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Human Resources
Integrated Postsecondary Education Data System (IPEDS) 2018‐19
This IPEDS Human Resources data collection instrument was used
during the 2017‐18 data collection. Changes to the IPEDS Human
Resources component starting with the 2018‐19 data collection are
reflected on the next page.
Changes to IPEDS Human Resources component, 2018-19
Changed instruction/FAQ/screen (where applicable;
Change type (e.g., addition/
additions in red, deletions with strikethrough, rewording in
deletion/ rewording)
blue)
New FAQ: Do I report new hires who are no longer on the
payroll as of November 1, 2018 in Human Resources
component?
Although you are required to report employees on the
payroll as of November 1, 2018, you report new hires for a
full 12‐month period (November 1, 2017 through October
31, 2018), whether or not the new hires were still on the
payroll as of November 1, 2018.
Addition. For clarification.
Who to Include in this Report
Persons on the payroll of the institution as of
November 1, 2018, with the exception of New Hire
reporting persons who were hired for full‐time
permanent employment either for the first time
(new to institution) or after a break in service
Staff who are on sabbatical leave and staff who are
Rewording. For clarification.
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.
Persons newly hired between November
1, 2017 and October 31, 2018, whether or not the
persons were still on the payroll as of November 1,
2018.
Updated/Reworded 2010 SOC Occupational Codes to reflect
Rewording. Updated to reflect new
the Updated 2018 SOC Occupational Codes.
2018 SOC Occupational Codes.
See attachment labeled: “SOC Code 2018 Update.”
New FAQ: What is the difference between “with/without
faculty status” and “academic rank/no academic rank?”
The difference is that “faculty status” and “without faculty
status” applies to both instructional and non‐instructional
staff, while “academic rank” and “no academic” rank only
applies to instructional staff.
2
Addition. For clarification.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Form
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
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.
3
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 November 1, 2016 and October 31, 2017 either for
the first time (new to the institution) or after a break in service ? Do not exclude persons that were no longer on the payroll as of November 1, 2017. (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
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)?
You may use the space below to provide context for the data you've reported above.
4
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, 2017
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
5
Assistant
professors
Instructors
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, 2017
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
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
6
Assistant
professors
Instructors
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 Contract
As of November 1, 2017
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
Academic Rank
Gender and race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
7
Assistant
professors
Instructors
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, 2017
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
8
Assistant
professors
Instructors
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, 2017
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
9
Assistant
professors
Instructors
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Indefinite duration contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Indefinite duration contract
As of November 1, 2017
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
Academic Rank
Gender and race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
10
Assistant
professors
Instructors
Lecturers
Part A1 - Full-time Instructional Staff - Without Faculty Status
Number of Full-time Instructional Staff
Without Faculty Status
As of November 1, 2017
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
Without 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
Without 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 women
Total (men+women)
Total from prior year
11
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2017
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
Tenured
On Tenure
Track
Multiyear
Annual
contract
Less-than-annual
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
12
Indefinite duration (continuing or
at-will)
Without Faculty
Status
Total
Part A3 - Full-time Instructional Staff - Totals
Total number of Full-time Instructional Staff
As of November 1, 2017
Race/ethnicity
Total 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
Total
Total from prior year
13
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, 2017
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
14
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2017
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
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
15
Student and Academic Affairs and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2017
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
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
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
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
16
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2017
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
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
Grand
Total
(All fulltime
staff)
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
Grand
Total
(All fulltime
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
17
Part B2 - Full-time Non-instructional Staff by Occupational Category and Tenure Status
Number of Full-time Non-instructional Staff
As of November 1, 2017
Non-medical school staff
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
Track
Multiyear
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Total
Faculty Status
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
Occupational category
Not on Tenure Track
Tenured
On Tenure
Track
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
18
Multiyear
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Faculty Status Total
Part B2 - Full-time Non-instructional Staff by Medical School Status
Number of Full-time Non-instructional Staff
As of November 1, 2017
Total
(carried forward
from Part B1)
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
19
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, 2017
Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
MultiTrack
year
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
20
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Total
Faculty Status
Part C - Full-time Summary Medical school staff
Summary of Full-time Medical School Staff
As of November 1, 2017
Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
MultiTrack
year
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
21
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Faculty Status Total
Part G1 - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2017-18
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
Months worked
Gender and academic rank
Total staff
12 months
11 months
10 months
9 months
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 (men+women) full-time non-medical school instructional staff from Part A
22
< 9 months
Total staff for salary reporting
Part G2 - Salary Outlays for Instructional Staff
Salary Outlays
for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2017-18
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, Part G1 – Salaries Worksheet
Using the TOTAL ANNUAL salary outlays data provided, the system will calculate the Equated 9 months by academic rank and gender.
Salary Outlays
Gender and academic rank
Total staff for salary reporting
(from Part G, screen 1)
12 months
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)
23
11 months
10 months
9 months
Equated
9 months
Part G4 - Salary Outlays for Non-instructional Staff
Salary Outlays
for Full-time Non-medical School Non-instructional Staff
Annual Salary Outlays, 2017-18
Occupational category
Number of
full-time staff
(carried forward from the Part B - FT, non-instructional staff
screens)
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
24
Total annual salary
outlays
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2017
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
Instructional staff
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
25
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2017
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
Library
Librarians
Technicians
25-4020
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Library and Student and Academic Affairs and
Other Education Services Occupations
Archivists, Curators, and
Museum Technicians
25-4010
Library
Librarians
Technicians
25-4020
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Library and Student and Academic Affairs and
Other Education 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
26
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
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
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
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
27
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
staff)
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
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
28
Part D - Graduate assistants
Number of Graduate Assistants
As of November 1, 2017
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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
Research
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
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
Teaching
25-1191
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
29
Part E - Part-time Staff by Occupational Category and Tenure Status
Number of Part-time Staff
As of November 1, 2017
Non-medical school staff
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
Track
Multiyear
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Faculty Status Total
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
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
Track
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
30
Multiyear
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Faculty Status Total
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
31
Part E - Part-time Staff by Medical School Status
Number of Part-time Staff
As of November 1, 2017
Total
(carried forward
from Part D)
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
Teaching
25-1191
Research
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
PY Graduate Assistants
32
Non-medical
school staff
Medical
school staff
Part F - Part-time Summary Non-medical school staff
Summary of Part-time Non-medical School Staff
As of November 1, 2017
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
MultiTrack
year
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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
33
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Faculty Status Total
Part F - Part-time Summary Medical school staff
Summary of Part-time Medical School Staff
As of November 1, 2017
With Faculty Status
Occupational category
Not on Tenure Track
Tenured
On Tenure
MultiTrack
year
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 + 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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
34
Annual
contract
Less-thanannual contract
Indefinite duration
(continuing or at-will)
Without
Faculty Status 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 November 1, 2016 - October 31, 2017)
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
With Faculty Status
Race/ethnicity
Not on Tenure Track
Tenured
On Tenure
Track
Multiyear
Annual
contract
Less-than-annual
contract
Indefinite duration (continuing or
at-will)
Without Faculty
Status
Total
Without Faculty
Status
Total
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
With Faculty Status
Race/ethnicity
Not on Tenure Track
Tenured
On Tenure
Track
Multiyear
Annual
contract
Less-than-annual
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)
35
Indefinite duration (continuing or
at-will)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
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)
36
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
Report Hispanic/Latino individuals of any race as Hispanic/Latino
Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
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
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
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)
37
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
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
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
Grand Total
Production, Transportation, and
(All fullMaterial Moving Occupations
time new
51-0000 + 53-0000
hires)
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
Grand Total
Production, Transportation, and
(All fullMaterial Moving Occupations
time new
51-0000 + 53-0000
hires)
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)
38
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
39
Prepared by
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there are questions concerning the data. The Keyholder will
be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the reporting burden associated with IPEDS. Please include in
your estimate the time it took for you to review instructions, query and search data sources, complete and review the component, and submit the data through the Data
Collection System.
Thank you for your assistance.
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Academic Library Contact
Other
Name:
Email:
How many staff from your institution only were involved in the data collection and reporting process of this survey component?
Number of Staff (including yourself)
How many hours did you and others from your institution only spend on each of the steps below when responding to this survey component?
Exclude the hours spent collecting data for state and other reporting purposes.
Staff member
Collecting Data Needed
Revising Data to Match
IPEDS Requirements
Entering Data
Revising and Locking Data
Your office
hours
hours
hours
hours
Other offices
hours
hours
hours
hours
U.S. Department of Education
Software Provider Resources
Use of Cookies
Section 508 Compliance
Browsers Supported
Troubleshooting
NCES Privacy Policy
40
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Instructions
2017-18 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
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.
The reporting of data by race/ethnicity and gender is now required every 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
41
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
Changes in Reporting
Changes in reporting since 2016-17 are as follows:
Salary outlays are now collected by months worked (12 months, 11 months, 10 months, or 9 months) rather than total across all
months worked.
Categories for reporting of Graduate Assistants have been collapsed from 8 categories to 3 categories (Teaching, Research, Other).
Contract reporting categories for full-time instructional staff with faculty status (not-on-tenure track) have been revised. The new
categories are: 1) Multi-year contract, 2) Annual contract, 3) Less-than-annual contract, and 4) Contract of indefinite duration
(continuing or at-will). The former categories were: 1) Multi-year, continuing, or at-will contract, 2) Annual contract, and 3) Less-thanannual contract.
New Hires reporting (Part H) now covers November 1 through October 31, rather than July 1 through October 31; between November
1, 2016 and October 31, 2017 for the current collection cycle.
General Instructions
Reporting Period Covered
The HR component is intended to provide both a snapshot of your institution's human resources/payroll data at a specific point in the fall
and reporting of new hire data from fall 2016 through fall 2017. As such, report employees on the payroll of the institution as of November
1, 2017 and the number of persons who were hired for full-time permanent employment either for the first time (new to institution) or
after a break in service between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
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.
Coverage
Who to Include in this Report
Persons on the payroll of the institution as of November 1, 2017, with the exception of New Hire reporting.
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.
Persons newly hired between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
"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.
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.
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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).
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
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
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/not-for-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: less than 9 months, 9 months, 10 months, 11 months, and 12 months; as well as the total
annual salary outlays for the 9 months, 10 months, 11 months, and 12 months 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 the number of persons who were newly hired for full-time permanent staff between November 1, 2016
and October 31, 2017 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.
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.
Part A - Full-time Instructional Staff
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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.
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.
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
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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.
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
gender and academic rank. Academic ranks include Professors, Associate professors, Assistant professors, Instructors,
Lecturers, and No academic rank. Counts should be reported based on the number of months of work covered by the annual
salary paid to the employee: 12 months, 11 months, 10 months, 9 months, and less than 9 months. This includes instructional
staff with 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).
For each gender and academic rank category, the system will calculate:
1. 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);
2. Total staff for salary reporting (i.e. the sum of the values entered in the 12 months, 11 months, 10 months, and 9
months categories).
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 "Equated 9 month average" 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 2017-18.
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.
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.
In Part H, you must report the number of 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 November 1, 2016 and October 31, 2017, whether or not the persons were still
on the payroll as of November 1, 2017. Does not include persons who have returned from sabbatical leave OR full-time postsecondary
staff who are working 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.
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.
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
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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.
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.
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.
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.”
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)
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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.
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).
Indefinite duration: An employment agreement that has an indefinite duration (e.g., continuing, at-will).
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-tenuretrack faculty, regardless of what type of employment agreement is utilized. This includes formal contracts, informal agreements, at-will
employment, teaching periods, and the like.
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.
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.
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.
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.
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
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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”.
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.
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.
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 occcupational 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.
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 equated 9 month salaries. The salaries worksheet (Part G - screen 1) 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 the staff
reported in the 12 months, 11 months, 10 months, and the 9 months columns.
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. Additional information on reporting Salaries data can be found in the instructions for Part G - Salaries.
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: https://www.cupahr.org/surveys/survey-participation/templates/.
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.
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.
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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.
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. 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.
3. Workers primarily engaged in planning and directing are classified in management occupations in Major Group 11-0000. Duties of
these workers may include supervision.
4. 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. * *
5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers in Major Group 290000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line supervisor occupations in Major Group 310000.
6. 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.
7. 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.
8. 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.
9. 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.
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.
Comparison of the 2017-18 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.
49
Crosswalk for Degree-Granting Institutions
2017-18 IPEDS Human Resources Occupational Categories to the 2010 Standard Occupational Classification
(SOC) Occupational Categories
2017-18 IPEDS HR Occupational Categories
2010 SOC Occupational
Categories
Education, Training, and Library Occupations
25-0000 Education,
Training, and Library
Occupations
Educational Occupations
Instructional Staff
Primarily Instruction
Instruction Combined with Research and/or
Public Service
Research staff
Public Service staff
25-1000 Postsecondary
Teachers
Library and Instructional Support Occupations
Librarians, Curators, and Archivists
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Services and Other
Education Occupations
254000 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,
Entertainment, Sports, and Media Occupations
21-0000 Community and Social
Service Occupations
23-0000 Legal Occupations
27-0000 Arts, Design,
Entertainment, Sports, and
Media Occupations
Healthcare Practitioners and Technical Occupations
29-0000 Healthcare
Practitioners and Technical
Occupations
Service Occupations
31-0000 Healthcare Support
Occupations
33-0000 Protective Service
Occupations
35-0000 Food Preparation and
Serving Related Occupations
50
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 Maintenance
Occupations
45-0000 Farming, Fishing, and
Forestry Occupations
47-0000 Construction and
Extraction Occupations
49-0000 Installation,
Maintenance, and Repair
Occupations
Production, Transportation, and Material Moving
Occupations
51-0000 Production
Occupations
53-0000 Transportation and
Material Moving Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
55-0000 Military Specific
Occupations
Graduate Assistants
Graduate Assistants - Teaching
25-1191 Graduate Teaching
Assistant
Graduate Assistants - Research
There is no single SOC Code
associated with this IPEDS
Occupational Category
Graduate Assistants - Other
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
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
51
29-0000 Healthcare
Practitioners and Technical
Occupations
Graduate Assistants in occupational categories other
than those listed above are not reported in the HR
Survey
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.
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 251000. 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.
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 https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000]
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 - Research Persons whose specific assignments customarily are made for the purpose of conducting research.
Graduate Assistant – Other Persons in the following former Non-Instructional Occupation Categories:
Graduate Assistant - Management
Graduate Assistant - Business and Financial Operations
Graduate Assistant - Computer, Engineering, and Science
Graduate Assistant - Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
Graduate Assistant - Library and Student and Academic Affairs and Other Education Services
Graduate Assistant - Healthcare Practitioners and Technical
Note: Public Service is not included in the above categories as recommended by the IPEDS Technical Review Panel.
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/Section/resources_soc).
New IPEDS Occupational Categories and 2010 SOC
2017-18 HR Survey Screens, Instructions, and Frequently Asked Questions
Comparison of New IPEDS Occupational Categories with Previous IPEDS Categories
Web Tutorials
Tools:
52
Resource provided by CUPA-HR:
CUPA-HR has developed a resource 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 (https://www.cupahr.org/surveys/survey-participation/templates/).
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
Part B: Full-time Non-instructional Staff by Occupational Category and Medical School Status
On this screen, report the number of full-time non-instructional staff at the institution by medical school status and occupational
category as of November 1, 2017 for each of the following:
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)
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
-ORif there is no measurable difference in skill requirements, code the employee in the occupation in which they spend the most
time
For information on who to include/exclude, click here. For SOC Classification Principles and Coding Guidelines, click here.
Provide the number of Non-medical school staff and the number of Medical school staff for each of the occupational categories
listed on this screen.
Key Reporting Concepts
Part G1: Salary Worksheet
Full-time, Non-medical School, Instructional Staff. On this screen, report the number of full-time, non-medical school,
instructional staff at the institution by gender and academic rank. Academic ranks include Professors, Associate professors, Assistant
professors, Instructors, Lecturers, and No academic rank. Counts should be reported based on the number of months of work covered
by the annual salary paid to the employee: 12 months, 11 months, 10 months, 9 months, and less than 9 months. This includes
instructional staff with 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).
For each gender and academic rank category, the system will calculate:
1. 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);
2. Total staff for salary reporting (i.e., the sum of the values entered in the 12 months, 11 months, 10 months, and 9 months
categories).
The total staff for salary reporting values will be used on the Salaries Part G3 to calculate annual average salaries.
Key Reporting Concepts:
Part G2: Salary Outlays for Full-time Instructional Staff by Gender and Academic Rank
On this screen, report the TOTAL ANNUAL salary outlays for the full-time, non-medical school, instructional staff reported on the
previous screen, by gender and academic rank. This should include the staff reported in the 12 months, 11 months, 10 months, and 9
months categories. Do NOT include salary outlays for employees whose annual salary covers fewer than 9 months worked. For
53
information on who to include/exclude, click here.
The Total staff for salary reporting from the Part G - Salaries Worksheet are displayed for your reference. Using the data
provided, the system will calculate the equated 9 months, by academic rank and gender.
Report total annual salary outlays for 2017-18.
Include all full-time, non-medical school, instructional staff – with and without faculty status.
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.
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.
Key Reporting Concepts:
Part G4: Salary Outlays for Full-time Non-instructional Staff by Occupational Category
On this screen, report the TOTAL ANNUAL salary outlays for full-time, non-medical school, non-instructional staff at the institution by
occupational category. (The total number of full-time, non-medical school, non-instructional staff is carried forward from the previous
screens for your reference.) These totals are not disaggregated by race/ethnicity and gender.
For information on who to include/exclude, click here. For SOC Classification Principles and Coding Guidelines, click here.
Report total annual salary outlays for 2017-18.
Include all full-time, non-medical school, non-instructional staff with and without faculty status.
The salary outlays (combined salaries of all staff) should include base salaries only – no supplements, overloads or bonuses.
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.
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.
54
Glossary
date: 3/8/2018
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 course-by-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" (SOC code 25-4010). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#13-0000.
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#21-0000); 2) Legal Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#23-0000); and 3) Arts, Design, Entertainment, Sports, and Media Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#27-0000).
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#15-0000); 2) Architecture and
Engineering Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#17-0000); and 3) Life, Physical, and Social Science
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#19-0000).
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 full-time or part-time.
The employee's term of contract is not considered in making the determination of full- or part-time.
Graduate Assistants (Other)
An occupational category based on the detailed occupation in the 2010 Standard Occupational Classification (SOC) Manual called
"Management Occupations" (SOC code 11-0000), "Business and Financial Operations Occupations" (SOC code 13-0000), "Computer
and Mathematical Occupations" (SOC code 15-0000), "Architecture and Engineering Occupations" (SOC code 17-0000), "Life, Physical,
and Social Science Occupations" (SOC code 19-0000), "Community and Social Service Occupations" (SOC code 21-0000), "Legal
Occupations" (SOC code 23-0000), "Arts, Design, Entertainment, Sports, and Media Occupations" (SOC code 27-0000), "Librarians,
Curators, and Archivists" (SOC code 25-4000), "Archivists, Curators, and Museum Technicians" (SOC code 25-4010), "Librarians" (SOC
code 25-4020), "Library Technicians" (SOC code 25-4030), "Preschool, Primary, Secondary, and Special Education School Teachers"
(SOC code 25-2000), "Other Teachers and Instructors" (SOC code 25-3000), "Other Education, Training, and Library Occupations" (SOC
code 25-9000) and "Healthcare Practitioners and Technical Occupations" (SOC code 29-0000). For detailed information, refer to the
following website: https://www.bls.gov/soc/2010/2010_major_groups.htm.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#29-0000.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
Indefinite duration (continuing
or at-will) contract or
employment agreement
A contract or employment agreement that has an indefinite duration (continuing, at-will).
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 institutionlevel 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 webbased 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" (SOC code 25-4020). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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" (SOC code 25-4030). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
1.
2.
3.
4.
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
55
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#11-0000.
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 contract or
employment agreement
A contract or employment agreement 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 multi-year contract is renewed every 5 years NOT annually).
Multi-year or continuing or at-will
contract or employment
agreement (old definition)
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#45-0000); 2) Construction and
Extraction Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#47-0000); and 3) Installation, Maintenance, and
Repair Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#49-0000).
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 November 1, 2015 and October 31, 2016. Does not include persons who have returned from sabbatical leave OR full-time
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#43-0000.
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 parttime. The employee's term of contract is not considered in making the determination of full- or part-time. 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 25-1000. This category 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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#51-0000) and 2) Transportation and Material Moving
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#53-0000).
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.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#41-0000.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification (SOC) Manual: 1)
Healthcare Support Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#31-0000); 2) Protective Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#33-0000); 3) Food Preparation and Serving Related Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#35-0000); 4) Building and Grounds Cleaning and Maintenance Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#37-0000); and 5) Personal Care and Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#39-0000).
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 (SOC code 25-2000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); 2) Other Teachers and Instructors (SOC code 25-3000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); and 3) Other Education, Training, and Library Occupations (SOC
code 25-9000) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000).
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
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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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57
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > FAQ
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?
58
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?
Beginning with the 2016-17 IPEDS HR survey, 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
59
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 part-time 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
60
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 November 1, 2016 and October 31, 2017 either for the first time (new to the
institution) or after a break in service. 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-yearterm.
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
All
All
All
instructional staff are employed on a part time basis.
instructional staff are military personnel.
instructional staff contribute their services (e.g., are members of a religious order).
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 four
categories of employment:
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. This does not include contracts for partial year periods, such as a single
semester, quarter, term, block, or course.
61
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. This 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 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 part-time 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: https://www.cupahr.org/surveys/survey-participation/templates/ 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.
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.
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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.
62
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: https://www.cupahr.org/surveys/survey‐participation/. Click on the option for Survey
Participation Integrated Templates, and choose the desired template for Administrators, Professionals, or Staff.
In each of those 3 sheets, there is a worksheet labeled "Position Descriptions" which includes a column labeled
"SOC for IPEDS" which maps the job title to the recommended IPEDS SOC category.
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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 (https://www.bls.gov/soc/2010/home.htm) under the category "2010 SOC, Downloadable
Materials". While the SOC system is a four-level 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.
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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: https://nces.ed.gov/ipeds/Section/resources_soc.
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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” (11-9033) 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
63
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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64
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Form
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
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.
65
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 November 1, 2016 and October 31, 2017 either for
the first time (new to the institution) or after a break in service ? Do not exclude persons that were no longer on the payroll as of November 1, 2017. (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
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)?
You may use the space below to provide context for the data you've reported above.
66
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 Contract
As of November 1, 2017
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
Academic Rank
Gender and race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
67
Assistant
professors
Instructors
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, 2017
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
68
Assistant
professors
Instructors
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, 2017
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
Academic Rank
Race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
69
Assistant
professors
Instructors
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Indefinite duration contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Indefinite duration contract
As of November 1, 2017
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
Academic Rank
Gender and race/ethnicity
Professors
Associate
professors
Professors
Associate
professors
Assistant
professors
Instructors
No academic
rank
Total
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
Academic Rank
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
70
Assistant
professors
Instructors
Lecturers
Part A1 - Full-time Instructional Staff - Without Faculty Status
Number of Full-time Instructional Staff
Without Faculty Status
As of November 1, 2017
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
Without 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
Without 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 women
Total (men+women)
Total from prior year
71
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2017
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
Without Faculty Status Total
Multi-year Annual contract Less-than-annual 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
72
Indefinite duration (continuing or at-will)
Part A3 - Full-time Instructional Staff - Totals
Total number of Full-time Instructional Staff
As of November 1, 2017
Race/ethnicity
Total 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
Total
Total from prior year
73
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, 2017
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
74
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2017
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
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
75
Student and Academic Affairs and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2017
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
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
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
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
76
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2017
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
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
Grand
Total
(All fulltime
staff)
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
Grand
Total
(All fulltime
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
77
Part B2 - Full-time Non-instructional Staff by Occupational Category and Contract Length
Number of Full-time Non-instructional Staff
As of November 1, 2017
Non-medical school staff
With Faculty Status
Occupational category
Multiyear
Annual
contract
Less-than-annual
contract
Multiyear
Annual
contract
Less-than-annual
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
Occupational category
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
78
Indefinite duration (continuing
or at-will)
Part B2 - Full-time Non-instructional Staff by Medical School Status
Number of Full-time Non-instructional Staff
As of November 1, 2017
Total
(carried forward
from Part B1)
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
79
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, 2017
Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Multiyear
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
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
80
Less-than-annual
contract
Indefinite duration (continuing
or at-will)
Without Faculty
Status
Total
Part C - Full-time Summary Medical school staff
Summary of Full-time Medical School Staff
As of November 1, 2017
Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Multiyear
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
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
81
Less-than-annual
contract
Indefinite duration (continuing
or at-will)
Without Faculty
Status
Total
Part G1 - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2017-18
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
Months worked
Gender and academic rank
Total staff
12 months
11 months
10 months
9 months
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 (men+women) full-time non-medical school instructional staff from Part A
82
< 9 months
Total staff for salary reporting
Part G2 - Salary Outlays for Instructional Staff
Salary Outlays
for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2017-18
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, Part G1 – Salaries Worksheet
Using the TOTAL ANNUAL salary outlays data provided, the system will calculate the Equated 9 months by academic rank and gender.
Salary Outlays
Gender and academic rank
Total staff for salary reporting
(from Part G, screen 1)
12 months
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)
83
11 months
10 months
9 months
Equated
9 months
Part G4 - Salary Outlays for Non-instructional Staff
Salary Outlays
for Full-time Non-medical School Non-instructional Staff
Annual Salary Outlays, 2017-18
Occupational category
Number of
full-time staff
(carried forward from the Part B - FT, non-instructional staff
screens)
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
84
Total annual salary
outlays
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2017
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
Instructional staff
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
85
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2017
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
Library
Librarians
Technicians
25-4020
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Library and Student and Academic Affairs and
Other Education Services Occupations
Archivists, Curators, and
Museum Technicians
25-4010
Library
Librarians
Technicians
25-4020
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Library and Student and Academic Affairs and
Other Education 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
86
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
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
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
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
87
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
staff)
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
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
88
Part D - Graduate assistants
Number of Graduate Assistants
As of November 1, 2017
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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
Research
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
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
Teaching
25-1191
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
89
Part E - Part-time Staff by Occupational Category and Contract Length
Number of Part-time Staff
As of November 1, 2017
Non-medical school staff
With Faculty Status
Occupational category
Multiyear
Annual
contract
Less-than-annual
contract
Indefinite duration (continuing
or at-will)
Without Faculty
Status
Total
Without Faculty
Status
Total
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
With Faculty Status
Occupational category
Multiyear
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
90
Less-than-annual
contract
Indefinite duration (continuing
or at-will)
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
91
Part E - Part-time Staff by Medical School Status
Number of Part-time Staff
As of November 1, 2017
Total
(carried forward
from Part D)
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
Teaching
25-1191
Research
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
PY Graduate Assistants
92
Non-medical
school staff
Medical
school staff
Part F - Part-time Summary Non-medical school staff
Summary of Part-time Non-medical School Staff
As of November 1, 2017
With Faculty Status
Occupational category
Multiyear
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
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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
93
Less-than-annual
contract
Indefinite duration (continuing
or at-will)
Without Faculty
Status
Total
Part F - Part-time Summary Medical school staff
Summary of Part-time Medical School Staff
As of November 1, 2017
With Faculty Status
Occupational category
Multiyear
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
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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
94
Less-than-annual
contract
Indefinite duration (continuing
or at-will)
Without Faculty
Status
Total
Part H - New Hires, Full-time Instructional Staff by Contract Length
Number of Newly Hired Full-time Permanent Instructional Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
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
With Faculty Status
Race/ethnicity
Multi-year
Annual contract
Less-than-annual contract
Multi-year
Annual contract
Less-than-annual contract
Without Faculty Status
Total
Without Faculty Status
Total
Indefinite duration (continuing or at-will)
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
With Faculty Status
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)
95
Indefinite duration (continuing or at-will)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
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)
96
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
Report Hispanic/Latino individuals of any race as Hispanic/Latino
Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
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
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
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)
97
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2016 - October 31, 2017)
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
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
Grand Total
Production, Transportation, and
(All fullMaterial Moving Occupations
time new
51-0000 + 53-0000
hires)
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
Grand Total
Production, Transportation, and
(All fullMaterial Moving Occupations
time new
51-0000 + 53-0000
hires)
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)
98
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
99
Prepared by
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there are questions concerning the data. The Keyholder will
be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the reporting burden associated with IPEDS. Please include in
your estimate the time it took for you to review instructions, query and search data sources, complete and review the component, and submit the data through the Data
Collection System.
Thank you for your assistance.
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Academic Library Contact
Other
Name:
Email:
How many staff from your institution only were involved in the data collection and reporting process of this survey component?
Number of Staff (including yourself)
How many hours did you and others from your institution only spend on each of the steps below when responding to this survey component?
Exclude the hours spent collecting data for state and other reporting purposes.
Staff member
Collecting Data Needed
Revising Data to Match
IPEDS Requirements
Entering Data
Revising and Locking Data
Your office
hours
hours
hours
hours
Other offices
hours
hours
hours
hours
U.S. Department of Education
Software Provider Resources
Use of Cookies
Section 508 Compliance
Browsers Supported
Troubleshooting
NCES Privacy Policy
100
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Instructions
2017-18 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
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.
The reporting of data by race/ethnicity and gender is now required every 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
101
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
Changes in Reporting
Changes in reporting since 2016-17 are as follows:
Salary outlays are now collected by months worked (12 months, 11 months, 10 months, or 9 months) rather than total across all
months worked.
Categories for reporting of Graduate Assistants have been collapsed from 8 categories to 3 categories (Teaching, Research, Other).
Contract reporting categories for full-time instructional staff with faculty status (not-on-tenure track) have been revised. The new
categories are: 1) Multi-year contract, 2) Annual contract, 3) Less-than-annual contract, and 4) Contract of indefinite duration
(continuing or at-will). The former categories were: 1) Multi-year, continuing, or at-will contract, 2) Annual contract, and 3) Less-thanannual contract.
New Hires reporting (Part H) now covers November 1 through October 31, rather than July 1 through October 31; between November
1, 2016 and October 31, 2017 for the current collection cycle.
General Instructions
Reporting Period Covered
The HR component is intended to provide both a snapshot of your institution's human resources/payroll data at a specific point in the fall
and reporting of new hire data from fall 2016 through fall 2017. As such, report employees on the payroll of the institution as of November
1, 2017 and the number of persons who were hired for full-time permanent employment either for the first time (new to institution) or
after a break in service between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
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.
Coverage
Who to Include in this Report
Persons on the payroll of the institution as of November 1, 2017, with the exception of New Hire reporting.
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.
Persons newly hired between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
"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.
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.
102
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).
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
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
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/not-for-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: less than 9 months, 9 months, 10 months, 11 months, and 12 months; as well as the total
annual salary outlays for the 9 months, 10 months, 11 months, and 12 months 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 the number of persons who were newly hired for full-time permanent staff between November 1, 2016
and October 31, 2017 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.
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.
Part A - Full-time Instructional Staff
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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.
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.
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
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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.
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
gender and academic rank. Academic ranks include Professors, Associate professors, Assistant professors, Instructors,
Lecturers, and No academic rank. Counts should be reported based on the number of months of work covered by the annual
salary paid to the employee: 12 months, 11 months, 10 months, 9 months, and less than 9 months. This includes instructional
staff with 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).
For each gender and academic rank category, the system will calculate:
1. 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);
2. Total staff for salary reporting (i.e. the sum of the values entered in the 12 months, 11 months, 10 months, and 9
months categories).
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 "Equated 9 month average" 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 2017-18.
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.
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.
In Part H, you must report the number of 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 November 1, 2016 and October 31, 2017, whether or not the persons were still
on the payroll as of November 1, 2017. Does not include persons who have returned from sabbatical leave OR full-time postsecondary
staff who are working 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.
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.
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
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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.
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.
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.
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.”
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)
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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.
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).
Indefinite duration: An employment agreement that has an indefinite duration (e.g., continuing, at-will).
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-tenuretrack faculty, regardless of what type of employment agreement is utilized. This includes formal contracts, informal agreements, at-will
employment, teaching periods, and the like.
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.
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.
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.
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.
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
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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”.
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.
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.
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 occcupational 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.
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 equated 9 month salaries. The salaries worksheet (Part G - screen 1) 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 the staff
reported in the 12 months, 11 months, 10 months, and the 9 months columns.
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. Additional information on reporting Salaries data can be found in the instructions for Part G - Salaries.
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: https://www.cupahr.org/surveys/survey-participation/templates/.
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.
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.
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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.
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. 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.
3. Workers primarily engaged in planning and directing are classified in management occupations in Major Group 11-0000. Duties of
these workers may include supervision.
4. 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. * *
5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers in Major Group 290000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line supervisor occupations in Major Group 310000.
6. 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.
7. 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.
8. 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.
9. 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.
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.
Comparison of the 2017-18 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
2017-18 IPEDS Human Resources Occupational Categories to the 2010 Standard Occupational Classification
(SOC) Occupational Categories
2017-18 IPEDS HR Occupational Categories
2010 SOC Occupational
Categories
Education, Training, and Library Occupations
25-0000 Education,
Training, and Library
Occupations
Educational Occupations
Instructional Staff
Primarily Instruction
Instruction Combined with Research and/or
Public Service
Research staff
Public Service staff
25-1000 Postsecondary
Teachers
Library and Instructional Support Occupations
Librarians, Curators, and Archivists
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Services and Other
Education Occupations
254000 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,
Entertainment, Sports, and Media Occupations
21-0000 Community and Social
Service Occupations
23-0000 Legal Occupations
27-0000 Arts, Design,
Entertainment, Sports, and
Media Occupations
Healthcare Practitioners and Technical Occupations
29-0000 Healthcare
Practitioners and Technical
Occupations
Service Occupations
31-0000 Healthcare Support
Occupations
33-0000 Protective Service
Occupations
35-0000 Food Preparation and
Serving Related Occupations
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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 Maintenance
Occupations
45-0000 Farming, Fishing, and
Forestry Occupations
47-0000 Construction and
Extraction Occupations
49-0000 Installation,
Maintenance, and Repair
Occupations
Production, Transportation, and Material Moving
Occupations
51-0000 Production
Occupations
53-0000 Transportation and
Material Moving Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
55-0000 Military Specific
Occupations
Graduate Assistants
Graduate Assistants - Teaching
25-1191 Graduate Teaching
Assistant
Graduate Assistants - Research
There is no single SOC Code
associated with this IPEDS
Occupational Category
Graduate Assistants - Other
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
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
111
29-0000 Healthcare
Practitioners and Technical
Occupations
Graduate Assistants in occupational categories other
than those listed above are not reported in the HR
Survey
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.
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 251000. 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.
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 https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000]
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 - Research Persons whose specific assignments customarily are made for the purpose of conducting research.
Graduate Assistant – Other Persons in the following former Non-Instructional Occupation Categories:
Graduate Assistant - Management
Graduate Assistant - Business and Financial Operations
Graduate Assistant - Computer, Engineering, and Science
Graduate Assistant - Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
Graduate Assistant - Library and Student and Academic Affairs and Other Education Services
Graduate Assistant - Healthcare Practitioners and Technical
Note: Public Service is not included in the above categories as recommended by the IPEDS Technical Review Panel.
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/Section/resources_soc).
New IPEDS Occupational Categories and 2010 SOC
2017-18 HR Survey Screens, Instructions, and Frequently Asked Questions
Comparison of New IPEDS Occupational Categories with Previous IPEDS Categories
Web Tutorials
Tools:
112
Resource provided by CUPA-HR:
CUPA-HR has developed a resource 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 (https://www.cupahr.org/surveys/survey-participation/templates/).
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
Part B: Full-time Non-instructional Staff by Occupational Category and Medical School Status
On this screen, report the number of full-time non-instructional staff at the institution by medical school status and occupational
category as of November 1, 2017 for each of the following:
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)
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
-ORif there is no measurable difference in skill requirements, code the employee in the occupation in which they spend the most
time
For information on who to include/exclude, click here. For SOC Classification Principles and Coding Guidelines, click here.
Provide the number of Non-medical school staff and the number of Medical school staff for each of the occupational categories
listed on this screen.
Key Reporting Concepts
Part G1: Salary Worksheet
Full-time, Non-medical School, Instructional Staff. On this screen, report the number of full-time, non-medical school,
instructional staff at the institution by gender and academic rank. Academic ranks include Professors, Associate professors, Assistant
professors, Instructors, Lecturers, and No academic rank. Counts should be reported based on the number of months of work covered
by the annual salary paid to the employee: 12 months, 11 months, 10 months, 9 months, and less than 9 months. This includes
instructional staff with 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).
For each gender and academic rank category, the system will calculate:
1. 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);
2. Total staff for salary reporting (i.e., the sum of the values entered in the 12 months, 11 months, 10 months, and 9 months
categories).
The total staff for salary reporting values will be used on the Salaries Part G3 to calculate annual average salaries.
Key Reporting Concepts:
Part G2: Salary Outlays for Full-time Instructional Staff by Gender and Academic Rank
On this screen, report the TOTAL ANNUAL salary outlays for the full-time, non-medical school, instructional staff reported on the
previous screen, by gender and academic rank. This should include the staff reported in the 12 months, 11 months, 10 months, and 9
months categories. Do NOT include salary outlays for employees whose annual salary covers fewer than 9 months worked. For
113
information on who to include/exclude, click here.
The Total staff for salary reporting from the Part G - Salaries Worksheet are displayed for your reference. Using the data
provided, the system will calculate the equated 9 months, by academic rank and gender.
Report total annual salary outlays for 2017-18.
Include all full-time, non-medical school, instructional staff – with and without faculty status.
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.
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.
Key Reporting Concepts:
Part G4: Salary Outlays for Full-time Non-instructional Staff by Occupational Category
On this screen, report the TOTAL ANNUAL salary outlays for full-time, non-medical school, non-instructional staff at the institution by
occupational category. (The total number of full-time, non-medical school, non-instructional staff is carried forward from the previous
screens for your reference.) These totals are not disaggregated by race/ethnicity and gender.
For information on who to include/exclude, click here. For SOC Classification Principles and Coding Guidelines, click here.
Report total annual salary outlays for 2017-18.
Include all full-time, non-medical school, non-instructional staff with and without faculty status.
The salary outlays (combined salaries of all staff) should include base salaries only – no supplements, overloads or bonuses.
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.
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.
114
Glossary
date: 3/8/2018
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 course-by-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" (SOC code 25-4010). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#13-0000.
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#21-0000); 2) Legal Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#23-0000); and 3) Arts, Design, Entertainment, Sports, and Media Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#27-0000).
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#15-0000); 2) Architecture and
Engineering Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#17-0000); and 3) Life, Physical, and Social Science
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#19-0000).
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 full-time or part-time.
The employee's term of contract is not considered in making the determination of full- or part-time.
Graduate Assistants (Other)
An occupational category based on the detailed occupation in the 2010 Standard Occupational Classification (SOC) Manual called
"Management Occupations" (SOC code 11-0000), "Business and Financial Operations Occupations" (SOC code 13-0000), "Computer
and Mathematical Occupations" (SOC code 15-0000), "Architecture and Engineering Occupations" (SOC code 17-0000), "Life, Physical,
and Social Science Occupations" (SOC code 19-0000), "Community and Social Service Occupations" (SOC code 21-0000), "Legal
Occupations" (SOC code 23-0000), "Arts, Design, Entertainment, Sports, and Media Occupations" (SOC code 27-0000), "Librarians,
Curators, and Archivists" (SOC code 25-4000), "Archivists, Curators, and Museum Technicians" (SOC code 25-4010), "Librarians" (SOC
code 25-4020), "Library Technicians" (SOC code 25-4030), "Preschool, Primary, Secondary, and Special Education School Teachers"
(SOC code 25-2000), "Other Teachers and Instructors" (SOC code 25-3000), "Other Education, Training, and Library Occupations" (SOC
code 25-9000) and "Healthcare Practitioners and Technical Occupations" (SOC code 29-0000). For detailed information, refer to the
following website: https://www.bls.gov/soc/2010/2010_major_groups.htm.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#29-0000.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
Indefinite duration (continuing
or at-will) contract or
employment agreement
A contract or employment agreement that has an indefinite duration (continuing, at-will).
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 institutionlevel 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 webbased 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" (SOC code 25-4020). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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" (SOC code 25-4030). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
1.
2.
3.
4.
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
115
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#11-0000.
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 contract or
employment agreement
A contract or employment agreement 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 multi-year contract is renewed every 5 years NOT annually).
Multi-year or continuing or at-will
contract or employment
agreement (old definition)
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#45-0000); 2) Construction and
Extraction Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#47-0000); and 3) Installation, Maintenance, and
Repair Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#49-0000).
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 November 1, 2015 and October 31, 2016. Does not include persons who have returned from sabbatical leave OR full-time
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#43-0000.
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 parttime. The employee's term of contract is not considered in making the determination of full- or part-time. 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 25-1000. This category 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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#51-0000) and 2) Transportation and Material Moving
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#53-0000).
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.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#41-0000.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification (SOC) Manual: 1)
Healthcare Support Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#31-0000); 2) Protective Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#33-0000); 3) Food Preparation and Serving Related Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#35-0000); 4) Building and Grounds Cleaning and Maintenance Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#37-0000); and 5) Personal Care and Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#39-0000).
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 (SOC code 25-2000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); 2) Other Teachers and Instructors (SOC code 25-3000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); and 3) Other Education, Training, and Library Occupations (SOC
code 25-9000) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000).
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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116
117
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > FAQ
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?
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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?
Beginning with the 2016-17 IPEDS HR survey, 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
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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 part-time 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
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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 November 1, 2016 and October 31, 2017 either for the first time (new to the
institution) or after a break in service. 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-yearterm.
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
All
All
All
instructional staff are employed on a part time basis.
instructional staff are military personnel.
instructional staff contribute their services (e.g., are members of a religious order).
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 four
categories of employment:
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. This does not include contracts for partial year periods, such as a single
semester, quarter, term, block, or course.
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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. This 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 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 part-time 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: https://www.cupahr.org/surveys/survey-participation/templates/ 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.
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.
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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.
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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: https://www.cupahr.org/surveys/survey‐participation/. Click on the option for Survey
Participation Integrated Templates, and choose the desired template for Administrators, Professionals, or Staff.
In each of those 3 sheets, there is a worksheet labeled "Position Descriptions" which includes a column labeled
"SOC for IPEDS" which maps the job title to the recommended IPEDS SOC category.
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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 (https://www.bls.gov/soc/2010/home.htm) under the category "2010 SOC, Downloadable
Materials". While the SOC system is a four-level 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.
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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: https://nces.ed.gov/ipeds/Section/resources_soc.
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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” (11-9033) 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
123
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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124
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Form
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
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.
125
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 November 1, 2016 and October 31, 2017 either for
the first time (new to the institution) or after a break in service ? Do not exclude persons that were no longer on the payroll as of November 1, 2017. (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
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)?
You may use the space below to provide context for the data you've reported above.
126
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2017
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
127
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, 2017
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
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
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
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
128
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2017
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
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
Grand
Total
(All fulltime
staff)
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
Grand
Total
(All fulltime
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
129
Part G1 - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2017-18
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
Months worked
Gender and academic rank
Total staff
12 months
11 months
10 months
9 months
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 (men+women) full-time non-medical school instructional staff from Part A
130
< 9 months
Total staff for salary reporting
Part G2 - Salary Outlays for Instructional Staff
Salary Outlays
for Full-time Non-medical School Instructional Staff
Annual Salary Outlays, 2017-18
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, Part G1 – Salaries Worksheet
Using the TOTAL ANNUAL salary outlays data provided, the system will calculate the Equated 9 months by academic rank and gender.
Salary Outlays
Gender and academic rank
Total staff for salary reporting
(from Part G, screen 1)
12 months
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)
131
11 months
10 months
9 months
Equated
9 months
Part G4 - Salary Outlays for Non-instructional Staff
Salary Outlays
for Full-time Non-medical School Non-instructional Staff
Annual Salary Outlays, 2017-18
Occupational category
Number of
full-time staff
(carried forward from the Part B - FT, non-instructional staff
screens)
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
132
Total annual salary
outlays
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
133
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, 2017
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
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
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
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
134
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
staff)
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
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
135
Part B - Graduate assistants
Number of Graduate Assistants
As of November 1, 2017
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
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
Research
Other
11-0000, 13-0000, 15-0000,
17-0000, 19-0000, 21-0000,
23-0000, 27-0000, 25-4000,
25-4010, 25-4020, 25-4030,
25-2000, 25-3000, 25-9000,
29-0000
Total
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
Teaching
25-1191
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
136
Part C - Total number of staff
Total Number of Staff
As of November 1, 2017
Full-time men
Full-time women
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
137
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.
138
Prepared by
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there are questions concerning the data. The Keyholder will
be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the reporting burden associated with IPEDS. Please include in
your estimate the time it took for you to review instructions, query and search data sources, complete and review the component, and submit the data through the Data
Collection System.
Thank you for your assistance.
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Academic Library Contact
Other
Name:
Email:
How many staff from your institution only were involved in the data collection and reporting process of this survey component?
Number of Staff (including yourself)
How many hours did you and others from your institution only spend on each of the steps below when responding to this survey component?
Exclude the hours spent collecting data for state and other reporting purposes.
Staff member
Collecting Data Needed
Revising Data to Match
IPEDS Requirements
Entering Data
Revising and Locking Data
Your office
hours
hours
hours
hours
Other offices
hours
hours
hours
hours
U.S. Department of Education
Software Provider Resources
Use of Cookies
Section 508 Compliance
Browsers Supported
Troubleshooting
NCES Privacy Policy
139
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Instructions
2017-18 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 full-time 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.
The reporting of data by race/ethnicity and gender is now required every 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.
140
Changes in Reporting
Changes in reporting since 2016-17 are as follows:
Salary outlays are now collected by months worked (12 months, 11 months, 10 months, or 9 months) rather than total across all
months worked.
Categories for reporting of Graduate Assistants have been collapsed from 8 categories to 3 categories (Teaching, Research, Other).
Contract reporting categories for full-time instructional staff with faculty status (not-on-tenure track) have been revised. The new
categories are: 1) Multi-year contract, 2) Annual contract, 3) Less-than-annual contract, and 4) Contract of indefinite duration
(continuing or at-will). The former categories were: 1) Multi-year, continuing, or at-will contract, 2) Annual contract, and 3) Less-thanannual contract.
New Hires reporting (Part H) now covers November 1 through October 31, rather than July 1 through October 31; between November
1, 2016 and October 31, 2017 for the current collection cycle.
General Instructions
Reporting Period Covered
The HR component is intended to provide both a snapshot of your institution's human resources/payroll data at a specific point in the fall
and reporting of new hire data from fall 2016 through fall 2017. As such, report employees on the payroll of the institution as of November
1, 2017 and the number of persons who were hired for full-time permanent employment either for the first time (new to institution) or
after a break in service between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
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.
Coverage
Who to Include in this Report
Persons on the payroll of the institution as of November 1, 2017, with the exception of New Hire reporting.
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.
Persons newly hired between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
"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.
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
141
Occupational Classification (SOC).
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
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
Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
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.
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.
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.
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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.
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.
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
gender and academic rank. Academic ranks include Professors, Associate professors, Assistant professors, Instructors,
Lecturers, and No academic rank. Counts should be reported based on the number of months of work covered by the annual
salary paid to the employee: 12 months, 11 months, 10 months, 9 months, and less than 9 months. This includes instructional
staff with 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).
For each gender and academic rank category, the system will calculate:
1. 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);
2. Total staff for salary reporting (i.e. the sum of the values entered in the 12 months, 11 months, 10 months, and 9
months categories).
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 "Equated 9 month average" 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 2017-18.
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.
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.
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.
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.
How do I report Adjunct Instructional staff?
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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.
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.
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.
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.
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.
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”.
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.
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
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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.
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 occcupational 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.
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 equated 9 month salaries. The salaries worksheet (Part G - screen 1) 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 the staff
reported in the 12 months, 11 months, 10 months, and the 9 months columns.
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. Additional information on reporting Salaries data can be found in the instructions for Part G - Salaries.
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: https://www.cupahr.org/surveys/survey-participation/templates/.
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.
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.
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. 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.
3. Workers primarily engaged in planning and directing are classified in management occupations in Major Group 11-0000. Duties of
these workers may include supervision.
4. 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. * *
5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers in Major Group 29-
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6.
7.
8.
9.
0000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line supervisor occupations in Major Group 310000.
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.
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.
Comparison of the 2017-18 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.
Crosswalk for Degree-Granting Institutions
2017-18 IPEDS Human Resources Occupational Categories to the 2010 Standard Occupational Classification
(SOC) Occupational Categories
2017-18 IPEDS HR Occupational Categories
2010 SOC Occupational
Categories
Education, Training, and Library Occupations
25-0000 Education,
Training, and Library
Occupations
Educational Occupations
Instructional Staff
Primarily Instruction
Instruction Combined with Research and/or
Public Service
Research staff
Public Service staff
25-1000 Postsecondary
Teachers
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Library and Instructional Support Occupations
Librarians, Curators, and Archivists
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Services and Other
Education Occupations
254000 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,
Entertainment, Sports, and Media Occupations
21-0000 Community and Social
Service Occupations
23-0000 Legal Occupations
27-0000 Arts, Design,
Entertainment, Sports, and
Media Occupations
Healthcare Practitioners and Technical Occupations
29-0000 Healthcare
Practitioners and Technical
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 Maintenance
Occupations
45-0000 Farming, Fishing, and
Forestry Occupations
47-0000 Construction and
Extraction Occupations
49-0000 Installation,
Maintenance, and Repair
Occupations
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Production, Transportation, and Material Moving
Occupations
51-0000 Production
Occupations
53-0000 Transportation and
Material Moving Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
55-0000 Military Specific
Occupations
Graduate Assistants
Graduate Assistants - Teaching
25-1191 Graduate Teaching
Assistant
Graduate Assistants - Research
There is no single SOC Code
associated with this IPEDS
Occupational Category
Graduate Assistants - Other
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
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
Graduate Assistants in occupational categories other
than those listed above are not reported in the HR
Survey
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
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status, these employees formally spend the majority of their time providing instruction, research, and/or public service.
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 251000. 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.
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 https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000]
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 - Research Persons whose specific assignments customarily are made for the purpose of conducting research.
Graduate Assistant – Other Persons in the following former Non-Instructional Occupation Categories:
Graduate Assistant - Management
Graduate Assistant - Business and Financial Operations
Graduate Assistant - Computer, Engineering, and Science
Graduate Assistant - Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media
Graduate Assistant - Library and Student and Academic Affairs and Other Education Services
Graduate Assistant - Healthcare Practitioners and Technical
Note: Public Service is not included in the above categories as recommended by the IPEDS Technical Review Panel.
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/Section/resources_soc).
New IPEDS Occupational Categories and 2010 SOC
2017-18 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 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 (https://www.cupahr.org/surveys/survey-participation/templates/).
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
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151
Glossary
date: 3/8/2018
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 course-by-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" (SOC code 25-4010). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#13-0000.
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#21-0000); 2) Legal Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#23-0000); and 3) Arts, Design, Entertainment, Sports, and Media Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#27-0000).
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#15-0000); 2) Architecture and
Engineering Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#17-0000); and 3) Life, Physical, and Social Science
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#19-0000).
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 full-time or part-time.
The employee's term of contract is not considered in making the determination of full- or part-time.
Graduate Assistants (Other)
An occupational category based on the detailed occupation in the 2010 Standard Occupational Classification (SOC) Manual called
"Management Occupations" (SOC code 11-0000), "Business and Financial Operations Occupations" (SOC code 13-0000), "Computer
and Mathematical Occupations" (SOC code 15-0000), "Architecture and Engineering Occupations" (SOC code 17-0000), "Life, Physical,
and Social Science Occupations" (SOC code 19-0000), "Community and Social Service Occupations" (SOC code 21-0000), "Legal
Occupations" (SOC code 23-0000), "Arts, Design, Entertainment, Sports, and Media Occupations" (SOC code 27-0000), "Librarians,
Curators, and Archivists" (SOC code 25-4000), "Archivists, Curators, and Museum Technicians" (SOC code 25-4010), "Librarians" (SOC
code 25-4020), "Library Technicians" (SOC code 25-4030), "Preschool, Primary, Secondary, and Special Education School Teachers"
(SOC code 25-2000), "Other Teachers and Instructors" (SOC code 25-3000), "Other Education, Training, and Library Occupations" (SOC
code 25-9000) and "Healthcare Practitioners and Technical Occupations" (SOC code 29-0000). For detailed information, refer to the
following website: https://www.bls.gov/soc/2010/2010_major_groups.htm.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#29-0000.
Hispanic/Latino
A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
Indefinite duration (continuing
or at-will) contract or
employment agreement
A contract or employment agreement that has an indefinite duration (continuing, at-will).
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 institutionlevel 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 webbased 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" (SOC code 25-4020). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
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" (SOC code 25-4030). For detailed information, refer to the following website:
https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000.
1.
2.
3.
4.
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Student and Academic Affairs and Other Education Services Occupations
152
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#11-0000.
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 contract or
employment agreement
A contract or employment agreement 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 multi-year contract is renewed every 5 years NOT annually).
Multi-year or continuing or at-will
contract or employment
agreement (old definition)
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#45-0000); 2) Construction and
Extraction Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#47-0000); and 3) Installation, Maintenance, and
Repair Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#49-0000).
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 November 1, 2015 and October 31, 2016. Does not include persons who have returned from sabbatical leave OR full-time
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#43-0000.
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 parttime. The employee's term of contract is not considered in making the determination of full- or part-time. 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 25-1000. This category 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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#51-0000) and 2) Transportation and Material Moving
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#53-0000).
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.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#41-0000.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification (SOC) Manual: 1)
Healthcare Support Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#31-0000); 2) Protective Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#33-0000); 3) Food Preparation and Serving Related Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#35-0000); 4) Building and Grounds Cleaning and Maintenance Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#37-0000); and 5) Personal Care and Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#39-0000).
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 (SOC code 25-2000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); 2) Other Teachers and Instructors (SOC code 25-3000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); and 3) Other Education, Training, and Library Occupations (SOC
code 25-9000) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000).
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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154
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > FAQ
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?
155
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?
Beginning with the 2016-17 IPEDS HR survey, 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
156
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.
Back to top
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.
Back to top
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.
Back to top
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).
Back to top
5)
Where do we report research professionals who do not have faculty status?
Report them as Research staff without faculty status.
Back to top
6)
How do I categorize employees such as research scientists and research engineers?
Categorize research scientists and research engineers as Research staff.
Back to top
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).
Back to top
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.
Back to top
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 part-time 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
Back to top
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
157
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 November 1, 2016 and October 31, 2017 either for the first time (new to the
institution) or after a break in service. 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-yearterm.
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
All
All
All
instructional staff are employed on a part time basis.
instructional staff are military personnel.
instructional staff contribute their services (e.g., are members of a religious order).
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 four
categories of employment:
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. This does not include contracts for partial year periods, such as a single
semester, quarter, term, block, or course.
158
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. This 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 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 part-time 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: https://www.cupahr.org/surveys/survey-participation/templates/ 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.
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.
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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.
159
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: https://www.cupahr.org/surveys/survey‐participation/. Click on the option for Survey
Participation Integrated Templates, and choose the desired template for Administrators, Professionals, or Staff.
In each of those 3 sheets, there is a worksheet labeled "Position Descriptions" which includes a column labeled
"SOC for IPEDS" which maps the job title to the recommended IPEDS SOC category.
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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 (https://www.bls.gov/soc/2010/home.htm) under the category "2010 SOC, Downloadable
Materials". While the SOC system is a four-level 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.
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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: https://nces.ed.gov/ipeds/Section/resources_soc.
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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” (11-9033) 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
160
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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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Form
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
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.
162
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.
163
Yes
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2017
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
164
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, 2017
Report Hispanic/Latino individuals of any race as Hispanic/Latino
Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
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
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
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
165
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2017
Report Hispanic/Latino individuals of any race as Hispanic/Latino
Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
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
Grand
Total
(All fulltime
staff)
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
Grand
Total
(All fulltime
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
166
Part A - Full-time Staff Total
Number of Full-time Staff
As of November 1, 2017
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
167
Total
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
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
168
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, 2017
Report Hispanic/Latino individuals of any race as Hispanic/Latino
Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
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
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
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
169
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2017
Report Hispanic/Latino individuals of any race as Hispanic/Latino
Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
staff)
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, Production, Transportation, and
and Maintenance Occupations
Material Moving Occupations
45-0000 + 47-0000 + 49-0000
51-0000 + 53-0000
Grand
Total
(All parttime
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
170
Part B - Part-time Staff Total
Number of Part-time Staff
As of November 1, 2017
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
171
Total
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
172
Prepared by
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there are questions concerning the data. The Keyholder will
be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the reporting burden associated with IPEDS. Please include in
your estimate the time it took for you to review instructions, query and search data sources, complete and review the component, and submit the data through the Data
Collection System.
Thank you for your assistance.
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Academic Library Contact
Other
Name:
Email:
How many staff from your institution only were involved in the data collection and reporting process of this survey component?
Number of Staff (including yourself)
How many hours did you and others from your institution only spend on each of the steps below when responding to this survey component?
Exclude the hours spent collecting data for state and other reporting purposes.
Staff member
Collecting Data Needed
Revising Data to Match
IPEDS Requirements
Entering Data
Revising and Locking Data
Your office
hours
hours
hours
hours
Other offices
hours
hours
hours
hours
U.S. Department of Education
Software Provider Resources
Use of Cookies
Section 508 Compliance
Browsers Supported
Troubleshooting
NCES Privacy Policy
173
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
date: 3/8/2018
2017-18 Survey Materials > Instructions
2017-18 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. The reporting of data by race/ethnicity and
gender is now required every 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.
Changes in Reporting
Changes in reporting since 2016-17 are as follows:
Salary outlays are now collected by months worked (12 months, 11 months, 10 months, or 9 months) rather than total across all
months worked.
Categories for reporting of Graduate Assistants have been collapsed from 8 categories to 3 categories (Teaching, Research, Other).
Contract reporting categories for full-time instructional staff with faculty status (not-on-tenure track) have been revised. The new
categories are: 1) Multi-year contract, 2) Annual contract, 3) Less-than-annual contract, and 4) Contract of indefinite duration
(continuing or at-will). The former categories were: 1) Multi-year, continuing, or at-will contract, 2) Annual contract, and 3) Less-thanannual contract.
New Hires reporting (Part H) now covers November 1 through October 31, rather than July 1 through October 31; between November
1, 2016 and October 31, 2017 for the current collection cycle.
General Instructions
Reporting Period Covered
174
The HR component is intended to provide both a snapshot of your institution's human resources/payroll data at a specific point in the fall
and reporting of new hire data from fall 2016 through fall 2017. As such, report employees on the payroll of the institution as of November
1, 2017 and the number of persons who were hired for full-time permanent employment either for the first time (new to institution) or
after a break in service between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
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.
Coverage
Who to Include in this Report
Persons on the payroll of the institution as of November 1, 2017, with the exception of New Hire reporting.
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.
Persons newly hired between November 1, 2016 and October 31, 2017, whether or not the persons were still on the payroll as of
November 1, 2017.
"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.
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).
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:
175
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
Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
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.
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.
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.
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
176
- 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.
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.
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.
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.
177
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.
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.
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: https://www.cupahr.org/surveys/survey-participation/templates/.
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.
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.
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. 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.
3. Workers primarily engaged in planning and directing are classified in management occupations in Major Group 11-0000. Duties of
these workers may include supervision.
4. 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. * *
5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers in Major Group 290000 Healthcare Practitioners and Technical Occupations. Therefore, there are no first-line supervisor occupations in Major Group 310000.
6. 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.
7. 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.
8. 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
178
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.
9. 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.
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.
Comparison of the 2017-18 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.
Crosswalk for Non-Degree-Granting Institutions 2017-18 IPEDS Human Resources Survey Occupational
Categories to the 2010 Standard Occupational Classification System (SOC) System Occupational
Categories 2017-18 IPEDS HR Occupational Categories
2017-18 IPEDS HR Occupational Categories
2010 SOC Occupational Categories
Education, Training, and Library Occupations
250000 Education, Training, and Library Occupations
Educational Occupations
Instructional Staff
Primarily Instruction
Instruction Combined with Research
and/or Public Service
25-1000 Postsecondary Teachers
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
179
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,
Entertainment, Sports, and Media Occupations
21-0000 Community and Social Service Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, Sports, and
Media Occupations
Healthcare Practitioners and Technical
Occupations
29-0000 Healthcare Practitioners and Technical
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
Maintenance Occupations
45-0000 Farming, Fishing, and Forestry Occupations
47-0000 Construction and Extraction Occupations
49-0000 Installation, Maintenance, and Repair
Occupations
Production, Transportation, and Material Moving
Occupations
51-0000 Production Occupations
Not applicable to HR Survey
55-0000 Military Specific Occupations
53-0000 Transportation and Material Moving
Occupations
(Military Specific Occupations are not reported in
the IPEDS HR survey)
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.
180
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 251000. 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.
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/Section/resources_soc).
New IPEDS Occupational Categories and 2010 SOC
2017-18 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 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 (https://www.cupahr.org/surveys/survey-participation/templates/).
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
181
Glossary
date: 3/8/2018
Term
Definition
Adjunct instructional staff
Non-tenure track instructional staff serving in a temporary or auxiliary capacity to teach specific courses on a course-by-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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#13-0000.
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#21-0000); 2) Legal Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#23-0000); and 3) Arts, Design, Entertainment, Sports, and Media Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#27-0000).
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#15-0000); 2) Architecture and
Engineering Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#17-0000); and 3) Life, Physical, and Social Science
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#19-0000).
Full-time staff (employees)
As defined 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 part-time.
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#29-0000.
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 institutionlevel 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 webbased 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 (SOC code 25-4020) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); 2) Archivists, Curators,
and Museum Technicians (SOC code 25-4010) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); and 3) Library
Technicians (SOC code 25-4030) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000).
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#11-0000.
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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#45-0000); 2) Construction and
Extraction Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#47-0000); and 3) Installation, Maintenance, and
Repair Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#49-0000).
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#43-0000.
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 parttime. The employee's term of contract is not considered in making the determination of full- or part-time. 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 25-1000. This category 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 (https://www.bls.gov/soc/2010/2010_major_groups.htm#51-0000) and 2) Transportation and Material Moving
Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#53-0000).
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:
https://www.bls.gov/soc/2010/2010_major_groups.htm#41-0000.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational Classification (SOC) Manual: 1)
Healthcare Support Occupations (https://www.bls.gov/soc/2010/2010_major_groups.htm#31-0000); 2) Protective Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#33-0000); 3) Food Preparation and Serving Related Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#35-0000); 4) Building and Grounds Cleaning and Maintenance Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#37-0000); and 5) Personal Care and Service Occupations
(https://www.bls.gov/soc/2010/2010_major_groups.htm#39-0000).
182
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 (SOC code 25-2000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); 2) Other Teachers and Instructors (SOC code 25-3000)
(https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000); and 3) Other Education, Training, and Library Occupations (SOC
code 25-9000) (https://www.bls.gov/soc/2010/2010_major_groups.htm#25-0000).
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
date: 3/8/2018
2017-18 Survey Materials > FAQ
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?
184
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?
Beginning with the 2016-17 IPEDS HR survey, 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
185
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 part-time 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
186
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 November 1, 2016 and October 31, 2017 either for the first time (new to the
institution) or after a break in service. 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-yearterm.
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
All
All
All
instructional staff are employed on a part time basis.
instructional staff are military personnel.
instructional staff contribute their services (e.g., are members of a religious order).
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 four
categories of employment:
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. This does not include contracts for partial year periods, such as a single
semester, quarter, term, block, or course.
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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. This 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 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 part-time 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: https://www.cupahr.org/surveys/survey-participation/templates/ 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.
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.
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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.
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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: https://www.cupahr.org/surveys/survey‐participation/. Click on the option for Survey
Participation Integrated Templates, and choose the desired template for Administrators, Professionals, or Staff.
In each of those 3 sheets, there is a worksheet labeled "Position Descriptions" which includes a column labeled
"SOC for IPEDS" which maps the job title to the recommended IPEDS SOC category.
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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 (https://www.bls.gov/soc/2010/home.htm) under the category "2010 SOC, Downloadable
Materials". While the SOC system is a four-level 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.
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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: https://nces.ed.gov/ipeds/Section/resources_soc.
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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” (11-9033) 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
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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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| File Type | application/pdf |
| File Title | Microsoft Word - Human_Resources_1.docx |
| Author | jra |
| File Modified | 2018-06-29 |
| File Created | 2018-06-29 |