries" section does
NOT include data for instructional staff who work for less than 9 months of the year, even though they may be
considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the
year, NOT the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month
instructional staff are reported, any remaining instructional staff will be calculated in the “Balance” column. These are
the instructional staff who are full-time but whose contracts/employment agreements are for a period of less-than-9
months during the year. Additional information on reporting Salaries data can be found in the instructions for Part G Salaries.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2010 SOC, and graciously offered them for use in IPEDS
reporting, regardless of whether institutions are CUPA-HR members or not. These worksheets contain many positions
in postsecondary education (which aren’t specifically mentioned in the SOC itself) such as: registrar, bursar, alumni,
outreach specialist, etc. These worksheets, along with Position Descriptions, can be found at:
http://www.cupahr.org/surveys/worksheets.aspx.
Additional information on the CUPA-HR worksheets and additional resources to assist you with categorizing employees
using the new HR occupational categories / 2010 SOC can be found in the Resources for Classifying Employees Using
the 2010 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the 2010 Standard Occupational Classification (SOC) System.
Structure of the 2010 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 97 minor groups, 461 broad
occupations, and 840 detailed occupations. Each lower level of detail identifies a more specific group of occupations.
(For more information refer to the table at http://www.bls.gov/soc/soc_structure_2010.pdf.)
Each item in the SOC is designated by a six-digit code:
•
•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education, Training, and Library Occupations)
Minor group codes generally end with 000 (e.g., 25-1000 Postsecondary Teachers)
Broad occupations end with 0 (e.g., 25-4020 Librarians)
Detailed occupations end with a number other than 0 (e.g., 25-1191 Graduate Teaching Assistant)
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC
level. However, although coding at the 6-digit level is not required, it can make categorization more precise and would
also provide supporting documentation if there were questions about why a given job was classified in a specific IPEDS
category.
Most of the occupational data in IPEDS will be collected at the higher, major 2-digit level (e.g., 11-0000 Management
Occupations). However, there are a few instances where data will be collected at a lower level such as Postsecondary
Teachers; Librarians, Curators, and Archivists; Library Technicians; and Graduate Assistants-Teaching. For IPEDS
purposes, institutions should report their employees in the occupational categories defined in the IPEDS HR survey.
The IPEDS HR occupational categories and the associated SOC codes are provided below and
at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-13_and_2010_SOC_Crosswalk.pdf.
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2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
2.
3.
4.
5.
6.
7.
8.
9.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work at a competent level.
Workers primarily engaged in planning and directing are classified in management occupations in Major Group
11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” (or residual) occupation. “All Other” occupations are placed in the structure when it is
determined that the detailed occupations comprising a broad occupation group do not account for all of the
workers in the group. These occupations appear as the last occupation in the group, with a code ending in “9”,
and are identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC major groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2010 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2015-16 IPEDS HR Occupational Categories to the 2010 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2010 SOC occupational categories are similar for several of the
categories that directly match (e.g., 11-0000 Management Occupations).
However, they differ in three major ways:
•
•
•
There are 13 broad IPEDS HR occupational categories and 23 major SOC categories.
◦
Several of the IPEDS HR occupational categories represent combinations of separate SOC categories,
e.g., the HR category "Service Occupations" includes five SOC categories.
◦
The major SOC category "Education, Training, and Library Occupations" (25-0000) is reported in the
IPEDS HR survey at a more detailed level: "Postsecondary Teachers"; "Librarians, Curators, and
Archivists"; "Student and Academic Affairs and Other Education Services Occupations"; and "Graduate
Assistants-Teaching"
The category "Graduate Assistants-Research" does not have a single associated SOC code.
The SOC "Military Specific Occupations" (55-0000) category is not included in IPEDS reporting because the
IPEDS HR component collects data on civilian staff only.
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Crosswalk for Degree-Granting Institutions
2015-16 IPEDS Human Resources Occupational Categories to the 2010 Standard
Occupational Classification (SOC) Occupational Categories
2015-16 IPEDS HR Occupational Categories
2010 SOC Occupational Categories
Education, Training, and Library Occupations
25-0000 Education, Training, and
Library Occupations
Educational Occupations
•
Instructional Staff
25-1000 Postsecondary Teachers
◦ Primarily Instruction
◦ Instruction Combined with Research and/or Public
Service
•
•
Research staff
Public Service staff
•
25-4000 Librarians, Curators, and Archivists
Librarians, Curators, and Archivists
25-4010 Archivists, Curators, and Museum
◦ Archivists, Curators, and Museum Technicians
Technicians
◦ Librarians
25-4020 Librarians
◦ Library Technicians
Student and Academic Services and Other Education Occupations 25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and
Special Education School Teachers
Library and Instructional Support Occupations
•
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and
Library Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment,
Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
11-0000 Management Occupations
13-0000 Business and Financial
Operations Occupations
15-0000 Computer and Mathematical
Occupations
17-0000 Architecture and Engineering
Occupations
19-0000 Life, Physical, and Social
Science Occupations
21-0000 Community and Social Service
Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
29-0000 Healthcare Practitioners and
Technical Occupations
31-0000 Healthcare Support
Occupations
33-0000 Protective Service Occupations
35-0000 Food Preparation and Serving
Related Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the IPEDS HR
survey)
Graduate Assistants
Graduate Assistants - Teaching
Graduate Assistants - Research
Graduate Assistants - Library and Student and Academic Affairs
and Other Education Services Occupations
37-0000 Building and Grounds Cleaning
and Maintenance Occupations
39-0000 Personal Care and Service
Occupations
41-0000 Sales and Related Occupations
43-0000 Office and Administrative
Support Occupations
45-0000 Farming, Fishing, and Forestry
Occupations
47-0000 Construction and Extraction
Occupations
49-0000 Installation, Maintenance, and
Repair Occupations
51-0000 Production Occupations
53-0000 Transportation and Material
Moving Occupations
55-0000 Military Specific Occupations
25-1191 Graduate Teaching Assistant
There is no single SOC Code associated
with this IPEDS Occupational Category
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians
25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and
Special Education School Teachers
Graduate Assistants - Management
Graduate Assistants - Business and Financial Operations
Graduate Assistants - Computer, Engineering, and Science
Graduate Assistants - Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Graduate Assistants - Healthcare Practitioners and Technical
Graduate Assistants in occupational categories other than those
listed above are not reported in the HR Survey
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and
Library Occupations
11-0000 Management Occupations
13-0000 Business and Financial
Operations Occupations
15-0000 Computer and Mathematical
Occupations
17-0000 Architecture and Engineering
Occupations
19-0000 Life, Physical, and Social
Science Occupations
21-0000 Community and Social Service
Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
29-0000 Healthcare Practitioners and
Technical Occupations
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
•
•
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Reporting Graduate Assistants by Occupational Category
For IPEDS purposes, graduate assistants are considered part-time employees and should be reported on the graduate
assistant screen located in the part-time section of the survey.
Listed below are the graduate assistant categories that are included in the HR survey:
•
Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191
http://www.bls.gov/soc/2010/soc251191.htm]
Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teaching
related duties, such as teaching lower level courses, developing teaching materials, preparing and giving
examinations, and grading examinations or papers. Graduate teaching assistants must be enrolled in a
graduate school program. Excludes "Teacher Assistant" (25-9041).
Graduate Assistants in Non-Instructional Occupational Categories
Graduate assistants who primarily perform non-teaching duties, such as health care, should be reported in the
occupational category related to the work performed. For example, a graduate assistant updating websites in the IT
department should be reported as a graduate assistant in the IPEDS HR occupational category "Computer,
Engineering, and Science Occupations".
•
•
•
•
•
•
•
Graduate Assistant
conducting research.
Graduate Assistant
Graduate Assistant
Graduate Assistant
Graduate Assistant
and Media
Graduate Assistant
Graduate Assistant
- Research Persons whose specific assignments customarily are made for the purpose of
-
Management
Business and Financial Operations
Computer, Engineering, and Science
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and
- Library and Student and Academic Affairs and Other Education Services
- Healthcare Practitioners and Technical
Note: Public Service is not included in the above categories as recommended by the IPEDS Technical Review Panel.
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Resources for Classifying Employees Using the 2010 SOC Codes
Several resources to assist institutions with classifying employees using the 2010 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center http://nces.ed.gov/ipeds/resource/soc.asp).
•
•
•
•
New IPEDS Occupational Categories and 2010 SOC
2015-16 HR Survey Screens, Instructions, and Frequently Asked Questions
Comparison of New IPEDS Occupational Categories with Previous IPEDS Categories
Web Tutorials
Tools:
•
•
Resource provided by CUPA-HR:
CUPA-HR has developed a resource that that may assist institutions and keyholders. The position description
spreadsheets are publicly available on the CUPA-HR website and provide suggestions for mapping
administrator and professional positions to SOC codes and corresponding IPEDS occupational categories
(http://www.cupahr.org/surveys/worksheets.aspx).
SOC Browse Tool (https://surveys.nces.ed.gov/ipeds/VisHRSOCBrowse.aspx)
Browse the entire SOC to see codes, titles, descriptions, and corresponding IPEDS occupational categories.
2010 SOC Resources:
Several Resources can be downloaded from the 2010 SOC Home Page:
•
•
•
•
•
•
The 2010 SOC User Guide*
◦
What's New in the 2010 SOC
◦
Classification Principles and Coding Guidelines, 2010 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2010 SOC
◦
FAQs and Acknowledgements, 2010 SOC
2010 SOC Structure
2010 SOC Definitions
Type of Change by Detailed Occupation, 2010 SOC
Alphabetical Index to the 2010 SOC
Direct Match Title File, 2010 SOC
This file, sorted by SOC code, lists associated job titles for detailed SOC occupations. (Excel file can be sorted by job
title.)
•
•
•
Sorted by Direct Match title
This file, sorted by job title, lists associated SOC codes for specific job titles
Chronological list of changes to the Direct Match Title File
Updating the Direct Match Title File
* Copies of the 2010 SOC manual in hard cover or CD-ROM are available to the public from the U.S. Department of Commerce National Technical Information
Service. Please call (703) 605-6000 or 1-800-553-NTIS (6847), or visit the web site (http://www.ntis.gov/products/soc.aspx) to receive either a printed copy
($45) or a CDROM ($55).
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date: 11/24/2015
Glossary
Term
Definition
Academic Rank
A status designated by the institution according to the institution's policies. The IPEDS HR survey includes the ranks
of Professor, Associate Professor, Assistant Professor, Instructor, and Lecturer.
Adjunct instructional staff
Non-tenure track instructional staff serving in a temporary or auxiliary capacity to teach specific courses on a courseby-course basis. Includes both instructional staff who are hired to teach an academic degree-credit course and those
hired to teach a remedial, developmental, or ESL course; whether the latter three categories earn college credit is
immaterial. Excludes regular part-time instructional staff (who, unlike adjuncts are not paid on a course-by-course
basis), graduate assistants, full-time professional staff of the institution who may teach individual courses (such as a
dean or academic advisor), and appointees who teach non-credit courses exclusively.
American Indian or Alaska
Native
A person having origins in any of the original peoples of North and South America (including Central America) who
maintains cultural identification through tribal affiliation or community attachment.
Annual contract or
employment agreement
An annually-renewable contract or employment agreement that is in effect for a stated annual period within one year
of execution, and may be equal to a period of 365 days, or a standard academic year, or the equivalent. Does not
include contracts for partial year periods such as a single semester, quarter, term, block, or course.
Archivists, Curators, and
Museum Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Archivists, Curators, and Museum Technicians." For detailed information, refer to the following
website: http://www.bls.gov/soc/2010/soc254010.htm.
Asian
A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent,
including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand,
and Vietnam.
Black or African American
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Business and Financial Operations Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those that work in
the bookstore for a day or two at the start of a session.
Community, Social Service,
Legal, Arts, Design,
Entertainment, Sports, and
Media Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Community and Social Service Occupations (http://www.bls.gov/soc/2010/soc210000.htm); 2)
Legal Occupations (http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering, and
Science Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Computer and Mathematical Occupations (http://www.bls.gov/soc/2010/soc150000.htm); 2)
Architecture and Engineering Occupations (http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and
Social Science Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Faculty Status
A status designated by the institution according to the institution's policies. "Faculty" may include staff with academic
appointments (instruction, research, public service) and other staff members who are appointed as faculty members.
The designation "faculty" is separate from the activities to which the staff members are currently assigned. For
example, a president, provost, or librarian may also be appointed as a faculty member. For IPEDS reporting,
graduate assistants do not have faculty status.
Full-time staff (employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an employee is fulltime or part-time. The employee's term of contract is not considered in making the determination of full- or parttime.
Graduate Assistants
(Research)
An occupational category used to classify graduate assistants whose specific assignments customarily are made for
the purpose of conducting research.
Graduate Assistants
(Teaching)
An occupational category based on the detailed occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed information, refer to the following
website: http:// www.bls.gov/soc/2010/soc251191.htm.
Healthcare Practitioners and
Technical Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Healthcare Practitioners and Technical Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless
of race.
Instruction combined with
research and/or public
service
An occupational category used to classify persons for whom it is not possible to differentiate between instruction or
teaching, research, and public service because each of these functions is an integral component of his/her regular
assignment. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of
their time providing instruction, research, and/or public service.
Instructional Staff
An occupational category that is comprised of staff who are either: 1) Primarily Instruction or 2) Instruction
combined with research and/or public service. The intent of the Instructional Staff category is to include all
individuals whose primary occupation includes instruction at the institution.
Integrated Postsecondary
Education Data System
(IPEDS)
The Integrated Postsecondary Education Data System (IPEDS), conducted by the NCES, began in 1986 and involves
annual institution-level data collections. All postsecondary institutions that have a Program Participation Agreement
with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS referred to as
"Title IV") are required to report data using a web-based data collection system. IPEDS currently consists of the
following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions (C); Admissions
(ADM); Student Financial Aid (SFA); Human Resources (HR) composed of Employees by Assigned Position, Fall Staff,
and Salaries; Fall Enrollment (EF); Graduation Rates (GR); Outcome Measures (OM); Finance (F); and Academic
Libraries (AL).
Less-than-annual contract or
employment agreement
A contract or employment agreement that is in effect for a partial year period of less than 365 days, or less than a
standard academic year or the equivalent. Includes contracts for partial year periods such as a single semester,
quarter, term, block, or course.
Librarians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Librarians." For detailed information, refer to the following website:
http://www.bls.gov/soc/2010/soc254020.htm.
Library and Student and
Academic Affairs and Other
Education Services
Occupations
An occupational category consisting of the following:
Library Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Library Technicians." For detailed information, refer to the following website:
http://www.bls.gov/soc/2010/soc254030.htm.
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Management Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc110000.htm.
Medical school staff
Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of Osteopathic
Medicine [D.O.]) component of a postsecondary institution or in a free standing medical school. Does not include
staff employed by or employees working strictly in a hospital associated with a medical school or those who work in
health or allied health schools or departments such as dentistry, veterinary medicine, nursing or dental hygiene
unless the health or allied health schools or departments are affiliated with (housed in or under the authority of) the
medical school.
Multi-year or continuing or at
-will contract or employment
agreement
A contract or employment agreement that is in effect for more than one year (e.g., more than 365 days) or that has
an indefinite duration (continuing, at-will). The renewal period of a multi-year contract is not on an annual basis
(e.g., a 5-year multi-year contract is renewed every 5 years NOT annually).
Native Hawaiian or Other
Pacific Islander
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Farming, Fishing, and Forestry Occupations (http://www.bls.gov/soc/2010/soc450000.htm); 2)
Construction and Extraction Occupations (http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation,
Maintenance, and Repair Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
New hires
Persons who were hired for full-time permanent employment either for the first time (new to the institution) or after
a break in service between July 1st and October 31st of the survey year AND who were still on the payroll of the
institution as of the same survey year. Does not include persons who have returned from sabbatical leave OR fulltime Postsecondary Staff who are working less-than-9-month contracts.
Non-medical school staff
See Institution's staff (not in medical schools)
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis
and does not have the right to remain indefinitely.
Not on tenure track
Personnel positions that are considered non-tenure earning positions.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Office and Administrative Support Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc430000.htm.
Part-time staff (employees)
As determined by the institution. The type of appointment at the snapshot date determines whether an employee is
full-time or part-time. The employee's term of contract is not considered in making the determination of full- or parttime. Casual employees (hired on an ad-hoc basis or occasional basis to meet short-term needs) and students in the
College Work-Study Program (CWS) are not considered part-time staff.
Postsecondary Teachers
An occupational category in the 2012 Standard Occupational Classification (SOC) Manual with the SOC code 251000. This catgory is not an IPEDS reporting category.
Primarily Instruction
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of providing instruction or teaching. Regardless of title, academic rank, or tenure status, these employees formally
spend the majority of their time providing instruction or teaching.
Production, Transportation,
and Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Production Occupations (http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and
Material Moving Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Public Service staff
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of carrying out public service activities such as agricultural extension services, clinical services, or continuing
education. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time carrying out public service activities. (This category includes employees with a public service assignment
regardless of the location of the assignment (e.g., in the field rather than on campus)).
(This category was called Primarily public service prior to 2012-13.)
Race and ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Race/ethnicity
Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to describe groups to
which individuals belong, identify with, or belong in the eyes of the community. The categories do not denote
scientific definitions of anthropological origins. The designations are used to categorize U.S. citizens, resident aliens,
and other eligible non-citizens.
1. Archivists, Curators, and Museum Technicians
2. Librarians
3. Library Technicians
4. Student and Academic Affairs and Other Education Servies Occupations
Individuals are asked to first designate ethnicity as:
- Hispanic or Latino or
- Not Hispanic or Latino
Second, individuals are asked to indicate all races that apply among the following:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
Research Staff
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of conducting research. Regardless of title, academic rank, or tenure status, these employees formally spend the
majority of their time conducting research.
(This category was called Primarily research prior to 2012-13.)
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Sales and Related Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Healthcare Support Occupations (http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective
Service Occupations (http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and Maintenance
Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and Service Occupations
(http://www.bls.gov/soc/2010/soc390000.htm).
Student and Academic Affairs
and Other Education Services
Occupations
An occupational category based on the following three minor groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education School Teachers
(http://www.bls.gov/soc/2010/soc250000.htm#25-2000); 2) Other Teachers and Instructors
(http://www.bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education, Training, and Library Occupations
(http://www.bls.gov/soc/2010/soc250000.htm#25-9000).
Tenure
Status of a personnel position with respect to permanence of the position.
Tenure track
Personnel positions that lead to consideration for tenure.
Title IV institution
An institution that has a written agreement with the Secretary of Education that allows the institution to participate in
any of the Title IV federal student financial assistance programs (other than the State Student Incentive Grant
(SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).
White
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > FAQ
date: 11/24/2015
Human Resources
Click one of the following questions to view the answer.
General
1) How often are data for the IPEDS HR survey collected?
2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
4) How do I know if my data are consistent across parts?
5) Can I change my data after completing a part?
6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data
collection screens, how should we report these individuals?
8) What is the relationship between the EEO-6 form and IPEDS?
Nondegree-granting institutions
1) How should I classify my school's receptionist?
2) How do I report Managers and Supervisors?
3) How do I report teachers?
4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
Degree-granting institutions
1) My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching, 40 percent to
research, and 20 percent to service. Both teaching and research performance are evaluated for promotion and tenure
decisions. “Instruction, research, and/or public service” describes their work far better than “Primarily instruction.” Where
should I report these tenured and tenure-track faculty?
2) Should instructional staff who provide instruction in non-credit courses be included in the HR component?
3) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of
the college?
4) How should I count Deans and Vice Presidents (VP) who are tenured staff?
5) Where do we report research professionals who do not have faculty status?
6) How do I categorize employees such as research scientists and research engineers?
7) How should research assistants, associates, etc. be classified?
8) Do we include guest lecturers when we report to IPEDS?
9) How do we handle individuals who are employees and also taking courses?
10) How are data on library-related occupations collected?
11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA and the other
half of his time preparing time-cards and other duties generally performed by payroll clerks. What occupational
category should I place this person in within the IPEDS HR survey?
12) My institution has a graduate assistant who assists with updating the website for the computer department. How should I
code this person in IPEDS?
13) What is meant by “medical school” staff?
14) Who should I report as “Without faculty status”?
15) If a person currently employed by an institution accepts a new full-time position within the institution, is that person
considered a new hire?
16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year grant and
her job could be picked up again if we receive another grant. Should we report her as a permanent new hire?
18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
19) Are salary data collected from all institutions?
20) How do I report Instructional Staff?
21) How do I report Instructional Staff by Academic Rank?
22) How do I report Instructional Staff by Contract Length?
23) How do I report Research Staff?
24) How do I report Public Service Staff?
25) How do I report Postdoctoral Staff?
26) How do I report Graduate Assistants?
27) How do I report Adjunct Instructional Staff?
28) How do I report Managers and Supervisors?
29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
30) How do I report staff by Tenure Status?
31) How do I report staff by Faculty Status?
32) How do I report salaries for instructional staff?
33) What is CUPA-HR, and how will it help me categorize my staff?
IPEDS and SOC
1) What is the SOC?
2) What is the purpose of the Standard Occupational Classification (SOC) system?
3) How are occupations classified in the SOC?
4) How is the SOC structured?
5) Where can I find definitions of the 2010 SOC occupations?
6) Where can I find additional information about the SOC system?
7) When will the next SOC revision take place?
8) Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
9) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
10) Is there additional information on classifying and coding supervisors and managers?
11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational
categories?
13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Answers:
General
1) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years, the reporting of race/ethnicity and gender data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the survey is required.
In odd-numbered years, the reporting of all applicable data (including race/ethnicity and gender) in the
IPEDS HR survey is required.
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2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their survey reporting
requirements. For more information about EEO-1 reporting, please refer to the following EEOC website, which includes contact
information: http://www.eeoc.gov/eeo1survey/index.html.
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3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
No. Include only paid employees of your institution, recognizing that this may undercount the number of staff.
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4) How do I know if my data are consistent across parts?
There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from data in other parts to
help ensure consistent reporting.
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5) Can I change my data after completing a part?
Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that will require users
to revise data in one part to agree with what is reported in another part. Data cannot be locked until all errors are resolved.
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6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my
institution?
If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that screen. If you are
still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk at 1-877-225-2568 for further
assistance.
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7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on
the IPEDS data collection screens, how should we report these individuals?
These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the institution to decide
how best to handle reporting individuals whose gender is unknown. However, a common method used is to allocate the
individuals with gender unknown based on the known proportion of men to women for staff.
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8) What is the relationship between the EEO-6 form and IPEDS?
The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In 1993, IPEDS took over
the collection of the EEO-6 data. These data are made available to the EEOC and to the Office for Civil Rights.
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Nondegree-granting institutions
1) How should I classify my school's receptionist?
Classify this employee in the Office and Administrative Support Occupations category.
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2) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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3) How do I report teachers?
Report teachers as Instructional staff.
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4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
You can report each employee only once, and you cannot split the employee over occupational categories. The SOC Coding
Guideline #2 gives this guidance: When workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
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Degree-granting institutions
1)
My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching,
40 percent to research, and 20 percent to service. Both teaching and research performance are evaluated for
promotion and tenure decisions. “Instruction, research, and/or public service” describes their work far better
than “Primarily instruction.” Where should I report these tenured and tenure-track faculty?
Report the employees as Instruction combined with research and/or public service, in the appropriate faculty status category.
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2)
Should instructional staff who provide instruction in non-credit courses be included in the HR component?
Yes. Instructional staff who provide instruction in non-credit courses should be included in the HR component.
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3)
Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not
based out of the college?
Staff at off-campus centers/sites associated with the campus covered by this report should be included in the HR component;
however, staff who work at branch campuses located in a foreign country should NOT be included in the HR component. Also,
the staff must be on the payroll of the institution.
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4)
How should I count Deans and Vice Presidents (VP) who are tenured staff?
If the Dean’s or VP’s primary function is Management, they should be counted as Management in the Tenured column. Then,
report their salaries on the non-instructional page. However, if the Dean’s or VP’s primary function is Instruction
or Instruction combined with research/public service, then classify them as such AND report them in the Instructional
Staff Salaries section (if they are full time).
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5)
Where do we report research professionals who do not have faculty status?
Report them as Research staff without faculty status.
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6)
How do I categorize employees such as research scientists and research engineers?
Categorize research scientists and research engineers as Research staff.
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7)
How should research assistants, associates, etc. be classified?
If they are graduate students at your institution performing research or graduate assistant duties while enrolled, report them as
Graduate assistants - research in Part B (part-time employees). If they are not graduate students, but are performing discipline
oriented research work (e.g., biology, materials engineering, etc.) generally requiring a bachelor’s or higher degree, report
them As Research staff in either Part A (full-time employees) or Part B (part-time employees).
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8)
Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be included in the HR
component. However, guest lecturers typically are given honoraria or lecture fees and thus are not paid through the institution’s
payroll accounts.
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9)
How do we handle individuals who are employees and also taking courses?
1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.
2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research, include them as parttime employees in the graduate assistants category.
3 - If they are employed in regular jobs, either full-time or part-time, include them according to their primary
function/occupational activity.
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10) How are data on library-related occupations collected?
Beginning with 2012-13 IPEDS HR reporting, most degree-granting institutions report library-related occupations separately as:
•
•
Archivists, Curators, and Museum Technicians
Librarians
•
Library Technicians
Non-degree granting institutions report library-related occupations in a single category:
•
Librarians, Curators, and Archivists
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11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA
and the other half of his time preparing time-cards and other duties generally performed by payroll clerks.
What occupational category should I place this person in within the IPEDS HR survey?
SOC Coding Guideline #2 states that when workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
This employee should be placed in the IPEDS HR occupational category of "Business and Financial Operations Occupations" for
the following reasons:
•
•
The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the
person in question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13
-2011), which falls under the SOC Major group of "Business and Financial Operations Occupations" (SOC code
13-0000).
In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you
will see that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to
the 2012-13 IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to code occupations to the detailed SOC level, although doing that can help
answer questions such as this.]
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12) My institution has a graduate assistant who assists with updating the website for the computer department.
How should I code this person in IPEDS?
Include this person as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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13) What is meant by “medical school” staff?
Medical school staff are staff employed by or working in the medical school component (M.D. or D.O.) of a postsecondary
institution, or in a freestanding medical school. However, this does not include staff employed by or working strictly in a hospital
associated with a medical school, those who volunteer their services at the medical school, or those who work in health or allied
health schools or departments such as dentistry, veterinary medicine, nursing, or dental hygiene, unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school. (The HR medical
school pages are only applicable to institutions with M.D. or D.O. programs.)
Freestanding hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or component of the
institution. If a staff member works full-time for the institution - but only part-time in the postsecondary education division or
component - for the purposes of IPEDS HR reporting, that person should be reported as part-time in his or her occupational
category in the postsecondary education division or component.
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14) Who should I report as “Without faculty status”?
While institutions may use different designations of who is functioning as "faculty," there is generally some designation of
whether or not an employee has faculty status. Report employees with faculty status in either the Tenured, On Tenure Track,
or Not on Tenure Track column by occupational category. Institutions may also employ individuals in the various occupational
categories who do not have or who are not eligible to have faculty status. Report these individuals in the Without Faculty Status
category. For example, an individual hired as a Computer Engineer without faculty eligibility should be reported in the IPEDS
occupational category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category. Similarly,
Postdoctoral Research Associates, because they do not have faculty status, would be reported in the Without Faculty Status
category.
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15) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on the payroll of the
institution between July 1 and October 31, 2015 either for the first time (new to the institution) or after a break in service AND
who are still on the payroll of the institution as of November 1, 2015. Also, new hires do not include persons who have returned
from sabbatical leave or full-time staff who are working on less-than-9-month contracts.
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16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary should be reported,
as applicable, in the Salaries section of the HR survey.
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17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year
grant and her job could be picked up again if we receive another grant. Should we report her as a permanent
new hire?
In this case, the new hire should not be reported as a permanent staff member since their position is contingent on the
availability of grant funding. There is no guarantee that the job will be renewed at the end of the 3-year-term.
In general, IPEDS does not have a definition of "permanent" as it applies to new hires. It is up to the institution to determine
whether a position is "permanent" or "temporary." One way to make this determination could be to consult with the institution's
Human Resources department on how they classify the position (e.g. as "permanent" or "temporary.")
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18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
Make the best estimate of the salary of the full-time instructional staff.
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19) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are true:
•
•
•
•
All instructional staff are employed on a part time basis.
All instructional staff are military personnel.
All instructional staff contribute their services (e.g., are members of a religious order).
All instructional staff teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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20) How do I report Instructional Staff?
Instructional Staff, as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI), or 2) Instruction
combined with Research and/or Public Service (IRPS).
The intent of the instructional staff category is to include all individuals whose primary occupation includes instruction at the
institution. Primarily Instruction staff are those individuals whose primarily responsibility can be defined as teaching (e.g., the
majority of their total time).
Instruction combined with Research and/or Public Service (IRPS) staff are those individuals who have instruction as part of their
job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g., they teach, but a
percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly differentiated from their
other responsibilities). Instructional staff could include postdoctoral students if they meet the criteria for one of the two
categories above. Adjunct instructional staff would also typically meet the criteria.
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21) How do I report Instructional Staff by Academic Rank?
Report instructional staff by academic rank (e.g., professor, associate professor, etc.), as designated by the institution.
Institutions without standard academic ranks should report all instructional staff in the No Academic Rank category.
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22) How do I report Instructional Staff by Contract Length?
Data on full-time instructional staff with faculty status who are not on tenure track are collected for three categories of
employment. Although the use of contracts and employment agreements varies by institution, this section is meant to capture
all non-tenure-track instructional staff, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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23) How do I report Research Staff?
A staff member should be classified as Research Staff if the majority of their work is focused on conducting research, regardless
of their title, academic rank, or tenure status.
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24) How do I report Public Service Staff?
A staff member should be classified as Public Service Staff if the majority of their work is focused on carrying out public service
activities. These would be staff members who work in agricultural extension services, clinical services, or continuing education,
regardless of their title, academic rank, or tenure status. If the staff member is located off campus, such as in an extension
office, they should still be classified as Public Service Staff as long as the majority of their work is focused on carrying out public
service activities.
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25) How do I report Postdoctoral Staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example, if the
postdoc spends the majority of their time conducting research, they should be classified as Research Staff. In addition,
postdoctoral staff members typically do not have faculty status, and they should be reported as Without Faculty Status.
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26) How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which the
majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of the
occupational categories. Those primarily performing duties in other categories should be excluded.
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27) How do I report Adjunct Instructional Staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses, as well as
remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be reported as either parttime or full-time based on their designation on the institution's payroll, and as non-tenured instructional staff.
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28) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs, student
career services, student enrollment, student financial aid, student registration and records, campus recreation services, and
similar functions. Typically, the person who directs or heads the office would not be included in this category.
Note, the majority of these occupations are not included in the 2010 Standard Occupational Classification (SOC) system. In
IPEDS, these occupations are coded in the SOC Minor Groups of 25-2000, 25-3000, and 25-9000 because those
categories represent the best fit, not because they are specifically listed there. For more specific
guidance on how to categorize these occupations and others, please see CUPA-HR's position
descriptions: www.cupahr.org/surveys/worksheets.aspx or contact the IPEDS Help Desk.
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30) How do I report staff by Tenure Status?
Report instructional staff by tenure status (e.g., tenured, on tenure track, and not on tenure track) as designated by the
institution.
Staff should be classified as Not on Tenure Track if they have faculty status, but are not considered to be tenured or on tenure
track.
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31) How do I report staff by Faculty Status?
Please refer to your institution's policies to determine whether staff members have the designation of faculty. The designation
of faculty is not limited to instructional staff, but can also include such positions as president, provost, or librarians.
For IPEDS reporting purposes, graduate assistants do not have faculty status.
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32) How do I report salaries for instructional staff?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an annual salary entails, IPEDS
now calculates weighted average monthly salaries. The salaries worksheet is used to determine average monthly salaries by
collecting the number of instructional staff and the number of months their salaries cover, along with the total salary outlays for
all of those individuals. As has been the case historically, the Salaries section does not include data for instructional staff who
work for less than 9 months of the year, even though they may be considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the year, NOT
the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month instructional staff are
reported, any remaining instructional staff will be calculated in the balance column (these are the instructional staff who are
full-time but whose contracts/employment agreements are for less than 9 months during the year.
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33) What is CUPA-HR, and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members, and graciously offered them for use in IPEDS reporting, regardless of whether
institutions are CUPA-HR members or not.
These worksheets contain many positions in postsecondary education (which aren't specifically mentioned in the SOC itself)
such as: registrar, bursar, outreach specialist, etc. The following link will take you to CUPA-HR's website:
http://www.cupahr.org/surveys/reporting.aspx. Look under the SOC Codes for IPEDS Reporting heading and click on "position
descriptions." This will take you to position descriptions for Administrators and Professionals which list the title, description, and
SOC code recommendation for many positions in postsecondary education. SOC Codes are also provided for Non-Exempt staff,
though specific position descriptions are not available.
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IPEDS and SOC
1)
What is the SOC?
The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational structure of the United
States.
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2)
What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational categories for the purpose
of collecting, calculating, analyzing, or disseminating data. All Federal agencies that publish occupational data for statistical
purposes are required to use the SOC in order to increase data comparability.
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3)
How are occupations classified in the SOC?
Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education, and/or training
needed to perform the work at a competent level.
This is SOC Classification Principle #2, available at the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf
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4)
How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad occupation, and
detailed occupation. The 23 major groups are broken down into 97 minor groups, followed by 461 broad occupations, and finally
840 detailed occupations.
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5)
Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found on the SOC
homepage (http://www.bls.gov/soc) under the category “2010 SOC, Downloadable Materials”. While the SOC system is a fourlevel tiered system, SOC definitions only exist at the lowest occupational level, which is known as the “detailed occupation”
level.
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6)
Where can I find additional information about the SOC system?
Refer to the SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following
website: http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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7)
When will the next SOC revision take place?
The SOC 2018 revision process is underway! Major review of the 2010 SOC Classification Principles and detailed occupations
began in 2013, and a Federal Register notice requesting public comment was published in June 2014 with a deadline of July 21,
2014. NCES proposed a number of changes that would help better align the SOC with postsecondary education. The review and
possible revision of the 2010 SOC is intended to be completed by the end of 2016, and then released to begin use in 2018.
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8)
Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the 2010 Standard
Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational categories and corresponding
definitions in the IPEDS HR survey and its predecessor called the Higher Education General Information Survey
(HEGIS) remained basically the same for over two decades. (The 2010 SOC reflects changes in the workforce over the last
decade.)
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9)
Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
The IPEDS HR/SOC Information Center can be found at: http://nces.ed.gov/ipeds/resource/soc.asp.
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10) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the IPEDS HR instructions.
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11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC
level?
IPEDS does not require institutions to report most occupations at the detailed SOC level. Most of the occupational data in
IPEDS are collected at a higher level (e.g., major level); however, there are a few instances where data are collected at a lower
level (e.g., detailed) such as Librarians.
For IPEDS purposes, institutions should report their employees in the categories defined in the IPEDS HR survey. For example, a
College President would most likely fall under the detailed SOC occupation of “Education Administrators, Postsecondary” (119033) where the first two-digits (11) of the SOC code represent the SOC “major group” in this example. Based on the IPEDS
HR/SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2010_SOC_Crosswalk.pdf, the SOC code of “110000” corresponds to the SOC major group of “Management Occupations,” which is crosswalked to the IPEDS HR “Management
Occupations” category.
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12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. The detailed occupations in the 2010 SOC are grouped together based on similar job duties, and in some
cases skills, education, and/or training. Consequently, many categories such as “technical and paraprofessional” and “other
professionals (support/service)” no longer exist in IPEDS.
For example, for the 2011-12 IPEDS HR survey, “Dietitians and Nutritionists” were included in the “Other Professional"
(support/service) category while “Dietetic Technicians” were included in the "Technical and Paraprofessionals" category. In the
2012-13 IPEDS HR survey, “Dietitians and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational
category called “Healthcare Practitioners and Technical Occupations".
However, the Instructional Staff (Primarily instruction and Instruction combined with research and/or public service), Research
Staff, and Public Service Staff categories remained the same in IPEDS.
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13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual with the
SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by institutions as
“faculty” are not only instructional staff, but can be research staff and public service staff as well. Postsecondary Teachers is
not a good description of these occupational categories on postsecondary campuses, and introduces confusion into the reporting
done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and public
service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center, with explanations.
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2015-16 Survey Materials > Narrative Edits
date: 11/24/2015
Human Resources for degree-granting institutions and related administrative offices that have
15 or more full-time staff and a tenure system
Edit specifications for the 2015-16 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to degree-granting institutions and related administrative offices with 15 or more full-time
staff and a tenure system
NOTE: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
Screening Questions
Part A: Full-time Instructional Staff
Part B: Full-time Non-instructional Staff
Part C: Full-time Summary
Part G: Salaries
Part D: Part-time Staff and Graduate Assistants
Part E: Part-time Staff by Occupation
Part F: Part-time Summary
Part H: New Hires
Human Resources Evaluation
Relationships between HR Parts
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution
is shown.
You must answer No or Yes to the following questions:
•
•
•
•
•
•
Does your institution have any part-time staff?
◦ No
◦ Yes (If you select Yes, then additional screens for reporting data on part-time staff will be provided.)
Applicable to institutions that answered Yes to the Part-time screening question. Does your institution have graduate
assistants?
◦ No
◦ Yes (If you select Yes, screens to report graduate assistants will be provided.)
Does you institution have 15 or more full time staff?
◦ No (If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate
document for less-than-15 staff.)
◦ Yes
Applicable to institutions that answered Yes to the 15 or more full-time staff screening question. Does your institution
have a tenure system?
◦ No (If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate
document for institutions with no tenure system)
◦ Yes (If you select Yes, screens to report data by tenure status will be provided.)
Applicable to institutions that answered Yes to the 15 or more full-time staff screening question. Did your institution
hire any full-time permanent staff who were included on the payroll of the institution between July 1 and October 31,
2015 either for the first time (new to the institution) or after a break in service AND who were still on the payroll of
the institution as of November 1, 2015?
◦ No
◦ Yes (If you select Yes, then Part H will be provided for reporting data on full-time permanent new hires will
be provided.)
Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to each
of the following questions:
◦
◦
◦
Are ALL of the instructional staff military personnel?
▪
No
▪
Yes
Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?
▪
No
▪
Yes
Applicable to institutions that have a medical school. Do ALL of the instructional staff teach pre-clinical or
clinical medicine?
▪
No
▪
Yes
Note: If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT
applicable to your institution and you will NOT be required to report data for the full-time instructional staff
screens of Part G. However, Part G will still be required for reporting data for full-time non-instructional
staff
The system will perform the following edit on the data provided:
•
If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or
teaching pre-clinical or clinical medicine; you must confirm that this is correct.
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Part A: Full-time Instructional Staff
Part A: Full-time Instructional Staff
For each screen listed below, report the number of full-time instructional staff at the institution by academic rank, gender, and
race/ethnicity. Academic ranks include Professors, Associate professors, Assistant professors, Instructors, Lecturers, and No
academic rank. A screen is provided to enter these data for each of the following tenure statuses:
•
•
•
•
•
•
Tenured
On tenure track
Not on tenure track with Multi-year or continuing or at-will contract or employment agreement
Not on tenure track with Annual contract or employment agreement
Not on tenure track with Less-than-annual contract
Without faculty status (Only totals are required for this academic rank.)
On each screen, the total for each gender and race/ethnicity is calculated, as well as the Total men, Total women, and Total
(men + women) by academic rank.
Note: If you answered ‘No’ to the screening question that asks if you wish to report data by gender and race/ethnicity this
year, then only one screen will be displayed for your institution with the above academic ranks and tenure statuses. This
screen will not require data to be reported by gender and race/ethnicity. Additionally, totals by gender and race/ethnicity will
not be provided.
The system will perform the following edits on the data entered:
•
•
•
For each tenure status screen listed above, the current year value calculated for Total (men+women) is expected to
within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
For each tenure status screen listed above, if the Total (men + women) calculated for the Total is greater than 0,
and the percent of staff (men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then
you must explain.
For each tenure status screen listed above, if the Total (men + women) calculated for the Total is greater than 0,
and the percent of staff (men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a
fatal error will occur.
Part A: Full-time Instructional Staff by Function
On this screen, report the number of full-time instructional staff at the institution by tenure status, medical school status
(Non-medical and/or Medical, as applicable), and function. Tenure statuses include: Tenured, On Tenure Track, Not on
Tenure Track with a Multi-year, Continuing or At-Will Contract, Not on Tenure Track with an Annual Contract, Not on Tenure
Track with a Less-than-annual contract, and Without Faculty Status. For each tenure status, provide the number of staff for
each of the following:
•
Primarily Instruction
•
◦ Exclusively credit
◦ Exclusively not-for-credit
◦ Combined credit/not-for-credit
Instruction/research/public service
Totals are calculated by medical school status (if applicable) for each function. The Total carried forward from previous
screens is also displayed for each tenure status.
The system will perform the following edits on the data entered:
•
•
For each tenure status, the total number of full-time instructional staff (Instruction + Instruction/research/public
service) reported by function must be equal to the corresponding Total carried forward from previous screens
reported earlier in Part A.
For each tenure and medical school status, the current year value is expected to within a certain range of the prior
year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part A: Full-time Instructional Staff Totals
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
A totals screen is provided displaying the number of Total men, Total women, and Total (men + women) reported for each
race/ethnicity classification.
The system will perform the following edits on the data reported:
•
•
If your institution is not an administrative office, then the total number of full-time instructional staff reported in Part
A is expected to be greater than 0.
The Total value calculated for Total (men+women) is expected to within a certain range of the Total from prior
year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
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Part B: Full-time Non-Instructional Staff
Part B: Full-time Non-instructional Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
Research Staff
Public service Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The Instructional staff values from Part A are also displayed for your reference for each gender and race/ethnicity
classification.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff, page 4
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Grand
Total (all full-time staff) value is also calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
The Total (men + women) calculated for the Grand Total must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
•
•
If the Total (men + women) calculated for the Grand Total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Grand Total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part B: Full-time Non-instructional Staff by Occupational Category, page 1
On this screen, report the number of full-time non-instructional staff at the institution by tenure status, medical school status
(Non-medical and/or Medical, as applicable), and occupational category. Tenure statuses include: Tenured, On Tenure
Track, Not on Tenure Track with a Multi-year, Continuing or At-Will Contract, Not on Tenure Track with an Annual Contract,
Not on Tenure Track with a Less-than-annual contract, and Without Faculty Status. For each tenure status, provide the
number of staff for each of the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
Research Staff
Public Service Staff
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Totals are calculated by medical school status (if applicable) for each occupational category.
The system will perform the following edits on the data entered:
•
•
•
For each occupational category, the Total number of staff reported (medical + non-medical) must be equal to the
corresponding total from Part B.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then the number of Medical school staff is expected to be greater than 0.
Part B: Full-time Non-instructional Staff by Occupational Category, page 2
On this screen, report the number of full-time non-instructional staff at the institution by medical school status (Non-medical
and/or Medical, as applicable) and occupational category. Provide the number of staff for each of the following occupational
categories:
•
•
•
•
•
Service Occupations
Sales and Related occupations
Office and administrative support occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Totals are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
•
For each occupational category, the number of staff entered on this screen (medical + non-medical) must be equal to
the corresponding Total number of staff reported earlier in Part B.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff Totals
A totals screen is provided displaying the total number of full-time non-instructional staff reported for each occupational
category.
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Part C: Full-time Summary
The data on this screen will not be generated until the relevant screens in the previous section have been
completed.
Part C: Full-time Non-medical Summary
A totals screen is provided displaying the number full-time non-medical school staff reported by tenure status and
occupational category.
Part C: Full-time Medical Summary
Applicable to institutions with a medical school
A totals screen is provided displaying the number full-time medical school staff reported by tenure status and occupational
category.
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Part G: Salaries
Part G: Salary Worksheet
On this screen, report the number of full-time non-medical instructional staff at the institution by number of months covered
by annual salary, gender, and academic rank. Number of months covered options include 12 months, 11 months, 10 months,
and 9 months. Provide these data for each of the following academic ranks:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
The Total staff for salary reporting, Total number of Months, and Balance will be calculated by gender and academic
rank. Additionally, the Total full-time instructional staff from Part A is displayed for your reference for each gender and
academic rank classification. The system will also calculate the Total men, Total women, and Total (men + women) for
each contract length.
Note: If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then only non-medical staff should be reported in Part G.
The system will perform the following edits on the data entered:
•
•
•
•
•
•
•
•
If the Total (men + women) preloaded for Total full-time instructional staff from Part A is between 31 and
150, then the Total (men + women) reported for Total staff for Salary reporting is expected to be greater than
0. Otherwise, you must explain this discrepancy.
If the Total (men + women) preloaded for Total full-time instructional staff from Part A is greater than 150,
then the Total (men + women) reported for Total staff for Salary reporting must be greater than 0. Otherwise, a
fatal error will occur.
For each gender and academic rank classification, the Balance cannot be negative.
For each gender, the Balance must be less than or equal to 20% of the Total full-time instructional staff from
Part A.
The Total (men + women) calculated for the Balance is expected to be less than or equal to 20% of the Total fulltime instructional staff from Part A. Otherwise, you must explain this discrepancy.
The Total (men + women) calculated for the Balance must be less than 80% of the Total full-time instructional
staff from Part A. Otherwise, a fatal error will occur.
The Total (men + women) calculated for the Balance is expected to be less than the number of full-time
instructional staff reported as being without faculty status in Part A.
The Total (men + women) calculated for the Balance is expected to be less than the number of full-time
instructional staff reported on less-than-annual contracts in Part A.
Part G: Salary Outlays for Full-time Instructional Staff by Gender and Academic Rank
Applicable to degree-granting institutions that selected 'No' for all options in the screening question that asks if
all of your institution’s instructional staff are military personnel, contributing their services, or teaching preclinical or clinical medicine
On this screen, report the ANNUAL Salary Outlays for full-time non-medical instructional staff at the institution by gender for
each of the following academic ranks:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
The Total staff for Salary reporting (from Part G, screen 1) and the Total number of months (from Part G, screen
1) are displayed for your reference. Amounts for Total men, Total women, and Total (men + women) are calculated for Salary
Outlays, as well as the Weighted Monthly Average Salaries for each academic rank.
The system will perform the following edits on the data entered:
•
•
•
•
For each gender and academic rank classification, if the Total Number of Months is greater than 0, then the
corresponding Salary Outlays must also be greater than 0.
For each gender and academic rank classification, if the Total Number of Months is 0, then the corresponding
Salary Outlays must also be 0 or blank.
The Total (men + women) calculated for Salary Outlays must be greater than 0.
For each gender and academic rank classification, if the Salary Outlays value is greater than 0, then the Weighted
Monthly Average Salaries per month is expected to be between $1,000 and $16,000.
Part G: Salary Outlays for Full-time Non-instructional Staff by Occupational Category
On this screen, report the Total salary outlays for full-time non-medical non-instructional staff at the institution for each of
the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Research Staff
Public Service Staff
Library and Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The Number of full-time staff from Part B is displayed for your reference for each occupational category.
The system will perform the following edits on the data entered:
•
•
•
•
•
•
•
For each occupational category, if the Number of full-time staff is greater than 0, then the corresponding Total
salary outlays must also be greater than 0.
For each occupational category, if the Number of full-time staff is 0, then the corresponding Total salary outlays
must also be 0 or blank.
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $32,000 and $110,000 times the Number of full-time staff reported:
◦ Research Staff
◦ Public Service Staff
For Management Occupations, if the Number of full-time staff is greater than 0, then the Total salary outlays
is expected to be between $32,000 and $500,000 times the Number of full-time staff reported.
For the Library and Student and Academic Affairs and Other Education Services Occupations category, if the
Number of full-time staff is greater than 0, then the Total salary outlays is expected to be between $25,000 and
$85,000 times the Number of full-time staff reported.
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $29,000 and $101,000 times the Number of full-time staff reported:
◦ Business and Financial Occupations
◦ Computer, Engineering, and Science Occupations
◦ Community Service, Legal, Arts, and Media Occupations
◦ Healthcare Practitioners and Technical Occupations
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $20,000 and $70,000 times the Number of full-time staff reported:
◦ Service Occupations
◦ Sales and Related Occupations
◦ Office and Administrative Support Occupations
◦ Natural Resources, Construction, and Maintenance Occupations
◦ Production, Transportation, and Material Moving Occupations
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Part D: Part-time Staff and Graduate Assistants
Applicable to institutions that answered 'Yes' to the screening question that asks if your institution has part-time
staff
Part D: Part-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
Instructional Staff
Research Staff
Public Service Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part D: Part-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Library
and Student and Academic Affairs and Other Education Services total is also calculated for each gender and
race/ethnicity classification.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part D: Part-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦
◦
◦
If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part D: Part-time Staff, page 4
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Grand total
(all part-time staff) value is also calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
The Grand Total calculated for Total (men+women) must be greater than 0. Otherwise, answer 'No' to the
question about part-time staff on the Screening Questions screen.
The Grand Total calculated for Total (men+women) is expected to within a certain range of the Total from prior
year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Grand total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Grand total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part D: Graduate Assistants
Applicable to institutions that answered 'Yes' to the graduate assistants screening question
On this screen, report the number of graduate assistants at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
•
•
•
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
Library and Student and Academic Affairs and Other Education Services
Healthcare Practitioners and Technical
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
If you answered 'Yes' to the graduate assistants screening question, then the Total (men + women) calculated for
the Total number of graduate assistants must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦
◦
•
•
If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Total number of graduate assistants is greater than 0, and the
percent of staff (men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you
must explain.
If the Total (men + women) calculated for the Total number of graduate assistants is greater than 0, and the
percent of staff (men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error
will occur.
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Part E: Part-time Staff by Occupation
Part E: Part-time Staff by Occupational Category, page 1
On this screen, report the number of part-time staff at the institution by tenure status, medical school status (Non-medical
and/or Medical, as applicable), and occupational category. Tenure statuses include: Tenured, On Tenure Track, Not on
Tenure Track with a Multi-year contract, Not on Tenure Track with an Annual contract, Not on Tenure Track with a Less-thanannual contract, and Without faculty status. For each tenure status, provide the number of staff for each of the following
occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Instructional Staff
◦ Exclusively credit
◦ Exclusively not-for-credit
◦ Combined credit/not-for-credit
Instruction/Research/Public service
Research Staff
Public Service Staff
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Totals are calculated by medical school status (if applicable) for each occupational category.
The system will perform the following edits on the data entered:
•
•
For each occupational category (not including the subcategories for ‘Instruction’), the Total number of staff (medical
+ non-medical) must be equal to the corresponding total from Part D.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part E: Part-time Staff by Occupational Category, page 2
On this screen, report the number of part-time staff at the institution by medical school status (Non-medical and/or
Medical, as applicable) and occupational category. Provide the number of staff for each of the following:
•
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
◦
◦
◦
◦
◦
◦
◦
◦
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
Library and Student and Academic Affairs and Other Education Services
Healthcare Practitioners and Technical
Totals are calculated by medical school status (if applicable) for each occupational category.
Note: If you answered ‘No’ to the graduate assistants screening question, then the Graduate Assistants options will not be
displayed on this screen.
The system will perform the following edits on the data entered:
•
•
•
For each occupational category, the number of staff entered on this screen (medical + non-medical) must be equal to
the corresponding Total number of staff preloaded from earlier in Part E.
If you answered 'Yes' to the graduate assistants screening question, then the Total (men + women) calculated for
the Total number of graduate assistants must be greater than 0.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
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Part F: Part-time Summary
Applicable to institutions that answered 'Yes' to the screening question that asks if your institution has part-time
staff
Part F: Part-time Non-medical Summary
A totals screen is provided displaying the number part-time non-medical school staff reported by tenure status and
occupational category.
The system will perform the following edit on these data reported:
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff (medical + nonmedical) reported across all tenure statuses and occupational categories must be greater than 0.
Part F: Part-time Medical Summary
Applicable to institutions with a medical school
A totals screen is provided displaying the number part-time medical school staff reported by tenure status and occupational
category.
The system will perform the following edit on these data reported:
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff (medical + nonmedical) reported across all tenure statuses and occupational categories must be greater than 0.
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Part H: New Hires
Applicable to institutions that answered 'Yes' to the screening questions that asks if your institution has new
hires
This section is provided to report any new hires to your institution. These staff should include those hired full-time between
July 1 and October 31, 2015 and still on the payroll of the institution as of November 1, 2015.
Part H: New Hires for Full-time Instructional Staff
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent instructional staff at the institution by tenure status,
gender, and race/ethnicity. Provide these data for each of the following tenure statuses:
•
•
•
•
•
•
Tenured
On tenure track
Not on tenure track with Multi-year or Continuing or At-will contract or employment agreement
Not on tenure track with Annual contract or employment agreement
Not on tenure track with Less-than-annual contract or employment agreement
Without faculty status
Amounts for Total men, Total women, and Total (men + women) are calculated for each tenure status. Totals are also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
For each tenure status, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part A.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part H: New Hires for Full-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent staff at the institution by occupational category, gender,
and race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
Research Staff
Public Service Staff
Library and Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Instructional
Staff totals are also displayed from Part H: New Hires, Full-time instructional staff for your reference.
The system will perform the following edits on the data entered:
•
For each tenure status, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part B.
Part H: New Hires for Full-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent staff at the institution by occupational category, gender,
and race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each tenure status, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part B.
Part H: New Hires for Full-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent staff at the institution by occupational category, gender,
and race/ethnicity. Provide these data for each of the following categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The number of
Total New Hires is also calculated by gender and race/ethnicity.
The system will perform the following edits on the data entered:
•
•
•
•
For each tenure status, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part B.
If you answer ‘Yes’ to the new hires screening question, then the Total number of new hires reported across all
gender, race/ethnicity, and occupational category classifications must be greater than 0.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
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Human Resources Survey Evaluation
In order to assess whether future changes should be made to definitions, instructions, and/or items collected, please list any
employees who were difficult to categorize in the box provided.
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Relationships between HR Parts
The system will perform the following edits on all data entered:
•
•
•
•
If you answered ‘Yes’ to the 15 or more full-time staff screening question, then the number of staff reported in Part A
must be greater than or equal to 15.
If you answered ‘No’ to the 15 or more full-time staff screening question, then the number of staff reported in Part A
must be less than 15.
If your institution is not an administrative office, then the sum of full-time and part-time (medical + non-medical)
Instructional Staff reported in Part A and Part B must be greater than 0.
The current year racial/ethnic distribution of Men is expected to be within a 30% range of the prior year racial/ethnic
distribution, otherwise an explanation must be provided.
Note: These distributions are calculated by finding the absolute value of the current year percentage for men minus
the corresponding prior year percentage for men from each race/ethnicity category. If the sum of the absolute values
across all race/ethnicity categories (excluding the White category) is greater than 30, then an explanation error will
occur. For example, in Table 1 (shown below) the sum of the Current year minus prior year absolute values
across all applicable race/ethnicity categories is 40. Because this number is greater than 30, an explanation error will
occur.
Table 1
Race/ethnicity
Nonresident Alien
Hispanic/Latino
American Indian/Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total
•
Current year
percentage
of men
6
10
1
8
25
6
Prior year
percentage
of men
14
9
3
6
10
4
Current year minus
prior year absolute
value
8
1
2
2
15
2
50
4
0
--
46
6
8
--
-2
8
40
As with the distribution of Men explained previously, the current year racial/ethnic distribution of Women is expected
to be within a 30% range of the prior year racial/ethnic distribution, otherwise an explanation must be provided.
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Image description. The Integrated Postsecondary Education Data System End of image description.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Form
date: 11/24/2015
Human Resources for degree-granting institutions and related administrative offices that
have 15 or more full-time staff, No Tenure System
Overview
Human Resources Overview
Welcome to the IPEDS Human Resources (HR) survey component. The HR component collects important information
about your institution's staff.
Data Reporting Reminders
•
Report each employee only once. If an employee could be coded in more than one occupation, code the
employee in the occupation that requires the highest level of skill OR if there is no measurable difference in
skill requirements, code the employee in the occupation in which they spend the most time.
•
Report staff members difficult to categorize in the "Human Resources Survey Evaluation" box at the end of
the survey.
•
Enter data on each displayed screen. If a screen is not applicable, enter at least one zero in a field on the
screen and save before continuing.
•
When reporting salary data (applicable to degree-granting institutions only) include all full-time, non-medical
school, instructional staff - both with and without faculty status.
See the instructions for the Key Reporting Concepts section -- basic reporting concepts that will assist you in
completing the Human Resources survey component.
Resources:
•
To download the survey materials for this component: Survey Materials
•
To access your prior year data submission for this component: Reported Data
•
All staff must now be reported using the new IPEDS occupational categories, which align with the 2010
Standard Occupational Classfication (SOC) codes. Additional information and resources can be found in the
IPEDS HR/SOC Information Center, including general information about the SOC, the IPEDS/SOC
crosswalk, a SOC Browse Tool, frequently asked questions, and web tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
Yes
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
No
Yes
Does your institution have 15 or more full-time staff?
No
Yes
Does your institution have a tenure system?
If you answer Yes to this question, you will be provided the screens to report some data by tenure status.
No
Yes
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between July 1 and
October 31, 2015 either for the first time (new to the institution) or after a break in service AND who were still on the
payroll of the institution as of November 1, 2015? (Exclude persons who have returned from sabbatical leave and full-time
instructional staff who are working less-than-9-month contracts.)
If you answer Yes to this question, you will be provided the screens to report full-time permanent new hires in Part H.
No
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
If you answer Yes to any of the questions below, you will NOT be required to report Part G - Salaries for instructional staff.
However, Part G will still be required for reporting data for full-time non-instructional staff.
No
Yes
No
Yes
Are ALL of the instructional staff military personnel?
Do ALL of the instructional staff contribute their
services (e.g., members of a religious order)?
You may use the space below to provide context for the data you've reported above.
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Multi-Year Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Multi-Year or Continuing or At-will Contract
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Gender and race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Gender and race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Annual Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Annual Contract
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Less-Than-Annual Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Less-than-annual Contract
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Academic Rank
Associate Assistant
Professors professors professors Instructors
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff - Without Faculty Status
Number of Full-time Instructional Staff
Without Faculty Status
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Without Faculty Status
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Without Faculty Status
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2015
•Report Primarily Instruction and Instruction Combined with Research and/or Public Service separately, as indicated
below
•Report Non-medical school and Medical school staff separately, as indicated below
With Faculty Status
Multi-year, continuing, or
at-will contract
Non-medical school staff
Non-medical school staff from prior
year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public
service staff
Medical school staff
Medical school staff from prior
year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public
service staff
Total carried forward from previous
screens
Annual
contract
Less-than-annual
contract
Without Faculty Total
Status
Part A3 - Full-time Instructional Staff - Totals
Total number of Full-time Instructional Staff
As of November 1, 2015
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total
Total from prior year
Total men
Total women
Total (men+women)
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Archivists, Curators,
and Museum
Technicians
25-4010
Librarians
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and
Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Archivists, Curators,
and Museum
Technicians
25-4010
Librarians
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All fulltime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Grand
Total
(All fulltime
staff)
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part B2 - Full-time Non-instructional Staff by Occupational Category and Contract Length
Number of Full-time Non-instructional Staff
As of November 1, 2015
Non-medical school staff
Occupational category
With Faculty Status
Multi-year,
continuing, or at-will
contract
Annual
contract
Without
Total
Faculty
Status
Less-than-annual
contract
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
With Faculty Status
Multi-year,
continuing, or at-will
contract
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Annual
contract
Without
Total
Faculty
Status
Less-than-annual
contract
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Part B2 - Full-time Non-instructional Staff by Medical School Status
Number of Full-time Non-instructional Staff
As of November 1, 2015
Occupational category
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Total from prior year
Total
(carried
forward
from Part B1)
Non-medical school
staff
Medical school
staff
Part C - Full-time Summary Non-medical school staff
Summary of Full-time Non-medical School Staff
As of November 1, 2015
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
Occupational category
With Faculty Status
Multi-year,
Annual
continuing, or at- contract
will contract
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving
Occupations
51-0000 + 53-0000
Total
Less-than-annual
contract
Without Total
Faculty
Status
Part C - Full-time Summary Medical school staff
Summary of Full-time Medical School Staff
As of November 1, 2015
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
Occupational category
With Faculty Status
Multi-year,
Annual Less-than-annual
continuing, or at- contract
contract
will contract
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving
Occupations
51-0000 + 53-0000
Total
Without Total
Faculty
Status
Part G - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2015-16
•Report the number of instructional staff based on the number of months to be worked
•Months reported should correspond with the number of months that staff worked (which may differ from the number of
months over which they are paid)
•Include ONLY full-time, non-medical school instructional staff
•Include instructional staff with faculty status and without faculty status
•Include instructional staff regardless of tenure status
•Balance column should include instructional staff whose annual salary covers less than 9 months worked
Gender and
Months worked
academic
12 months 11 months 10 months
rank
Men
Professors
Associate
professors
Assistant
professors
Instructors
Lecturers
No
academic
rank
Total men
Women
Professors
Associate
professors
Assistant
professors
Instructors
Lecturers
No
academic
rank
Total
women
Total (men
+ women)
9 months
Total
staff for
salary
reporting
Total Total full-time non
Balance (all
number -medical school other full-time
instructional staff instructional
of
from Part A
months
staff)
Part G - Salary Outlays for Instructional Staff
Salary Outlays
for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2015-16
•Report the TOTAL ANNUAL salary outlays for the full-time Non-medical School instructional staff reported in the 12
months, 11 months, 10 months, and 9 months columns on the previous screen
Gender and academic
rank
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total women
Total (men + women)
Total staff for salary
reporting
(from Part G,
screen 1)
Total number of
months
(from Part G,
screen 1)
Total annual
Weighted average monthly
salary outlays
salaries
Part G - Salary Outlays for Non-instructional Staff
Salary Outlays
for Full-time Non-medical School Non-instructional Staff
Annual Salary Outlays, 2015-16
Occupational category
Research staff
Public Service staff
Library and Student and Academic Affairs and Other Education
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Number of
full-time staff
(carried forward from
previous screens)
Total annual
salary outlays
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Instructional staff
Research staff
Public Service staff
Instructional staff
Research staff
Public Service staff
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Archivists,
Curators, and
Museum
Technicians
25-4010
Librarians
25-4020
Library
Student and Academic Affairs
Library and Student
Technicians and Other Education Services and Academic Affairs
25-4030
Occupations
and Other Education
25-2000 + 25-3000 + 25-9000 Services Occupations
Archivists,
Curators, and
Museum
Technicians
25-4010
Librarians
25-4020
Library
Student and Academic Affairs
Library and Student
Technicians and Other Education Services and Academic Affairs
25-4030
Occupations
and Other Education
25-2000 + 25-3000 + 25-9000 Services Occupations
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All parttime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Grand
Total
(All parttime
staff)
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part D - Graduate assistants
Number of Graduate Assistants
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Teaching
25-1191
Research Management Business Computer, Community, Library and Healthcare Total
Occupations
and
Engineering,
Social
Student and Practitioners
11-0000
Financial and Science
Service,
Academic
and
Operations Occupations Legal, Arts, Affairs and Technical
Occupations 15-0000
Design,
Other
Occupations
13-0000
+ 17-0000 Entertainment, Education
29-0000
+ 19-0000 Sports, and
Services
Media
Occupations
Occupations
25-4000
21-0000
+ 25-2000
+ 23-0000
+ 25-3000
+ 27-0000
+ 25-9000
Teaching
25-1191
Research Management Business Computer, Community, Library and Healthcare Total
Occupations
and
Engineering,
Social
Student and Practitioners
11-0000
Financial and Science
Service,
Academic
and
Operations Occupations Legal, Arts, Affairs and Technical
Occupations 15-0000
Design,
Other
Occupations
13-0000
+ 17-0000 Entertainment, Education
29-0000
+ 19-0000 Sports, and
Services
Media
Occupations
Occupations
25-4000
21-0000
+ 25-2000
+ 23-0000
+ 25-3000
+ 27-0000
+ 25-9000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part E - Part-time Staff by Occupational Category and Contract Length
Number of Part-time Staff
As of November 1, 2015
Non-medical school staff
Occupational category
Without
Total
Less-than-annual Faculty Status
contract
With Faculty Status
Multi-year,
continuing, or at-will
contract
Annual
contract
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Without
Total
Less-than-annual Faculty Status
contract
With Faculty Status
Multi-year,
continuing, or at-will
contract
Annual
contract
Archivists, Curators, and Museum
Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Part E - Part-time Staff by Medical School Status
Number of Part-time Staff
As of November 1, 2015
Occupational category
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
PY Total
Graduate Assistants
PY Graduate Assistants
Teaching
25-1191
Research
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and
Media Occupations
21-0000 + 23-0000 + 27-0000
Library and Student and Academic Affairs and Other Education Services
Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Healthcare Practitioners and Technical Occupations
29-0000
Total
Non-medical Medical
(carried
school staff school staff
forward
from Part D)
Part F - Part-time Summary Non-medical school staff
Summary of Part-time Non-medical School Staff
As of November 1, 2015
Occupational category
With Faculty Status
Multi-year,
Annual Less-than-annual
continuing, or at- contract
contract
will contract
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving
Occupations
51-0000 + 53-0000
Graduate Assistants
Teaching
25-1191
Research
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Library and Student and Academic Affairs and Other
Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Healthcare Practitioners and Technical Occupations
29-0000
Total
Without Total
Faculty
Status
Part F - Part-time Summary Medical school staff
Summary of Part-time Medical School Staff
As of November 1, 2015
Occupational category
With Faculty Status
Multi-year,
Annual Less-than-annual
continuing, or at- contract
contract
will contract
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving
Occupations
51-0000 + 53-0000
Graduate Assistants
Teaching
25-1191
Research
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Library and Student and Academic Affairs and Other
Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Healthcare Practitioners and Technical Occupations
29-0000
Total
Without Total
Faculty
Status
Part H - New Hires, Full-time Instructional Staff by Contract Length
Number of Newly Hired Full-time Permanent Instructional Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
With Faculty Status
Multi-year, continuing, or atwill contract
Annual
contract
Less-than-annual
contract
Without Faculty Total
Status
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
With Faculty Status
Multi-year, continuing, or atwill contract
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Annual
contract
Less-than-annual
contract
Without Faculty Total
Status
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional
Staff
(from Part H,
screen 1)
Research
staff
Public Service
staff
Library and Student and Academic Affairs and
Other Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Instructional
Staff
(from Part H,
screen 1)
Research
staff
Public Service
staff
Library and Student and Academic Affairs and
Other Education Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between July 1 and October 31, 2015 and
still on the payroll of the institution as of November 1, 2015)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All fulltime
new
hires)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Grand
Total
(All fulltime
new
hires)
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Instructions
date: 11/24/2015
2015-16 HR: Degree-granting Institutions that have 15 or more full-time staff
Purpose of Component - Data Collected
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Where to Get Help
Where the Data Will Appear
Uploading Files to the IPEDS Data Collection System
Detailed Instructions
Summary of Parts
Screening Questions
Part A - Full-time Instructional Staff
Part B - Full-time non-instructional staff
Parts D and E - Part-time staff
Part G - Salaries
Part H - New Hires
Key Reporting Concepts
Reporting Persons by Racial/Ethnic Category (1997 OMB)
How do I report Instructional Staff?
How do I report staff by Faculty Status?
How do I report staff by Tenure Status?
How do I report Instructional Staff by Academic Rank?
How do I report Instructional Staff by Contract Length?
How do I report Adjunct Instructional Staff?
How do I Report Medical School Staff?
How do I report Research Staff?
How do I report Public Service Staff?
How do I report Postdoctoral Staff?
How do I report Managers and Supervisors?
Who should be reported in the "Student and Academic Services and Other Education Occupations"
Category?
How do I report Graduate Assistants?
How do I report Salaries?
What is CUPA-HR and how will it help me categorize my staff?
Reporting Staff by Occupational Category
Structure of the 2010 Standard Occupational Classification (SOC) System
2010 SOC Classification Principles
Additional Information from the 2010 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2010 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2010 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Reporting Graduate Assistants by Occupational Category
Resources for Classifying Employees Using the 2010 SOC Codes
Purpose of the Survey Component
The primary purpose of the IPEDS Human Resources (HR) survey component is to measure the number and type of
staff supporting postsecondary education in terms of employment status (full-time and part-time) and occupational
category. In addition, for degree-granting institutions and related administrative offices that have 15 or more full-time
staff, additional data are collected for some staff by faculty status, tenure status, contract length, and academic
rank. Salary data for full-time, non-medical school staff and data on newly hired full-time permanent staff are also
collected, and some data are collected by medical/non-medical school status for 4-year and above degree-granting
institutions with Doctor of Medicine (M.D.) and/or Doctor of Osteopathic Medicine (D.O.) programs.
In odd-numbered IPEDS data collection years (e.g., 2015-16), the purpose is also to collect data by race/ethnicity and
gender. The reporting of data by race/ethnicity and gender is optional in even-numbered years such as this year.
Special note for state and corporate systems: If a separate administrative office entity has been established for the
system in IPEDS, that entity will report all staff associated with the administrative office. If no separate administrative
office entity has been created, administrative office staff will be reported by the main campus of the system. If you
have any questions concerning whether a separate reporting entity exists for your system, please contact your
system's coordinator or keyholder, or the IPEDS Help Desk for further assistance
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Changes in Reporting
There are no changes in reporting for 2015-16. However, clarifications have been made to screens and instructions to
address respondent questions.
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General Instructions
Reporting Period Covered
The HR component is intended to provide a snapshot of your institution's human resources/payroll data at a specific
point in the fall. As such, report employees on the payroll of the institution as of November 1, 2015.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
•
•
•
•
•
•
•
•
Persons on the payroll of the institution as of November 1, 2015.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
•
•
•
•
Staff on leave without pay.
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
•
•
•
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
In addition, in 2012-13, new IPEDS occupational categories replaced the primary function/occupational activity
categories previously used for IPEDS HR reporting. The change was required to align the IPEDS HR survey
component with the 2010 Standard Occupational Classification (SOC) System.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
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IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
•
•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
•
•
•
•
•
•
•
•
Part A - Full-time instructional staff: Collects the number of full-time instructional staff by faculty status,
tenure status (if applicable), contract length, and academic rank. Also, for staff classified as "Primarily
Instruction", these data are also collected for the following three subcategories: Exclusively credit; Exclusively
not-for-credit; and Combined credit/not-for-credit.
Part B - Full-time non-instructional staff: Collects the number of full-time non-instructional staff by
occupational category. Data are also collected for some full-time non-instructional staff by faculty status,
tenure status (if applicable), and contract length.
Part C - Full-time staff summary: Provides a summary of the data reported for full-time staff in Parts A
and B.
Part D - Part-time staff: Collects the number of part-time staff (and graduate assistants, if applicable) by
occupational category.
Part E - Part-time staff: Collects the number of some part-time staff by faculty status, tenure status (if
applicable), and contract length. Also, for staff classified as "Primarily Instruction" these data are also collected
for the following three subcategories: Exclusively credit; Exclusively not-for-credit; and Combined credit/notfor-credit.
Part F - Part-time staff summary: Provides a summary of the data reported for part-time staff in Parts D
and E.
Part G - Salaries: Collects the number of full-time, non-medical school, instructional staff by academic rank
based on the number of months covered by their annual salary: 9 months, 10 months, 11 months, and 12
months; as well as the total annual salary outlays for these staff by academic rank. In addition, total annual
salary outlays are collected for full-time, non-medical school, non-instructional staff by occupational category.
Part H - New Hires: Collects data on the number of newly hired full-time permanent staff by occupational
category. In addition, for instructional staff, these data are collected by faculty status, tenure status (if
applicable), and contract length.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Instructional Staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For each applicable faculty and tenure status in Part A, report the number of full-time instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.), as designated by the institution. Institutions
without standard academic ranks should report all instructional staff in the "No Academic Rank" category.
NOTE: It is possible for an institution to report some instructional staff with academic rank and some with no academic
rank.
In addition, you must report the number of full-time instructional staff at the institution by faculty status, tenure
status (if applicable), contract length, and medical school status (if applicable) for each of the following functions:
•
•
Primarily Instruction (carried forward based on the data reported on the previous screens in Part A)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting data on full-time instructional staff in Part A please refer to the Key
Reporting Concepts section of these instructions below.
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Part B - Full-time non-instructional staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Part B, you must report the number of full-time non-instructional staff at the institution by occupational category,
and for some occupational categories, by faculty status, tenure status (if applicable), contract length, and medical
school status (if applicable).
For additional information relevant to reporting full-time non-instructional staff in Part B, please refer to the Key
Reporting Concepts section of these instructions below.
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Parts D and E - Part-time staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Parts D and E, you must report the number of part-time staff (including graduate assistants, if applicable) at the
institution by occupational category; and for some occupational categories by faculty status, tenure status (if
applicable), contract length, and medical school status (if applicable).
In addition, in Part E, you must report the number of part-time instructional staff at the institution by faculty status,
tenure status (if applicable), contract length, and medical school status (if applicable) for each of the following
functions:
•
•
Primarily Instruction (carried forward based on the data reported in Part D)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting part-time staff in Parts D and E, please refer to the Key
Reporting Concepts section of these instructions below.
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Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.) based on the number of months of work
covered by the annual salary paid to the employee: 9 months, 10 months, 11 months, or 12 months. This includes
instructional staff with faculty status and without faculty status. The number of months reported should correspond
with the number of months worked (which may differ from the number of months over which they are paid).
Note: If a full-time employee who was reported in Part A is paid an annual salary that covers fewer than 9 months
worked, do not include that employee in the worksheet counts. These employees will appear in the "Balance" column
on the worksheet so that you may double check your entries.
For each academic rank the system will calculate:
•
The total number of staff reported (i.e., the sum of the values entered in the 9 months, 10 months, 11
months, and 12 months categories); and
•
The total number of months covered (i.e., the sum of the staff reported in each column multiplied by the
number of months worked).
The above two values will be carried forward to the "Salary Outlays" screen. Here you must report the TOTAL ANNUAL
salary outlays for the full-time, non-medical school, instructional staff reported on the "Salaries Worksheet" screen by
academic rank. This should include the staff reported in the 9 months, 10 months, 11 months, and 12 months
categories. Do NOT include salary outlays for employees whose annual salary covers fewer than 9 months
worked.
Based on the data provided, the system will calculate the "Weighted Average Monthly Salaries" by academic rank.
Full-time, non-medical school, non-instructional staff
You must also report the TOTAL ANNUAL salary outlays for full-time, non-medical school, non-instructional staff at the
institution by occupational category.
Report total annual salary outlays for 2015-16.
Salary outlays (combined salaries of all staff) should include base salaries only - no supplements, overloads, or
bonuses. Additional stipends for administrative, managerial, or other responsibilities should NOT be included in the
salary outlays data for instructional staff.
Staff on leave: When reporting staff on sabbatical leave and staff who are on leave but remain on the payroll of the
institution, report such persons at their regular salaries even though the staff may be receiving a reduced annuity
while on leave.
For additional information relevant to reporting Salaries data in Part G, please refer to the Key Reporting Concepts
section of these instructions below.
New hires: Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary
should be reported in Part G, as applicable.
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Part H - New Hires
If you responded "Yes" to the screening question about full-time permanent new hires, you will be required to report
the number of newly hired full-time permanent staff at the institution by occupational category in Part H. In addition,
you must report the number of newly hired full-time permanent instructional staff at the institution by faculty status,
tenure status (if applicable), and contract length.
Part H has slightly different reporting criteria from the other sections of the HR survey component. In Part H, you must
report the number of full-time permanent staff who were included on the payroll of the institution between July
1 and October 31, 2015 either for the first time (new to the institution) or after a break in service AND
who were still on the payroll of the institution as of November 1, 2015. Do NOT include as new hires persons
who have returned from sabbatical leave OR full-time staff working on less-than-9-month contracts.
All staff must now be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting data on New Hires in Part H, please refer to the Key
Reporting Concepts section of these instructions below.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
•
•
•
•
•
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or
community attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
•
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Instructional Staff?
"Instructional Staff", as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI); or 2)
“Instruction combined with Research and/or Public Service" (IRPS). The intent of the “Instructional Staff” category is
to include all individuals whose primary occupation includes instruction at the institution. “Primarily Instruction” are
those individuals whose primary responsibility can be defined as teaching (e.g. the majority of their total time).
“Instruction combined with Research and/or Public Service" (IRPS) are those individuals who have instruction as part
of their job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g. they
teach, but a percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly
differentiated from their other responsibilities). Instructional staff could include postdoctoral students, if they meet the
criteria for one of the above two categories. Adjunct Instructional Staff would also typically meet the criteria.
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How do I report staff by Faculty Status?
Please refer to your institution’s policies to determine whether staff members have the designation of faculty. The
designation of faculty is not limited to "Instructional Staff", but can also include such positions as president, provost,
or librarians.
For IPEDS reporting purposes graduate assistants DO NOT have faculty status.
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How do I report staff by Tenure Status?
Report data on staff with faculty status by tenure status (e.g., tenured, on tenure track, and not on tenure track) as
designated by the institution.
Staff should be classified as “not on tenure track” if they have faculty status, but are not considered to be “tenured” or
“on tenure track.”
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How do I report Instructional Staff by Academic Rank?
(For degree-granting institutions with less than 15 full-time staff members this is only applicable to Part G - Salaries)
Report Instructional Staff by academic rank (e.g., professor, associate professor, etc.), as designated by the
institution. Institutions without standard academic ranks should report all their Instructional Staff in the "No Academic
Rank" category.
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How do I report staff by Contract Length?
Data on staff with faculty status who are not on tenure track (or where the institution does not have a tenure system)
are collected for three categories of employment agreements or contracts:
•
•
•
Multi-year or Continuing or At-Will: An employment agreement or contract that is in effect for more than
one year (e.g., more than 365 days) or that has an indefinite duration (continuing, at-will). The renewal period
of a multi-year contract is not on an annual basis (e.g., a 5-year contract is renewed every 5 years, NOT
annually).
Annual: An annually renewable employment agreement or contract that is in effect for a stated annual period
within one year of execution, and may be equal to 365 days or a standard academic year, or the equivalent.
Does not include contracts for partial year periods, such as a single semester, quarter, term, block, or course.
Less-than-annual: An employment agreement or contract that is in effect for a partial year period of less
than 365 days or less than a standard academic year, or equivalent. Includes contracts for partial year periods
such as a single semester, quarter, term, block, or course.
Although the use of “contracts” and “employment agreements” varies by institution, this section is meant to capture
all non-tenure-track faculty, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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How do I report Adjunct Instructional staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution’s payroll, and as non-tenured
instructional staff.
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How do I Report Medical School Staff?
4-year and above degree-granting institutions with M.D. and/or D.O. programs report some data specifically for
medical school staff. The data for these instituitons are reported in three ways:
•
•
•
Combined: On some screens, data are reported for medical school and non-medical school staff combined
(Parts A1, B1, D, and H).
Separately: On some screens, data are reported separately for non-medical school staff and for medical
school staff (A2, B2, E).
Excluded: Data are reported for NON-MEDICAL SCHOOL STAFF ONLY in Part G – Salaries.
Staff employed by or working in the medical school (M.D. and/or D.O.) component of a postsecondary institution, or in
a freestanding medical school, should be reported as medical school staff. However, this does NOT include:
•
•
•
Employees working strictly in a hospital associated with a medical school.
Those who volunteer their services at the medical school.
Those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene – unless the health or allied health schools or departments are affiliated with
(housed in or under the authority of) the medical school.
NOTE: Staff that are in health disciplines that are NOT considered part of a medical school must be reported on the
non-medical school pages.
Free-Standing Hospitals and Medical Centers
Hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of this survey, that person should be reported as
part-time in his or her occupational category in the postsecondary education division or component.
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How do I report Research staff?
A staff member should be classified as "Research Staff" if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public service staff?
A staff member should be classified as "Public Service Staff" if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services, or
continuing education, regardless of their title, academic rank, or tenure status.If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research they should be classified as "Research Staff".In
addition, postdoctoral staff members typically do not have faculty status and they should be reported as “Without
faculty status”.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2010 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Affairs and Other Education Services
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category, as well as whom should be included
in other categories, please see the IPEDS/SOC Crosswalk.
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How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which
the majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of
the cccupational categories. Those primarily performing duties in other categories should be excluded. Additional
information on reporting Graduate Assistants can be found in the Reporting Graduate Assistants by Occupational
Category section of these instructions.
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How do I report Salaries?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an "annual" salary entails,
IPEDS now calculates weighted average monthly salaries. The salaries worksheet is used to determine average
monthly salaries by collecting the number of Instructional Staff and the number of months they worked, along with the
total annual salary outlays for all of those individuals. As has been the case historically, the "Salaries" section does
NOT include data for instructional staff who work for less than 9 months of the year, even though they may be
considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the
year, NOT the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month
instructional staff are reported, any remaining instructional staff will be calculated in the “Balance” column. These are
the instructional staff who are full-time but whose contracts/employment agreements are for a period of less-than-9
months during the year. Additional information on reporting Salaries data can be found in the instructions for Part G Salaries.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2010 SOC, and graciously offered them for use in IPEDS
reporting, regardless of whether institutions are CUPA-HR members or not. These worksheets contain many positions
in postsecondary education (which aren’t specifically mentioned in the SOC itself) such as: registrar, bursar, alumni,
outreach specialist, etc. These worksheets, along with Position Descriptions, can be found at:
http://www.cupahr.org/surveys/worksheets.aspx.
Additional information on the CUPA-HR worksheets and additional resources to assist you with categorizing employees
using the new HR occupational categories / 2010 SOC can be found in the Resources for Classifying Employees Using
the 2010 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the 2010 Standard Occupational Classification (SOC) System.
Structure of the 2010 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 97 minor groups, 461 broad
occupations, and 840 detailed occupations. Each lower level of detail identifies a more specific group of occupations.
(For more information refer to the table at http://www.bls.gov/soc/soc_structure_2010.pdf.)
Each item in the SOC is designated by a six-digit code:
•
•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education, Training, and Library Occupations)
Minor group codes generally end with 000 (e.g., 25-1000 Postsecondary Teachers)
Broad occupations end with 0 (e.g., 25-4020 Librarians)
Detailed occupations end with a number other than 0 (e.g., 25-1191 Graduate Teaching Assistant)
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC
level. However, although coding at the 6-digit level is not required, it can make categorization more precise and would
also provide supporting documentation if there were questions about why a given job was classified in a specific IPEDS
category.
Most of the occupational data in IPEDS will be collected at the higher, major 2-digit level (e.g., 11-0000 Management
Occupations). However, there are a few instances where data will be collected at a lower level such as Postsecondary
Teachers; Librarians, Curators, and Archivists; Library Technicians; and Graduate Assistants-Teaching. For IPEDS
purposes, institutions should report their employees in the occupational categories defined in the IPEDS HR survey.
The IPEDS HR occupational categories and the associated SOC codes are provided below and
at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-13_and_2010_SOC_Crosswalk.pdf.
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2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
2.
3.
4.
5.
6.
7.
8.
9.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work at a competent level.
Workers primarily engaged in planning and directing are classified in management occupations in Major Group
11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” (or residual) occupation. “All Other” occupations are placed in the structure when it is
determined that the detailed occupations comprising a broad occupation group do not account for all of the
workers in the group. These occupations appear as the last occupation in the group, with a code ending in “9”,
and are identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC major groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2010 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2015-16 IPEDS HR Occupational Categories to the 2010 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2010 SOC occupational categories are similar for several of the
categories that directly match (e.g., 11-0000 Management Occupations).
However, they differ in three major ways:
•
•
•
There are 13 broad IPEDS HR occupational categories and 23 major SOC categories.
◦
Several of the IPEDS HR occupational categories represent combinations of separate SOC categories,
e.g., the HR category "Service Occupations" includes five SOC categories.
◦
The major SOC category "Education, Training, and Library Occupations" (25-0000) is reported in the
IPEDS HR survey at a more detailed level: "Postsecondary Teachers"; "Librarians, Curators, and
Archivists"; "Student and Academic Affairs and Other Education Services Occupations"; and "Graduate
Assistants-Teaching"
The category "Graduate Assistants-Research" does not have a single associated SOC code.
The SOC "Military Specific Occupations" (55-0000) category is not included in IPEDS reporting because the
IPEDS HR component collects data on civilian staff only.
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Crosswalk for Degree-Granting Institutions
2015-16 IPEDS Human Resources Occupational Categories to the 2010 Standard
Occupational Classification (SOC) Occupational Categories
2015-16 IPEDS HR Occupational Categories
2010 SOC Occupational Categories
Education, Training, and Library Occupations
25-0000 Education, Training, and
Library Occupations
Educational Occupations
•
Instructional Staff
25-1000 Postsecondary Teachers
◦ Primarily Instruction
◦ Instruction Combined with Research and/or Public
Service
•
•
Research staff
Public Service staff
•
25-4000 Librarians, Curators, and Archivists
Librarians, Curators, and Archivists
25-4010 Archivists, Curators, and Museum
◦ Archivists, Curators, and Museum Technicians
Technicians
◦ Librarians
25-4020 Librarians
◦ Library Technicians
Student and Academic Services and Other Education Occupations 25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and
Special Education School Teachers
Library and Instructional Support Occupations
•
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and
Library Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment,
Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
11-0000 Management Occupations
13-0000 Business and Financial
Operations Occupations
15-0000 Computer and Mathematical
Occupations
17-0000 Architecture and Engineering
Occupations
19-0000 Life, Physical, and Social
Science Occupations
21-0000 Community and Social Service
Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
29-0000 Healthcare Practitioners and
Technical Occupations
31-0000 Healthcare Support
Occupations
33-0000 Protective Service Occupations
35-0000 Food Preparation and Serving
Related Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the IPEDS HR
survey)
Graduate Assistants
Graduate Assistants - Teaching
Graduate Assistants - Research
Graduate Assistants - Library and Student and Academic Affairs
and Other Education Services Occupations
37-0000 Building and Grounds Cleaning
and Maintenance Occupations
39-0000 Personal Care and Service
Occupations
41-0000 Sales and Related Occupations
43-0000 Office and Administrative
Support Occupations
45-0000 Farming, Fishing, and Forestry
Occupations
47-0000 Construction and Extraction
Occupations
49-0000 Installation, Maintenance, and
Repair Occupations
51-0000 Production Occupations
53-0000 Transportation and Material
Moving Occupations
55-0000 Military Specific Occupations
25-1191 Graduate Teaching Assistant
There is no single SOC Code associated
with this IPEDS Occupational Category
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians
25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and
Special Education School Teachers
Graduate Assistants - Management
Graduate Assistants - Business and Financial Operations
Graduate Assistants - Computer, Engineering, and Science
Graduate Assistants - Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Graduate Assistants - Healthcare Practitioners and Technical
Graduate Assistants in occupational categories other than those
listed above are not reported in the HR Survey
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and
Library Occupations
11-0000 Management Occupations
13-0000 Business and Financial
Operations Occupations
15-0000 Computer and Mathematical
Occupations
17-0000 Architecture and Engineering
Occupations
19-0000 Life, Physical, and Social
Science Occupations
21-0000 Community and Social Service
Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
29-0000 Healthcare Practitioners and
Technical Occupations
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
•
•
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Reporting Graduate Assistants by Occupational Category
For IPEDS purposes, graduate assistants are considered part-time employees and should be reported on the graduate
assistant screen located in the part-time section of the survey.
Listed below are the graduate assistant categories that are included in the HR survey:
•
Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191
http://www.bls.gov/soc/2010/soc251191.htm]
Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teaching
related duties, such as teaching lower level courses, developing teaching materials, preparing and giving
examinations, and grading examinations or papers. Graduate teaching assistants must be enrolled in a
graduate school program. Excludes "Teacher Assistant" (25-9041).
Graduate Assistants in Non-Instructional Occupational Categories
Graduate assistants who primarily perform non-teaching duties, such as health care, should be reported in the
occupational category related to the work performed. For example, a graduate assistant updating websites in the IT
department should be reported as a graduate assistant in the IPEDS HR occupational category "Computer,
Engineering, and Science Occupations".
•
•
•
•
•
•
•
Graduate Assistant
conducting research.
Graduate Assistant
Graduate Assistant
Graduate Assistant
Graduate Assistant
and Media
Graduate Assistant
Graduate Assistant
- Research Persons whose specific assignments customarily are made for the purpose of
-
Management
Business and Financial Operations
Computer, Engineering, and Science
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and
- Library and Student and Academic Affairs and Other Education Services
- Healthcare Practitioners and Technical
Note: Public Service is not included in the above categories as recommended by the IPEDS Technical Review Panel.
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Resources for Classifying Employees Using the 2010 SOC Codes
Several resources to assist institutions with classifying employees using the 2010 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center http://nces.ed.gov/ipeds/resource/soc.asp).
•
•
•
•
New IPEDS Occupational Categories and 2010 SOC
2015-16 HR Survey Screens, Instructions, and Frequently Asked Questions
Comparison of New IPEDS Occupational Categories with Previous IPEDS Categories
Web Tutorials
Tools:
•
•
Resource provided by CUPA-HR:
CUPA-HR has developed a resource that that may assist institutions and keyholders. The position description
spreadsheets are publicly available on the CUPA-HR website and provide suggestions for mapping
administrator and professional positions to SOC codes and corresponding IPEDS occupational categories
(http://www.cupahr.org/surveys/worksheets.aspx).
SOC Browse Tool (https://surveys.nces.ed.gov/ipeds/VisHRSOCBrowse.aspx)
Browse the entire SOC to see codes, titles, descriptions, and corresponding IPEDS occupational categories.
2010 SOC Resources:
Several Resources can be downloaded from the 2010 SOC Home Page:
•
•
•
•
•
•
The 2010 SOC User Guide*
◦
What's New in the 2010 SOC
◦
Classification Principles and Coding Guidelines, 2010 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2010 SOC
◦
FAQs and Acknowledgements, 2010 SOC
2010 SOC Structure
2010 SOC Definitions
Type of Change by Detailed Occupation, 2010 SOC
Alphabetical Index to the 2010 SOC
Direct Match Title File, 2010 SOC
This file, sorted by SOC code, lists associated job titles for detailed SOC occupations. (Excel file can be sorted by job
title.)
•
•
•
Sorted by Direct Match title
This file, sorted by job title, lists associated SOC codes for specific job titles
Chronological list of changes to the Direct Match Title File
Updating the Direct Match Title File
* Copies of the 2010 SOC manual in hard cover or CD-ROM are available to the public from the U.S. Department of Commerce National Technical Information
Service. Please call (703) 605-6000 or 1-800-553-NTIS (6847), or visit the web site (http://www.ntis.gov/products/soc.aspx) to receive either a printed copy
($45) or a CDROM ($55).
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Glossary
Term
Definition
Academic Rank
A status designated by the institution according to the institution's policies. The IPEDS HR survey includes the ranks
of Professor, Associate Professor, Assistant Professor, Instructor, and Lecturer.
Adjunct instructional staff
Non-tenure track instructional staff serving in a temporary or auxiliary capacity to teach specific courses on a courseby-course basis. Includes both instructional staff who are hired to teach an academic degree-credit course and those
hired to teach a remedial, developmental, or ESL course; whether the latter three categories earn college credit is
immaterial. Excludes regular part-time instructional staff (who, unlike adjuncts are not paid on a course-by-course
basis), graduate assistants, full-time professional staff of the institution who may teach individual courses (such as a
dean or academic advisor), and appointees who teach non-credit courses exclusively.
American Indian or Alaska
Native
A person having origins in any of the original peoples of North and South America (including Central America) who
maintains cultural identification through tribal affiliation or community attachment.
Annual contract or
employment agreement
An annually-renewable contract or employment agreement that is in effect for a stated annual period within one year
of execution, and may be equal to a period of 365 days, or a standard academic year, or the equivalent. Does not
include contracts for partial year periods such as a single semester, quarter, term, block, or course.
Archivists, Curators, and
Museum Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Archivists, Curators, and Museum Technicians." For detailed information, refer to the following
website: http://www.bls.gov/soc/2010/soc254010.htm.
Asian
A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent,
including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand,
and Vietnam.
Black or African American
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Business and Financial Operations Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those that work in
the bookstore for a day or two at the start of a session.
Community, Social Service,
Legal, Arts, Design,
Entertainment, Sports, and
Media Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Community and Social Service Occupations (http://www.bls.gov/soc/2010/soc210000.htm); 2)
Legal Occupations (http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering, and
Science Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Computer and Mathematical Occupations (http://www.bls.gov/soc/2010/soc150000.htm); 2)
Architecture and Engineering Occupations (http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and
Social Science Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Faculty Status
A status designated by the institution according to the institution's policies. "Faculty" may include staff with academic
appointments (instruction, research, public service) and other staff members who are appointed as faculty members.
The designation "faculty" is separate from the activities to which the staff members are currently assigned. For
example, a president, provost, or librarian may also be appointed as a faculty member. For IPEDS reporting,
graduate assistants do not have faculty status.
Full-time staff (employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an employee is fulltime or part-time. The employee's term of contract is not considered in making the determination of full- or parttime.
Graduate Assistants
(Research)
An occupational category used to classify graduate assistants whose specific assignments customarily are made for
the purpose of conducting research.
Graduate Assistants
(Teaching)
An occupational category based on the detailed occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed information, refer to the following
website: http:// www.bls.gov/soc/2010/soc251191.htm.
Healthcare Practitioners and
Technical Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Healthcare Practitioners and Technical Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless
of race.
Instruction combined with
research and/or public
service
An occupational category used to classify persons for whom it is not possible to differentiate between instruction or
teaching, research, and public service because each of these functions is an integral component of his/her regular
assignment. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of
their time providing instruction, research, and/or public service.
Instructional Staff
An occupational category that is comprised of staff who are either: 1) Primarily Instruction or 2) Instruction
combined with research and/or public service. The intent of the Instructional Staff category is to include all
individuals whose primary occupation includes instruction at the institution.
Integrated Postsecondary
Education Data System
(IPEDS)
The Integrated Postsecondary Education Data System (IPEDS), conducted by the NCES, began in 1986 and involves
annual institution-level data collections. All postsecondary institutions that have a Program Participation Agreement
with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS referred to as
"Title IV") are required to report data using a web-based data collection system. IPEDS currently consists of the
following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions (C); Admissions
(ADM); Student Financial Aid (SFA); Human Resources (HR) composed of Employees by Assigned Position, Fall Staff,
and Salaries; Fall Enrollment (EF); Graduation Rates (GR); Outcome Measures (OM); Finance (F); and Academic
Libraries (AL).
Less-than-annual contract or
employment agreement
A contract or employment agreement that is in effect for a partial year period of less than 365 days, or less than a
standard academic year or the equivalent. Includes contracts for partial year periods such as a single semester,
quarter, term, block, or course.
Librarians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Librarians." For detailed information, refer to the following website:
http://www.bls.gov/soc/2010/soc254020.htm.
Library and Student and
Academic Affairs and Other
Education Services
Occupations
An occupational category consisting of the following:
Library Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Library Technicians." For detailed information, refer to the following website:
http://www.bls.gov/soc/2010/soc254030.htm.
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Management Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc110000.htm.
Medical school staff
Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of Osteopathic
Medicine [D.O.]) component of a postsecondary institution or in a free standing medical school. Does not include
staff employed by or employees working strictly in a hospital associated with a medical school or those who work in
health or allied health schools or departments such as dentistry, veterinary medicine, nursing or dental hygiene
unless the health or allied health schools or departments are affiliated with (housed in or under the authority of) the
medical school.
Multi-year or continuing or at
-will contract or employment
agreement
A contract or employment agreement that is in effect for more than one year (e.g., more than 365 days) or that has
an indefinite duration (continuing, at-will). The renewal period of a multi-year contract is not on an annual basis
(e.g., a 5-year multi-year contract is renewed every 5 years NOT annually).
Native Hawaiian or Other
Pacific Islander
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Farming, Fishing, and Forestry Occupations (http://www.bls.gov/soc/2010/soc450000.htm); 2)
Construction and Extraction Occupations (http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation,
Maintenance, and Repair Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
New hires
Persons who were hired for full-time permanent employment either for the first time (new to the institution) or after
a break in service between July 1st and October 31st of the survey year AND who were still on the payroll of the
institution as of the same survey year. Does not include persons who have returned from sabbatical leave OR fulltime Postsecondary Staff who are working less-than-9-month contracts.
Non-medical school staff
See Institution's staff (not in medical schools)
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis
and does not have the right to remain indefinitely.
Not on tenure track
Personnel positions that are considered non-tenure earning positions.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Office and Administrative Support Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc430000.htm.
Part-time staff (employees)
As determined by the institution. The type of appointment at the snapshot date determines whether an employee is
full-time or part-time. The employee's term of contract is not considered in making the determination of full- or parttime. Casual employees (hired on an ad-hoc basis or occasional basis to meet short-term needs) and students in the
College Work-Study Program (CWS) are not considered part-time staff.
Postsecondary Teachers
An occupational category in the 2012 Standard Occupational Classification (SOC) Manual with the SOC code 251000. This catgory is not an IPEDS reporting category.
Primarily Instruction
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of providing instruction or teaching. Regardless of title, academic rank, or tenure status, these employees formally
spend the majority of their time providing instruction or teaching.
Production, Transportation,
and Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Production Occupations (http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and
Material Moving Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Public Service staff
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of carrying out public service activities such as agricultural extension services, clinical services, or continuing
education. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time carrying out public service activities. (This category includes employees with a public service assignment
regardless of the location of the assignment (e.g., in the field rather than on campus)).
(This category was called Primarily public service prior to 2012-13.)
Race and ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Race/ethnicity
Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to describe groups to
which individuals belong, identify with, or belong in the eyes of the community. The categories do not denote
scientific definitions of anthropological origins. The designations are used to categorize U.S. citizens, resident aliens,
and other eligible non-citizens.
1. Archivists, Curators, and Museum Technicians
2. Librarians
3. Library Technicians
4. Student and Academic Affairs and Other Education Servies Occupations
Individuals are asked to first designate ethnicity as:
- Hispanic or Latino or
- Not Hispanic or Latino
Second, individuals are asked to indicate all races that apply among the following:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
Research Staff
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of conducting research. Regardless of title, academic rank, or tenure status, these employees formally spend the
majority of their time conducting research.
(This category was called Primarily research prior to 2012-13.)
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Sales and Related Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Healthcare Support Occupations (http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective
Service Occupations (http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and Maintenance
Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and Service Occupations
(http://www.bls.gov/soc/2010/soc390000.htm).
Student and Academic Affairs
and Other Education Services
Occupations
An occupational category based on the following three minor groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education School Teachers
(http://www.bls.gov/soc/2010/soc250000.htm#25-2000); 2) Other Teachers and Instructors
(http://www.bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education, Training, and Library Occupations
(http://www.bls.gov/soc/2010/soc250000.htm#25-9000).
Tenure
Status of a personnel position with respect to permanence of the position.
Tenure track
Personnel positions that lead to consideration for tenure.
Title IV institution
An institution that has a written agreement with the Secretary of Education that allows the institution to participate in
any of the Title IV federal student financial assistance programs (other than the State Student Incentive Grant
(SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).
White
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > FAQ
date: 11/24/2015
Human Resources
Click one of the following questions to view the answer.
General
1) How often are data for the IPEDS HR survey collected?
2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
4) How do I know if my data are consistent across parts?
5) Can I change my data after completing a part?
6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data
collection screens, how should we report these individuals?
8) What is the relationship between the EEO-6 form and IPEDS?
Nondegree-granting institutions
1) How should I classify my school's receptionist?
2) How do I report Managers and Supervisors?
3) How do I report teachers?
4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
Degree-granting institutions
1) My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching, 40 percent to
research, and 20 percent to service. Both teaching and research performance are evaluated for promotion and tenure
decisions. “Instruction, research, and/or public service” describes their work far better than “Primarily instruction.” Where
should I report these tenured and tenure-track faculty?
2) Should instructional staff who provide instruction in non-credit courses be included in the HR component?
3) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of
the college?
4) How should I count Deans and Vice Presidents (VP) who are tenured staff?
5) Where do we report research professionals who do not have faculty status?
6) How do I categorize employees such as research scientists and research engineers?
7) How should research assistants, associates, etc. be classified?
8) Do we include guest lecturers when we report to IPEDS?
9) How do we handle individuals who are employees and also taking courses?
10) How are data on library-related occupations collected?
11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA and the other
half of his time preparing time-cards and other duties generally performed by payroll clerks. What occupational
category should I place this person in within the IPEDS HR survey?
12) My institution has a graduate assistant who assists with updating the website for the computer department. How should I
code this person in IPEDS?
13) What is meant by “medical school” staff?
14) Who should I report as “Without faculty status”?
15) If a person currently employed by an institution accepts a new full-time position within the institution, is that person
considered a new hire?
16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year grant and
her job could be picked up again if we receive another grant. Should we report her as a permanent new hire?
18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
19) Are salary data collected from all institutions?
20) How do I report Instructional Staff?
21) How do I report Instructional Staff by Academic Rank?
22) How do I report Instructional Staff by Contract Length?
23) How do I report Research Staff?
24) How do I report Public Service Staff?
25) How do I report Postdoctoral Staff?
26) How do I report Graduate Assistants?
27) How do I report Adjunct Instructional Staff?
28) How do I report Managers and Supervisors?
29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
30) How do I report staff by Tenure Status?
31) How do I report staff by Faculty Status?
32) How do I report salaries for instructional staff?
33) What is CUPA-HR, and how will it help me categorize my staff?
IPEDS and SOC
1) What is the SOC?
2) What is the purpose of the Standard Occupational Classification (SOC) system?
3) How are occupations classified in the SOC?
4) How is the SOC structured?
5) Where can I find definitions of the 2010 SOC occupations?
6) Where can I find additional information about the SOC system?
7) When will the next SOC revision take place?
8) Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
9) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
10) Is there additional information on classifying and coding supervisors and managers?
11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational
categories?
13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Answers:
General
1) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years, the reporting of race/ethnicity and gender data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the survey is required.
In odd-numbered years, the reporting of all applicable data (including race/ethnicity and gender) in the
IPEDS HR survey is required.
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2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their survey reporting
requirements. For more information about EEO-1 reporting, please refer to the following EEOC website, which includes contact
information: http://www.eeoc.gov/eeo1survey/index.html.
Back to top
3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
No. Include only paid employees of your institution, recognizing that this may undercount the number of staff.
Back to top
4) How do I know if my data are consistent across parts?
There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from data in other parts to
help ensure consistent reporting.
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5) Can I change my data after completing a part?
Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that will require users
to revise data in one part to agree with what is reported in another part. Data cannot be locked until all errors are resolved.
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6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my
institution?
If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that screen. If you are
still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk at 1-877-225-2568 for further
assistance.
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7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on
the IPEDS data collection screens, how should we report these individuals?
These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the institution to decide
how best to handle reporting individuals whose gender is unknown. However, a common method used is to allocate the
individuals with gender unknown based on the known proportion of men to women for staff.
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8) What is the relationship between the EEO-6 form and IPEDS?
The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In 1993, IPEDS took over
the collection of the EEO-6 data. These data are made available to the EEOC and to the Office for Civil Rights.
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Nondegree-granting institutions
1) How should I classify my school's receptionist?
Classify this employee in the Office and Administrative Support Occupations category.
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2) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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3) How do I report teachers?
Report teachers as Instructional staff.
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4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
You can report each employee only once, and you cannot split the employee over occupational categories. The SOC Coding
Guideline #2 gives this guidance: When workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
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Degree-granting institutions
1)
My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching,
40 percent to research, and 20 percent to service. Both teaching and research performance are evaluated for
promotion and tenure decisions. “Instruction, research, and/or public service” describes their work far better
than “Primarily instruction.” Where should I report these tenured and tenure-track faculty?
Report the employees as Instruction combined with research and/or public service, in the appropriate faculty status category.
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2)
Should instructional staff who provide instruction in non-credit courses be included in the HR component?
Yes. Instructional staff who provide instruction in non-credit courses should be included in the HR component.
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3)
Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not
based out of the college?
Staff at off-campus centers/sites associated with the campus covered by this report should be included in the HR component;
however, staff who work at branch campuses located in a foreign country should NOT be included in the HR component. Also,
the staff must be on the payroll of the institution.
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4)
How should I count Deans and Vice Presidents (VP) who are tenured staff?
If the Dean’s or VP’s primary function is Management, they should be counted as Management in the Tenured column. Then,
report their salaries on the non-instructional page. However, if the Dean’s or VP’s primary function is Instruction
or Instruction combined with research/public service, then classify them as such AND report them in the Instructional
Staff Salaries section (if they are full time).
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5)
Where do we report research professionals who do not have faculty status?
Report them as Research staff without faculty status.
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6)
How do I categorize employees such as research scientists and research engineers?
Categorize research scientists and research engineers as Research staff.
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7)
How should research assistants, associates, etc. be classified?
If they are graduate students at your institution performing research or graduate assistant duties while enrolled, report them as
Graduate assistants - research in Part B (part-time employees). If they are not graduate students, but are performing discipline
oriented research work (e.g., biology, materials engineering, etc.) generally requiring a bachelor’s or higher degree, report
them As Research staff in either Part A (full-time employees) or Part B (part-time employees).
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8)
Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be included in the HR
component. However, guest lecturers typically are given honoraria or lecture fees and thus are not paid through the institution’s
payroll accounts.
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9)
How do we handle individuals who are employees and also taking courses?
1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.
2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research, include them as parttime employees in the graduate assistants category.
3 - If they are employed in regular jobs, either full-time or part-time, include them according to their primary
function/occupational activity.
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10) How are data on library-related occupations collected?
Beginning with 2012-13 IPEDS HR reporting, most degree-granting institutions report library-related occupations separately as:
•
•
Archivists, Curators, and Museum Technicians
Librarians
•
Library Technicians
Non-degree granting institutions report library-related occupations in a single category:
•
Librarians, Curators, and Archivists
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11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA
and the other half of his time preparing time-cards and other duties generally performed by payroll clerks.
What occupational category should I place this person in within the IPEDS HR survey?
SOC Coding Guideline #2 states that when workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
This employee should be placed in the IPEDS HR occupational category of "Business and Financial Operations Occupations" for
the following reasons:
•
•
The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the
person in question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13
-2011), which falls under the SOC Major group of "Business and Financial Operations Occupations" (SOC code
13-0000).
In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you
will see that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to
the 2012-13 IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to code occupations to the detailed SOC level, although doing that can help
answer questions such as this.]
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12) My institution has a graduate assistant who assists with updating the website for the computer department.
How should I code this person in IPEDS?
Include this person as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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13) What is meant by “medical school” staff?
Medical school staff are staff employed by or working in the medical school component (M.D. or D.O.) of a postsecondary
institution, or in a freestanding medical school. However, this does not include staff employed by or working strictly in a hospital
associated with a medical school, those who volunteer their services at the medical school, or those who work in health or allied
health schools or departments such as dentistry, veterinary medicine, nursing, or dental hygiene, unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school. (The HR medical
school pages are only applicable to institutions with M.D. or D.O. programs.)
Freestanding hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or component of the
institution. If a staff member works full-time for the institution - but only part-time in the postsecondary education division or
component - for the purposes of IPEDS HR reporting, that person should be reported as part-time in his or her occupational
category in the postsecondary education division or component.
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14) Who should I report as “Without faculty status”?
While institutions may use different designations of who is functioning as "faculty," there is generally some designation of
whether or not an employee has faculty status. Report employees with faculty status in either the Tenured, On Tenure Track,
or Not on Tenure Track column by occupational category. Institutions may also employ individuals in the various occupational
categories who do not have or who are not eligible to have faculty status. Report these individuals in the Without Faculty Status
category. For example, an individual hired as a Computer Engineer without faculty eligibility should be reported in the IPEDS
occupational category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category. Similarly,
Postdoctoral Research Associates, because they do not have faculty status, would be reported in the Without Faculty Status
category.
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15) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on the payroll of the
institution between July 1 and October 31, 2015 either for the first time (new to the institution) or after a break in service AND
who are still on the payroll of the institution as of November 1, 2015. Also, new hires do not include persons who have returned
from sabbatical leave or full-time staff who are working on less-than-9-month contracts.
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16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary should be reported,
as applicable, in the Salaries section of the HR survey.
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17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year
grant and her job could be picked up again if we receive another grant. Should we report her as a permanent
new hire?
In this case, the new hire should not be reported as a permanent staff member since their position is contingent on the
availability of grant funding. There is no guarantee that the job will be renewed at the end of the 3-year-term.
In general, IPEDS does not have a definition of "permanent" as it applies to new hires. It is up to the institution to determine
whether a position is "permanent" or "temporary." One way to make this determination could be to consult with the institution's
Human Resources department on how they classify the position (e.g. as "permanent" or "temporary.")
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18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
Make the best estimate of the salary of the full-time instructional staff.
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19) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are true:
•
•
•
•
All instructional staff are employed on a part time basis.
All instructional staff are military personnel.
All instructional staff contribute their services (e.g., are members of a religious order).
All instructional staff teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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20) How do I report Instructional Staff?
Instructional Staff, as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI), or 2) Instruction
combined with Research and/or Public Service (IRPS).
The intent of the instructional staff category is to include all individuals whose primary occupation includes instruction at the
institution. Primarily Instruction staff are those individuals whose primarily responsibility can be defined as teaching (e.g., the
majority of their total time).
Instruction combined with Research and/or Public Service (IRPS) staff are those individuals who have instruction as part of their
job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g., they teach, but a
percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly differentiated from their
other responsibilities). Instructional staff could include postdoctoral students if they meet the criteria for one of the two
categories above. Adjunct instructional staff would also typically meet the criteria.
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21) How do I report Instructional Staff by Academic Rank?
Report instructional staff by academic rank (e.g., professor, associate professor, etc.), as designated by the institution.
Institutions without standard academic ranks should report all instructional staff in the No Academic Rank category.
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22) How do I report Instructional Staff by Contract Length?
Data on full-time instructional staff with faculty status who are not on tenure track are collected for three categories of
employment. Although the use of contracts and employment agreements varies by institution, this section is meant to capture
all non-tenure-track instructional staff, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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23) How do I report Research Staff?
A staff member should be classified as Research Staff if the majority of their work is focused on conducting research, regardless
of their title, academic rank, or tenure status.
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24) How do I report Public Service Staff?
A staff member should be classified as Public Service Staff if the majority of their work is focused on carrying out public service
activities. These would be staff members who work in agricultural extension services, clinical services, or continuing education,
regardless of their title, academic rank, or tenure status. If the staff member is located off campus, such as in an extension
office, they should still be classified as Public Service Staff as long as the majority of their work is focused on carrying out public
service activities.
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25) How do I report Postdoctoral Staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example, if the
postdoc spends the majority of their time conducting research, they should be classified as Research Staff. In addition,
postdoctoral staff members typically do not have faculty status, and they should be reported as Without Faculty Status.
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26) How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which the
majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of the
occupational categories. Those primarily performing duties in other categories should be excluded.
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27) How do I report Adjunct Instructional Staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses, as well as
remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be reported as either parttime or full-time based on their designation on the institution's payroll, and as non-tenured instructional staff.
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28) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs, student
career services, student enrollment, student financial aid, student registration and records, campus recreation services, and
similar functions. Typically, the person who directs or heads the office would not be included in this category.
Note, the majority of these occupations are not included in the 2010 Standard Occupational Classification (SOC) system. In
IPEDS, these occupations are coded in the SOC Minor Groups of 25-2000, 25-3000, and 25-9000 because those
categories represent the best fit, not because they are specifically listed there. For more specific
guidance on how to categorize these occupations and others, please see CUPA-HR's position
descriptions: www.cupahr.org/surveys/worksheets.aspx or contact the IPEDS Help Desk.
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30) How do I report staff by Tenure Status?
Report instructional staff by tenure status (e.g., tenured, on tenure track, and not on tenure track) as designated by the
institution.
Staff should be classified as Not on Tenure Track if they have faculty status, but are not considered to be tenured or on tenure
track.
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31) How do I report staff by Faculty Status?
Please refer to your institution's policies to determine whether staff members have the designation of faculty. The designation
of faculty is not limited to instructional staff, but can also include such positions as president, provost, or librarians.
For IPEDS reporting purposes, graduate assistants do not have faculty status.
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32) How do I report salaries for instructional staff?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an annual salary entails, IPEDS
now calculates weighted average monthly salaries. The salaries worksheet is used to determine average monthly salaries by
collecting the number of instructional staff and the number of months their salaries cover, along with the total salary outlays for
all of those individuals. As has been the case historically, the Salaries section does not include data for instructional staff who
work for less than 9 months of the year, even though they may be considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the year, NOT
the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month instructional staff are
reported, any remaining instructional staff will be calculated in the balance column (these are the instructional staff who are
full-time but whose contracts/employment agreements are for less than 9 months during the year.
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33) What is CUPA-HR, and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members, and graciously offered them for use in IPEDS reporting, regardless of whether
institutions are CUPA-HR members or not.
These worksheets contain many positions in postsecondary education (which aren't specifically mentioned in the SOC itself)
such as: registrar, bursar, outreach specialist, etc. The following link will take you to CUPA-HR's website:
http://www.cupahr.org/surveys/reporting.aspx. Look under the SOC Codes for IPEDS Reporting heading and click on "position
descriptions." This will take you to position descriptions for Administrators and Professionals which list the title, description, and
SOC code recommendation for many positions in postsecondary education. SOC Codes are also provided for Non-Exempt staff,
though specific position descriptions are not available.
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IPEDS and SOC
1)
What is the SOC?
The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational structure of the United
States.
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2)
What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational categories for the purpose
of collecting, calculating, analyzing, or disseminating data. All Federal agencies that publish occupational data for statistical
purposes are required to use the SOC in order to increase data comparability.
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3)
How are occupations classified in the SOC?
Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education, and/or training
needed to perform the work at a competent level.
This is SOC Classification Principle #2, available at the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf
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4)
How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad occupation, and
detailed occupation. The 23 major groups are broken down into 97 minor groups, followed by 461 broad occupations, and finally
840 detailed occupations.
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5)
Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found on the SOC
homepage (http://www.bls.gov/soc) under the category “2010 SOC, Downloadable Materials”. While the SOC system is a fourlevel tiered system, SOC definitions only exist at the lowest occupational level, which is known as the “detailed occupation”
level.
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6)
Where can I find additional information about the SOC system?
Refer to the SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following
website: http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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7)
When will the next SOC revision take place?
The SOC 2018 revision process is underway! Major review of the 2010 SOC Classification Principles and detailed occupations
began in 2013, and a Federal Register notice requesting public comment was published in June 2014 with a deadline of July 21,
2014. NCES proposed a number of changes that would help better align the SOC with postsecondary education. The review and
possible revision of the 2010 SOC is intended to be completed by the end of 2016, and then released to begin use in 2018.
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8)
Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the 2010 Standard
Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational categories and corresponding
definitions in the IPEDS HR survey and its predecessor called the Higher Education General Information Survey
(HEGIS) remained basically the same for over two decades. (The 2010 SOC reflects changes in the workforce over the last
decade.)
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9)
Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
The IPEDS HR/SOC Information Center can be found at: http://nces.ed.gov/ipeds/resource/soc.asp.
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10) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the IPEDS HR instructions.
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11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC
level?
IPEDS does not require institutions to report most occupations at the detailed SOC level. Most of the occupational data in
IPEDS are collected at a higher level (e.g., major level); however, there are a few instances where data are collected at a lower
level (e.g., detailed) such as Librarians.
For IPEDS purposes, institutions should report their employees in the categories defined in the IPEDS HR survey. For example, a
College President would most likely fall under the detailed SOC occupation of “Education Administrators, Postsecondary” (119033) where the first two-digits (11) of the SOC code represent the SOC “major group” in this example. Based on the IPEDS
HR/SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2010_SOC_Crosswalk.pdf, the SOC code of “110000” corresponds to the SOC major group of “Management Occupations,” which is crosswalked to the IPEDS HR “Management
Occupations” category.
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12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. The detailed occupations in the 2010 SOC are grouped together based on similar job duties, and in some
cases skills, education, and/or training. Consequently, many categories such as “technical and paraprofessional” and “other
professionals (support/service)” no longer exist in IPEDS.
For example, for the 2011-12 IPEDS HR survey, “Dietitians and Nutritionists” were included in the “Other Professional"
(support/service) category while “Dietetic Technicians” were included in the "Technical and Paraprofessionals" category. In the
2012-13 IPEDS HR survey, “Dietitians and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational
category called “Healthcare Practitioners and Technical Occupations".
However, the Instructional Staff (Primarily instruction and Instruction combined with research and/or public service), Research
Staff, and Public Service Staff categories remained the same in IPEDS.
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13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual with the
SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by institutions as
“faculty” are not only instructional staff, but can be research staff and public service staff as well. Postsecondary Teachers is
not a good description of these occupational categories on postsecondary campuses, and introduces confusion into the reporting
done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and public
service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center, with explanations.
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2015-16 Survey Materials > Narrative Edits
date: 11/24/2015
Human Resources for degree-granting institutions and related administrative offices that have
15 or more full-time staff and no tenure system
Edit specifications for the 2015-16 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to degree-granting institutions and related administrative offices with 15 or more full-time
staff and no tenure system
NOTE: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
Screening Questions
Part A: Full-time Instructional Staff
Part B: Full-time Non-instructional Staff
Part C: Full-time Summary
Part G: Salaries
Part D: Part-time Staff and Graduate Assistants
Part E: Part-time Staff by Occupation
Part F: Part-time Summary
Part H: New Hires
Human Resources Evaluation
Relationships between HR Parts
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution
is shown.
You must answer No or Yes to the following questions:
•
•
•
•
•
•
Does your institution have any part-time staff?
◦ No
◦ Yes (If you select Yes, then additional screens for reporting data on part-time staff will be provided.)
Applicable to institutions that answered Yes to the Part-time screening question. Does your institution have graduate
assistants?
◦ No
◦ Yes (If you select Yes, screens to report graduate assistants will be provided.)
Does you institution have 15 or more full time staff?
◦ No (If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate
document for less-than-15 staff.)
◦ Yes
Applicable to institutions that answered Yes to the 15 or more full-time staff screening question. Does your institution
have a tenure system?
◦ No
◦ Yes (If you select Yes, then you are viewing the wrong narrative edit document. Please select the appropriate
document for institutions with a tenure system.)
Applicable to institutions that answered Yes to the 15 or more full-time staff screening question. Did your institution
hire any full-time permanent staff who were included on the payroll of the institution between July 1 and October 31,
2015 either for the first time (new to the institution) or after a break in service AND who were still on the payroll of
the institution as of November 1, 2015?
◦ No
◦ Yes (If you select Yes, then Part H will be provided for reporting data on full-time permanent new hires will
be provided.)
Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to each
of the following questions:
◦
◦
◦
Are ALL of the instructional staff military personnel?
▪
No
▪
Yes
Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?
▪
No
▪
Yes
Applicable to institutions that have a medical school. Do ALL of the instructional staff teach pre-clinical or
clinical medicine?
▪
No
▪
Yes
Note: If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT
applicable to your institution and you will NOT be required to report data for the full-time instructional staff
screens of Part G. However, Part G will still be required for reporting data for full-time non-instructional
staff.
The system will perform the following edit on the data provided:
•
If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or
teaching pre-clinical or clinical medicine; you must confirm that this is correct.
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Part A: Full-time Instructional Staff
Part A: Full-time Instructional Staff
For each screen listed below, report the number of full-time instructional staff at the institution by academic rank, gender, and
race/ethnicity. Academic ranks include Professors, Associate professors, Assistant professors, Instructors, Lecturers, and No
academic rank. A screen is provided to enter these data for each of the following contract types:
•
•
•
•
Multi-year, continuing, at-will contract or employment agreement
Annual contract or employment agreement
Less-than-annual contract or employment agreement
Without faculty status (Only totals are required for this academic rank.)
On each screen, the total for each gender and race/ethnicity is calculated, as well as the Total men, Total women, and Total
(men + women) by academic rank.
Note: If you answered ‘No’ to the screening question that asks if you wish to report data by gender and race/ethnicity this
year, then only one screen will be displayed for your institution with the above academic ranks and tenure statuses. This
screen will not require data to be reported by gender and race/ethnicity. Additionally, totals by gender and race/ethnicity will
not be provided.
The system will perform the following edits on the data entered:
•
•
•
For each contract type screen listed above, the current year value calculated for Total (men+women) is expected to
within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
For each contract type screen listed above, if the Total (men + women) calculated for the Total is greater than 0,
and the percent of staff (men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then
you must explain.
For each contract type screen listed above, if the Total (men + women) calculated for the Total is greater than 0,
and the percent of staff (men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a
fatal error will occur.
Part A: Full-time Instructional Staff by Function
On this screen, report the number of full-time instructional staff at the institution by contract type, medical school status (Non
-medical and/or Medical, as applicable), and function. Contract types include: Multi-year, Continuing or At-Will contract,
Annual contract, Less-than-annual contract, and Without faculty status. For each contract type, provide the number of staff
for each of the following:
•
•
Primarily Instruction
◦ Exclusively credit
◦ Exclusively not-for-credit
◦ Combined credit/not-for-credit
Instruction/research/public service
Totals are calculated by medical school status (if applicable) for each function. The Total carried forward from previous
screens is also displayed for each contract type.
The system will perform the following edits on the data entered:
•
•
For each contract type, the total number of full-time instructional staff (Instruction + Instruction/research/public
service) reported by function must be equal to the corresponding Total carried forward from previous screens
reported earlier in Part A.
For each contract type and medical school status, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part A: Full-time Instructional Staff Totals
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
A totals screen is provided displaying the number of Total men, Total women, and Total (men + women) reported for each
race/ethnicity classification.
The system will perform the following edits on the data reported:
•
•
If your institution is not an administrative office, then the total number of full-time instructional staff reported in Part
A is expected to be greater than 0.
The Total value calculated for Total (men+women) is expected to within a certain range of the Total from prior
year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
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Part B: Full-time Non-Instructional Staff
Part B: Full-time Non-instructional Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
Research Staff
Public Service Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The
Instructional staff values from Part A are also displayed for your reference for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff, page 2&
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
•
Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff, page 4
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Grand
Total (all full-time staff) value is also calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
The Total (men + women) calculated for the Grand Total must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Grand Total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Grand Total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part B: Full-time Non-instructional Staff by Occupational Category, page 1
On this screen, report the number of full-time non-instructional staff at the institution by contract type, medical school status
(Non-medical and/or Medical, as applicable), and occupational category. Contract types include: Multi-year, Continuing or
At-Will contract, Annual Contract, Less-than-annual contract, and Without Faculty Status. For each contract type, provide the
number of staff for each of the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
Research Staff
Public Service Staff
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Totals are calculated by medical school status (if applicable) for each occupational category.
The system will perform the following edits on the data entered:
•
•
•
For each occupational category, the Total number of staff reported (medical + non-medical) must be equal to the
corresponding total from Part B.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then the number of Medical school staff is expected to be greater than 0.
Part B: Full-time Non-instructional Staff by Occupational Category, page 2
On this screen, report the number of full-time non-instructional staff at the institution by medical school status (Non-medical
and/or Medical, as applicable) and occupational category. Provide the number of staff for each of the following occupational
categories:
•
•
•
•
•
Service Occupations
Sales and Related occupations
Office and administrative support occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Totals are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
•
For each occupational category, the Total number of staff reported (medical + non-medical) must be equal to the
corresponding total from Part B.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Full-time Non-instructional Staff Totals
A totals screen is provided displaying the total number of full-time non-instructional staff reported for each occupational
category.
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Part C: Full-time Summary
The data on this screen will not be generated until the relevant screens in the previous section have been
completed.
Part C: Full-time Non-medical Summary
A totals screen is provided displaying the number full-time non-medical school staff reported by contract type and
occupational category.
Part C: Full-time Medical Summary
Applicable to institutions with a medical school
A totals screen is provided displaying the number full-time medical school staff reported by contract type and occupational
category.
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Part G: Salaries
Part G: Salary Worksheet
On this screen, report the number of full-time non-medical instructional staff at the institution by number of months covered
by the annual salary, gender, and academic rank. Number of months options include: 12 months, 11 months, 10 months, and
9 months. Provide these data for each of the following academic ranks:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
The Total staff for salary reporting, Total number of Months, and Balance will be calculated by gender and academic
rank. Additionally, the Total full-time instructional staff from Part A is displayed for your reference for each gender and
academic rank classification. Amounts for Total men, Total women, and Total (men + women) are calculated for each number
of months covered.
Note: If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then only non-medical staff should be reported in Part G.
The system will perform the following edits on the data entered:
•
•
•
•
•
•
•
•
If the Total (men + women) preloaded for Total full-time instructional staff from Part A is between 31 and
150, then the Total (men + women) reported for Total staff for Salary reporting is expected to be greater than
0. Otherwise, you must explain this discrepancy.
If the Total (men + women) preloaded for Total full-time instructional staff from Part A is greater than 150,
then the Total (men + women) reported for Total staff for Salary reporting must be greater than 0. Otherwise, a
fatal error will occur.
For each gender and academic rank classification, the Balance cannot be negative.
For each gender, the Balance must be less than or equal to 20% of the Total full-time instructional staff from
Part A.
The Total (men + women) calculated for the Balance is expected to be less than or equal to 20% of the Total fulltime instructional staff from Part A. Otherwise, you must explain this discrepancy.
The Total (men + women) calculated for the Balance must be less than 80% of the Total full-time instructional
staff from Part A. Otherwise, a fatal error will occur.
The Total (men + women) calculated for the Balance is expected to be less than the number of full-time
instructional staff reported as being without faculty status in Part A.
The Total (men + women) calculated for the Balance is expected to be less than the number of full-time
instructional staff reported on less-than-annual contracts in Part A.
Part G: Salary Outlays for Full-time Instructional Staff by Gender and Academic Rank
Applicable to degree-granting institutions that selected 'No' for all options in the screening question that asks if
all of your institution’s instructional staff are military personnel, contributing their services, or teaching preclinical or clinical medicine
On this screen, report the ANNUAL Salary Outlays for full-time non-medical instructional staff at the institution by gender for
each of the following academic ranks:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
The Total staff for Salary reporting (from Part G, screen 1) and the Total number of months (from Part G, screen
1) are displayed for your reference. The system will calculate the Total men, Total women, and Total (men + women) for
Salary Outlays, as well as the Weighted Monthly Average Salaries for each academic rank.
The system will perform the following edits on the data entered:
•
For each gender and academic rank classification, if the Total Number of Months is greater than 0, then the
corresponding Salary Outlays must also be greater than 0.
•
•
•
For each gender and academic rank classification, if the Total Number of Months is 0, then the corresponding
Salary Outlays must also be 0 or blank.
The Total (men + women) calculated for Salary Outlays must be greater than 0.
For each gender and academic rank classification, if the Salary Outlays value is greater than 0, then the Weighted
average Salaries per month is expected to be between $1,000 and $16,000.
Part G: Salary Outlays for Full-time Non-instructional Staff by Occupational Category
On this screen, report the Total salary outlays for full-time non-medical non-instructional staff at the institution for each of
the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Research Staff
Public Service Staff
Library and Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The Number of full-time staff from Part B is displayed for your reference for each occupational category. All pages in Part
B must be completed prior to reporting salaries. If Part B is not completed, the number of full-time staff will not be carried
forward to the salary reporting screens.
The system will perform the following edits on the data entered:
•
•
•
•
•
•
•
For each occupational category, if the Number of full-time staff is greater than 0, then the corresponding Total
salary outlays must also be greater than 0.
For each occupational category, if the Number of full-time staff is 0, then the corresponding Total salary outlays
must also be greater than 0.
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $32,000 and $110,000 times the Number of full-time staff reported:
◦ Research Staff
◦ Public Service Staff
For the Management Occupations category, if the Number of full-time staff is greater than 0, then the Total
salary outlays is expected to be between $32,000 and $500,000 times the Number of full-time staff reported.
For the Library and Student and Academic Affairs and Other Education Services Occupations category, if the
Number of full-time staff is greater than 0, then the Total salary outlays is expected to be between $25,000 and
$85,000 times the Number of full-time staff reported.
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $29,000 and $101,000 times the Number of full-time staff reported:
◦ Business and Financial Occupations
◦ Computer, Engineering, and Science Occupations
◦ Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
◦ Healthcare Practitioners and Technical Occupations
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $20,000 and $70,000 times the Number of full-time staff reported:
◦ Service Occupations
◦ Sales and Related Occupations
◦ Office and Administrative Support Occupations
◦ Natural Resources, Construction, and Maintenance Occupations
◦ Production, Transportation, and Material Moving Occupations
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Part D: Part-time Staff and Graduate Assistants
Applicable to institutions that answered 'Yes' to the screening question that asks if your institution has part-time
staff
Part D: Part-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
Primarily Instruction and Instruction/Research/Public Service Staff
Research Staff
Public Service Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part D: Part-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part D: Part-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part D: Part-time Staff, page 4
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Grand total
(all part-time staff) value is also calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
The Grand Total calculated for Total (men+women) must be greater than 0. Otherwise, answer 'No' to the
question about part-time staff on the Screening Questions screen.
The Grand Total calculated for Total (men+women) is expected to within a certain range of the Total from prior
year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Grand total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Grand total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part D: Graduate Assistants
Applicable to institutions that answered 'Yes' to the graduate assistants screening question
On this screen, report the number of graduate assistants at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
•
•
•
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
Library and Student and Academic Affairs and Other Education Services
Healthcare Practitioners and Technical
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
If you answered 'Yes' to the graduate assistants screening question, then the Total (men + women) calculated for
the Total number of graduate assistants must be greater than 0
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Total number of graduate assistants is greater than 0, and the
percent of staff (men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you
must explain.
If the Total (men + women) calculated for the Total number of graduate assistants is greater than 0, and the
percent of staff (men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error
will occur.
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Part E: Part-time Staff by Occupation
Part E: Part-time Staff by Occupational Category, page 1
On this screen, report the number of part-time staff at the institution by contract type, medical school status (Non-medical
and/or Medical, as applicable), and occupational category. Contract types include: Multi-year contract, Annual contract, Lessthan-annual contract, and Without faculty status. For each contract type, provide the number of staff for each of the following
occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Primarily Instruction
◦ Exclusively credit
◦ Exclusively not-for-credit
◦ Combined credit/not-for-credit
Instruction/Research/Public service
Research Staff
Public service Staff
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Totals are calculated by medical school status (if applicable) for each occupational category.
The system will perform the following edits on the data entered:
•
•
For each occupational category (not including the subcategories for ‘Instruction’), the Total number of staff (medical
+ non-medical) must be equal to the corresponding total from Part D.
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part E: Part-time Staff by Occupational Category, page 2
On this screen, report the number of part-time staff at the institution by medical school status (Non-medical and/or
Medical, as applicable) and occupational category. Provide the number of staff for each of the following:
•
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
◦ Teaching
◦ Research
◦ Management
◦ Business and Financial Operations
◦ Computer, Engineering, and Science
◦ Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
◦ Library and Student and Academic Affairs and Other Education Services
◦ Healthcare Practitioners and Technical
Totals are calculated by medical school status (if applicable) for each occupational category.
Note: If you answered ‘No’ to the graduate assistants screening question, then the Graduate Assistants options will not be
displayed on this screen.
The system will perform the following edits on the data entered:
•
•
For each occupational category, the number of staff entered on this screen (medical + non-medical) must be equal to
the corresponding Total number of staff preloaded from earlier in Part E.
If you answered 'Yes' to the graduate assistants screening question, then the Total (men + women) calculated for
the Total number of graduate assistants must be greater than 0.
•
For each medical school status, the current year calculated Total is expected to within a certain range of the Total
from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
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Part F: Part-time Summary
Applicable to institutions that answered 'Yes' to the screening question that asks if your institution has part-time
staff
Part F: Part-time Non-medical Summary
A totals screen is provided displaying the number part-time non-medical school staff reported by contract type and
occupational category.
The system will perform the following edit on these data reported:
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff (medical + nonmedical) reported across all contract types and occupational categories must be greater than 0.
Part F: Part-time Medical Summary
Applicable to institutions with a medical school
A totals screen is provided displaying the number part-time medical school staff reported by contract type and occupational
category.
The system will perform the following edit on these data reported:
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff (medical + nonmedical) reported across all contract types and occupational categories must be greater than 0.
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Part H: New Hires
Applicable to institutions that answered 'Yes' to the screening questions that asks if your institution has new
hires
This section is provided to report any new hires to your institution. These staff should include those hired full-time between
July 1 and October 31, 2015 and still on the payroll of the institution as of November 1, 2015.
Part H: New Hires for Full-time Instructional Staff
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent instructional staff at the institution by contract type,
gender, and race/ethnicity. Provide these data for each of the following contract types:
•
•
•
•
Multi-year, continuing, at-will contract or employment agreement
Annual contract or employment agreement
Less-than-annual contract or employment agreement
Without faculty status
Amounts for Total men, Total women, and Total (men + women) are calculated for each contract type. Totals are also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
For each contract type, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part A.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part H: New Hires for Full-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent staff at the institution by occupational category, gender,
and race/ethnicity. Provide these data for each of the following occupational categories:
•
•
Research Staff
Public Service Staff
•
Library and Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Instructional
Staff totals are also displayed from Part H: New Hires, Full-time instructional staff for your reference.
The system will perform the following edits on the data entered:
•
For each contract type, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part B.
Part H: New Hires for Full-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent staff at the institution by occupational category, gender,
and race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each contract type, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part B.
Part H: New Hires for Full-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of newly hired full-time permanent staff at the institution by occupational category, gender,
and race/ethnicity. Provide these data for each of the following categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The number of
Total New Hires is also calculated by gender and race/ethnicity.
The system will perform the following edits on the data entered:
•
•
•
•
For each contract type, gender, and race/ethnicity classification, the number of new hires entered should be less than
or equal to the corresponding total number of full-time staff reported in Part B.
If you answer ‘Yes’ to the new hires screening question, then the Total number of new hires reported across all
gender, race/ethnicity, and occupational category classifications must be greater than 0.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Total number of new hires is greater than 0, and the percent of staff
(men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part H: New Hires by Occupational Category
On this screen, first report the number of newly hired full-time permanent Instructional Staff by contract type. Contract
types include: Multi-year contract, Annual contract, Less-than-annual contract, and Without faculty status. Next, report the
total number of full-time staff at the institution by occupational category. Provide a Total for each of the following
occupational categories:
•
•
•
•
•
•
•
Research Staff
Public service Staff
Library and Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
•
•
•
•
•
•
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edit on the data entered:
•
If you answer ‘Yes’ to the new hires screening question, then the Total number of new hires reported across all
contract types and occupational categories must be greater than 0.
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Human Resources Survey Evaluation
In order to assess whether future changes should be made to definitions, instructions, and/or items collected, please list any
employees who were difficult to categorize in the box provided.
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Relationships between HR Parts
The system will perform the following edits on all data entered:
•
•
•
•
If you answered ‘Yes’ to the 15 or more full-time staff screening question, then the number of staff reported in Part A
must be greater than or equal to 15.
If you answered ‘No’ to the 15 or more full-time staff screening question, then the number of staff reported in Part A
must be less than 15.
If your institution is not an administrative office, then the sum of full-time and part-time (medical + non-medical)
Instructional Staff reported in Part A and Part B must be greater than 0.
The current year racial/ethnic distribution of Men is expected to be within a 30% range of the prior year racial/ethnic
distribution, otherwise an explanation must be provided.
Note: These distributions are calculated by finding the absolute value of the current year percentage for men minus
the corresponding prior year percentage for men from each race/ethnicity category. If the sum of the absolute values
across all race/ethnicity categories (excluding the White category) is greater than 30, then an explanation error will
occur. For example, in Table 1 (shown below) the sum of the Current year minus prior year absolute values
across all applicable race/ethnicity categories is 40. Because this number is greater than 30, an explanation error will
occur.
Table 1
Race/ethnicity
Nonresident Alien
Hispanic/Latino
American Indian/Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total
•
Current year
percentage
of men
6
10
1
8
25
6
Prior year
percentage
of men
14
9
3
6
10
4
Current year minus
prior year absolute
value
8
1
2
2
15
2
50
4
0
--
46
6
8
--
-2
8
40
As with the distribution of Men explained previously, the current year racial/ethnic distribution of Women is expected
to be within a 30% range of the prior year racial/ethnic distribution, otherwise an explanation must be provided.
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U.S. Department of Education
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Of
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Form
date: 11/24/2015
Human Resources for degree-granting institutions and related administrative offices that
have less than 15 full-time staff
Overview
Human Resources Overview
Welcome to the IPEDS Human Resources (HR) survey component. The HR component collects important information
about your institution's staff.
Data Reporting Reminders
•
Report each employee only once. If an employee could be coded in more than one occupation, code the
employee in the occupation that requires the highest level of skill OR if there is no measurable difference in
skill requirements, code the employee in the occupation in which they spend the most time.
•
Report staff members difficult to categorize in the "Human Resources Survey Evaluation" box at the end of
the survey.
•
Enter data on each displayed screen. If a screen is not applicable, enter at least one zero in a field on the
screen and save before continuing.
•
When reporting salary data (applicable to degree-granting institutions only) include all full-time, non-medical
school, instructional staff - both with and without faculty status.
See the instructions for the Key Reporting Concepts section -- basic reporting concepts that will assist you in
completing the Human Resources survey component.
Resources:
•
To download the survey materials for this component: Survey Materials
•
To access your prior year data submission for this component: Reported Data
•
All staff must now be reported using the new IPEDS occupational categories, which align with the 2010
Standard Occupational Classfication (SOC) codes. Additional information and resources can be found in the
IPEDS HR/SOC Information Center, including general information about the SOC, the IPEDS/SOC
crosswalk, a SOC Browse Tool, frequently asked questions, and web tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
Yes
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
No
Yes
Does your institution have 15 or more full-time staff?
No
Yes
Does your institution have a tenure system?
If you answer Yes to this question, you will be provided the screens to report some data by tenure status.
No
Yes
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between July 1 and
October 31, 2015 either for the first time (new to the institution) or after a break in service AND who were still on the
payroll of the institution as of November 1, 2015? (Exclude persons who have returned from sabbatical leave and full-time
instructional staff who are working less-than-9-month contracts.)
If you answer Yes to this question, you will be provided the screens to report full-time permanent new hires in Part H.
No
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
If you answer Yes to any of the questions below, you will NOT be required to report Part G - Salaries for instructional staff.
However, Part G will still be required for reporting data for full-time non-instructional staff.
No
Yes
No
Yes
Are ALL of the instructional staff military personnel?
Do ALL of the instructional staff contribute their
services (e.g., members of a religious order)?
You may use the space below to provide context for the data you've reported above.
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional
Staff
Research
staff
Public
Service staff
Librarians,
Curators, and
Archivists
25-4000
Instructional
Staff
Research
staff
Public
Service staff
Librarians,
Curators, and
Archivists
25-4000
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 2729-0000
0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 2729-0000
0000
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All fulltime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Grand
Total
(All fulltime
staff)
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part G - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2015-16
•Report the number of instructional staff based on the number of months to be worked
•Months reported should correspond with the number of months that staff worked (which may differ from the number of
months over which they are paid)
•Include ONLY full-time, non-medical school instructional staff
•Include instructional staff with faculty status and without faculty status
•Include instructional staff regardless of tenure status
•Balance column should include instructional staff whose annual salary covers less than 9 months worked
Gender and
Months worked
academic
12 months 11 months 10 months
rank
Men
Professors
Associate
professors
Assistant
professors
Instructors
Lecturers
No
academic
rank
Total men
Women
Professors
Associate
professors
Assistant
professors
Instructors
Lecturers
No
academic
rank
Total
women
Total (men
+ women)
9 months
Total
staff for
salary
reporting
Total Total full-time non
Balance (all
number -medical school other full-time
instructional staff instructional
of
from Part A
months
staff)
Part G - Salary Outlays for Instructional Staff
Salary Outlays
for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2015-16
•Report the TOTAL ANNUAL salary outlays for the full-time Non-medical School instructional staff reported in the 12
months, 11 months, 10 months, and 9 months columns on the previous screen
Gender and academic
rank
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total women
Total (men + women)
Total staff for salary
reporting
(from Part G,
screen 1)
Total number of
months
(from Part G,
screen 1)
Total annual
Weighted average monthly
salary outlays
salaries
Part G - Salary Outlays for Non-instructional Staff
Salary Outlays
for Full-time Non-medical School Non-instructional Staff
Annual Salary Outlays, 2015-16
Occupational category
Research staff
Public Service staff
Library and Student and Academic Affairs and Other Education
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Number of
full-time staff
(carried forward from
previous screens)
Total annual
salary outlays
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional
staff
Research
staff
Public
Service staff
Librarians,
Curators, and
Archivists
25-4000
Instructional
staff
Research
staff
Public
Service staff
Librarians,
Curators, and
Archivists
25-4000
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 27-0000
29-0000
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All parttime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Grand
Total
(All parttime
staff)
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part B - Graduate assistants
Number of Graduate Assistants
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Teaching
25-1191
Research Management Business Computer, Community, Library and Healthcare Total
Occupations
and
Engineering,
Social
Student and Practitioners
11-0000
Financial and Science
Service,
Academic
and
Operations Occupations Legal, Arts, Affairs and Technical
Occupations 15-0000
Design,
Other
Occupations
13-0000
+ 17-0000 Entertainment, Education
29-0000
+ 19-0000 Sports, and
Services
Media
Occupations
Occupations
25-4000
21-0000
+ 25-2000
+ 23-0000
+ 25-3000
+ 27-0000
+ 25-9000
Teaching
25-1191
Research Management Business Computer, Community, Library and Healthcare Total
Occupations
and
Engineering,
Social
Student and Practitioners
11-0000
Financial and Science
Service,
Academic
and
Operations Occupations Legal, Arts, Affairs and Technical
Occupations 15-0000
Design,
Other
Occupations
13-0000
+ 17-0000 Entertainment, Education
29-0000
+ 19-0000 Sports, and
Services
Media
Occupations
Occupations
25-4000
21-0000
+ 25-2000
+ 23-0000
+ 25-3000
+ 27-0000
+ 25-9000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Part C - Total number of staff
Total Number of Staff
As of November 1, 2015
Full-time
men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Grand total
Full-time
women
Part-time
men
Part-time
women
Total
men
Total
women
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Instructions
date: 11/24/2015
2015-16 HR: Degree-granting Institutions that have less than 15 full-time staff
Purpose of Component - Data Collected
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Where to Get Help
Where the Data Will Appear
Uploading Files to the IPEDS Data Collection System
Detailed Instructions
Summary of Parts
Screening Questions
Part A - Full-time Staff
Part B - Part-time Staff
Part G - Salaries
Key Reporting Concepts
Reporting Persons by Racial/Ethnic Category (1997 OMB)
How do I report Instructional Staff?
How do I report Instructional Staff by Academic Rank?
How do I report Adjunct Instructional Staff?
How do I Report Medical School Staff?
How do I report Research Staff?
How do I report Public Service Staff?
How do I report Postdoctoral Staff?
How do I report Managers and Supervisors?
Who should be reported in the "Student and Academic Services and Other Education Occupations"
Category?
How do I report Graduate Assistants?
How do I report Salaries?
What is CUPA-HR and how will it help me categorize my staff?
Reporting Staff by Occupational Category
Structure of the 2010 Standard Occupational Classification (SOC) System
2010 SOC Classification Principles
Additional Information from the 2010 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2010 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2010 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Reporting Graduate Assistants by Occupational Category
Resources for Classifying Employees Using the 2010 SOC Codes
Purpose of the Survey Component
The primary purpose of the Human Resources (HR) survey component is to measure the number and type of staff
supporting postsecondary education in terms of employment status (full-time and part-time) and occupational
category. In addition, for degree-granting institutions and related administrative offices that have less than 15 fulltime staff, salary data for full-time, non-medical school staff are also collected, and some data are collected by
medical/non-medical school status for 4-year and above degree-granting institutions with Doctor of Medicine (M.D.)
and/or Doctor of Osteopathic Medicine (D.O.) programs.
In odd-numbered IPEDS data collection years (e.g., 2015-16), the purpose is also to collect data by race/ethnicity and
gender. The reporting of data by race/ethnicity and gender is optional in even-numbered years such as this one.
Special note for state and corporate systems: If a separate, administrative office entity has been established for the
system in IPEDS, that entity will report all staff associated with the administrative office. If no separate administrative
office entity has been created, administrative office staff will be reported by the main campus of the system. If you
have any questions concerning whether a separate reporting entity exists for your system, please contact your
system's coordinator or keyholder, or the IPEDS Help Desk for further assistance.
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Changes in Reporting
There are no changes in reporting for 2015-16. However, clarifications have been made to screens and instructions to
address respondent questions.
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General Instructions
Reporting Period Covered
The HR component is intended to provide a snapshot of your institution's human resources/payroll data at a specific
point in the fall. As such, report employees on the payroll of the institution as of November 1, 2015.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
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Persons on the payroll of the institution as of November 1, 2015.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
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•
•
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Staff on leave without pay.
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
In addition, in 2012-13, new IPEDS occupational categories replaced the primary function/occupational activity
categories previously used for IPEDS HR reporting. The change was required to align the IPEDS HR survey
component with the 2010 Standard Occupational Classification (SOC) System.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
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College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
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IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
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•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
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Part A - Full-time staff: Collects the number of full-time staff by occupational category.
Part B - Part-time staff: Collects the number of part-time staff by occupational category.
Part C - Staff summary: Provides a summary of the data reported in Parts A and B.
NOTE: Parts D through F are not applicable to degree-granting institutions with less than 15 full-time staff members.
•
Part G - Salaries: Collects the number of full-time, non-medical, instructional staff by academic rank based
on the number of months covered by their annual salary: 9 months, 10 months, 11 months, or 12 months; as
well as the total annual salary outlays for these staff by academic rank. In addition, total annual salary outlays
are collected for full-time, non-medical school, non-instructional staff by occupational category.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Staff
In Part A, report the number of full-time staff at the institution by occupational category and medical school status (if
applicable).
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting full-time staff in Part A, please refer to the Key Reporting Concepts
section of these instructions below.
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Part B - Part-time Staff
In Part B, report the number of part-time staff (including graduate assistants, if applicable) at the institution by
occupational category and medical school status (if applicable).
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting part-time staff in Part B, please refer to the Key Reporting Concepts
section of these instructions below.
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Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.) based on the number of months of work
covered by the annual salary paid to the employee: 9 months, 10 months, 11 months, or 12 months. This includes
instructional staff with faculty status and without faculty status. The number of months reported should correspond
with the number of months worked (which may differ from the number of months over which they are paid).
Note: If a full-time employee who was reported in Part A is paid an annual salary that covers fewer than 9 months
worked, do not include that employee in the worksheet counts. These employees will appear in the "Balance" column
on the worksheet so that you may double check your entries.
For each academic rank the system will calculate:
•
•
The total number of staff reported (i.e., the sum of the values entered in the 9 months, 10 months, 11
months, and 12 months categories); and
The total number of months covered (i.e., the sum of the staff reported in each column multiplied by the
number of months worked).
The above two values will be carried forward to the "Salary Outlays" screen. Here you must report the TOTAL ANNUAL
salary outlays for the full-time, non-medical school, instructional staff reported on the "Salaries Worksheet" screen by
academic rank. This should include the staff reported in the 9 months, 10 months, 11 months, and 12 months
categories. Do NOT include salary outlays for employees whose annual salary covers fewer than 9 months
worked.
Based on the data provided, the system will calculate the "Weighted Average Monthly Salaries" by academic rank.
Full-time, non-medical school, non-instructional staff
You must also report the TOTAL ANNUAL salary outlays for full-time, non-medical school, non-instructional staff at the
institution by occupational category.
Report total annual salary outlays for 2015-16.
Salary outlays (combined salaries of all staff) should include base salaries only - no supplements, overloads, or
bonuses. Additional stipends for administrative, managerial, or other responsibilities should NOT be included in the
salary outlays data for instructional staff.
Staff on leave: When reporting staff on sabbatical leave and staff who are on leave but remain on the payroll of the
institution, report such persons at their regular salaries even though the staff may be receiving a reduced annuity
while on leave.
For additional information relevant to reporting Salaries data in Part G, please refer to the Key Reporting Concepts
section of these instructions below.
New hires: Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary
should be reported in Part G, as applicable.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
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•
•
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Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or
community attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Instructional Staff?
"Instructional Staff", as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI); or 2)
“Instruction combined with Research and/or Public Service" (IRPS). The intent of the “Instructional Staff” category is
to include all individuals whose primary occupation includes instruction at the institution. “Primarily Instruction” are
those individuals whose primary responsibility can be defined as teaching (e.g. the majority of their total time).
“Instruction combined with Research and/or Public Service" (IRPS) are those individuals who have instruction as part
of their job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g. they
teach, but a percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly
differentiated from their other responsibilities). Instructional staff could include postdoctoral students, if they meet the
criteria for one of the above two categories. Adjunct Instructional Staff would also typically meet the criteria.
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How do I report Instructional Staff by Academic Rank?
(For degree-granting institutions with less than 15 full-time staff members this is only applicable to Part G - Salaries)
Report Instructional Staff by academic rank (e.g., professor, associate professor, etc.), as designated by the
institution. Institutions without standard academic ranks should report all their Instructional Staff in the "No Academic
Rank" category.
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How do I report Adjunct Instructional staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution’s payroll, and as non-tenured
instructional staff.
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How do I Report Medical School Staff?
4-year and above degree-granting institutions with M.D. and/or D.O. programs report some data specifically for
medical school staff. The data for these instituitons are reported in three ways:
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•
•
Combined: On some screens, data are reported for medical school and non-medical school staff combined.
Separately: On some screens, data are reported separately for non-medical school staff and for medical
school staff.
Excluded: Data are reported for NON-MEDICAL SCHOOL STAFF ONLY in Part G – Salaries.
Staff employed by or working in the medical school (M.D. and/or D.O.) component of a postsecondary institution, or in
a freestanding medical school, should be reported as medical school staff. However, this does NOT include:
•
•
•
Employees working strictly in a hospital associated with a medical school.
Those who volunteer their services at the medical school.
Those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene – unless the health or allied health schools or departments are affiliated with
(housed in or under the authority of) the medical school.
NOTE: Staff that are in health disciplines that are NOT considered part of a medical school must be reported on the
non-medical school pages.
Free-Standing Hospitals and Medical Centers
Hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of this survey, that person should be reported as
part-time in his or her occupational category in the postsecondary education division or component.
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How do I report Research staff?
A staff member should be classified as "Research Staff" if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public service staff?
A staff member should be classified as "Public Service Staff" if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services, or
continuing education, regardless of their title, academic rank, or tenure status.If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research they should be classified as "Research Staff".In
addition, postdoctoral staff members typically do not have faculty status and they should be reported as “Without
faculty status”.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2010 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Affairs and Other Education Services
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category, as well as whom should be included
in other categories, please see the IPEDS/SOC Crosswalk.
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How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which
the majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of
the cccupational categories. Those primarily performing duties in other categories should be excluded. Additional
information on reporting Graduate Assistants can be found in the Reporting Graduate Assistants by Occupational
Category section of these instructions.
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How do I report Salaries?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an "annual" salary entails,
IPEDS now calculates weighted average monthly salaries. The salaries worksheet is used to determine average
monthly salaries by collecting the number of Instructional Staff and the number of months they worked, along with the
total annual salary outlays for all of those individuals. As has been the case historically, the "Salaries" section does
NOT include data for instructional staff who work for less than 9 months of the year, even though they may be
considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the
year, NOT the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month
instructional staff are reported, any remaining instructional staff will be calculated in the “Balance” column. These are
the instructional staff who are full-time but whose contracts/employment agreements are for a period of less-than-9
months during the year. Additional information on reporting Salaries data can be found in the instructions for Part G Salaries.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2010 SOC, and graciously offered them for use in IPEDS
reporting, regardless of whether institutions are CUPA-HR members or not. These worksheets contain many positions
in postsecondary education (which aren’t specifically mentioned in the SOC itself) such as: registrar, bursar, alumni,
outreach specialist, etc. These worksheets, along with Position Descriptions, can be found at:
http://www.cupahr.org/surveys/worksheets.aspx.
Additional information on the CUPA-HR worksheets and additional resources to assist you with categorizing employees
using the new HR occupational categories / 2010 SOC can be found in the Resources for Classifying Employees Using
the 2010 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the 2010 Standard Occupational Classification (SOC) System.
Structure of the 2010 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 97 minor groups, 461 broad
occupations, and 840 detailed occupations. Each lower level of detail identifies a more specific group of occupations.
(For more information refer to the table at http://www.bls.gov/soc/soc_structure_2010.pdf.)
Each item in the SOC is designated by a six-digit code:
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•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education, Training, and Library Occupations)
Minor group codes generally end with 000 (e.g., 25-1000 Postsecondary Teachers)
Broad occupations end with 0 (e.g., 25-4020 Librarians)
Detailed occupations end with a number other than 0 (e.g., 25-1191 Graduate Teaching Assistant)
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC
level. However, although coding at the 6-digit level is not required, it can make categorization more precise and would
also provide supporting documentation if there were questions about why a given job was classified in a specific IPEDS
category.
Most of the occupational data in IPEDS will be collected at the higher, major 2-digit level (e.g., 11-0000 Management
Occupations). However, there are a few instances where data will be collected at a lower level such as Postsecondary
Teachers; Librarians, Curators, and Archivists; Library Technicians; and Graduate Assistants-Teaching. For IPEDS
purposes, institutions should report their employees in the occupational categories defined in the IPEDS HR survey.
The IPEDS HR occupational categories and the associated SOC codes are provided below and
at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-13_and_2010_SOC_Crosswalk.pdf.
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2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
2.
3.
4.
5.
6.
7.
8.
9.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work at a competent level.
Workers primarily engaged in planning and directing are classified in management occupations in Major Group
11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” (or residual) occupation. “All Other” occupations are placed in the structure when it is
determined that the detailed occupations comprising a broad occupation group do not account for all of the
workers in the group. These occupations appear as the last occupation in the group, with a code ending in “9”,
and are identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC major groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2010 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2015-16 IPEDS HR Occupational Categories to the 2010 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2010 SOC occupational categories are similar for several of the
categories that directly match (e.g., 11-0000 Management Occupations).
However, they differ in three major ways:
•
•
•
There are 13 broad IPEDS HR occupational categories and 23 major SOC categories.
◦
Several of the IPEDS HR occupational categories represent combinations of separate SOC categories,
e.g., the HR category "Service Occupations" includes five SOC categories.
◦
The major SOC category "Education, Training, and Library Occupations" (25-0000) is reported in the
IPEDS HR survey at a more detailed level: "Postsecondary Teachers"; "Librarians, Curators, and
Archivists"; "Student and Academic Affairs and Other Education Services Occupations"; and "Graduate
Assistants-Teaching"
The category "Graduate Assistants-Research" does not have a single associated SOC code.
The SOC "Military Specific Occupations" (55-0000) category is not included in IPEDS reporting because the
IPEDS HR component collects data on civilian staff only.
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Crosswalk for Degree-Granting Institutions
2015-16 IPEDS Human Resources Occupational Categories to the 2010 Standard
Occupational Classification (SOC) Occupational Categories
2015-16 IPEDS HR Occupational Categories
2010 SOC Occupational Categories
Education, Training, and Library Occupations
25-0000 Education, Training, and
Library Occupations
Educational Occupations
•
Instructional Staff
25-1000 Postsecondary Teachers
◦ Primarily Instruction
◦ Instruction Combined with Research and/or Public
Service
•
•
Research staff
Public Service staff
•
25-4000 Librarians, Curators, and Archivists
Librarians, Curators, and Archivists
25-4010 Archivists, Curators, and Museum
◦ Archivists, Curators, and Museum Technicians
Technicians
◦ Librarians
25-4020 Librarians
◦ Library Technicians
Student and Academic Services and Other Education Occupations 25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and
Special Education School Teachers
Library and Instructional Support Occupations
•
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and
Library Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment,
Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
11-0000 Management Occupations
13-0000 Business and Financial
Operations Occupations
15-0000 Computer and Mathematical
Occupations
17-0000 Architecture and Engineering
Occupations
19-0000 Life, Physical, and Social
Science Occupations
21-0000 Community and Social Service
Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
29-0000 Healthcare Practitioners and
Technical Occupations
31-0000 Healthcare Support
Occupations
33-0000 Protective Service Occupations
35-0000 Food Preparation and Serving
Related Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the IPEDS HR
survey)
Graduate Assistants
Graduate Assistants - Teaching
Graduate Assistants - Research
Graduate Assistants - Library and Student and Academic Affairs
and Other Education Services Occupations
37-0000 Building and Grounds Cleaning
and Maintenance Occupations
39-0000 Personal Care and Service
Occupations
41-0000 Sales and Related Occupations
43-0000 Office and Administrative
Support Occupations
45-0000 Farming, Fishing, and Forestry
Occupations
47-0000 Construction and Extraction
Occupations
49-0000 Installation, Maintenance, and
Repair Occupations
51-0000 Production Occupations
53-0000 Transportation and Material
Moving Occupations
55-0000 Military Specific Occupations
25-1191 Graduate Teaching Assistant
There is no single SOC Code associated
with this IPEDS Occupational Category
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians
25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and
Special Education School Teachers
Graduate Assistants - Management
Graduate Assistants - Business and Financial Operations
Graduate Assistants - Computer, Engineering, and Science
Graduate Assistants - Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and Media
Graduate Assistants - Healthcare Practitioners and Technical
Graduate Assistants in occupational categories other than those
listed above are not reported in the HR Survey
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and
Library Occupations
11-0000 Management Occupations
13-0000 Business and Financial
Operations Occupations
15-0000 Computer and Mathematical
Occupations
17-0000 Architecture and Engineering
Occupations
19-0000 Life, Physical, and Social
Science Occupations
21-0000 Community and Social Service
Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
29-0000 Healthcare Practitioners and
Technical Occupations
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
•
•
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Reporting Graduate Assistants by Occupational Category
For IPEDS purposes, graduate assistants are considered part-time employees and should be reported on the graduate
assistant screen located in the part-time section of the survey.
Listed below are the graduate assistant categories that are included in the HR survey:
•
Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191
http://www.bls.gov/soc/2010/soc251191.htm]
Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teaching
related duties, such as teaching lower level courses, developing teaching materials, preparing and giving
examinations, and grading examinations or papers. Graduate teaching assistants must be enrolled in a
graduate school program. Excludes "Teacher Assistant" (25-9041).
Graduate Assistants in Non-Instructional Occupational Categories
Graduate assistants who primarily perform non-teaching duties, such as health care, should be reported in the
occupational category related to the work performed. For example, a graduate assistant updating websites in the IT
department should be reported as a graduate assistant in the IPEDS HR occupational category "Computer,
Engineering, and Science Occupations".
•
•
•
•
•
•
•
Graduate Assistant
conducting research.
Graduate Assistant
Graduate Assistant
Graduate Assistant
Graduate Assistant
and Media
Graduate Assistant
Graduate Assistant
- Research Persons whose specific assignments customarily are made for the purpose of
-
Management
Business and Financial Operations
Computer, Engineering, and Science
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and
- Library and Student and Academic Affairs and Other Education Services
- Healthcare Practitioners and Technical
Note: Public Service is not included in the above categories as recommended by the IPEDS Technical Review Panel.
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Resources for Classifying Employees Using the 2010 SOC Codes
Several resources to assist institutions with classifying employees using the 2010 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center http://nces.ed.gov/ipeds/resource/soc.asp).
•
•
•
•
New IPEDS Occupational Categories and 2010 SOC
2015-16 HR Survey Screens, Instructions, and Frequently Asked Questions
Comparison of New IPEDS Occupational Categories with Previous IPEDS Categories
Web Tutorials
Tools:
•
•
Resource provided by CUPA-HR:
CUPA-HR has developed a resource that that may assist institutions and keyholders. The position description
spreadsheets are publicly available on the CUPA-HR website and provide suggestions for mapping
administrator and professional positions to SOC codes and corresponding IPEDS occupational categories
(http://www.cupahr.org/surveys/worksheets.aspx).
SOC Browse Tool (https://surveys.nces.ed.gov/ipeds/VisHRSOCBrowse.aspx)
Browse the entire SOC to see codes, titles, descriptions, and corresponding IPEDS occupational categories.
2010 SOC Resources:
Several Resources can be downloaded from the 2010 SOC Home Page:
•
•
•
•
•
•
The 2010 SOC User Guide*
◦
What's New in the 2010 SOC
◦
Classification Principles and Coding Guidelines, 2010 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2010 SOC
◦
FAQs and Acknowledgements, 2010 SOC
2010 SOC Structure
2010 SOC Definitions
Type of Change by Detailed Occupation, 2010 SOC
Alphabetical Index to the 2010 SOC
Direct Match Title File, 2010 SOC
This file, sorted by SOC code, lists associated job titles for detailed SOC occupations. (Excel file can be sorted by job
title.)
•
•
•
Sorted by Direct Match title
This file, sorted by job title, lists associated SOC codes for specific job titles
Chronological list of changes to the Direct Match Title File
Updating the Direct Match Title File
* Copies of the 2010 SOC manual in hard cover or CD-ROM are available to the public from the U.S. Department of Commerce National Technical Information
Service. Please call (703) 605-6000 or 1-800-553-NTIS (6847), or visit the web site (http://www.ntis.gov/products/soc.aspx) to receive either a printed copy
($45) or a CDROM ($55).
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date: 11/24/2015
Glossary
Term
Definition
Academic Rank
A status designated by the institution according to the institution's policies. The IPEDS HR survey includes the ranks
of Professor, Associate Professor, Assistant Professor, Instructor, and Lecturer.
Adjunct instructional staff
Non-tenure track instructional staff serving in a temporary or auxiliary capacity to teach specific courses on a courseby-course basis. Includes both instructional staff who are hired to teach an academic degree-credit course and those
hired to teach a remedial, developmental, or ESL course; whether the latter three categories earn college credit is
immaterial. Excludes regular part-time instructional staff (who, unlike adjuncts are not paid on a course-by-course
basis), graduate assistants, full-time professional staff of the institution who may teach individual courses (such as a
dean or academic advisor), and appointees who teach non-credit courses exclusively.
American Indian or Alaska
Native
A person having origins in any of the original peoples of North and South America (including Central America) who
maintains cultural identification through tribal affiliation or community attachment.
Annual contract or
employment agreement
An annually-renewable contract or employment agreement that is in effect for a stated annual period within one year
of execution, and may be equal to a period of 365 days, or a standard academic year, or the equivalent. Does not
include contracts for partial year periods such as a single semester, quarter, term, block, or course.
Archivists, Curators, and
Museum Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Archivists, Curators, and Museum Technicians." For detailed information, refer to the following
website: http://www.bls.gov/soc/2010/soc254010.htm.
Asian
A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent,
including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand,
and Vietnam.
Black or African American
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Business and Financial Operations Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those that work in
the bookstore for a day or two at the start of a session.
Community, Social Service,
Legal, Arts, Design,
Entertainment, Sports, and
Media Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Community and Social Service Occupations (http://www.bls.gov/soc/2010/soc210000.htm); 2)
Legal Occupations (http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering, and
Science Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Computer and Mathematical Occupations (http://www.bls.gov/soc/2010/soc150000.htm); 2)
Architecture and Engineering Occupations (http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and
Social Science Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Faculty Status
A status designated by the institution according to the institution's policies. "Faculty" may include staff with academic
appointments (instruction, research, public service) and other staff members who are appointed as faculty members.
The designation "faculty" is separate from the activities to which the staff members are currently assigned. For
example, a president, provost, or librarian may also be appointed as a faculty member. For IPEDS reporting,
graduate assistants do not have faculty status.
Full-time staff (employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an employee is fulltime or part-time. The employee's term of contract is not considered in making the determination of full- or parttime.
Graduate Assistants
(Research)
An occupational category used to classify graduate assistants whose specific assignments customarily are made for
the purpose of conducting research.
Graduate Assistants
(Teaching)
An occupational category based on the detailed occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed information, refer to the following
website: http:// www.bls.gov/soc/2010/soc251191.htm.
Healthcare Practitioners and
Technical Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Healthcare Practitioners and Technical Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless
of race.
Instruction combined with
research and/or public
service
An occupational category used to classify persons for whom it is not possible to differentiate between instruction or
teaching, research, and public service because each of these functions is an integral component of his/her regular
assignment. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of
their time providing instruction, research, and/or public service.
Instructional Staff
An occupational category that is comprised of staff who are either: 1) Primarily Instruction or 2) Instruction
combined with research and/or public service. The intent of the Instructional Staff category is to include all
individuals whose primary occupation includes instruction at the institution.
Integrated Postsecondary
Education Data System
(IPEDS)
The Integrated Postsecondary Education Data System (IPEDS), conducted by the NCES, began in 1986 and involves
annual institution-level data collections. All postsecondary institutions that have a Program Participation Agreement
with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS referred to as
"Title IV") are required to report data using a web-based data collection system. IPEDS currently consists of the
following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions (C); Admissions
(ADM); Student Financial Aid (SFA); Human Resources (HR) composed of Employees by Assigned Position, Fall Staff,
and Salaries; Fall Enrollment (EF); Graduation Rates (GR); Outcome Measures (OM); Finance (F); and Academic
Libraries (AL).
Less-than-annual contract or
employment agreement
A contract or employment agreement that is in effect for a partial year period of less than 365 days, or less than a
standard academic year or the equivalent. Includes contracts for partial year periods such as a single semester,
quarter, term, block, or course.
Librarians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Librarians." For detailed information, refer to the following website:
http://www.bls.gov/soc/2010/soc254020.htm.
Library and Student and
Academic Affairs and Other
Education Services
Occupations
An occupational category consisting of the following:
Library Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational Classification (SOC)
Manual called "Library Technicians." For detailed information, refer to the following website:
http://www.bls.gov/soc/2010/soc254030.htm.
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Management Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc110000.htm.
Medical school staff
Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of Osteopathic
Medicine [D.O.]) component of a postsecondary institution or in a free standing medical school. Does not include
staff employed by or employees working strictly in a hospital associated with a medical school or those who work in
health or allied health schools or departments such as dentistry, veterinary medicine, nursing or dental hygiene
unless the health or allied health schools or departments are affiliated with (housed in or under the authority of) the
medical school.
Multi-year or continuing or at
-will contract or employment
agreement
A contract or employment agreement that is in effect for more than one year (e.g., more than 365 days) or that has
an indefinite duration (continuing, at-will). The renewal period of a multi-year contract is not on an annual basis
(e.g., a 5-year multi-year contract is renewed every 5 years NOT annually).
Native Hawaiian or Other
Pacific Islander
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Farming, Fishing, and Forestry Occupations (http://www.bls.gov/soc/2010/soc450000.htm); 2)
Construction and Extraction Occupations (http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation,
Maintenance, and Repair Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
New hires
Persons who were hired for full-time permanent employment either for the first time (new to the institution) or after
a break in service between July 1st and October 31st of the survey year AND who were still on the payroll of the
institution as of the same survey year. Does not include persons who have returned from sabbatical leave OR fulltime Postsecondary Staff who are working less-than-9-month contracts.
Non-medical school staff
See Institution's staff (not in medical schools)
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis
and does not have the right to remain indefinitely.
Not on tenure track
Personnel positions that are considered non-tenure earning positions.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Office and Administrative Support Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc430000.htm.
Part-time staff (employees)
As determined by the institution. The type of appointment at the snapshot date determines whether an employee is
full-time or part-time. The employee's term of contract is not considered in making the determination of full- or parttime. Casual employees (hired on an ad-hoc basis or occasional basis to meet short-term needs) and students in the
College Work-Study Program (CWS) are not considered part-time staff.
Postsecondary Teachers
An occupational category in the 2012 Standard Occupational Classification (SOC) Manual with the SOC code 251000. This catgory is not an IPEDS reporting category.
Primarily Instruction
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of providing instruction or teaching. Regardless of title, academic rank, or tenure status, these employees formally
spend the majority of their time providing instruction or teaching.
Production, Transportation,
and Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Production Occupations (http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and
Material Moving Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Public Service staff
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of carrying out public service activities such as agricultural extension services, clinical services, or continuing
education. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time carrying out public service activities. (This category includes employees with a public service assignment
regardless of the location of the assignment (e.g., in the field rather than on campus)).
(This category was called Primarily public service prior to 2012-13.)
Race and ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Race/ethnicity
Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to describe groups to
which individuals belong, identify with, or belong in the eyes of the community. The categories do not denote
scientific definitions of anthropological origins. The designations are used to categorize U.S. citizens, resident aliens,
and other eligible non-citizens.
1. Archivists, Curators, and Museum Technicians
2. Librarians
3. Library Technicians
4. Student and Academic Affairs and Other Education Servies Occupations
Individuals are asked to first designate ethnicity as:
- Hispanic or Latino or
- Not Hispanic or Latino
Second, individuals are asked to indicate all races that apply among the following:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
Research Staff
An occupational category used to classify persons whose specific assignments customarily are made for the purpose
of conducting research. Regardless of title, academic rank, or tenure status, these employees formally spend the
majority of their time conducting research.
(This category was called Primarily research prior to 2012-13.)
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Sales and Related Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Healthcare Support Occupations (http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective
Service Occupations (http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and Maintenance
Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and Service Occupations
(http://www.bls.gov/soc/2010/soc390000.htm).
Student and Academic Affairs
and Other Education Services
Occupations
An occupational category based on the following three minor groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education School Teachers
(http://www.bls.gov/soc/2010/soc250000.htm#25-2000); 2) Other Teachers and Instructors
(http://www.bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education, Training, and Library Occupations
(http://www.bls.gov/soc/2010/soc250000.htm#25-9000).
Tenure
Status of a personnel position with respect to permanence of the position.
Tenure track
Personnel positions that lead to consideration for tenure.
Title IV institution
An institution that has a written agreement with the Secretary of Education that allows the institution to participate in
any of the Title IV federal student financial assistance programs (other than the State Student Incentive Grant
(SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > FAQ
date: 11/24/2015
Human Resources
Click one of the following questions to view the answer.
General
1) How often are data for the IPEDS HR survey collected?
2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
4) How do I know if my data are consistent across parts?
5) Can I change my data after completing a part?
6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data
collection screens, how should we report these individuals?
8) What is the relationship between the EEO-6 form and IPEDS?
Nondegree-granting institutions
1) How should I classify my school's receptionist?
2) How do I report Managers and Supervisors?
3) How do I report teachers?
4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
Degree-granting institutions
1) My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching, 40 percent to
research, and 20 percent to service. Both teaching and research performance are evaluated for promotion and tenure
decisions. “Instruction, research, and/or public service” describes their work far better than “Primarily instruction.” Where
should I report these tenured and tenure-track faculty?
2) Should instructional staff who provide instruction in non-credit courses be included in the HR component?
3) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of
the college?
4) How should I count Deans and Vice Presidents (VP) who are tenured staff?
5) Where do we report research professionals who do not have faculty status?
6) How do I categorize employees such as research scientists and research engineers?
7) How should research assistants, associates, etc. be classified?
8) Do we include guest lecturers when we report to IPEDS?
9) How do we handle individuals who are employees and also taking courses?
10) How are data on library-related occupations collected?
11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA and the other
half of his time preparing time-cards and other duties generally performed by payroll clerks. What occupational
category should I place this person in within the IPEDS HR survey?
12) My institution has a graduate assistant who assists with updating the website for the computer department. How should I
code this person in IPEDS?
13) What is meant by “medical school” staff?
14) Who should I report as “Without faculty status”?
15) If a person currently employed by an institution accepts a new full-time position within the institution, is that person
considered a new hire?
16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year grant and
her job could be picked up again if we receive another grant. Should we report her as a permanent new hire?
18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
19) Are salary data collected from all institutions?
20) How do I report Instructional Staff?
21) How do I report Instructional Staff by Academic Rank?
22) How do I report Instructional Staff by Contract Length?
23) How do I report Research Staff?
24) How do I report Public Service Staff?
25) How do I report Postdoctoral Staff?
26) How do I report Graduate Assistants?
27) How do I report Adjunct Instructional Staff?
28) How do I report Managers and Supervisors?
29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
30) How do I report staff by Tenure Status?
31) How do I report staff by Faculty Status?
32) How do I report salaries for instructional staff?
33) What is CUPA-HR, and how will it help me categorize my staff?
IPEDS and SOC
1) What is the SOC?
2) What is the purpose of the Standard Occupational Classification (SOC) system?
3) How are occupations classified in the SOC?
4) How is the SOC structured?
5) Where can I find definitions of the 2010 SOC occupations?
6) Where can I find additional information about the SOC system?
7) When will the next SOC revision take place?
8) Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
9) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
10) Is there additional information on classifying and coding supervisors and managers?
11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational
categories?
13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Answers:
General
1) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years, the reporting of race/ethnicity and gender data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the survey is required.
In odd-numbered years, the reporting of all applicable data (including race/ethnicity and gender) in the
IPEDS HR survey is required.
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2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their survey reporting
requirements. For more information about EEO-1 reporting, please refer to the following EEOC website, which includes contact
information: http://www.eeoc.gov/eeo1survey/index.html.
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3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
No. Include only paid employees of your institution, recognizing that this may undercount the number of staff.
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4) How do I know if my data are consistent across parts?
There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from data in other parts to
help ensure consistent reporting.
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5) Can I change my data after completing a part?
Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that will require users
to revise data in one part to agree with what is reported in another part. Data cannot be locked until all errors are resolved.
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6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my
institution?
If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that screen. If you are
still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk at 1-877-225-2568 for further
assistance.
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7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on
the IPEDS data collection screens, how should we report these individuals?
These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the institution to decide
how best to handle reporting individuals whose gender is unknown. However, a common method used is to allocate the
individuals with gender unknown based on the known proportion of men to women for staff.
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8) What is the relationship between the EEO-6 form and IPEDS?
The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In 1993, IPEDS took over
the collection of the EEO-6 data. These data are made available to the EEOC and to the Office for Civil Rights.
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Nondegree-granting institutions
1) How should I classify my school's receptionist?
Classify this employee in the Office and Administrative Support Occupations category.
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2) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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3) How do I report teachers?
Report teachers as Instructional staff.
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4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
You can report each employee only once, and you cannot split the employee over occupational categories. The SOC Coding
Guideline #2 gives this guidance: When workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
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Degree-granting institutions
1)
My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching,
40 percent to research, and 20 percent to service. Both teaching and research performance are evaluated for
promotion and tenure decisions. “Instruction, research, and/or public service” describes their work far better
than “Primarily instruction.” Where should I report these tenured and tenure-track faculty?
Report the employees as Instruction combined with research and/or public service, in the appropriate faculty status category.
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2)
Should instructional staff who provide instruction in non-credit courses be included in the HR component?
Yes. Instructional staff who provide instruction in non-credit courses should be included in the HR component.
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3)
Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not
based out of the college?
Staff at off-campus centers/sites associated with the campus covered by this report should be included in the HR component;
however, staff who work at branch campuses located in a foreign country should NOT be included in the HR component. Also,
the staff must be on the payroll of the institution.
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4)
How should I count Deans and Vice Presidents (VP) who are tenured staff?
If the Dean’s or VP’s primary function is Management, they should be counted as Management in the Tenured column. Then,
report their salaries on the non-instructional page. However, if the Dean’s or VP’s primary function is Instruction
or Instruction combined with research/public service, then classify them as such AND report them in the Instructional
Staff Salaries section (if they are full time).
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5)
Where do we report research professionals who do not have faculty status?
Report them as Research staff without faculty status.
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6)
How do I categorize employees such as research scientists and research engineers?
Categorize research scientists and research engineers as Research staff.
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7)
How should research assistants, associates, etc. be classified?
If they are graduate students at your institution performing research or graduate assistant duties while enrolled, report them as
Graduate assistants - research in Part B (part-time employees). If they are not graduate students, but are performing discipline
oriented research work (e.g., biology, materials engineering, etc.) generally requiring a bachelor’s or higher degree, report
them As Research staff in either Part A (full-time employees) or Part B (part-time employees).
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8)
Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be included in the HR
component. However, guest lecturers typically are given honoraria or lecture fees and thus are not paid through the institution’s
payroll accounts.
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9)
How do we handle individuals who are employees and also taking courses?
1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.
2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research, include them as parttime employees in the graduate assistants category.
3 - If they are employed in regular jobs, either full-time or part-time, include them according to their primary
function/occupational activity.
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10) How are data on library-related occupations collected?
Beginning with 2012-13 IPEDS HR reporting, most degree-granting institutions report library-related occupations separately as:
•
•
Archivists, Curators, and Museum Technicians
Librarians
•
Library Technicians
Non-degree granting institutions report library-related occupations in a single category:
•
Librarians, Curators, and Archivists
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11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA
and the other half of his time preparing time-cards and other duties generally performed by payroll clerks.
What occupational category should I place this person in within the IPEDS HR survey?
SOC Coding Guideline #2 states that when workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
This employee should be placed in the IPEDS HR occupational category of "Business and Financial Operations Occupations" for
the following reasons:
•
•
The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the
person in question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13
-2011), which falls under the SOC Major group of "Business and Financial Operations Occupations" (SOC code
13-0000).
In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you
will see that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to
the 2012-13 IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to code occupations to the detailed SOC level, although doing that can help
answer questions such as this.]
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12) My institution has a graduate assistant who assists with updating the website for the computer department.
How should I code this person in IPEDS?
Include this person as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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13) What is meant by “medical school” staff?
Medical school staff are staff employed by or working in the medical school component (M.D. or D.O.) of a postsecondary
institution, or in a freestanding medical school. However, this does not include staff employed by or working strictly in a hospital
associated with a medical school, those who volunteer their services at the medical school, or those who work in health or allied
health schools or departments such as dentistry, veterinary medicine, nursing, or dental hygiene, unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school. (The HR medical
school pages are only applicable to institutions with M.D. or D.O. programs.)
Freestanding hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or component of the
institution. If a staff member works full-time for the institution - but only part-time in the postsecondary education division or
component - for the purposes of IPEDS HR reporting, that person should be reported as part-time in his or her occupational
category in the postsecondary education division or component.
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14) Who should I report as “Without faculty status”?
While institutions may use different designations of who is functioning as "faculty," there is generally some designation of
whether or not an employee has faculty status. Report employees with faculty status in either the Tenured, On Tenure Track,
or Not on Tenure Track column by occupational category. Institutions may also employ individuals in the various occupational
categories who do not have or who are not eligible to have faculty status. Report these individuals in the Without Faculty Status
category. For example, an individual hired as a Computer Engineer without faculty eligibility should be reported in the IPEDS
occupational category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category. Similarly,
Postdoctoral Research Associates, because they do not have faculty status, would be reported in the Without Faculty Status
category.
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15) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on the payroll of the
institution between July 1 and October 31, 2015 either for the first time (new to the institution) or after a break in service AND
who are still on the payroll of the institution as of November 1, 2015. Also, new hires do not include persons who have returned
from sabbatical leave or full-time staff who are working on less-than-9-month contracts.
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16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary should be reported,
as applicable, in the Salaries section of the HR survey.
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17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year
grant and her job could be picked up again if we receive another grant. Should we report her as a permanent
new hire?
In this case, the new hire should not be reported as a permanent staff member since their position is contingent on the
availability of grant funding. There is no guarantee that the job will be renewed at the end of the 3-year-term.
In general, IPEDS does not have a definition of "permanent" as it applies to new hires. It is up to the institution to determine
whether a position is "permanent" or "temporary." One way to make this determination could be to consult with the institution's
Human Resources department on how they classify the position (e.g. as "permanent" or "temporary.")
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18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
Make the best estimate of the salary of the full-time instructional staff.
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19) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are true:
•
•
•
•
All instructional staff are employed on a part time basis.
All instructional staff are military personnel.
All instructional staff contribute their services (e.g., are members of a religious order).
All instructional staff teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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20) How do I report Instructional Staff?
Instructional Staff, as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI), or 2) Instruction
combined with Research and/or Public Service (IRPS).
The intent of the instructional staff category is to include all individuals whose primary occupation includes instruction at the
institution. Primarily Instruction staff are those individuals whose primarily responsibility can be defined as teaching (e.g., the
majority of their total time).
Instruction combined with Research and/or Public Service (IRPS) staff are those individuals who have instruction as part of their
job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g., they teach, but a
percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly differentiated from their
other responsibilities). Instructional staff could include postdoctoral students if they meet the criteria for one of the two
categories above. Adjunct instructional staff would also typically meet the criteria.
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21) How do I report Instructional Staff by Academic Rank?
Report instructional staff by academic rank (e.g., professor, associate professor, etc.), as designated by the institution.
Institutions without standard academic ranks should report all instructional staff in the No Academic Rank category.
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22) How do I report Instructional Staff by Contract Length?
Data on full-time instructional staff with faculty status who are not on tenure track are collected for three categories of
employment. Although the use of contracts and employment agreements varies by institution, this section is meant to capture
all non-tenure-track instructional staff, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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23) How do I report Research Staff?
A staff member should be classified as Research Staff if the majority of their work is focused on conducting research, regardless
of their title, academic rank, or tenure status.
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24) How do I report Public Service Staff?
A staff member should be classified as Public Service Staff if the majority of their work is focused on carrying out public service
activities. These would be staff members who work in agricultural extension services, clinical services, or continuing education,
regardless of their title, academic rank, or tenure status. If the staff member is located off campus, such as in an extension
office, they should still be classified as Public Service Staff as long as the majority of their work is focused on carrying out public
service activities.
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25) How do I report Postdoctoral Staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example, if the
postdoc spends the majority of their time conducting research, they should be classified as Research Staff. In addition,
postdoctoral staff members typically do not have faculty status, and they should be reported as Without Faculty Status.
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26) How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which the
majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of the
occupational categories. Those primarily performing duties in other categories should be excluded.
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27) How do I report Adjunct Instructional Staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses, as well as
remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be reported as either parttime or full-time based on their designation on the institution's payroll, and as non-tenured instructional staff.
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28) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs, student
career services, student enrollment, student financial aid, student registration and records, campus recreation services, and
similar functions. Typically, the person who directs or heads the office would not be included in this category.
Note, the majority of these occupations are not included in the 2010 Standard Occupational Classification (SOC) system. In
IPEDS, these occupations are coded in the SOC Minor Groups of 25-2000, 25-3000, and 25-9000 because those
categories represent the best fit, not because they are specifically listed there. For more specific
guidance on how to categorize these occupations and others, please see CUPA-HR's position
descriptions: www.cupahr.org/surveys/worksheets.aspx or contact the IPEDS Help Desk.
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30) How do I report staff by Tenure Status?
Report instructional staff by tenure status (e.g., tenured, on tenure track, and not on tenure track) as designated by the
institution.
Staff should be classified as Not on Tenure Track if they have faculty status, but are not considered to be tenured or on tenure
track.
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31) How do I report staff by Faculty Status?
Please refer to your institution's policies to determine whether staff members have the designation of faculty. The designation
of faculty is not limited to instructional staff, but can also include such positions as president, provost, or librarians.
For IPEDS reporting purposes, graduate assistants do not have faculty status.
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32) How do I report salaries for instructional staff?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an annual salary entails, IPEDS
now calculates weighted average monthly salaries. The salaries worksheet is used to determine average monthly salaries by
collecting the number of instructional staff and the number of months their salaries cover, along with the total salary outlays for
all of those individuals. As has been the case historically, the Salaries section does not include data for instructional staff who
work for less than 9 months of the year, even though they may be considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the year, NOT
the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month instructional staff are
reported, any remaining instructional staff will be calculated in the balance column (these are the instructional staff who are
full-time but whose contracts/employment agreements are for less than 9 months during the year.
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33) What is CUPA-HR, and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members, and graciously offered them for use in IPEDS reporting, regardless of whether
institutions are CUPA-HR members or not.
These worksheets contain many positions in postsecondary education (which aren't specifically mentioned in the SOC itself)
such as: registrar, bursar, outreach specialist, etc. The following link will take you to CUPA-HR's website:
http://www.cupahr.org/surveys/reporting.aspx. Look under the SOC Codes for IPEDS Reporting heading and click on "position
descriptions." This will take you to position descriptions for Administrators and Professionals which list the title, description, and
SOC code recommendation for many positions in postsecondary education. SOC Codes are also provided for Non-Exempt staff,
though specific position descriptions are not available.
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IPEDS and SOC
1)
What is the SOC?
The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational structure of the United
States.
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2)
What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational categories for the purpose
of collecting, calculating, analyzing, or disseminating data. All Federal agencies that publish occupational data for statistical
purposes are required to use the SOC in order to increase data comparability.
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3)
How are occupations classified in the SOC?
Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education, and/or training
needed to perform the work at a competent level.
This is SOC Classification Principle #2, available at the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf
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4)
How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad occupation, and
detailed occupation. The 23 major groups are broken down into 97 minor groups, followed by 461 broad occupations, and finally
840 detailed occupations.
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5)
Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found on the SOC
homepage (http://www.bls.gov/soc) under the category “2010 SOC, Downloadable Materials”. While the SOC system is a fourlevel tiered system, SOC definitions only exist at the lowest occupational level, which is known as the “detailed occupation”
level.
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6)
Where can I find additional information about the SOC system?
Refer to the SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following
website: http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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7)
When will the next SOC revision take place?
The SOC 2018 revision process is underway! Major review of the 2010 SOC Classification Principles and detailed occupations
began in 2013, and a Federal Register notice requesting public comment was published in June 2014 with a deadline of July 21,
2014. NCES proposed a number of changes that would help better align the SOC with postsecondary education. The review and
possible revision of the 2010 SOC is intended to be completed by the end of 2016, and then released to begin use in 2018.
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8)
Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the 2010 Standard
Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational categories and corresponding
definitions in the IPEDS HR survey and its predecessor called the Higher Education General Information Survey
(HEGIS) remained basically the same for over two decades. (The 2010 SOC reflects changes in the workforce over the last
decade.)
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9)
Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
The IPEDS HR/SOC Information Center can be found at: http://nces.ed.gov/ipeds/resource/soc.asp.
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10) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the IPEDS HR instructions.
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11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC
level?
IPEDS does not require institutions to report most occupations at the detailed SOC level. Most of the occupational data in
IPEDS are collected at a higher level (e.g., major level); however, there are a few instances where data are collected at a lower
level (e.g., detailed) such as Librarians.
For IPEDS purposes, institutions should report their employees in the categories defined in the IPEDS HR survey. For example, a
College President would most likely fall under the detailed SOC occupation of “Education Administrators, Postsecondary” (119033) where the first two-digits (11) of the SOC code represent the SOC “major group” in this example. Based on the IPEDS
HR/SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2010_SOC_Crosswalk.pdf, the SOC code of “110000” corresponds to the SOC major group of “Management Occupations,” which is crosswalked to the IPEDS HR “Management
Occupations” category.
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12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. The detailed occupations in the 2010 SOC are grouped together based on similar job duties, and in some
cases skills, education, and/or training. Consequently, many categories such as “technical and paraprofessional” and “other
professionals (support/service)” no longer exist in IPEDS.
For example, for the 2011-12 IPEDS HR survey, “Dietitians and Nutritionists” were included in the “Other Professional"
(support/service) category while “Dietetic Technicians” were included in the "Technical and Paraprofessionals" category. In the
2012-13 IPEDS HR survey, “Dietitians and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational
category called “Healthcare Practitioners and Technical Occupations".
However, the Instructional Staff (Primarily instruction and Instruction combined with research and/or public service), Research
Staff, and Public Service Staff categories remained the same in IPEDS.
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13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual with the
SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by institutions as
“faculty” are not only instructional staff, but can be research staff and public service staff as well. Postsecondary Teachers is
not a good description of these occupational categories on postsecondary campuses, and introduces confusion into the reporting
done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and public
service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center, with explanations.
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2015-16 Survey Materials > Narrative Edits
date: 11/24/2015
Human Resources for degree-granting institutions and related administrative offices that have
less-than-15 full-time staff
Edit specifications for the 2015-16 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to degree-granting institutions and related administrative offices with less-than-15 full-time
staff
NOTE: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
Screening Questions
Part A: Full-time Staff
Part G: Salaries
Part B: Part-time Staff
Part C: Total Number of Staff
Human Resources Evaluation
Relationships between HR Parts
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution
is shown.
You must answer No or Yes to the following questions:
•
•
•
•
Does your institution have any part-time staff?
◦ No
◦ Yes (If you select Yes, then additional screens for reporting data on part-time staff will be provided.
Applicable to institutions that answered Yes to the Part-time screening question. Does your institution have graduate
assistants?
◦ No
◦ Yes (If you select Yes, screens to report graduate assistants will be provided.)
Does you institution have 15 or more full time staff?
◦ No
◦ Yes (If you select Yes, then you are viewing the wrong narrative edit document. Please select the appropriate
document for 15 or more full-time staff.)
Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to each
of the following questions:
◦ Are ALL of the instructional staff military personnel?
▪
No
▪
Yes
◦ Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?
▪
No
▪
Yes
◦ Applicable to institutions that have a medical school. Do ALL of the instructional staff teach pre-clinical or
clinical medicine?
▪
No
▪
Yes
Note: If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT
applicable to your institution and you will NOT be required to report data for the full-time instructional
staff screens of Part G. However, Part G will still be required for reporting data for full-time noninstructional staff.
The system will perform the following edits on the data entered:
•
If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or
teaching pre-clinical or clinical medicine; you must confirm that this is correct.
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Part A: Full-time Staff
Part A: Full-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Instructional Staff
Research Staff
Public service Staff
Librarians, Curators, and Archivists
Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edit on the data entered:
•
•
If your institution is not an administrative office, then the Total (men + women) calculated for full-time
Instructional Staff is expected to be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to within plus or minus 5 of the Total from prior year value.
Part A: Full-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edit on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within plus or minus 5 of the Total from prior year value.
Part A: Full-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related occupations
Office and administrative support occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Grand
Total (All full-time staff) value is also calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
The Total (men + women) calculated for the Grand Total must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within plus or minus 5 of the Total from prior year value.
•
•
The Total (men + women) calculated for the Grand Total must be greater than 0. If the Total (men + women)
calculated for the Full-time Total is greater than 0, and the percent of staff (men + women) whose race/ethnicity is
unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Grand Total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part A: Full-time Staff by Occupational Category
Applicable to institutions that answered 'No' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by medical school status (Non-medical and/or Medical
staff, as applicable) and occupational category. Provide the total number of staff for each of the following:
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
◦ Instructional Staff
◦ Research
◦ Public Service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edits on the data entered:
•
•
•
•
•
•
For each occupational category, the number of staff entered on this screen (medical + non-medical) must be equal to
the corresponding Total number of staff reported earlier in Part A.
The Total number of full-time Instructional Staff reported is expected to be greater than 0.
If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then the Total number of Medical school staff is expected be greater than 0.
If your institution has a medical school, then the Total number of Non-medical school staff is expected to be within
plus or minus 5 of the Total from prior year value.
If your institution has a medical school, then the Total number of Medical school staff is expected to be within plus
or minus 5 of the Total from prior year value.
If your institution does not have a medical school, then the Total number of staff is expected to be within plus or
minus 5 of the Total from prior year value.
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Part G: Salaries
Part G: Salary Worksheet
On this screen, report the number of full-time instructional non-medical staff at the institution by number of months covered
by an annual salary, gender, and academic rank. Contract or employment agreement lengths include: 9-month, 10-month, 11
-month, and 12-month. Provide these data for each of the following academic ranks:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
The Total staff for salary reporting, Total number of Months, and Balance will be calculated by academic rank and
gender. Additionally, the Total full-time, instructional staff from Part A is displayed for your reference. Amounts for
Total men, Total women, and Total (men + women) are calculated for each contract length.
Note: If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then only non-medical staff should be reported in Part G.
The system will perform the following edits on the data entered:
•
•
•
•
•
•
If the Total (men + women) preloaded for Total full-time instructional staff from Part A is between 31 and
150, then the Total (men + women) reported for Total staff for Salary reporting is expected to be greater than
0. Otherwise, you must explain this discrepancy.
If the Total (men + women) preloaded for Total full-time instructional staff from Part A is greater than 150,
then the Total (men + women) reported for Total staff for Salary reporting must be greater than 0. Otherwise, a
fatal error will occur.
For each gender and academic rank classification, the Balance cannot be negative.
For each gender, the Balance must be less than or equal to 20% of the Total full-time instructional staff from
Part A.
The Total (men + women) calculated for the Balance is expected to be less than or equal to 20% of the Total fulltime instructional staff from Part A. Otherwise, you must explain this discrepancy.
The Total (men + women) calculated for the Balance must be less than 80% of the Total full-time instructional
staff from Part A. Otherwise, a fatal error will occur.
Part G: Salary Outlays for Full-time Instructional Staff by Gender and Academic Rank
Applicable to degree-granting institutions that selected 'No' for all options in the screening question that asks if
all of your institution’s instructional staff are military personnel, contributing their services, or teaching preclinical or clinical medicine
On this screen, report the Salary Outlays for full-time non-medical instructional staff at the institution by gender for each of
the following academic ranks:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
The Total staff for Salary reporting (from Part G, screen 1) and the Total number of months (from Part G, screen
1) are displayed for your reference. The system will calculate the Total men, Total women, and Total (men + women) for
Salary Outlays, as well as the Weighted Average Monthly Salaries for each academic rank.
The system will perform the following edits on the data entered:
•
•
•
•
For each academic rank and gender classification, if the Total Number of Months is greater than 0, then the
corresponding Salary Outlays must also be greater than 0.
For each academic rank and gender classification, if the Total Number of Months is 0, then the corresponding
Salary Outlays must also be 0 or blank.
The Total (men + women) calculated for Salary Outlays must be greater than 0.
For each academic rank and gender classification, if the Salary Outlays value is greater than 0, then the Weighted
Average Monthly Salaries is expected to be between $1,000 and $16,000.
Part G: Salary Outlays for Full-time Non-instructional Staff by Occupational Category
On this screen, report the Total salary outlays for full-time non-medical non-instructional staff at the institution for each of
the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Research Staff
Public Service Staff
Library and Student and Academic Affairs and Other Education Services Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The Number of full-time staff from Part A is displayed for your reference for each occupational category.
The system will perform the following edits on the data entered:
•
•
For each occupational category, if the Number of full-time staff is greater than 0, then the Total salary outlays
must also be greater than 0.
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $32,000 and $110,000 times the Number of full-time staff reported:
•
•
•
•
◦ Postsecondary Teachers - Research
◦ Postsecondary Teachers - Public Service
For the Management Occupations category, if the Number of full-time staff is greater than 0, then the Total
salary outlays is expected to be between $32,000 to $500,000 times the Number of full-time staff reported.
For the Library and Student and Academic Affairs and Other Education Services Occupations category, if the
Number of full-time staff is greater than 0, then the Total salary outlays is expected to be between $25,000 and
$85,000 times the Number of full-time staff reported.
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $29,000 and $101,000 times the Number of full-time staff reported:
◦ Business and Financial Occupations
◦ Computer, Engineering, and Science Occupations
◦ Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
◦ Healthcare Practitioners and Technical Occupations
For the following occupational categories, if the Number of full-time staff is greater than 0, then the Total salary
outlays is expected to be between $20,000 and $70,000 times the Number of full-time staff reported:
◦ Service Occupations
◦ Sales and Related Occupations
◦ Office and Administrative Support Occupations
◦ Natural Resources, Construction, and Maintenance Occupations
◦ Production, Transportation, and Material Moving Occupations
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Part B: Part-time Staff and Graduate Assistants
Applicable to institutions that answered 'Yes' to the screening question that asks if your institution has part-time
staff
Part B: Part-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Primarily Instruction and Instruction/Research/Public Service Staff
Research Staff
Public service Staff
Librarians, Curators, and Archivists
Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edit on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within plus or minus 5 of the Total from prior year value.
Part B: Part-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edit on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within plus or minus 5 of the Total from prior year value.
Part B: Part-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Grand total
(all part-time staff) value is also calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff reported across all
occupational categories must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within plus or minus 5 of the Total from prior year value.
If the Total (men + women) calculated for the Grand total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Grand total is greater than 0, and the percent of staff (men +
women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part B: Graduate Assistants
Applicable to institutions that answered 'Yes' to the graduate assistants screening question AND answered 'Yes'
to the screening question that asks if you wish to report data by gender and race/ethnicity
On this screen, report the number of graduate assistants at the institution by occupational category, gender, and
race/ethnicity. Provide these data for each of the following occupational categories:
•
•
•
•
•
•
•
•
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and Media
Library and Student and Academic Affairs and Other Education Services
Healthcare Practitioners and Technical
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
If you answered 'Yes' to the graduate assistants screening question, then the Total (men + women) calculated for
the Total number of graduate assistants must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within plus or minus 5 of the Total from prior year value.
If the Total (men + women) calculated for the Total number of graduate assistants is greater than 0, and the
percent of staff (men + women) whose race/ethnicity is unknown is between 20% and 80% of the total, then you
must explain.
If the Total (men + women) calculated for the Total number of graduate assistants is greater than 0, and the
percent of staff (men + women) whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error
will occur.
Part B: Part-time Staff by Occupational Category
Applicable to institutions that answered 'No' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by medical school status (Non-medical and/or
Medical, as applicable) and occupational category. Provide the total number of staff for each of the following:
•
•
•
•
•
Postsecondary Teachers
◦ Instructional Staff
◦ Research
◦ Public service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
•
•
•
•
•
•
•
•
•
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
◦ Teaching
◦ Research
◦ Management
◦ Business and Financial Operations
◦ Computer, Engineering, and Science
◦ Community Service, Legal, Arts, and Media
◦ Library and Instructional Support
◦ Healthcare Practitioners and Technical
Note: If you answered ‘No’ to the graduate assistants screening question, then the Graduate Assistants options will not be
displayed on this screen.
The system will perform the following edits on the data entered:
•
•
•
•
•
•
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff reported across all
occupational categories must be greater than 0.
If you answered 'Yes' to the graduate assistants screening question, then the Total number of graduate assistants
reported must be greater than 0.
For each occupational category, the number of staff entered on this screen (medical + non-medical) must be equal to
the corresponding Total number of staff reported earlier in Part B.
If your institution has a medical school (with M.D. and/or D.O. programs reported in the Institutional
Characteristics survey), then the Total number of Medical school staff is expected be greater than 0.
If your institution has a medical school, then the Total number of Non-medical school staff is expected to be within
plus or minus 5 of the Total from prior year value.
If your institution has a medical school, then the Total number of Medical school staff is expected to be within plus
or minus 5 of the Total from prior year value.
If your institution does not have a medical school, then the Total number of staff is expected to be within plus or
minus 5 of the Total from prior year value.
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Part C: Total Number of Staff
A totals screen is provided displaying the total number of staff reported by employment status, gender, and race/ethnicity. For
each race/ethnicity classification, amounts are displayed for the following:
•
•
•
•
•
•
Full-time men
Full-time women
Part-time men
Part-time women
Total men
Total women
The system will perform the following edits on the data entered:
•
The current year racial/ethnic distribution of Men is expected to be within a 30% range of the prior year racial/ethnic
distribution, otherwise an explanation must be provided.
Note: These distributions are calculated by finding the absolute value of the current year percentage for men minus
the corresponding prior year percentage for men from each race/ethnicity category. If the sum of the absolute values
across all race/ethnicity categories (excluding the White category) is greater than 30, then an explanation error will
occur. For example, in Table 1 (shown below) the sum of the Current year minus prior year absolute values
across all applicable race/ethnicity categories is 40. Because this number is greater than 30, an explanation error will
occur.
Table 1
Race/ethnicity
Nonresident Alien
Hispanic/Latino
American Indian/Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total
•
Current year
percentage
of men
6
10
1
8
25
6
Prior year
percentage
of men
14
9
3
6
10
4
Current year minus
prior year absolute
value
8
1
2
2
15
2
50
4
0
--
46
6
8
--
-2
8
40
As with the distribution of Men explained previously, the current year racial/ethnic distribution of Women is expected
to be within a 30% range of the prior year racial/ethnic distribution, otherwise an explanation must be provided.
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Human Resources Survey Evaluation
In order to assess whether future changes should be made to definitions, instructions, and/or items collected, please list any
employees who were difficult to categorize in the box provided.
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Relationships between HR Parts
The system will perform the following edit on all data entered:
•
If your institution is not an administrative office, then the sum of full-time plus part-time Instructional Staff
reported in Part A and Part B must be greater than 0.
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U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Form
date: 11/24/2015
Human Resources for non-degree-granting institutions and related administrative offices
Overview
Human Resources Overview
Welcome to the IPEDS Human Resources (HR) survey component. The HR component collects important information
about your institution's staff.
Data Reporting Reminders
•
Report each employee only once. If an employee could be coded in more than one occupation, code the
employee in the occupation that requires the highest level of skill OR if there is no measurable difference in
skill requirements, code the employee in the occupation in which they spend the most time.
•
Report staff members difficult to categorize in the "Human Resources Survey Evaluation" box at the end of
the survey.
•
Enter data on each displayed screen. If a screen is not applicable, enter at least one zero in a field on the
screen and save before continuing.
•
When reporting salary data (applicable to degree-granting institutions only) include all full-time, non-medical
school, instructional staff - both with and without faculty status.
See the instructions for the Key Reporting Concepts section -- basic reporting concepts that will assist you in
completing the Human Resources survey component.
Resources:
•
To download the survey materials for this component: Survey Materials
•
To access your prior year data submission for this component: Reported Data
•
All staff must now be reported using the new IPEDS occupational categories, which align with the 2010
Standard Occupational Classfication (SOC) codes. Additional information and resources can be found in the
IPEDS HR/SOC Information Center, including general information about the SOC, the IPEDS/SOC
crosswalk, a SOC Browse Tool, frequently asked questions, and web tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
You may use the space below to provide context for the data you've reported above.
Yes
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Instructional
staff
Librarians, Curators,
and Archivists
25-4000
Instructional
staff
Librarians, Curators,
and Archivists
25-4000
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 2729-0000
0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 2729-0000
0000
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All fulltime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Grand
Total
(All fulltime
staff)
Total women
Total
(men+women)
Total from prior
year
Part A - Full-time Staff Total
Number of Full-time Staff
As of November 1, 2015
Occupational category
Instructional staff
Librarians, Curators, and Archivists
25-4000
Student and Academic Affairs and Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Instructional
staff
Librarians, Curators,
and Archivists
25-4000
Instructional
staff
Librarians, Curators,
and Archivists
25-4000
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 2729-0000
0000
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident
alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total women
Total
(men+women)
Total from prior
year
Management Business and Computer, Engineering, Community, Social Service,
Healthcare
Occupations
Financial
and Science Occupations
Legal, Arts, Design,
Practitioners
11-0000
Operations 15-0000 + 17-0000 + 19- Entertainment, Sports, and and Technical
Occupations
0000
Media Occupations
Occupations
13-0000
21-0000 + 23-0000 + 2729-0000
0000
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2015
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
Grand
Total
(All parttime
staff)
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
Women
Race/ethnicity Service Occupations
Sales and Office and
Natural Resources,
Production,
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
Administrative Construction, and
Transportation,
+ 39-0000
Occupations Support
Maintenance
and Material
41-0000
Occupations Occupations
Moving
43-0000
45-0000 + 47-0000 + 49- Occupations
0000
51-0000 + 530000
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Grand
Total
(All parttime
staff)
Total women
Total
(men+women)
Total from prior
year
Part B - Part-time Staff Total
Number of Part-time Staff
As of November 1, 2015
Occupational category
Instructional staff
Librarians, Curators, and Archivists
25-4000
Student and Academic Affairs and Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > Instructions
date: 11/24/2015
2015-16 HR: Non-degree-granting Institutions
Purpose of Component - Data Collected
Changes in Reporting
General Instructions
Reporting Period Covered
Context Boxes
Coverage
Where to Get Help
Where the Data Will Appear
Uploading Files to the IPEDS Data Collection System
Detailed Instructions
Summary of Parts
Screening Questions
Part A - Full-time Staff
Part B - Part-time Staff
Key Reporting Concepts
Reporting Persons by Racial/Ethnic Category (1997 OMB)
How do I report Managers and Supervisors?
Who should be reported in the "Student and Academic Services and Other Education Occupations"
Category?
What is CUPA-HR and how will it help me categorize my staff?
Reporting Staff by Occupational Category
Structure of the 2010 Standard Occupational Classification (SOC) System
2010 SOC Classification Principles
Additional Information from the 2010 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2010 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2010 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Resources for Classifying Employees Using the 2010 SOC Codes
Purpose of the Survey Component
The primary purpose of the Human Resources (HR) survey component is to measure the number and type of staff
supporting postsecondary education in terms of employment status (full-time and part-time) and occupational
category. In addition, in odd-numbered IPEDS data collection years (e.g., 2015-16), the purpose is also to collect data
by race/ethnicity and gender. The reporting of data by race/ethnicity and gender is optional in even numbered years
such as this one.
Special note for state and corporate systems: If a separate, administrative office entity has been established for the
system in IPEDS, that entity will report all staff associated with the administrative office. If no separate administrative
office entity has been created, administrative office staff will be reported by the main campus of the system. If you
have any questions concerning whether a separate reporting entity exists for your system, please contact your
system's coordinator or keyholder, or the IPEDS Help Desk for further assistance.
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Changes in Reporting
There are no changes in reporting for 2015-16. However, clarifications have been made to screens and instructions to
address respondent questions.
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General Instructions
Reporting Period Covered
The HR component is intended to provide a snapshot of your institution's human resources/payroll data at a specific
point in the fall. As such, report employees on the payroll of the institution as of November 1, 2015.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
•
•
•
•
•
•
•
•
Persons on the payroll of the institution as of November 1, 2015.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
•
•
•
•
•
•
•
Staff on leave without pay.
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered (e.g.,
fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
In addition, in 2012-13, new IPEDS occupational categories replaced the primary function/occupational activity
categories previously used for IPEDS HR reporting. The change was required to align the IPEDS HR survey
component with the 2010 Standard Occupational Classification (SOC) System.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
•
•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
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•
Part A - Full-time staff: Collects the number of full-time staff by occupational category.
Part B - Part-time staff: Collects the number of part-time staff by occupational category.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Staff
In Part A, report the number of full-time staff at the institution by occupational category.
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting full-time staff in Part A, please refer to the Key Reporting Concepts
section of these instructions below.
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Part B - Part-time Staff
In Part B, report the number of part-time staff at the institution by occupational category.
All staff must be reported using the new IPEDS occupational categories, which align with the 2010 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting part-time staff in Part B, please refer to the Key Reporting Concepts
section of these instructions below.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race and
ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
Nonresident alien
•
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
•
•
•
•
•
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or community
attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2010 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Services and Other Education
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category as well whom should be included in
other categories please see the IPEDS/SOC Crosswalk.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2010 SOC, and graciously offered them for use in IPEDS
reporting, regardless of whether institutions are CUPA-HR members or not. These worksheets contain many positions
in postsecondary education (which aren’t specifically mentioned in the SOC itself) such as: registrar, bursar, alumni,
outreach specialist, etc. These worksheets, along with Position Descriptions, can be found at:
http://www.cupahr.org/surveys/worksheets.aspx.
Additional information on the CUPA-HR worksheets and additional resources to assist you with categorizing employees
using the new HR occupational categories / 2010 SOC can be found in the Resources for Classifying Employees Using
the 2010 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the 2010 Standard Occupational Classification (SOC) System.
Structure of the 2010 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 97 minor groups, 461 broad
occupations, and 840 detailed occupations. Each lower level of detail identifies a more specific group of occupations.
(For more information refer to the table at http://www.bls.gov/soc/soc_structure_2010.pdf.)
Each item in the SOC is designated by a six-digit code:
•
•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education, Training, and Library Occupations)
Minor group codes generally end with 000 (e.g., 25-1000 Postsecondary Teachers)
Broad occupations end with 0 (e.g., 25-4020 Librarians)
Detailed occupations end with a number other than 0 (e.g., 25-1191 Graduate Teaching Assistant)
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC
level. However, although coding at the 6-digit level is not required, it can make categorization more precise and would
also provide supporting documentation if there were questions about why a given job was classified in a specific IPEDS
category.
Most of the occupational data in IPEDS will be collected at the higher, major 2-digit level (e.g., 11-0000 Management
Occupations). However, there are a few instances where data will be collected at a lower level such as Postsecondary
Teachers; Librarians, Curators, and Archivists; Library Technicians; and Graduate Assistants-Teaching. For IPEDS
purposes, institutions should report their employees in the occupational categories defined in the IPEDS HR survey.
The IPEDS HR occupational categories and the associated SOC codes are provided below and
at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-13_and_2010_SOC_Crosswalk.pdf.
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2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in family
-operated enterprises by family members who are not directly compensated. It excludes occupations unique to
volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
2.
3.
4.
5.
6.
7.
8.
9.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work at a competent level.
Workers primarily engaged in planning and directing are classified in management occupations in Major Group
11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” (or residual) occupation. “All Other” occupations are placed in the structure when it is
determined that the detailed occupations comprising a broad occupation group do not account for all of the
workers in the group. These occupations appear as the last occupation in the group, with a code ending in “9”,
and are identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC major groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2010 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2015-16 IPEDS HR Occupational Categories to the 2010 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2010 SOC occupational categories are similar for several of the
categories that directly match (e.g., 11-0000 Management Occupations).
However, they differ in three major ways:
•
There are 13 broad IPEDS HR occupational categories and 23 major SOC categories.
◦
•
•
Several of the IPEDS HR occupational categories represent combinations of separate SOC categories,
e.g., the HR category "Service Occupations" includes five SOC categories.
◦
The major SOC category "Education, Training, and Library Occupations" (25-0000) is reported in the
IPEDS HR survey at a more detailed level: "Postsecondary Teachers"; "Librarians, Curators, and
Archivists"; "Student and Academic Affairs and Other Education Services Occupations"; and "Graduate
Assistants-Teaching"
The category "Graduate Assistants-Research" does not have a single associated SOC code.
The SOC "Military Specific Occupations" (55-0000) category is not included in IPEDS reporting because the
IPEDS HR component collects data on civilian staff only.
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Crosswalk for Non-Degree-Granting Institutions 2015-16 IPEDS Human Resources Survey
Occupational Categories to the 2010 Standard Occupational Classification System (SOC)
System Occupational Categories 2015-16 IPEDS HR Occupational Categories
2015-16 IPEDS HR Occupational
2010 SOC Occupational Categories
Categories
Education, Training, and Library Occupation
25s
0000 Education, Training, and Library Occupations
Educational Occupations
•
25-1000 Postsecondary Teachers
Instructional Staff
◦ Primarily Instruction
◦ Instruction Combined with
Research and/or Public Service
Library and Instructional Support
Occupations
•
Librarians, Curators, and Archivists
•
Student and Academic Services and Other
Education Occupations
25-4000 Librarians, Curators, and Archivists
25-4010 Archivists, Curators, and Museum Technicians
25-4020 Librarians
25-4030 Library Technicians
25-2000 Preschool, Primary, Secondary, and Special
Education School Teachers
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and Library
Occupations
Other Occupations
Management Occupations
11-0000 Management Occupations
Business and Financial Operations Occupations
13-0000 Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations 15-0000 Computer and Mathematical Occupations
17-0000 Architecture and Engineering Occupations
19-0000 Life, Physical, and Social Science Occupations
Community, Social Service, Legal, Arts, Design, 21-0000 Community and Social Service Occupations
Entertainment, Sports, and Media Occupations 23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, Sports, and Media
Occupations
Healthcare Practitioners and Technical
29-0000 Healthcare Practitioners and Technical
Occupations
Occupations
Service Occupations
31-0000 Healthcare Support Occupations
33-0000 Protective Service Occupations
35-0000 Food Preparation and Serving Related
Occupations
37-0000 Building and Grounds Cleaning and Maintenance
Occupations
39-0000 Personal Care and Service Occupations
Sales and Related Occupations
41-0000 Sales and Related Occupations
Office and Administrative Support Occupations
43-0000 Office and Administrative Support Occupations
Natural Resources, Construction, and
45-0000 Farming, Fishing, and Forestry Occupations
Maintenance Occupations
47-0000 Construction and Extraction Occupations
49-0000 Installation, Maintenance, and Repair
Occupations
Production, Transportation, and Material Moving 51-0000 Production Occupations
Occupations
53-0000 Transportation and Material Moving Occupations
Not applicable to HR Survey
55-0000 Military Specific Occupations
(Military Specific Occupations are not reported in
the IPEDS HR survey)
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
•
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their time
providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Resources for Classifying Employees Using the 2010 SOC Codes
Several resources to assist institutions with classifying employees using the 2010 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center http://nces.ed.gov/ipeds/resource/soc.asp).
•
•
•
•
Tools:
New IPEDS Occupational Categories and 2010 SOC
2015-16 HR Survey Screens, Instructions, and Frequently Asked Questions
Comparison of New IPEDS Occupational Categories with Previous IPEDS Categories
Web Tutorials
•
•
Resource provided by CUPA-HR:
CUPA-HR has developed a resource that that may assist institutions and keyholders. The position description
spreadsheets are publicly available on the CUPA-HR website and provide suggestions for mapping administrator
and professional positions to SOC codes and corresponding IPEDS occupational categories
(http://www.cupahr.org/surveys/worksheets.aspx).
SOC Browse Tool (https://surveys.nces.ed.gov/ipeds/VisHRSOCBrowse.aspx)
Browse the entire SOC to see codes, titles, descriptions, and corresponding IPEDS occupational categories.
2010 SOC Resources:
Several Resources can be downloaded from the 2010 SOC Home Page:
•
•
•
•
•
•
The 2010 SOC User Guide*
◦
What's New in the 2010 SOC
◦
Classification Principles and Coding Guidelines, 2010 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2010 SOC
◦
FAQs and Acknowledgements, 2010 SOC
2010 SOC Structure
2010 SOC Definitions
Type of Change by Detailed Occupation, 2010 SOC
Alphabetical Index to the 2010 SOC
Direct Match Title File, 2010 SOC
This file, sorted by SOC code, lists associated job titles for detailed SOC occupations. (Excel file can be sorted by job
title.)
•
•
•
Sorted by Direct Match title
This file, sorted by job title, lists associated SOC codes for specific job titles
Chronological list of changes to the Direct Match Title File
Updating the Direct Match Title File
* Copies of the 2010 SOC manual in hard cover or CD-ROM are available to the public from the U.S. Department of Commerce National Technical Information
Service. Please call (703) 605-6000 or 1-800-553-NTIS (6847), or visit the web site (http://www.ntis.gov/products/soc.aspx) to receive either a printed copy
($45) or a CDROM ($55).
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date: 11/24/2015
Glossary
Term
Definition
Adjunct instructional staff
Non-tenure track instructional staff serving in a temporary or auxiliary capacity to teach specific courses on a courseby-course basis. Includes both instructional staff who are hired to teach an academic degree-credit course and those
hired to teach a remedial, developmental, or ESL course; whether the latter three categories earn college credit is
immaterial. Excludes regular part-time instructional staff (who, unlike adjuncts are not paid on a course-by-course
basis), graduate assistants, full-time professional staff of the institution who may teach individual courses (such as a
dean or academic advisor), and appointees who teach non-credit courses exclusively.
American Indian or Alaska
Native
A person having origins in any of the original peoples of North and South America (including Central America) who
maintains cultural identification through tribal affiliation or community attachment.
Asian
A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent,
including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand,
and Vietnam.
Black or African American
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Business and Financial Operations Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those that work in
the bookstore for a day or two at the start of a session.
Community, Social Service,
Legal, Arts, Design,
Entertainment, Sports, and
Media Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Community and Social Service Occupations (http://www.bls.gov/soc/2010/soc210000.htm); 2)
Legal Occupations (http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering, and
Science Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Computer and Mathematical Occupations (http://www.bls.gov/soc/2010/soc150000.htm); 2)
Architecture and Engineering Occupations (http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and
Social Science Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Full-time staff (employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an employee is fulltime or part-time. The employee's term of contract is not considered in making the determination of full- or parttime.
Healthcare Practitioners and
Technical Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Healthcare Practitioners and Technical Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless
of race.
Instructional Staff
An occupational category that is comprised of staff who are either: 1) Primarily Instruction or 2) Instruction
combined with research and/or public service. The intent of the Instructional Staff category is to include all
individuals whose primary occupation includes instruction at the institution.
Integrated Postsecondary
Education Data System
(IPEDS)
The Integrated Postsecondary Education Data System (IPEDS), conducted by the NCES, began in 1986 and involves
annual institution-level data collections. All postsecondary institutions that have a Program Participation Agreement
with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS referred to as
"Title IV") are required to report data using a web-based data collection system. IPEDS currently consists of the
following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions (C); Admissions
(ADM); Student Financial Aid (SFA); Human Resources (HR) composed of Employees by Assigned Position, Fall Staff,
and Salaries; Fall Enrollment (EF); Graduation Rates (GR); Outcome Measures (OM); Finance (F); and Academic
Libraries (AL).
Librarians, Curators, and
Archivists
An occupational category based on the following three broad occupations in the 2010 Standard Occupational
Classification (SOC) Manual: 1) Librarians (http://www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators,
and Museum Technicians (http://www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians
(http://www.bls.gov/soc/2010/soc254030.htm).
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Management Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc110000.htm.
Native Hawaiian or Other
Pacific Islander
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Farming, Fishing, and Forestry Occupations (http://www.bls.gov/soc/2010/soc450000.htm); 2)
Construction and Extraction Occupations (http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation,
Maintenance, and Repair Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis
and does not have the right to remain indefinitely.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Office and Administrative Support Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc430000.htm.
Part-time staff (employees)
As determined by the institution. The type of appointment at the snapshot date determines whether an employee is
full-time or part-time. The employee's term of contract is not considered in making the determination of full- or parttime. Casual employees (hired on an ad-hoc basis or occasional basis to meet short-term needs) and students in the
College Work-Study Program (CWS) are not considered part-time staff.
Postsecondary Teachers
An occupational category in the 2012 Standard Occupational Classification (SOC) Manual with the SOC code 251000. This catgory is not an IPEDS reporting category.
Production, Transportation,
and Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Production Occupations (http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and
Material Moving Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Race and ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Race/ethnicity
Categories developed in 1997 by the Office of Management and Budget (OMB) that are used to describe groups to
which individuals belong, identify with, or belong in the eyes of the community. The categories do not denote
scientific definitions of anthropological origins. The designations are used to categorize U.S. citizens, resident aliens,
and other eligible non-citizens.
Individuals are asked to first designate ethnicity as:
- Hispanic or Latino or
- Not Hispanic or Latino
Second, individuals are asked to indicate all races that apply among the following:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification (SOC) Manual
called "Sales and Related Occupations." For detailed information refer to the following website:
http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Healthcare Support Occupations (http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective
Service Occupations (http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and Maintenance
Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and Service Occupations
(http://www.bls.gov/soc/2010/soc390000.htm).
Student and Academic Affairs
and Other Education Services
Occupations
An occupational category based on the following three minor groups in the 2010 Standard Occupational Classification
(SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education School Teachers
(http://www.bls.gov/soc/2010/soc250000.htm#25-2000); 2) Other Teachers and Instructors
(http://www.bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education, Training, and Library Occupations
(http://www.bls.gov/soc/2010/soc250000.htm#25-9000).
Title IV institution
An institution that has a written agreement with the Secretary of Education that allows the institution to participate in
any of the Title IV federal student financial assistance programs (other than the State Student Incentive Grant
(SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).
White
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2015-16 Survey Materials > FAQ
date: 11/24/2015
Human Resources
Click one of the following questions to view the answer.
General
1) How often are data for the IPEDS HR survey collected?
2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
4) How do I know if my data are consistent across parts?
5) Can I change my data after completing a part?
6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data
collection screens, how should we report these individuals?
8) What is the relationship between the EEO-6 form and IPEDS?
Nondegree-granting institutions
1) How should I classify my school's receptionist?
2) How do I report Managers and Supervisors?
3) How do I report teachers?
4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
Degree-granting institutions
1) My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching, 40 percent to
research, and 20 percent to service. Both teaching and research performance are evaluated for promotion and tenure
decisions. “Instruction, research, and/or public service” describes their work far better than “Primarily instruction.” Where
should I report these tenured and tenure-track faculty?
2) Should instructional staff who provide instruction in non-credit courses be included in the HR component?
3) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of
the college?
4) How should I count Deans and Vice Presidents (VP) who are tenured staff?
5) Where do we report research professionals who do not have faculty status?
6) How do I categorize employees such as research scientists and research engineers?
7) How should research assistants, associates, etc. be classified?
8) Do we include guest lecturers when we report to IPEDS?
9) How do we handle individuals who are employees and also taking courses?
10) How are data on library-related occupations collected?
11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA and the other
half of his time preparing time-cards and other duties generally performed by payroll clerks. What occupational
category should I place this person in within the IPEDS HR survey?
12) My institution has a graduate assistant who assists with updating the website for the computer department. How should I
code this person in IPEDS?
13) What is meant by “medical school” staff?
14) Who should I report as “Without faculty status”?
15) If a person currently employed by an institution accepts a new full-time position within the institution, is that person
considered a new hire?
16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year grant and
her job could be picked up again if we receive another grant. Should we report her as a permanent new hire?
18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
19) Are salary data collected from all institutions?
20) How do I report Instructional Staff?
21) How do I report Instructional Staff by Academic Rank?
22) How do I report Instructional Staff by Contract Length?
23) How do I report Research Staff?
24) How do I report Public Service Staff?
25) How do I report Postdoctoral Staff?
26) How do I report Graduate Assistants?
27) How do I report Adjunct Instructional Staff?
28) How do I report Managers and Supervisors?
29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
30) How do I report staff by Tenure Status?
31) How do I report staff by Faculty Status?
32) How do I report salaries for instructional staff?
33) What is CUPA-HR, and how will it help me categorize my staff?
IPEDS and SOC
1) What is the SOC?
2) What is the purpose of the Standard Occupational Classification (SOC) system?
3) How are occupations classified in the SOC?
4) How is the SOC structured?
5) Where can I find definitions of the 2010 SOC occupations?
6) Where can I find additional information about the SOC system?
7) When will the next SOC revision take place?
8) Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
9) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
10) Is there additional information on classifying and coding supervisors and managers?
11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational
categories?
13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Answers:
General
1) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years, the reporting of race/ethnicity and gender data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the survey is required.
In odd-numbered years, the reporting of all applicable data (including race/ethnicity and gender) in the
IPEDS HR survey is required.
Back to top
2) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their survey reporting
requirements. For more information about EEO-1 reporting, please refer to the following EEOC website, which includes contact
information: http://www.eeoc.gov/eeo1survey/index.html.
Back to top
3) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
No. Include only paid employees of your institution, recognizing that this may undercount the number of staff.
Back to top
4) How do I know if my data are consistent across parts?
There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from data in other parts to
help ensure consistent reporting.
Back to top
5) Can I change my data after completing a part?
Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that will require users
to revise data in one part to agree with what is reported in another part. Data cannot be locked until all errors are resolved.
Back to top
6) Why do I keep receiving error messages about missing data when I have entered all necessary data for my
institution?
If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that screen. If you are
still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk at 1-877-225-2568 for further
assistance.
Back to top
7) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on
the IPEDS data collection screens, how should we report these individuals?
These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the institution to decide
how best to handle reporting individuals whose gender is unknown. However, a common method used is to allocate the
individuals with gender unknown based on the known proportion of men to women for staff.
Back to top
8) What is the relationship between the EEO-6 form and IPEDS?
The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In 1993, IPEDS took over
the collection of the EEO-6 data. These data are made available to the EEOC and to the Office for Civil Rights.
Back to top
Nondegree-granting institutions
1) How should I classify my school's receptionist?
Classify this employee in the Office and Administrative Support Occupations category.
Back to top
2) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
Back to top
3) How do I report teachers?
Report teachers as Instructional staff.
Back to top
4) We're a very small school, and all our staff have job duties in more than one area? How do I report them?
You can report each employee only once, and you cannot split the employee over occupational categories. The SOC Coding
Guideline #2 gives this guidance: When workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
Back to top
Degree-granting institutions
1)
My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to teaching,
40 percent to research, and 20 percent to service. Both teaching and research performance are evaluated for
promotion and tenure decisions. “Instruction, research, and/or public service” describes their work far better
than “Primarily instruction.” Where should I report these tenured and tenure-track faculty?
Report the employees as Instruction combined with research and/or public service, in the appropriate faculty status category.
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2)
Should instructional staff who provide instruction in non-credit courses be included in the HR component?
Yes. Instructional staff who provide instruction in non-credit courses should be included in the HR component.
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3)
Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not
based out of the college?
Staff at off-campus centers/sites associated with the campus covered by this report should be included in the HR component;
however, staff who work at branch campuses located in a foreign country should NOT be included in the HR component. Also,
the staff must be on the payroll of the institution.
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4)
How should I count Deans and Vice Presidents (VP) who are tenured staff?
If the Dean’s or VP’s primary function is Management, they should be counted as Management in the Tenured column. Then,
report their salaries on the non-instructional page. However, if the Dean’s or VP’s primary function is Instruction
or Instruction combined with research/public service, then classify them as such AND report them in the Instructional
Staff Salaries section (if they are full time).
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5)
Where do we report research professionals who do not have faculty status?
Report them as Research staff without faculty status.
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6)
How do I categorize employees such as research scientists and research engineers?
Categorize research scientists and research engineers as Research staff.
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7)
How should research assistants, associates, etc. be classified?
If they are graduate students at your institution performing research or graduate assistant duties while enrolled, report them as
Graduate assistants - research in Part B (part-time employees). If they are not graduate students, but are performing discipline
oriented research work (e.g., biology, materials engineering, etc.) generally requiring a bachelor’s or higher degree, report
them As Research staff in either Part A (full-time employees) or Part B (part-time employees).
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8)
Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be included in the HR
component. However, guest lecturers typically are given honoraria or lecture fees and thus are not paid through the institution’s
payroll accounts.
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9)
How do we handle individuals who are employees and also taking courses?
1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.
2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research, include them as parttime employees in the graduate assistants category.
3 - If they are employed in regular jobs, either full-time or part-time, include them according to their primary
function/occupational activity.
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10) How are data on library-related occupations collected?
Beginning with 2012-13 IPEDS HR reporting, most degree-granting institutions report library-related occupations separately as:
•
•
Archivists, Curators, and Museum Technicians
Librarians
•
Library Technicians
Non-degree granting institutions report library-related occupations in a single category:
•
Librarians, Curators, and Archivists
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11) The certified public accountant (CPA) in my office has spent the past 10 years working solely in that capacity;
however, recently, the CPA was asked to split half his time performing his regular, on-going duties as a CPA
and the other half of his time preparing time-cards and other duties generally performed by payroll clerks.
What occupational category should I place this person in within the IPEDS HR survey?
SOC Coding Guideline #2 states that when workers in a single job could be coded in more than one occupation, they should be
coded in the occupation that requires the highest level of skill. If there is no measurable difference in skill requirements,
workers should be coded in the occupation in which they spend the most time.
This employee should be placed in the IPEDS HR occupational category of "Business and Financial Operations Occupations" for
the following reasons:
•
•
The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the
person in question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13
-2011), which falls under the SOC Major group of "Business and Financial Operations Occupations" (SOC code
13-0000).
In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you
will see that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to
the 2012-13 IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to code occupations to the detailed SOC level, although doing that can help
answer questions such as this.]
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12) My institution has a graduate assistant who assists with updating the website for the computer department.
How should I code this person in IPEDS?
Include this person as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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13) What is meant by “medical school” staff?
Medical school staff are staff employed by or working in the medical school component (M.D. or D.O.) of a postsecondary
institution, or in a freestanding medical school. However, this does not include staff employed by or working strictly in a hospital
associated with a medical school, those who volunteer their services at the medical school, or those who work in health or allied
health schools or departments such as dentistry, veterinary medicine, nursing, or dental hygiene, unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school. (The HR medical
school pages are only applicable to institutions with M.D. or D.O. programs.)
Freestanding hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or component of the
institution. If a staff member works full-time for the institution - but only part-time in the postsecondary education division or
component - for the purposes of IPEDS HR reporting, that person should be reported as part-time in his or her occupational
category in the postsecondary education division or component.
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14) Who should I report as “Without faculty status”?
While institutions may use different designations of who is functioning as "faculty," there is generally some designation of
whether or not an employee has faculty status. Report employees with faculty status in either the Tenured, On Tenure Track,
or Not on Tenure Track column by occupational category. Institutions may also employ individuals in the various occupational
categories who do not have or who are not eligible to have faculty status. Report these individuals in the Without Faculty Status
category. For example, an individual hired as a Computer Engineer without faculty eligibility should be reported in the IPEDS
occupational category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category. Similarly,
Postdoctoral Research Associates, because they do not have faculty status, would be reported in the Without Faculty Status
category.
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15) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on the payroll of the
institution between July 1 and October 31, 2015 either for the first time (new to the institution) or after a break in service AND
who are still on the payroll of the institution as of November 1, 2015. Also, new hires do not include persons who have returned
from sabbatical leave or full-time staff who are working on less-than-9-month contracts.
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16) How are salaries reported for new hires that have not worked a full year as of the snapshot date?
Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary should be reported,
as applicable, in the Salaries section of the HR survey.
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17) We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3-year
grant and her job could be picked up again if we receive another grant. Should we report her as a permanent
new hire?
In this case, the new hire should not be reported as a permanent staff member since their position is contingent on the
availability of grant funding. There is no guarantee that the job will be renewed at the end of the 3-year-term.
In general, IPEDS does not have a definition of "permanent" as it applies to new hires. It is up to the institution to determine
whether a position is "permanent" or "temporary." One way to make this determination could be to consult with the institution's
Human Resources department on how they classify the position (e.g. as "permanent" or "temporary.")
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18) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
Make the best estimate of the salary of the full-time instructional staff.
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19) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are true:
•
•
•
•
All instructional staff are employed on a part time basis.
All instructional staff are military personnel.
All instructional staff contribute their services (e.g., are members of a religious order).
All instructional staff teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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20) How do I report Instructional Staff?
Instructional Staff, as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI), or 2) Instruction
combined with Research and/or Public Service (IRPS).
The intent of the instructional staff category is to include all individuals whose primary occupation includes instruction at the
institution. Primarily Instruction staff are those individuals whose primarily responsibility can be defined as teaching (e.g., the
majority of their total time).
Instruction combined with Research and/or Public Service (IRPS) staff are those individuals who have instruction as part of their
job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g., they teach, but a
percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly differentiated from their
other responsibilities). Instructional staff could include postdoctoral students if they meet the criteria for one of the two
categories above. Adjunct instructional staff would also typically meet the criteria.
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21) How do I report Instructional Staff by Academic Rank?
Report instructional staff by academic rank (e.g., professor, associate professor, etc.), as designated by the institution.
Institutions without standard academic ranks should report all instructional staff in the No Academic Rank category.
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22) How do I report Instructional Staff by Contract Length?
Data on full-time instructional staff with faculty status who are not on tenure track are collected for three categories of
employment. Although the use of contracts and employment agreements varies by institution, this section is meant to capture
all non-tenure-track instructional staff, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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23) How do I report Research Staff?
A staff member should be classified as Research Staff if the majority of their work is focused on conducting research, regardless
of their title, academic rank, or tenure status.
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24) How do I report Public Service Staff?
A staff member should be classified as Public Service Staff if the majority of their work is focused on carrying out public service
activities. These would be staff members who work in agricultural extension services, clinical services, or continuing education,
regardless of their title, academic rank, or tenure status. If the staff member is located off campus, such as in an extension
office, they should still be classified as Public Service Staff as long as the majority of their work is focused on carrying out public
service activities.
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25) How do I report Postdoctoral Staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example, if the
postdoc spends the majority of their time conducting research, they should be classified as Research Staff. In addition,
postdoctoral staff members typically do not have faculty status, and they should be reported as Without Faculty Status.
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26) How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which the
majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of the
occupational categories. Those primarily performing duties in other categories should be excluded.
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27) How do I report Adjunct Instructional Staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses, as well as
remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be reported as either parttime or full-time based on their designation on the institution's payroll, and as non-tenured instructional staff.
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28) How do I report Managers and Supervisors?
The Management Occupations category should include those staff whose job it is to plan, direct, or coordinate policies
and programs, and may include some supervision of other workers. In addition, Postsecondary Deans should be classified in
this category as well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However, there is an
exception for those that supervise workers in the Healthcare Support Occupations. These staff are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line
supervisor occupations in Major Group 31-0000 Healthcare Support Occupations.
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29) Who should be reported in the "Student and Academic Services and Other Education Occupations" category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs, student
career services, student enrollment, student financial aid, student registration and records, campus recreation services, and
similar functions. Typically, the person who directs or heads the office would not be included in this category.
Note, the majority of these occupations are not included in the 2010 Standard Occupational Classification (SOC) system. In
IPEDS, these occupations are coded in the SOC Minor Groups of 25-2000, 25-3000, and 25-9000 because those
categories represent the best fit, not because they are specifically listed there. For more specific
guidance on how to categorize these occupations and others, please see CUPA-HR's position
descriptions: www.cupahr.org/surveys/worksheets.aspx or contact the IPEDS Help Desk.
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30) How do I report staff by Tenure Status?
Report instructional staff by tenure status (e.g., tenured, on tenure track, and not on tenure track) as designated by the
institution.
Staff should be classified as Not on Tenure Track if they have faculty status, but are not considered to be tenured or on tenure
track.
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31) How do I report staff by Faculty Status?
Please refer to your institution's policies to determine whether staff members have the designation of faculty. The designation
of faculty is not limited to instructional staff, but can also include such positions as president, provost, or librarians.
For IPEDS reporting purposes, graduate assistants do not have faculty status.
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32) How do I report salaries for instructional staff?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an annual salary entails, IPEDS
now calculates weighted average monthly salaries. The salaries worksheet is used to determine average monthly salaries by
collecting the number of instructional staff and the number of months their salaries cover, along with the total salary outlays for
all of those individuals. As has been the case historically, the Salaries section does not include data for instructional staff who
work for less than 9 months of the year, even though they may be considered full-time employees.
Full-time instructional staff should be reported based on the number of months during which they work during the year, NOT
the number of months during which they are paid. Once the number of 12-, 11-, 10-, and 9-month instructional staff are
reported, any remaining instructional staff will be calculated in the balance column (these are the instructional staff who are
full-time but whose contracts/employment agreements are for less than 9 months during the year.
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33) What is CUPA-HR, and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members, and graciously offered them for use in IPEDS reporting, regardless of whether
institutions are CUPA-HR members or not.
These worksheets contain many positions in postsecondary education (which aren't specifically mentioned in the SOC itself)
such as: registrar, bursar, outreach specialist, etc. The following link will take you to CUPA-HR's website:
http://www.cupahr.org/surveys/reporting.aspx. Look under the SOC Codes for IPEDS Reporting heading and click on "position
descriptions." This will take you to position descriptions for Administrators and Professionals which list the title, description, and
SOC code recommendation for many positions in postsecondary education. SOC Codes are also provided for Non-Exempt staff,
though specific position descriptions are not available.
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IPEDS and SOC
1)
What is the SOC?
The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational structure of the United
States.
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2)
What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational categories for the purpose
of collecting, calculating, analyzing, or disseminating data. All Federal agencies that publish occupational data for statistical
purposes are required to use the SOC in order to increase data comparability.
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3)
How are occupations classified in the SOC?
Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education, and/or training
needed to perform the work at a competent level.
This is SOC Classification Principle #2, available at the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf
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4)
How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad occupation, and
detailed occupation. The 23 major groups are broken down into 97 minor groups, followed by 461 broad occupations, and finally
840 detailed occupations.
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5)
Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found on the SOC
homepage (http://www.bls.gov/soc) under the category “2010 SOC, Downloadable Materials”. While the SOC system is a fourlevel tiered system, SOC definitions only exist at the lowest occupational level, which is known as the “detailed occupation”
level.
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6)
Where can I find additional information about the SOC system?
Refer to the SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following
website: http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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7)
When will the next SOC revision take place?
The SOC 2018 revision process is underway! Major review of the 2010 SOC Classification Principles and detailed occupations
began in 2013, and a Federal Register notice requesting public comment was published in June 2014 with a deadline of July 21,
2014. NCES proposed a number of changes that would help better align the SOC with postsecondary education. The review and
possible revision of the 2010 SOC is intended to be completed by the end of 2016, and then released to begin use in 2018.
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8)
Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the 2010 Standard
Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational categories and corresponding
definitions in the IPEDS HR survey and its predecessor called the Higher Education General Information Survey
(HEGIS) remained basically the same for over two decades. (The 2010 SOC reflects changes in the workforce over the last
decade.)
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9)
Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
The IPEDS HR/SOC Information Center can be found at: http://nces.ed.gov/ipeds/resource/soc.asp.
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10) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the IPEDS HR instructions.
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11) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC
level?
IPEDS does not require institutions to report most occupations at the detailed SOC level. Most of the occupational data in
IPEDS are collected at a higher level (e.g., major level); however, there are a few instances where data are collected at a lower
level (e.g., detailed) such as Librarians.
For IPEDS purposes, institutions should report their employees in the categories defined in the IPEDS HR survey. For example, a
College President would most likely fall under the detailed SOC occupation of “Education Administrators, Postsecondary” (119033) where the first two-digits (11) of the SOC code represent the SOC “major group” in this example. Based on the IPEDS
HR/SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2010_SOC_Crosswalk.pdf, the SOC code of “110000” corresponds to the SOC major group of “Management Occupations,” which is crosswalked to the IPEDS HR “Management
Occupations” category.
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12) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. The detailed occupations in the 2010 SOC are grouped together based on similar job duties, and in some
cases skills, education, and/or training. Consequently, many categories such as “technical and paraprofessional” and “other
professionals (support/service)” no longer exist in IPEDS.
For example, for the 2011-12 IPEDS HR survey, “Dietitians and Nutritionists” were included in the “Other Professional"
(support/service) category while “Dietetic Technicians” were included in the "Technical and Paraprofessionals" category. In the
2012-13 IPEDS HR survey, “Dietitians and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational
category called “Healthcare Practitioners and Technical Occupations".
However, the Instructional Staff (Primarily instruction and Instruction combined with research and/or public service), Research
Staff, and Public Service Staff categories remained the same in IPEDS.
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13) What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000 category?
Postsecondary Teachers is an occupational category in the 2010 Standard Occupational Classification (SOC) Manual with the
SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by institutions as
“faculty” are not only instructional staff, but can be research staff and public service staff as well. Postsecondary Teachers is
not a good description of these occupational categories on postsecondary campuses, and introduces confusion into the reporting
done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and public
service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center, with explanations.
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2015-16 Survey Materials > Narrative Edits
date: 11/24/2015
Human Resources for non-degree-granting institutions and related administrative offices
Edit specifications for the 2015-16 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to non-degree-granting institutions and related administrative offices
NOTE: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
Screening Questions
Part A: Full-time Staff
Part B: Part-time Staff
Part C: Total Number of Staff
Human Resources Evaluation
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution
is shown.
You must answer the following question:
•
Does your institution have any part-time staff?
◦ No
◦ Yes (If you select Yes, then additional screens for reporting data on part-time staff will be provided.)
Part A: Full-time Staff
Part A: Full-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
Instructional Staff
Librarians, Curators, and Archivists
Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part A: Full-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
•
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part A: Full-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
The Total (men + women) calculated for the Total number of full-time staff must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Total is greater than 0, and the percent of staff (men + women)
whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Total is greater than 0, and the percent of staff (men + women)
whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part A: Full-time Staff Summary
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
A totals screen is provided displaying the total number of full-time staff reported for each occupational category.
Part A: Full-time Staff by Occupational Category
Applicable to institutions that answered 'No' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the total number of full-time staff at the institution by occupational category. Provide a Total for each
of the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edit on the data entered:
•
•
The sum of the total number of full-time staff across all occupational categories entered on this screen must be
greater than 0.
For each occupational category on this screen , the current year value is expected to be within a certain range of the
Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
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Part B: Part-time Staff
Applicable to institutions that answered 'Yes' to the screening question that asks if your institution has part-time
staff
Part B: Part-time Staff, page 1
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
Instructional Staff
Librarians, Curators, and Archivists
Student and Academic Affairs and Other Education Services Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Part-time Staff, page 2
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
Part B: Part-time Staff, page 3
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide these data for each of the following occupational categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity classification.
The system will perform the following edits on the data entered:
•
•
•
•
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff reported across all
occupational categories must be greater than 0.
The Total (men + women) calculated for the Total number of part-time staff must be greater than 0.
For each occupational category on this screen, the current year value calculated for Total (men+women) is
expected to be within a certain range of the Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
If the Total (men + women) calculated for the Total is greater than 0, and the percent of staff (men + women)
whose race/ethnicity is unknown is between 20% and 80% of the total, then you must explain.
If the Total (men + women) calculated for the Total is greater than 0, and the percent of staff (men + women)
whose race/ethnicity is unknown is greater than 80% of the total, then a fatal error will occur.
Part B: Part-time Staff Summary
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
A totals screen is provided displaying the total number of part-time staff reported for each occupational category.
Part B: Part-time Staff by Occupational Category
Applicable to institutions that answered 'No' to the screening question that asks if you wish to report data by
gender and race/ethnicity
On this screen, report the total number of full-time staff at the institution by occupational category. Provide a Total for each
of the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edit on the data entered:
•
•
If you answered ‘Yes’ to the part-time screening question, then the Total number of part-time staff reported across all
occupational categories must be greater than 0.
For each occupational category on this screen, the current year value is expected to be within a certain range of the
Total from prior year value, as outlined below:
◦ If the prior year value is between 1 and 25, then the current year value is expected to be between 0 and 30.
◦ If the prior year value is between 26 and 300, then the current year value is expected to be between within a
35% range of the prior year value.
◦ If the prior year value is greater than 300, then the current year value is expected to be between within a
25% range of the prior year value.
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Part C: Total Number of Staff
Applicable to institutions that answered 'Yes' to the screening question that asks if you wish to report data by
gender and race/ethnicity
A totals screen is provided displaying the total number of staff reported by employment status, gender, and race/ethnicity. For
each race/ethnicity classification, amounts are displayed for the following:
•
•
•
•
•
•
Full-time men
Full-time women
Part-time men
Part-time women
Total men
Total women
The system will perform the following edits on the data entered:
•
The current year racial/ethnic distribution of Men is expected to be within a 30% range of the prior year racial/ethnic
distribution, otherwise an explanation must be provided.
Note: These distributions are calculated by finding the absolute value of the current year percentage for men minus
the corresponding prior year percentage for men from each race/ethnicity category. If the sum of the absolute values
across all race/ethnicity categories (excluding the White category) is greater than 30, then an explanation error will
occur. For example, in Table 1 (shown below) the sum of the Current year minus prior year absolute values
across all applicable race/ethnicity categories is 40. Because this number is greater than 30, an explanation error will
occur.
Table 1
Race/ethnicity
Nonresident Alien
Hispanic/Latino
American Indian/Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total
•
Current year
percentage
of men
6
10
1
8
25
6
Prior year
percentage
of men
14
9
3
6
10
4
Current year minus
prior year absolute
value
8
1
2
2
15
2
50
4
0
--
46
6
8
--
-2
8
40
As with the distribution of Men explained previously, the current year racial/ethnic distribution of Women is expected
to be within a 30% range of the prior year racial/ethnic distribution, otherwise an explanation must be provided.
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Human Resources Survey Evaluation
In order to assess whether future changes should be made to definitions, instructions, and/or items collected, please list any
employees who were difficult to categorize.
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U.S. Department of Education
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Department
Of
Education
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| File Type | application/pdf |
| Author | Authorised User |
| File Modified | 2016-05-24 |
| File Created | 2016-05-24 |