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Human Resources
Integrated Postsecondary Education Data System (IPEDS) 2019-20 to
2021-22
There are no proposed changes to the Human Resources survey component.
Image description. The Integrated Postsecondary Education Data System End of image description.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Form
date: 8/13/2018
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 2018 Standard Occupational
Classification (SOC) codes. Additional information and resources can be found in the IPEDS HR/SOC Information Center, including
general information about the SOC, the IPEDS/SOC crosswalk, a SOC Browse Tool, Frequently Asked Questions, and Web
Tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
Yes
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
No
Yes
Does your institution have 15 or more full-time staff?
No
Yes
Does your institution have a tenure system?
If you answer Yes to this question, you will be provided the screens to report some data by tenure status.
No
Yes
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between November 1, 2017
and October 31, 2018 either for the first time (new to the institution) or after a break in service? Do not exclude persons who were no
longer on the payroll as of November 1, 2018. (Exclude persons who have returned from sabbatical leave and full-time instructional staff
who are working less-than-9-month contracts.)
If you answer Yes to this question, you will be provided the screens to report full-time permanent new hires in Part H.
No
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
If you answer Yes to any of the questions below, you will NOT be required to report Part G - Salaries for instructional staff. However, Part G
will still be required for reporting data for full-time non-instructional staff.
No
Yes
No
Yes
Are ALL of the instructional staff military personnel?
Do ALL of the instructional staff contribute their services
(e.g., members of a religious order)?
You may use the space below to provide context for the data you've reported above.
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Tenured
Number of Full-time Instructional Staff
With Faculty Status
Tenured
As of November 1, 2018
•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
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - On Tenure Track
Number of Full-time Instructional Staff
With Faculty Status
On Tenure Track
As of November 1, 2018
•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
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Multi-Year Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Multi-Year Contract
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Gender and race/ethnicity
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Gender and race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Annual Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Annual Contract
As of November 1, 2018
•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
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Less-Than-Annual
Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Less-than-annual Contract
As of November 1, 2018
•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
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
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, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Gender and race/ethnicity
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Gender and race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff - Without Faculty Status
Number of Full-time Instructional Staff
Without Faculty Status
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Without Faculty Status
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Without Faculty Status
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2018
•Report Primarily Instruction and Instruction combined with Research and/or Public Service separately, as indicated below
•Report Non-medical school and Medical school staff separately, as indicated below
With Faculty Status
Tenured
Non-medical school staff
Non-medical school staff from
prior year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service staff
Medical school staff
Medical school staff from prior
year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service staff
Total carried forward from
previous screens
On Tenure
Track
Multi-year
Not on Tenure Track
Annual
Less-than-annual Indefinite duration
contract
contract
(continuing or atwill)
Without
Total
Faculty Status
Part A3 - Full-time Instructional Staff - Totals
Total number of Full-time Instructional Staff
As of November 1, 2018
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total
Total from prior year
Total men
Total women
Total (men+women)
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2018
•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 and Media
Collections Specialists
25-4020
Library
Technicians
25-4030
Archivists, Curators, and
Museum Technicians
25-4010
Librarians and Media
Collections Specialists
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
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, 2018
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
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
Part B2 - Full-time Non-instructional Staff by Occupational Category and Tenure Status
Number of Full-time Non-instructional Staff
As of November 1, 2018
Non-medical school staff
Occupational category
With Faculty Status
Tenured
On Tenure
Track
Multi-year
Not on Tenure Track
Annual
Less-than-annual
contract
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 and Media Collections
Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs
and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and
Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment,
Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
With Faculty Status
Tenured
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians and Media Collections
Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and
Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
On Tenure
Track
Multi-year
Not on Tenure Track
Annual
Less-than-annual
contract
contract
Indefinite
duration
(continuing or at
-will)
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and
Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal,
Arts, Design, Entertainment,
Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and
Technical Occupations
29-0000
Total
Total from prior year
Part B2 - Full-time Non-instructional Staff by Medical School Status
Number of Full-time Non-instructional Staff
As of November 1, 2018
Occupational category
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Total from prior year
Total
(carried forward
from Part B1)
Non-medical school staff
Medical school staff
Part C - Full-time Summary Non-medical school staff
Summary of Full-time Non-medical School Staff
As of November 1, 2018
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians and Media Collections Specialists
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
On
Not on Tenure Track
Tenure Multi-year Annual Less-than-annual
Track
contract
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, 2018
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians and Media Collections Specialists
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
On
Not on Tenure Track
Tenure Multi-year Annual Less-than-annual
Track
contract
contract
Indefinite
duration
(continuing or at
-will)
Without Total
Faculty
Status
Part G1 - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2018-19
•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
Gender and academic rank
12 months
11 months
Months worked
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
Total staff
< 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, 2018-19
•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.
Gender and academic rank Total staff for salary reporting
(from Part G, screen 1)
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total women
Total (men + women)
12 months
11 months
Salary Outlays
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, 2018-19
Occupational category
Research staff
Public Service staff
Library and Student and Academic Affairs and Other Education Services
Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Number of
full-time staff
(carried forward from the Part B - FT, noninstructional staff screens)
Total annual salary
outlays
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Instructional staff
Research staff
Public Service staff
Instructional staff
Research staff
Public Service staff
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2018
•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, Librarians and
and Museum
Media Collections
Technicians
Specialists
25-4010
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and
Library and Student and
Other Education Services
Academic Affairs and Other
Occupations
Education Services
25-2000 + 25-3000 + 25-9000
Occupations
Archivists, Curators, Librarians and
and Museum
Media Collections
Technicians
Specialists
25-4010
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and
Library and Student and
Other Education Services
Academic Affairs and Other
Occupations
Education Services
25-2000 + 25-3000 + 25-9000
Occupations
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All parttime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
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
Part D - Graduate assistants
Number of Graduate Assistants
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Teaching
25-9044
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
Teaching
25-9044
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
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part E - Part-time Staff by Occupational Category and Tenure Status
Number of Part-time Staff
As of November 1, 2018
Non-medical school staff
Occupational category
With Faculty Status
Tenured
On Tenure
Track
Multi-year
Not on Tenure Track
Annual Less-than-annual
contract
contract
Indefinite
duration
(continuing or
at-will)
Without
Faculty
Status
Total
Without
Faculty
Status
Total
Primarily Instruction
Exclusively
credit
Exclusively notfor-credit
Combined credit/not
-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians and Media Collections
Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and
Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and
Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
With Faculty Status
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-forcredit
Combined credit/not
-for-credit
Instruction/research/public service staff
On Tenure
Track
Multi-year
Not on Tenure Track
Annual Less-than-annual
contract
contract
Indefinite
duration
(continuing or
at-will)
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians and Media Collections
Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations
Occupations
13-0000
Computer, Engineering, and Science
Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts,
Design, Entertainment, Sports, and
Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Part E - Part-time Staff by Medical School Status
Number of Part-time Staff
As of November 1, 2018
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
25-9044
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
Total
(carried forward
from Part D)
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, 2018
With Faculty Status
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum
Technicians
25-4010
Librarians and Media Collections Specialists
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
25-9044
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
On
Not on Tenure Track
Tenure Multi-year Annual Less-than-annual Indefinite duration
Track
contract
contract
(continuing or atwill)
Without
Faculty
Status
Total
Part F - Part-time Summary Medical school staff
Summary of Part-time Medical School Staff
As of November 1, 2018
With Faculty Status
Occupational category
Tenured
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service staff
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-2000 + 25-3000 + 25-9000
Librarians and Media Collections Specialists
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
25-9044
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
On
Not on Tenure Track
Tenure Multi-year Annual Less-than-annual
Track
contract
contract
Indefinite
duration
(continuing or at
-will)
Without Total
Faculty
Status
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, 2017 - October 31, 2018)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include Primarily Instruction and Instruction Combined with Research and Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
With Faculty Status
Tenured
On Tenure
Track
Multi-year
Not on Tenure Track
Annual
Less-than-annual
Indefinite duration
contract
contract
(continuing or at-will)
Without Faculty Total
Status
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
With Faculty Status
Tenured
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
On Tenure
Track
Multi-year
Annual
contract
Not on Tenure Track
Less-than-annual
Indefinite duration
contract
(continuing or at-will)
Without Faculty Total
Status
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2017 - October 31, 2018)
•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 Library and Student and Academic Affairs and Other Education
staff
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Instructional Staff
(from Part H,
screen 1)
Research
staff
Public Service Library and Student and Academic Affairs and Other Education
staff
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2017 - October 31, 2018)
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2017 - October 31, 2018)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
new
hires)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
new
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)
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
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
Finance Contact
SFA Contact
HR 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
Your office
hours
hours
Other offices
hours
hours
Entering Data
Revising and Locking Data
hours
hours
hours
hours
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Instructions
date: 8/13/2018
2018-19 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 2018 Standard Occupational Classification (SOC) System
2018 SOC Classification Principles
Additional Information from the 2018 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2018 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2018 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Resources for Classifying Employees Using the 2018 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 staff will be reported by the main campus of the system. If you
have any questions concerning whether a separate reporting entity exists for your system, please contact your
system's coordinator or keyholder, or the IPEDS Help Desk for further assistance
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Changes in Reporting
The following changes were implemented for the 2018-19 data collection period:
•
•
The Standard Occupational Classification (SOC) codes were updated to reflect the changes to the 2018 SOC
System.
Clarification of instructions on who to include in this report: "Persons on the payroll of the institution as of
November 1, 2018, AND (in the New Hires section) 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."
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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 2017 through fall 2018. As such, report employees on
the payroll of the institution as of November 1, 2018 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,
2017 and October 31, 2018, whether or not the persons were still on the payroll as of November 1, 2018.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
•
•
•
Persons on the payroll of the institution as of November 1, 2018, AND (in the New Hires section) 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.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
•
•
•
•
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
Staff on leave without pay.
•
•
•
•
•
•
•
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution and aggregate levels.
At the institution-level, data will appear in the:
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•
•
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College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
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IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
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•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
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•
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Part A - Full-time instructional staff: Collects the number of full-time instructional staff by faculty status,
tenure status (if applicable), contract length, and academic rank. Also, for staff classified as "Primarily
Instruction", these data are also collected for the following three subcategories: Exclusively credit; Exclusively
not-for-credit; and Combined credit/not-for-credit.
Part B - Full-time non-instructional staff: Collects the number of full-time non-instructional staff by
occupational category. Data are also collected for some full-time non-instructional staff by faculty status,
tenure status (if applicable), and contract length.
Part C - Full-time staff summary: Provides a summary of the data reported for full-time staff in Parts A
and B.
Part D - Part-time staff: Collects the number of part-time staff (and graduate assistants, if applicable) by
occupational category.
Part E - Part-time staff: Collects the number of some part-time staff by faculty status, tenure status (if
applicable), and contract length. Also, for staff classified as "Primarily Instruction" these data are also collected
for the following three subcategories: Exclusively credit; Exclusively not-for-credit; and Combined credit/notfor-credit.
Part F - Part-time staff summary: Provides a summary of the data reported for part-time staff in Parts D
and E.
Part G - Salaries: Collects the number of full-time, non-medical school, instructional staff by academic rank
based on the number of months covered by their annual salary: 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, nonmedical 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, 2017 and October 31, 2018 by occupational category. In addition, for instructional staff,
these data are collected by faculty status, tenure status (if applicable), and contract length.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Instructional Staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For each applicable faculty and tenure status in Part A, report the number of full-time instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.), as designated by the institution. Institutions
without standard academic ranks should report all instructional staff in the "No Academic Rank" category.
NOTE: It is possible for an institution to report some instructional staff with academic rank and some with no academic
rank.
In addition, you must report the number of full-time instructional staff at the institution by faculty status, tenure
status (if applicable), contract length, and medical school status (if applicable) for each of the following functions:
•
•
Primarily Instruction (carried forward based on the data reported on the previous screens in Part A)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting data on full-time instructional staff in Part A please refer to the Key
Reporting Concepts section of these instructions below.
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Part B - Full-time non-instructional staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Part B, you must report the number of full-time non-instructional staff at the institution by occupational category,
and for some occupational categories, by faculty status, tenure status (if applicable), contract length, and medical
school status (if applicable).
For additional information relevant to reporting full-time non-instructional staff in Part B, please refer to the Key
Reporting Concepts section of these instructions below.
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Parts D and E - Part-time staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Parts D and E, you must report the number of part-time staff (including graduate assistants, if applicable) at the
institution by occupational category; and for some occupational categories by faculty status, tenure status (if
applicable), contract length, and medical school status (if applicable).
In addition, in Part E, you must report the number of part-time instructional staff at the institution by faculty status,
tenure status (if applicable), contract length, and medical school status (if applicable) for each of the following
functions:
•
•
Primarily Instruction (carried forward based on the data reported in Part D)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting part-time staff in Parts D and E, please refer to the Key
Reporting Concepts section of these instructions below.
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Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at
the institution by 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 2018-19.
Salary outlays (combined salaries of all staff) should include base salaries only - no supplements, overloads, or
bonuses. Additional stipends for administrative, managerial, or other responsibilities should NOT be included in the
salary outlays data for instructional staff.
Staff on leave: When reporting staff on sabbatical leave and staff who are on leave but remain on the payroll of the
institution, report such persons at their regular salaries even though the staff may be receiving a reduced annuity
while on leave.
For additional information relevant to reporting Salaries data in Part G, please refer to the Key Reporting Concepts
section of these instructions below.
New hires: Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary
should be reported in Part G, as applicable.
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Part H - New Hires
If you responded "Yes" to the screening question about full-time permanent new hires, you will be required to report
the number of newly hired full-time permanent staff at the institution by occupational category in Part H. In addition,
you must report the number of newly hired full-time permanent instructional staff at the institution by faculty status,
tenure status (if applicable,) and contract length.
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, 2017 and October 31,
2018, whether or not the persons were still on the payroll as of November 1, 2018. 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 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting data on New Hires in Part H, please refer to the Key
Reporting Concepts section of these instructions below.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
•
•
•
•
•
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or
community attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Instructional Staff?
"Instructional Staff", as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI); or 2)
“Instruction combined with Research and/or Public Service" (IRPS). The intent of the “Instructional Staff” category is
to include all individuals whose primary occupation includes instruction at the institution. “Primarily Instruction” are
those individuals whose primary responsibility can be defined as teaching (e.g. the majority of their total time).
“Instruction combined with Research and/or Public Service" (IRPS) are those individuals who have instruction as part
of their job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g. they
teach, but a percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly
differentiated from their other responsibilities). Instructional staff could include postdoctoral students, if they meet the
criteria for one of the above two categories. Adjunct Instructional Staff would also typically meet the criteria.
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How do I report staff by Faculty Status?
Please refer to your institution’s policies to determine whether staff members have the designation of faculty. The
designation of faculty is not limited to "Instructional Staff", but can also include such positions as president, provost,
or librarians.
For IPEDS reporting purposes graduate assistants DO NOT have faculty status.
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How do I report staff by Tenure Status?
Report data on staff with faculty status by tenure status (e.g., tenured, on tenure track, and not on tenure track) as
designated by the institution.
Staff should be classified as “not on tenure track” if they have faculty status, but are not considered to be “tenured” or
“on tenure track.”
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How do I report Instructional Staff by Academic Rank?
(For degree-granting institutions with less than 15 full-time staff members this is only applicable to Part G - Salaries)
Report Instructional Staff by academic rank (e.g., professor, associate professor, etc.), as designated by the
institution. Institutions without standard academic ranks should report all their Instructional Staff in the "No Academic
Rank" category.
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How do I report staff by Contract Length?
Data on staff with faculty status who are not on tenure track (or where the institution does not have a tenure system)
are collected for three categories of employment agreements or contracts:
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•
•
•
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-tenure-track faculty, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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How do I report Adjunct Instructional staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution’s payroll, and as non-tenured
instructional staff.
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How do I Report Medical School Staff?
4-year and above degree-granting institutions with M.D. and/or D.O. programs report some data specifically for
medical school staff. The data for these instituitons are reported in three ways:
•
•
•
Combined: On some screens, data are reported for medical school and non-medical school staff combined
(Parts A1, B1, D, and H).
Separately: On some screens, data are reported separately for non-medical school staff and for medical
school staff (A2, B2, E).
Excluded: Data are reported for NON-MEDICAL SCHOOL STAFF ONLY in Part G – Salaries.
Staff employed by or working in the medical school (M.D. and/or D.O.) component of a postsecondary institution, or in
a freestanding medical school, should be reported as medical school staff. However, this does NOT include:
•
•
•
Employees working strictly in a hospital associated with a medical school.
Those who volunteer their services at the medical school.
Those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene – unless the health or allied health schools or departments are affiliated with
(housed in or under the authority of) the medical school.
NOTE: Staff that are in health disciplines that are NOT considered part of a medical school must be reported on the
non-medical school pages.
Free-Standing Hospitals and Medical Centers
Hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of this survey, that person should be reported as
part-time in his or her occupational category in the postsecondary education division or component.
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How do I report Research staff?
A staff member should be classified as "Research Staff" if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public service staff?
A staff member should be classified as "Public Service Staff" if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services, or
continuing education, regardless of their title, academic rank, or tenure status.If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research they should be classified as "Research Staff".In
addition, postdoctoral staff members typically do not have faculty status and they should be reported as “Without
faculty status”.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2018 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Affairs and Other Education Services
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category, as well as whom should be included
in other categories, please see the IPEDS/SOC Crosswalk.
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How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which
the majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of
the 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.
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How do I report Salaries?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an "annual" salary entails,
IPEDS now calculates 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.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2018 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 / 2018 SOC can be found in the Resources for Classifying Employees Using
the 2018 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the Standard Occupational Classification (SOC) System.
Structure of the 2018 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 98 minor groups, 459 broad
occupations, and 867 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/2018/soc_structure_2018.pdf.)
Each item in the SOC is designated by a six-digit code:
•
•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education Instruction 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 and Media Collections Specialists)
Detailed occupations end with a number other than 0 (e.g., 25-9044 Teaching Assistant, Postsecondary)
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_2018_SOC_Crosswalk.pdf.
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2018 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
2.
3.
4.
5.
6.
7.
8.
9.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work.
Workers primarily engaged in planning and directing of resources are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations, and therefore there are no firstline supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” occupation. “All Other” occupations are placed in the structure when it is determined
that the detailed occupations comprising a broad occupation group do not account for all of the workers in the
group. These occupations appear as the last occupation in the group, with a code ending in “9”, and are
identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC Major Groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2018 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2018-19 IPEDS HR Occupational Categories to the 2018 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2018 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
2018-19 IPEDS Human Resources Occupational Categories to the 2018 Standard
Occupational Classification (SOC) Occupational Categories
2018-19 IPEDS HR Occupational Categories
(OLD) 2010 SOC Occupational (NEW) 2018 SOC Occupational
Categories
Categories
Education, Training, and Library Occupations
Educational Occupations
•
•
•
•
25-0000 Educational Instruction and
Library Occupations
25-1000 Postsecondary Teachers
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
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians and Media
Collections Specialists
25-4030 Library Technicians
25-2000 Preschool, Elementary,
Middle, Secondary, and Special
Education Teachers
25-3000 Other Teachers and
Instructors
25-9000 Other Educational
Instruction and Library Occupations
Instructional Staff
◦
Primarily Instruction
◦
Instruction Combined with Research
and/or Public Service
Research staff
Public Service staff
Library and Instructional Support Occupations
•
25-0000 Education, Training, and
Library Occupations
25-1000 Postsecondary Teachers
Librarians, Curators, and Archivists
◦
Archivists, Curators, and Museum
Technicians
◦
Librarians
◦
Library Technicians
Student and Academic Services and Other
Education Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance
Occupations
Production, Transportation, and Material Moving
Occupations
11-0000 Management Occupations
11-0000 Management Occupation
13-0000 Business and Financial
13-0000 Business and Financial
Operations Occupations
Operations Occupations
15-0000 Computer and Mathematical 15-0000 Computer and Mathematical
Occupations
Occupations
17-0000 Architecture and Engineering 17-0000 Architecture and Engineering
Occupations
Occupations
19-0000 Life, Physical, and Social
19-0000 Life, Physical, and Social
Science Occupations
Science Occupations
21-0000 Community and Social
21-0000 Community and Social
Service Occupations
Service Occupations
23-0000 Legal Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, 27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
Sports, and Media Occupations
29-0000 Healthcare Practitioners and 29-0000 Healthcare Practitioners and
Technical Occupations
Technical Occupations
31-0000 Healthcare Support
31-0000 Healthcare Support
Occupations
Occupations
33-0000 Protective Service
33-0000 Protective Service
Occupations
Occupations
35-0000 Food Preparation and
35-0000 Food Preparation and
Serving Related Occupations
Serving Related Occupations
37-0000 Building and Grounds
37-0000 Building and Grounds
Cleaning and Maintenance
Cleaning and Maintenance
Occupations
Occupations
39-0000 Personal Care and Service 39-0000 Personal Care and Service
Occupations
Occupations
41-0000 Sales and Related
41-0000 Sales and Related
Occupations
Occupations
43-0000 Office and Administrative
43-0000 Office and Administrative
Support Occupations
Support Occupations
45-0000 Farming, Fishing, and
45-0000 Farming, Fishing, and
Forestry Occupations
Forestry Occupations
47-0000 Construction and Extraction 47-0000 Construction and Extraction
Occupations
Occupations
49-0000 Installation, Maintenance,
49-0000 Installation, Maintenance,
and Repair Occupations
and Repair Occupations
51-0000 Production Occupations
51-0000 Production Occupations
53-0000 Transportation and Material 53-0000 Transportation and Material
Moving Occupations
Moving Occupations
55-0000 Military Specific Occupations 55-0000 Military Specific Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
Graduate Assistants
Graduate Assistants - Teaching
25-1191 Graduate Teaching Assistant 25-9044 Teaching Assistants,
Postsecondary
Graduate Assistants - Research
There is no single SOC Code
There is no single SOC Code
associated with this IPEDS
associated with this IPEDS
Occupational Category
Occupational Category
Graduate Assistants - Other
25-4000 Librarians, Curators, and
25-4000 Librarians, Curators, and
Archivists
Archivists
25-4010 Archivists, Curators, and
25-4010 Archivists, Curators, and
Museum Technicians
Museum Technicians
25-4020 Librarians
25-4020 Librarians and Media
25-4030 Library Technicians
Collections Specialists
25-2000 Preschool, Primary,
25-4030 Library Technicians
Secondary, and Special Education
25-2000 Preschool, Elementary,
School Teachers
Middle, Secondary, and Special
25-3000 Other Teachers and
Education Teachers
Instructors
25-3000 Other Teachers and
25-9000 Other Education, Training, Instructors
and Library Occupations
25-9000 Other Educational
11-0000 Management Occupations
Instruction and Library Occupations
13-0000 Business and Financial
11-0000 Management Occupations
Operations Occupations
13-0000 Business and Financial
15-0000 Computer and Mathematical Operations Occupations
Occupations
15-0000 Computer and Mathematical
17-0000 Architecture and Engineering Occupations
Occupations
17-0000 Architecture and Engineering
19-0000 Life, Physical, and Social
Occupations
Science Occupations
19-0000 Life, Physical, and Social
21-0000 Community and Social
Science Occupations
Service Occupations
21-0000 Community and Social
23-0000 Legal Occupations
Service Occupations
27-0000 Arts, Design, Entertainment, 23-0000 Legal Occupations
Sports, and Media Occupations
27-0000 Arts, Design, Entertainment,
29-0000 Healthcare Practitioners and Sports, and Media Occupations
Technical 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
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
•
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2018 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Reporting Graduate Assistants by Occupational Category
For IPEDS purposes, graduate assistants are considered part-time employees and should be reported on
the graduate assistant screen located in the part-time section of the survey.
Listed below are the graduate assistant categories that are included in the HR survey:
•
Graduate Assistant - Teaching [SOC Detailed Occupation Teaching Assistants, Postsecondary 25-9044
https://www.bls.gov/soc/2018/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 students who teach one or more full courses
should be classified in the 25-1000 minor group. Excludes "Teacher Assistant" (25-9042, 25-9043, and 259049).
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.
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Resources for Classifying Employees Using the 2018 SOC Codes
Several resources to assist institutions with classifying employees using the 2018 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center https://nces.ed.gov/ipeds/report-your-data/taxonomies-standardoccupational-classification-soc-codes).
•
•
•
•
New IPEDS Occupational Categories and 2018 SOC
2018-19 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 2018 SOC Home Page:
•
The 2018 SOC User Guide
•
•
•
•
•
◦
What's New in the 2018 SOC
◦
Classification Principles and Coding Guidelines, 2018 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2018 SOC
◦
FAQs and Acknowledgements, 2019 SOC
2018 SOC Structure
2018 SOC Definitions
Type of Change by Detailed Occupation, 2018 SOC
2010 SOC codes deleted from the 2018 SOC
Direct Match Title File, 2018 SOC
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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, 2018 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 2018
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 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 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 2018-19.
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, noninstructional 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 2018-19.
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.
Image description. The Integrated Postsecondary Education Data System End of image description.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Form
date: 8/13/2018
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 2018 Standard Occupational
Classification (SOC) codes. Additional information and resources can be found in the IPEDS HR/SOC Information Center, including
general information about the SOC, the IPEDS/SOC crosswalk, a SOC Browse Tool, Frequently Asked Questions, and Web
Tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
Yes
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
No
Yes
Does your institution have 15 or more full-time staff?
No
Yes
Does your institution have a tenure system?
If you answer Yes to this question, you will be provided the screens to report some data by tenure status.
No
Yes
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between November 1, 2017
and October 31, 2018 either for the first time (new to the institution) or after a break in service? Do not exclude persons who were no
longer on the payroll as of November 1, 2018. (Exclude persons who have returned from sabbatical leave and full-time instructional staff
who are working less-than-9-month contracts.)
If you answer Yes to this question, you will be provided the screens to report full-time permanent new hires in Part H.
No
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
If you answer Yes to any of the questions below, you will NOT be required to report Part G - Salaries for instructional staff. However, Part G
will still be required for reporting data for full-time non-instructional staff.
No
Yes
No
Yes
Are ALL of the instructional staff military personnel?
Do ALL of the instructional staff contribute their services
(e.g., members of a religious order)?
You may use the space below to provide context for the data you've reported above.
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Multi-Year Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Multi-Year Contract
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Gender and race/ethnicity
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Gender and race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Annual Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Annual Contract
As of November 1, 2018
•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
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff by Academic Rank and Tenure Status - Less-Than-Annual
Contract
Number of Full-time Instructional Staff
With Faculty Status
Not on Tenure Track - Less-than-annual Contract
As of November 1, 2018
•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
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
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, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Gender and race/ethnicity
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
Professors
Associate
professors
Academic Rank
Assistant
professors
Instructors
No academic
rank
Total
Lecturers
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Gender and race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
No academic
rank
Total
Lecturers
Part A1 - Full-time Instructional Staff - Without Faculty Status
Number of Full-time Instructional Staff
Without Faculty Status
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and/or Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Without Faculty Status
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Without Faculty Status
Part A2 - Full-time Instructional Staff by Function
Number of Full-time Instructional Staff
As of November 1, 2018
•Report Primarily Instruction and Instruction Combined with Research and/or Public Service separately, as indicated below
•Report Non-medical school and Medical school staff separately, as indicated below
With Faculty Status
Multi-year
Non-medical school staff
Non-medical school staff from prior
year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
staff
Medical school staff
Medical school staff from prior year
Primarily Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
staff
Total carried forward from previous
screens
Annual
contract
Less-than-annual
contract
Indefinite duration
(continuing or at-will)
Without Faculty Total
Status
Part A3 - Full-time Instructional Staff - Totals
Total number of Full-time Instructional Staff
As of November 1, 2018
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total
Total from prior year
Total men
Total women
Total (men+women)
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Instructional Staff
(carried forward
from Part A)
Research staff
Public Service staff
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2018
•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 and Media
Collections Specialists
25-4020
Library
Technicians
25-4030
Archivists, Curators, and
Museum Technicians
25-4010
Librarians and Media
Collections Specialists
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
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, 2018
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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
Part B1 - Full-time Non-instructional Staff by Occupational Category
Number of Full-time Non-instructional Staff
by Occupational Category
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
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
Part B2 - Full-time Non-instructional Staff by Occupational Category and Contract Length
Number of Full-time Non-instructional Staff
As of November 1, 2018
Non-medical school staff
Occupational category
With Faculty Status
Multi-year
Annual
contract
Less-than-annual
contract
Indefinite duration
(continuing or at-will)
Without Faculty Total
Status
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians and Media Collections Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
With Faculty Status
Multi-year
Research staff
Public Service staff
Archivists, Curators, and Museum Technicians
25-4010
Librarians and Media Collections Specialists
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
Annual
contract
Less-than-annual
contract
Indefinite duration
(continuing or at-will)
Without Faculty Total
Status
Part B2 - Full-time Non-instructional Staff by Medical School Status
Number of Full-time Non-instructional Staff
As of November 1, 2018
Occupational category
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Total from prior year
Total
(carried forward
from Part B1)
Non-medical school staff
Medical school staff
Part C - Full-time Summary Non-medical school staff
Summary of Full-time Non-medical School Staff
As of November 1, 2018
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Multi-year 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 and Media Collections Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving
Occupations
51-0000 + 53-0000
Total
Less-than-annual Indefinite duration
contract
(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, 2018
• Data will not be generated on this screen until the relevant screens in the previous section have been completed.
With Faculty Status
Occupational category
Multi-year 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 and Media Collections Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance
Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving
Occupations
51-0000 + 53-0000
Total
Less-than-annual Indefinite duration
contract
(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, 2018-19
•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
Gender and academic rank
12 months
11 months
Months worked
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
Total staff
< 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, 2018-19
•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.
Gender and academic rank Total staff for salary reporting
(from Part G, screen 1)
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total women
Total (men + women)
12 months
11 months
Salary Outlays
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, 2018-19
Occupational category
Research staff
Public Service staff
Library and Student and Academic Affairs and Other Education Services
Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Number of
full-time staff
(carried forward from the Part B - FT, noninstructional staff screens)
Total annual salary
outlays
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Nonresident alien
Instructional staff
Research staff
Public Service staff
Instructional staff
Research staff
Public Service staff
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff by Occupational Category
As of November 1, 2018
•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, Librarians and
and Museum
Media Collections
Technicians
Specialists
25-4010
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and
Library and Student and
Other Education Services
Academic Affairs and Other
Occupations
Education Services
25-2000 + 25-3000 + 25-9000
Occupations
Archivists, Curators, Librarians and
and Museum
Media Collections
Technicians
Specialists
25-4010
25-4020
Library
Technicians
25-4030
Student and Academic Affairs and
Library and Student and
Other Education Services
Academic Affairs and Other
Occupations
Education Services
25-2000 + 25-3000 + 25-9000
Occupations
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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
Part D - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All parttime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
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
Part D - Graduate assistants
Number of Graduate Assistants
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Teaching
25-9044
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
Teaching
25-9044
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
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part E - Part-time Staff by Occupational Category and Contract Length
Number of Part-time Staff
As of November 1, 2018
Non-medical school staff
Occupational category
With Faculty Status
Multi-year
Annual
contract
Less-than-annual
contract
Indefinite duration
(continuing or at-will)
Without Faculty Total
Status
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 and Media Collections Specialists
25-4020
Library Technicians
25-4030
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Medical school staff
Occupational category
With Faculty Status
Multi-year
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 and Media Collections Specialists
25-4020
Library Technicians
25-4030
Annual
contract
Less-than-annual
contract
Indefinite duration
(continuing or at-will)
Without Faculty Total
Status
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical
Occupations
29-0000
Total
Total from prior year
Part E - Part-time Staff by Medical School Status
Number of Part-time Staff
As of November 1, 2018
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
25-9044
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
Total
(carried forward
from Part D)
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, 2018
With Faculty Status
Occupational category
Multi-year 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 and Media Collections Specialists
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
25-9044
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
Less-than-annual Indefinite duration
contract
(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, 2018
With Faculty Status
Occupational category
Multi-year 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 and Media Collections Specialists
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
25-9044
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
Less-than-annual Indefinite duration
contract
(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, 2017 - October 31, 2018)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both Primarily Instruction and Instruction Combined with Research and Public Service
•Include both non-medical and medical staff
Men
Race/ethnicity
With Faculty Status
Multi-year
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
Race/ethnicity
With Faculty Status
Multi-year
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Annual
contract
Less-than-annual
contract
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, 2017 - October 31, 2018)
•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 Library and Student and Academic Affairs and Other Education
staff
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Instructional Staff
(from Part H,
screen 1)
Research
staff
Public Service Library and Student and Academic Affairs and Other Education
staff
Services Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2017 - October 31, 2018)
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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)
Part H - New Hires, Full-time Staff by Occupational Category
Number of Newly Hired Full-time Staff
(Hired full-time between November 1, 2017 - October 31, 2018)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
new
hires)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
new
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)
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
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
Finance Contact
SFA Contact
HR 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
Your office
hours
hours
Other offices
hours
hours
Entering Data
Revising and Locking Data
hours
hours
hours
hours
U.S. Department of Education
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Troubleshooting
Section 508 Compliance
NCES Privacy Policy
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Instructions
date: 8/13/2018
2018-19 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 2018 Standard Occupational Classification (SOC) System
2018 SOC Classification Principles
Additional Information from the 2018 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2018 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2018 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Resources for Classifying Employees Using the 2018 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 staff will be reported by the main campus of the system. If you
have any questions concerning whether a separate reporting entity exists for your system, please contact your
system's coordinator or keyholder, or the IPEDS Help Desk for further assistance
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Changes in Reporting
The following changes were implemented for the 2018-19 data collection period:
•
•
The Standard Occupational Classification (SOC) codes were updated to reflect the changes to the 2018 SOC
System.
Clarification of instructions on who to include in this report: "Persons on the payroll of the institution as of
November 1, 2018, AND (in the New Hires section) 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."
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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 2017 through fall 2018. As such, report employees on
the payroll of the institution as of November 1, 2018 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,
2017 and October 31, 2018, whether or not the persons were still on the payroll as of November 1, 2018.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
•
•
•
Persons on the payroll of the institution as of November 1, 2018, AND (in the New Hires section) 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.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
•
•
•
•
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
Staff on leave without pay.
•
•
•
•
•
•
•
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution and aggregate levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
•
•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
•
•
•
•
•
•
•
•
Part A - Full-time instructional staff: Collects the number of full-time instructional staff by faculty status,
tenure status (if applicable), contract length, and academic rank. Also, for staff classified as "Primarily
Instruction", these data are also collected for the following three subcategories: Exclusively credit; Exclusively
not-for-credit; and Combined credit/not-for-credit.
Part B - Full-time non-instructional staff: Collects the number of full-time non-instructional staff by
occupational category. Data are also collected for some full-time non-instructional staff by faculty status,
tenure status (if applicable), and contract length.
Part C - Full-time staff summary: Provides a summary of the data reported for full-time staff in Parts A
and B.
Part D - Part-time staff: Collects the number of part-time staff (and graduate assistants, if applicable) by
occupational category.
Part E - Part-time staff: Collects the number of some part-time staff by faculty status, tenure status (if
applicable), and contract length. Also, for staff classified as "Primarily Instruction" these data are also collected
for the following three subcategories: Exclusively credit; Exclusively not-for-credit; and Combined credit/notfor-credit.
Part F - Part-time staff summary: Provides a summary of the data reported for part-time staff in Parts D
and E.
Part G - Salaries: Collects the number of full-time, non-medical school, instructional staff by academic rank
based on the number of months covered by their annual salary: 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, nonmedical 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, 2017 and October 31, 2018 by occupational category. In addition, for instructional staff,
these data are collected by faculty status, tenure status (if applicable), and contract length.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Instructional Staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For each applicable faculty and tenure status in Part A, report the number of full-time instructional staff at the
institution by academic rank (e.g., professor, associate professor, etc.), as designated by the institution. Institutions
without standard academic ranks should report all instructional staff in the "No Academic Rank" category.
NOTE: It is possible for an institution to report some instructional staff with academic rank and some with no academic
rank.
In addition, you must report the number of full-time instructional staff at the institution by faculty status, tenure
status (if applicable), contract length, and medical school status (if applicable) for each of the following functions:
•
•
Primarily Instruction (carried forward based on the data reported on the previous screens in Part A)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting data on full-time instructional staff in Part A please refer to the Key
Reporting Concepts section of these instructions below.
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Part B - Full-time non-instructional staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Part B, you must report the number of full-time non-instructional staff at the institution by occupational category,
and for some occupational categories, by faculty status, tenure status (if applicable), contract length, and medical
school status (if applicable).
For additional information relevant to reporting full-time non-instructional staff in Part B, please refer to the Key
Reporting Concepts section of these instructions below.
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Parts D and E - Part-time staff
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
In Parts D and E, you must report the number of part-time staff (including graduate assistants, if applicable) at the
institution by occupational category; and for some occupational categories by faculty status, tenure status (if
applicable), contract length, and medical school status (if applicable).
In addition, in Part E, you must report the number of part-time instructional staff at the institution by faculty status,
tenure status (if applicable), contract length, and medical school status (if applicable) for each of the following
functions:
•
•
Primarily Instruction (carried forward based on the data reported in Part D)
◦
Exclusively credit
◦
Exclusively not-for-credit
◦
Combined credit/not-for-credit
Instruction/research/public service staff
For additional information relevant to reporting part-time staff in Parts D and E, please refer to the Key
Reporting Concepts section of these instructions below.
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Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at
the institution by 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 2018-19.
Salary outlays (combined salaries of all staff) should include base salaries only - no supplements, overloads, or
bonuses. Additional stipends for administrative, managerial, or other responsibilities should NOT be included in the
salary outlays data for instructional staff.
Staff on leave: When reporting staff on sabbatical leave and staff who are on leave but remain on the payroll of the
institution, report such persons at their regular salaries even though the staff may be receiving a reduced annuity
while on leave.
For additional information relevant to reporting Salaries data in Part G, please refer to the Key Reporting Concepts
section of these instructions below.
New hires: Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary
should be reported in Part G, as applicable.
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Part H - New Hires
If you responded "Yes" to the screening question about full-time permanent new hires, you will be required to report
the number of newly hired full-time permanent staff at the institution by occupational category in Part H. In addition,
you must report the number of newly hired full-time permanent instructional staff at the institution by faculty status,
tenure status (if applicable,) and contract length.
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, 2017 and October 31,
2018, whether or not the persons were still on the payroll as of November 1, 2018. 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 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting data on New Hires in Part H, please refer to the Key
Reporting Concepts section of these instructions below.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
•
•
•
•
•
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or
community attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Instructional Staff?
"Instructional Staff", as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI); or 2)
“Instruction combined with Research and/or Public Service" (IRPS). The intent of the “Instructional Staff” category is
to include all individuals whose primary occupation includes instruction at the institution. “Primarily Instruction” are
those individuals whose primary responsibility can be defined as teaching (e.g. the majority of their total time).
“Instruction combined with Research and/or Public Service" (IRPS) are those individuals who have instruction as part
of their job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g. they
teach, but a percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly
differentiated from their other responsibilities). Instructional staff could include postdoctoral students, if they meet the
criteria for one of the above two categories. Adjunct Instructional Staff would also typically meet the criteria.
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How do I report staff by Faculty Status?
Please refer to your institution’s policies to determine whether staff members have the designation of faculty. The
designation of faculty is not limited to "Instructional Staff", but can also include such positions as president, provost,
or librarians.
For IPEDS reporting purposes graduate assistants DO NOT have faculty status.
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How do I report staff by Tenure Status?
Report data on staff with faculty status by tenure status (e.g., tenured, on tenure track, and not on tenure track) as
designated by the institution.
Staff should be classified as “not on tenure track” if they have faculty status, but are not considered to be “tenured” or
“on tenure track.”
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How do I report Instructional Staff by Academic Rank?
(For degree-granting institutions with less than 15 full-time staff members this is only applicable to Part G - Salaries)
Report Instructional Staff by academic rank (e.g., professor, associate professor, etc.), as designated by the
institution. Institutions without standard academic ranks should report all their Instructional Staff in the "No Academic
Rank" category.
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How do I report staff by Contract Length?
Data on staff with faculty status who are not on tenure track (or where the institution does not have a tenure system)
are collected for three categories of employment agreements or contracts:
•
•
•
•
Multi-year: 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-tenure-track faculty, regardless of what type of employment agreement is utilized. This includes formal
contracts, informal agreements, at-will employment, teaching periods, and the like.
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How do I report Adjunct Instructional staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution’s payroll, and as non-tenured
instructional staff.
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How do I Report Medical School Staff?
4-year and above degree-granting institutions with M.D. and/or D.O. programs report some data specifically for
medical school staff. The data for these instituitons are reported in three ways:
•
•
•
Combined: On some screens, data are reported for medical school and non-medical school staff combined
(Parts A1, B1, D, and H).
Separately: On some screens, data are reported separately for non-medical school staff and for medical
school staff (A2, B2, E).
Excluded: Data are reported for NON-MEDICAL SCHOOL STAFF ONLY in Part G – Salaries.
Staff employed by or working in the medical school (M.D. and/or D.O.) component of a postsecondary institution, or in
a freestanding medical school, should be reported as medical school staff. However, this does NOT include:
•
•
•
Employees working strictly in a hospital associated with a medical school.
Those who volunteer their services at the medical school.
Those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene – unless the health or allied health schools or departments are affiliated with
(housed in or under the authority of) the medical school.
NOTE: Staff that are in health disciplines that are NOT considered part of a medical school must be reported on the
non-medical school pages.
Free-Standing Hospitals and Medical Centers
Hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of this survey, that person should be reported as
part-time in his or her occupational category in the postsecondary education division or component.
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How do I report Research staff?
A staff member should be classified as "Research Staff" if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public service staff?
A staff member should be classified as "Public Service Staff" if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services, or
continuing education, regardless of their title, academic rank, or tenure status.If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research they should be classified as "Research Staff".In
addition, postdoctoral staff members typically do not have faculty status and they should be reported as “Without
faculty status”.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2018 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Affairs and Other Education Services
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category, as well as whom should be included
in other categories, please see the IPEDS/SOC Crosswalk.
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How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which
the majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of
the 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.
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How do I report Salaries?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an "annual" salary entails,
IPEDS now calculates 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.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2018 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 / 2018 SOC can be found in the Resources for Classifying Employees Using
the 2018 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the Standard Occupational Classification (SOC) System.
Structure of the 2018 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 98 minor groups, 459 broad
occupations, and 867 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/2018/soc_structure_2018.pdf.)
Each item in the SOC is designated by a six-digit code:
•
•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education Instruction 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 and Media Collections Specialists)
Detailed occupations end with a number other than 0 (e.g., 25-9044 Teaching Assistant, Postsecondary)
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_2018_SOC_Crosswalk.pdf.
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2018 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
2.
3.
4.
5.
6.
7.
8.
9.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work.
Workers primarily engaged in planning and directing of resources are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations, and therefore there are no firstline supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” occupation. “All Other” occupations are placed in the structure when it is determined
that the detailed occupations comprising a broad occupation group do not account for all of the workers in the
group. These occupations appear as the last occupation in the group, with a code ending in “9”, and are
identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC Major Groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2018 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2018-19 IPEDS HR Occupational Categories to the 2018 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2018 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
2018-19 IPEDS Human Resources Occupational Categories to the 2018 Standard
Occupational Classification (SOC) Occupational Categories
2018-19 IPEDS HR Occupational Categories
(OLD) 2010 SOC Occupational (NEW) 2018 SOC Occupational
Categories
Categories
Education, Training, and Library Occupations
Educational Occupations
•
•
•
•
25-0000 Educational Instruction and
Library Occupations
25-1000 Postsecondary Teachers
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
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians and Media
Collections Specialists
25-4030 Library Technicians
25-2000 Preschool, Elementary,
Middle, Secondary, and Special
Education Teachers
25-3000 Other Teachers and
Instructors
25-9000 Other Educational
Instruction and Library Occupations
Instructional Staff
◦
Primarily Instruction
◦
Instruction Combined with Research
and/or Public Service
Research staff
Public Service staff
Library and Instructional Support Occupations
•
25-0000 Education, Training, and
Library Occupations
25-1000 Postsecondary Teachers
Librarians, Curators, and Archivists
◦
Archivists, Curators, and Museum
Technicians
◦
Librarians
◦
Library Technicians
Student and Academic Services and Other
Education Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance
Occupations
Production, Transportation, and Material Moving
Occupations
11-0000 Management Occupations
11-0000 Management Occupation
13-0000 Business and Financial
13-0000 Business and Financial
Operations Occupations
Operations Occupations
15-0000 Computer and Mathematical 15-0000 Computer and Mathematical
Occupations
Occupations
17-0000 Architecture and Engineering 17-0000 Architecture and Engineering
Occupations
Occupations
19-0000 Life, Physical, and Social
19-0000 Life, Physical, and Social
Science Occupations
Science Occupations
21-0000 Community and Social
21-0000 Community and Social
Service Occupations
Service Occupations
23-0000 Legal Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, 27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
Sports, and Media Occupations
29-0000 Healthcare Practitioners and 29-0000 Healthcare Practitioners and
Technical Occupations
Technical Occupations
31-0000 Healthcare Support
31-0000 Healthcare Support
Occupations
Occupations
33-0000 Protective Service
33-0000 Protective Service
Occupations
Occupations
35-0000 Food Preparation and
35-0000 Food Preparation and
Serving Related Occupations
Serving Related Occupations
37-0000 Building and Grounds
37-0000 Building and Grounds
Cleaning and Maintenance
Cleaning and Maintenance
Occupations
Occupations
39-0000 Personal Care and Service 39-0000 Personal Care and Service
Occupations
Occupations
41-0000 Sales and Related
41-0000 Sales and Related
Occupations
Occupations
43-0000 Office and Administrative
43-0000 Office and Administrative
Support Occupations
Support Occupations
45-0000 Farming, Fishing, and
45-0000 Farming, Fishing, and
Forestry Occupations
Forestry Occupations
47-0000 Construction and Extraction 47-0000 Construction and Extraction
Occupations
Occupations
49-0000 Installation, Maintenance,
49-0000 Installation, Maintenance,
and Repair Occupations
and Repair Occupations
51-0000 Production Occupations
51-0000 Production Occupations
53-0000 Transportation and Material 53-0000 Transportation and Material
Moving Occupations
Moving Occupations
55-0000 Military Specific Occupations 55-0000 Military Specific Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
Graduate Assistants
Graduate Assistants - Teaching
25-1191 Graduate Teaching Assistant 25-9044 Teaching Assistants,
Postsecondary
Graduate Assistants - Research
There is no single SOC Code
There is no single SOC Code
associated with this IPEDS
associated with this IPEDS
Occupational Category
Occupational Category
Graduate Assistants - Other
25-4000 Librarians, Curators, and
25-4000 Librarians, Curators, and
Archivists
Archivists
25-4010 Archivists, Curators, and
25-4010 Archivists, Curators, and
Museum Technicians
Museum Technicians
25-4020 Librarians
25-4020 Librarians and Media
25-4030 Library Technicians
Collections Specialists
25-2000 Preschool, Primary,
25-4030 Library Technicians
Secondary, and Special Education
25-2000 Preschool, Elementary,
School Teachers
Middle, Secondary, and Special
25-3000 Other Teachers and
Education Teachers
Instructors
25-3000 Other Teachers and
25-9000 Other Education, Training, Instructors
and Library Occupations
25-9000 Other Educational
11-0000 Management Occupations
Instruction and Library Occupations
13-0000 Business and Financial
11-0000 Management Occupations
Operations Occupations
13-0000 Business and Financial
15-0000 Computer and Mathematical Operations Occupations
Occupations
15-0000 Computer and Mathematical
17-0000 Architecture and Engineering Occupations
Occupations
17-0000 Architecture and Engineering
19-0000 Life, Physical, and Social
Occupations
Science Occupations
19-0000 Life, Physical, and Social
21-0000 Community and Social
Science Occupations
Service Occupations
21-0000 Community and Social
23-0000 Legal Occupations
Service Occupations
27-0000 Arts, Design, Entertainment, 23-0000 Legal Occupations
Sports, and Media Occupations
27-0000 Arts, Design, Entertainment,
29-0000 Healthcare Practitioners and Sports, and Media Occupations
Technical 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
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
•
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2018 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Reporting Graduate Assistants by Occupational Category
For IPEDS purposes, graduate assistants are considered part-time employees and should be reported on
the graduate assistant screen located in the part-time section of the survey.
Listed below are the graduate assistant categories that are included in the HR survey:
•
Graduate Assistant - Teaching [SOC Detailed Occupation Teaching Assistants, Postsecondary 25-9044
https://www.bls.gov/soc/2018/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 students who teach one or more full courses
should be classified in the 25-1000 minor group. Excludes "Teacher Assistant" (25-9042, 25-9043, and 259049).
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.
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Resources for Classifying Employees Using the 2018 SOC Codes
Several resources to assist institutions with classifying employees using the 2018 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center https://nces.ed.gov/ipeds/report-your-data/taxonomies-standardoccupational-classification-soc-codes).
•
•
•
•
New IPEDS Occupational Categories and 2018 SOC
2018-19 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 2018 SOC Home Page:
•
The 2018 SOC User Guide
•
•
•
•
•
◦
What's New in the 2018 SOC
◦
Classification Principles and Coding Guidelines, 2018 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2018 SOC
◦
FAQs and Acknowledgements, 2019 SOC
2018 SOC Structure
2018 SOC Definitions
Type of Change by Detailed Occupation, 2018 SOC
2010 SOC codes deleted from the 2018 SOC
Direct Match Title File, 2018 SOC
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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, 2018 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 2018
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 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 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 2018-19.
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, noninstructional 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 2018-19.
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.
Image description. The Integrated Postsecondary Education Data System End of image description.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Form
date: 8/13/2018
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 2018 Standard Occupational
Classification (SOC) codes. Additional information and resources can be found in the IPEDS HR/SOC Information Center, including
general information about the SOC, the IPEDS/SOC crosswalk, a SOC Browse Tool, Frequently Asked Questions, and Web
Tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
Yes
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
No
Yes
Does your institution have 15 or more full-time staff?
No
Yes
Does your institution have a tenure system?
If you answer Yes to this question, you will be provided the screens to report some data by tenure status.
No
Yes
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between November 1, 2017
and October 31, 2018 either for the first time (new to the institution) or after a break in service? Do not exclude persons who were no
longer on the payroll as of November 1, 2018. (Exclude persons who have returned from sabbatical leave and full-time instructional staff
who are working less-than-9-month contracts.)
If you answer Yes to this question, you will be provided the screens to report full-time permanent new hires in Part H.
No
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
If you answer Yes to any of the questions below, you will NOT be required to report Part G - Salaries for instructional staff. However, Part G
will still be required for reporting data for full-time non-instructional staff.
No
Yes
No
Yes
Are ALL of the instructional staff military personnel?
Do ALL of the instructional staff contribute their services
(e.g., members of a religious order)?
You may use the space below to provide context for the data you've reported above.
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2018
•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 Librarians, Curators,
staff
and Archivists
25-4000
Instructional
Staff
Research
staff
Public Service Librarians, Curators,
staff
and Archivists
25-4000
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2018
•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 Community, Social Service, Legal,
Healthcare
Science Occupations
Arts, Design, Entertainment, Sports, Practitioners and
15-0000 + 17-0000 + 19and Media Occupations
Technical
0000
21-0000 + 23-0000 + 27-0000
Occupations
29-0000
Management
Occupations
11-0000
Business and
Financial
Operations
Occupations
13-0000
Computer, Engineering, and Community, Social Service, Legal,
Healthcare
Science Occupations
Arts, Design, Entertainment, Sports, Practitioners and
15-0000 + 17-0000 + 19and Media Occupations
Technical
0000
21-0000 + 23-0000 + 27-0000
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
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
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
Part G1 - Salaries Worksheet
Number of Full-time Non-medical School Instructional Staff
For Calculation of Total Number of Months
Annual Salary, 2018-19
•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
Gender and academic rank
12 months
11 months
Months worked
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
Total staff
< 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, 2018-19
•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.
Gender and academic rank Total staff for salary reporting
(from Part G, screen 1)
Men
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total men
Women
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
Total women
Total (men + women)
12 months
11 months
Salary Outlays
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, 2018-19
Occupational category
Research staff
Public Service staff
Library and Student and Academic Affairs and Other Education Services
Occupations
25-4000 + 25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports,
and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Number of
full-time staff
(carried forward from the Part B - FT, noninstructional staff screens)
Total annual salary
outlays
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•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 Librarians, Curators,
staff
and Archivists
25-4000
Instructional
staff
Research
staff
Public Service Librarians, Curators,
staff
and Archivists
25-4000
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and Other
Education Services Occupations
25-2000 + 25-3000 + 25-9000
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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 Community, Social Service, Legal,
Science Occupations
Arts, Design, Entertainment, Sports,
15-0000 + 17-0000 + 19and Media Occupations
0000
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
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
•Include both non-medical and medical staff
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All parttime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
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
Part B - Graduate assistants
Number of Graduate Assistants
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Teaching
25-9044
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
Teaching
25-9044
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
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Part C - Total number of staff
Total Number of Staff
As of November 1, 2018
Full-time men Full-time women Part-time men Part-time women Total men Total 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
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
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
Finance Contact
SFA Contact
HR 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
Your office
hours
hours
Other offices
hours
hours
Entering Data
Revising and Locking Data
hours
hours
hours
hours
U.S. Department of Education
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Section 508 Compliance
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(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Instructions
date: 8/13/2018
2018-19 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 2018 Standard Occupational Classification (SOC) System
2018 SOC Classification Principles
Additional Information from the 2018 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2018 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2018 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 2018 SOC Codes
Purpose of the Survey Component
The primary purpose of the Human Resources (HR) survey component is to measure the number and type of staff
supporting postsecondary education in terms of employment status (full-time and part-time) and occupational
category. In addition, for degree-granting institutions and related administrative offices that have less than 15 fulltime staff, salary data for full-time, non-medical school staff are also collected, and some data are collected by
medical/non-medical school status for 4-year and above degree-granting institutions with Doctor of Medicine (M.D.)
and/or Doctor of Osteopathic Medicine (D.O.) programs.
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.
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Changes in Reporting
The following changes were implemented for the 2018-19 data collection period:
•
•
The Standard Occupational Classification (SOC) codes were updated to reflect the changes to the 2018 SOC
System.
Clarification of instructions on who to include in this report: "Persons on the payroll of the institution as of
November 1, 2018, AND (in the New Hires section) 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."
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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 2017 through fall 2018. As such, report employees on
the payroll of the institution as of November 1, 2018 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,
2017 and October 31, 2018, whether or not the persons were still on the payroll as of November 1, 2018.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
•
•
•
Persons on the payroll of the institution as of November 1, 2018, AND (in the New Hires section) 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.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
•
•
•
•
Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
•
•
•
•
Staff on leave without pay.
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
•
•
•
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution and aggregate levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
•
•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
•
•
•
Part A - Full-time staff: Collects the number of full-time staff by occupational category.
Part B - Part-time staff: Collects the number of part-time staff by occupational category.
Part C - Staff summary: Provides a summary of the data reported in Parts A and B.
NOTE: Parts D through F are not applicable to degree-granting institutions with less than 15 full-time staff members.
•
Part G - Salaries: Collects the number of full-time, non-medical, instructional staff by academic rank based
on the number of months covered by their annual salary: 9 months, 10 months, 11 months, or 12 months; as
well as the total annual salary outlays for these staff by academic rank. In addition, total annual salary outlays
are collected for full-time, non-medical school, non-instructional staff by occupational category.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Staff
In Part A, report the number of full-time staff at the institution by occupational category and medical school status (if
applicable).
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting full-time staff in Part A, please refer to the Key Reporting Concepts
section of these instructions below.
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Part B - Part-time Staff
In Part B, report the number of part-time staff (including graduate assistants, if applicable) at the institution by
occupational category and medical school status (if applicable).
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting part-time staff in Part B, please refer to the Key Reporting Concepts
section of these instructions below.
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Part G - Salaries
Full-time, non-medical school, instructional staff
On the "Salaries Worksheet" screen, report the number of full-time, non-medical school, instructional staff at
the institution by 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 2018-19.
Salary outlays (combined salaries of all staff) should include base salaries only - no supplements, overloads, or
bonuses. Additional stipends for administrative, managerial, or other responsibilities should NOT be included in the
salary outlays data for instructional staff.
Staff on leave: When reporting staff on sabbatical leave and staff who are on leave but remain on the payroll of the
institution, report such persons at their regular salaries even though the staff may be receiving a reduced annuity
while on leave.
For additional information relevant to reporting Salaries data in Part G, please refer to the Key Reporting Concepts
section of these instructions below.
New hires: Even if staff were not employed for an entire year as of the snapshot date, their entire base annual salary
should be reported in Part G, as applicable.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
•
•
•
•
•
•
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
In addition, the following categories may be used:
•
•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
•
•
•
•
•
•
Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish
culture or origin, regardless of race.
American Indian or Alaska Native- A person having origins in any of the original peoples of North and South
America (including Central America) who maintains cultural identification through tribal affiliation or
community attachment.
Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine
Islands, Thailand, and Vietnam.
Black or African American- A person having origins in any of the black racial groups of Africa.
Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Other descriptive categories
•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
•
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Instructional Staff?
"Instructional Staff", as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI); or 2)
“Instruction combined with Research and/or Public Service" (IRPS). The intent of the “Instructional Staff” category is
to include all individuals whose primary occupation includes instruction at the institution. “Primarily Instruction” are
those individuals whose primary responsibility can be defined as teaching (e.g. the majority of their total time).
“Instruction combined with Research and/or Public Service" (IRPS) are those individuals who have instruction as part
of their job, but it cannot readily be differentiated from the research or public service functions of their jobs (e.g. they
teach, but a percentage of time spent teaching is not discernible since their teaching responsibilities are not clearly
differentiated from their other responsibilities). Instructional staff could include postdoctoral students, if they meet the
criteria for one of the above two categories. Adjunct Instructional Staff would also typically meet the criteria.
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How do I report Instructional Staff by Academic Rank?
(For degree-granting institutions with less than 15 full-time staff members this is only applicable to Part G - Salaries)
Report Instructional Staff by academic rank (e.g., professor, associate professor, etc.), as designated by the
institution. Institutions without standard academic ranks should report all their Instructional Staff in the "No Academic
Rank" category.
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How do I report Adjunct Instructional staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution’s payroll, and as non-tenured
instructional staff.
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How do I Report Medical School Staff?
4-year and above degree-granting institutions with M.D. and/or D.O. programs report some data specifically for
medical school staff. The data for these instituitons are reported in three ways:
•
•
•
Combined: On some screens, data are reported for medical school and non-medical school staff combined.
Separately: On some screens, data are reported separately for non-medical school staff and for medical
school staff.
Excluded: Data are reported for NON-MEDICAL SCHOOL STAFF ONLY in Part G – Salaries.
Staff employed by or working in the medical school (M.D. and/or D.O.) component of a postsecondary institution, or in
a freestanding medical school, should be reported as medical school staff. However, this does NOT include:
•
•
Employees working strictly in a hospital associated with a medical school.
Those who volunteer their services at the medical school.
•
Those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene – unless the health or allied health schools or departments are affiliated with
(housed in or under the authority of) the medical school.
NOTE: Staff that are in health disciplines that are NOT considered part of a medical school must be reported on the
non-medical school pages.
Free-Standing Hospitals and Medical Centers
Hospitals, medical centers, and other entities that offer postsecondary education programs as part of their mission
should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of this survey, that person should be reported as
part-time in his or her occupational category in the postsecondary education division or component.
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How do I report Research staff?
A staff member should be classified as "Research Staff" if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public service staff?
A staff member should be classified as "Public Service Staff" if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services, or
continuing education, regardless of their title, academic rank, or tenure status.If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research they should be classified as "Research Staff".In
addition, postdoctoral staff members typically do not have faculty status and they should be reported as “Without
faculty status”.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2018 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Affairs and Other Education Services
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category, as well as whom should be included
in other categories, please see the IPEDS/SOC Crosswalk.
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How do I report Graduate Assistants?
Graduate Assistants are considered part-time employees and should be classified in the occupational category in which
the majority of their work is performed. IPEDS only collects information for graduate assistants working in a subset of
the 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.
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How do I report Salaries?
Historically, IPEDS has collected average annual salaries. Because there is variation in what an "annual" salary entails,
IPEDS now calculates 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.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2018 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 / 2018 SOC can be found in the Resources for Classifying Employees Using
the 2018 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the Standard Occupational Classification (SOC) System.
Structure of the 2018 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 98 minor groups, 459 broad
occupations, and 867 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/2018/soc_structure_2018.pdf.)
Each item in the SOC is designated by a six-digit code:
•
•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education Instruction 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 and Media Collections Specialists)
Detailed occupations end with a number other than 0 (e.g., 25-9044 Teaching Assistant, Postsecondary)
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_2018_SOC_Crosswalk.pdf.
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2018 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
2.
3.
4.
5.
6.
7.
8.
9.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work.
Workers primarily engaged in planning and directing of resources are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations, and therefore there are no firstline supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” occupation. “All Other” occupations are placed in the structure when it is determined
that the detailed occupations comprising a broad occupation group do not account for all of the workers in the
group. These occupations appear as the last occupation in the group, with a code ending in “9”, and are
identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC Major Groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2018 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2018-19 IPEDS HR Occupational Categories to the 2018 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2018 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
2018-19 IPEDS Human Resources Occupational Categories to the 2018 Standard
Occupational Classification (SOC) Occupational Categories
2018-19 IPEDS HR Occupational Categories (OLD) 2010 SOC Occupational (NEW) 2018 SOC Occupational
Categories
Categories
Education, Training, and Library Occupations
Educational Occupations
•
•
•
•
25-0000 Educational Instruction and
Library Occupations
25-1000 Postsecondary Teachers
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
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians and Media
Collections Specialists
25-4030 Library Technicians
25-2000 Preschool, Elementary,
Middle, Secondary, and Special
Education Teachers
25-3000 Other Teachers and
Instructors
25-9000 Other Educational
Instruction and Library Occupations
Instructional Staff
◦
Primarily Instruction
◦
Instruction Combined with Research
and/or Public Service
Research staff
Public Service staff
Library and Instructional Support Occupations
•
25-0000 Education, Training, and
Library Occupations
25-1000 Postsecondary Teachers
Librarians, Curators, and Archivists
◦
Archivists, Curators, and Museum
Technicians
◦
Librarians
◦
Library Technicians
Student and Academic Services and Other
Education Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance
Occupations
Production, Transportation, and Material Moving
Occupations
11-0000 Management Occupations
11-0000 Management Occupation
13-0000 Business and Financial
13-0000 Business and Financial
Operations Occupations
Operations Occupations
15-0000 Computer and Mathematical 15-0000 Computer and Mathematical
Occupations
Occupations
17-0000 Architecture and Engineering 17-0000 Architecture and Engineering
Occupations
Occupations
19-0000 Life, Physical, and Social
19-0000 Life, Physical, and Social
Science Occupations
Science Occupations
21-0000 Community and Social
21-0000 Community and Social
Service Occupations
Service Occupations
23-0000 Legal Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, 27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
Sports, and Media Occupations
29-0000 Healthcare Practitioners and 29-0000 Healthcare Practitioners and
Technical Occupations
Technical Occupations
31-0000 Healthcare Support
31-0000 Healthcare Support
Occupations
Occupations
33-0000 Protective Service
33-0000 Protective Service
Occupations
Occupations
35-0000 Food Preparation and
35-0000 Food Preparation and
Serving Related Occupations
Serving Related Occupations
37-0000 Building and Grounds
37-0000 Building and Grounds
Cleaning and Maintenance
Cleaning and Maintenance
Occupations
Occupations
39-0000 Personal Care and Service 39-0000 Personal Care and Service
Occupations
Occupations
41-0000 Sales and Related
41-0000 Sales and Related
Occupations
Occupations
43-0000 Office and Administrative
43-0000 Office and Administrative
Support Occupations
Support Occupations
45-0000 Farming, Fishing, and
45-0000 Farming, Fishing, and
Forestry Occupations
Forestry Occupations
47-0000 Construction and Extraction 47-0000 Construction and Extraction
Occupations
Occupations
49-0000 Installation, Maintenance,
49-0000 Installation, Maintenance,
and Repair Occupations
and Repair Occupations
51-0000 Production Occupations
51-0000 Production Occupations
53-0000 Transportation and Material 53-0000 Transportation and Material
Moving Occupations
Moving Occupations
55-0000 Military Specific Occupations 55-0000 Military Specific Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
Graduate Assistants
Graduate Assistants - Teaching
25-1191 Graduate Teaching Assistant
Graduate Assistants - Research
Graduate Assistants - Other
25-9044 Teaching Assistants,
Postsecondary
There is no single SOC Code
There is no single SOC Code
associated with this IPEDS
associated with this IPEDS
Occupational Category
Occupational Category
25-4000 Librarians, Curators, and
25-4000 Librarians, Curators, and
Archivists
Archivists
25-4010 Archivists, Curators, and
25-4010 Archivists, Curators, and
Museum Technicians
Museum Technicians
25-4020 Librarians
25-4020 Librarians and Media
25-4030 Library Technicians
Collections Specialists
25-2000 Preschool, Primary,
25-4030 Library Technicians
Secondary, and Special Education
25-2000 Preschool, Elementary,
School Teachers
Middle, Secondary, and Special
25-3000 Other Teachers and
Education Teachers
Instructors
25-3000 Other Teachers and
25-9000 Other Education, Training, Instructors
and Library Occupations
25-9000 Other Educational
11-0000 Management Occupations
Instruction and Library Occupations
13-0000 Business and Financial
11-0000 Management Occupations
Operations Occupations
13-0000 Business and Financial
15-0000 Computer and Mathematical Operations Occupations
Occupations
15-0000 Computer and Mathematical
17-0000 Architecture and Engineering Occupations
Occupations
17-0000 Architecture and Engineering
19-0000 Life, Physical, and Social
Occupations
Science Occupations
19-0000 Life, Physical, and Social
21-0000 Community and Social
Science Occupations
Service Occupations
21-0000 Community and Social
23-0000 Legal Occupations
Service Occupations
27-0000 Arts, Design, Entertainment, 23-0000 Legal Occupations
Sports, and Media Occupations
27-0000 Arts, Design, Entertainment,
29-0000 Healthcare Practitioners and Sports, and Media Occupations
Technical 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
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
•
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2018 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Reporting Graduate Assistants by Occupational Category
For IPEDS purposes, graduate assistants are considered part-time employees and should be reported on
the graduate assistant screen located in the part-time section of the survey.
Listed below are the graduate assistant categories that are included in the HR survey:
•
Graduate Assistant - Teaching [SOC Detailed Occupation Teaching Assistants, Postsecondary 25-9044
https://www.bls.gov/soc/2018/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 students who teach one or more full courses
should be classified in the 25-1000 minor group. Excludes "Teacher Assistant" (25-9042, 25-9043, and 259049).
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.
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Resources for Classifying Employees Using the 2018 SOC Codes
Several resources to assist institutions with classifying employees using the 2018 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center https://nces.ed.gov/ipeds/report-your-data/taxonomies-standardoccupational-classification-soc-codes).
•
•
•
•
New IPEDS Occupational Categories and 2018 SOC
2018-19 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 2018 SOC Home Page:
•
•
•
•
•
•
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The 2018 SOC User Guide
◦
What's New in the 2018 SOC
◦
Classification Principles and Coding Guidelines, 2018 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2018 SOC
◦
FAQs and Acknowledgements, 2019 SOC
2018 SOC Structure
2018 SOC Definitions
Type of Change by Detailed Occupation, 2018 SOC
2010 SOC codes deleted from the 2018 SOC
Direct Match Title File, 2018 SOC
Image description. The Integrated Postsecondary Education Data System End of image description.
IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Form
date: 8/13/2018
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 2018 Standard Occupational
Classification (SOC) codes. Additional information and resources can be found in the IPEDS HR/SOC Information Center, including
general information about the SOC, the IPEDS/SOC crosswalk, a SOC Browse Tool, Frequently Asked Questions, and Web
Tutorials.
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Human Resources Screening Questions
Does your institution have any part-time staff?
If you answer Yes to this question, you will be provided the screens to report part-time staff.
No
You may use the space below to provide context for the data you've reported above.
Yes
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Instructional
staff
Librarians, Curators, and
Archivists
25-4000
Instructional
staff
Librarians, Curators, and
Archivists
25-4000
Student and Academic Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2018
•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 Community, Social Service, Legal,
Healthcare
Science Occupations
Arts, Design, Entertainment, Sports, Practitioners and
15-0000 + 17-0000 + 19and Media Occupations
Technical
0000
21-0000 + 23-0000 + 27-0000
Occupations
29-0000
Management
Occupations
11-0000
Business and
Financial
Operations
Occupations
13-0000
Computer, Engineering, and Community, Social Service, Legal,
Healthcare
Science Occupations
Arts, Design, Entertainment, Sports, Practitioners and
15-0000 + 17-0000 + 19and Media Occupations
Technical
0000
21-0000 + 23-0000 + 27-0000
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
Part A - Full-time Staff by Occupational Category
Number of Full-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
Grand
Total
(All fulltime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Construction, and
Maintenance Occupations
45-0000 + 47-0000 + 490000
Production,
Transportation,
and Material
Moving
Occupations
51-0000 + 530000
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
Part A - Full-time Staff Total
Number of Full-time Staff
As of November 1, 2018
Occupational category
Instructional staff
Librarians, Curators, and Archivists
25-4000
Student and Academic Affairs and Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Instructional
staff
Librarians, Curators, and
Archivists
25-4000
Instructional
staff
Librarians, Curators, and
Archivists
25-4000
Student and Academic Affairs and Other Education
Services Occupations
25-2000 + 25-3000 + 25-9000
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
Women
Race/ethnicity
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total women
Total (men+women)
Total from prior year
Student and Academic Affairs and Other Education Services
Occupations
25-2000 + 25-3000 + 25-9000
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•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 Community, Social Service, Legal,
Healthcare
Science Occupations
Arts, Design, Entertainment, Sports, Practitioners and
15-0000 + 17-0000 + 19and Media Occupations
Technical
0000
21-0000 + 23-0000 + 27-0000
Occupations
29-0000
Management
Occupations
11-0000
Business and
Financial
Operations
Occupations
13-0000
Computer, Engineering, and Community, Social Service, Legal,
Healthcare
Science Occupations
Arts, Design, Entertainment, Sports, Practitioners and
15-0000 + 17-0000 + 19and Media Occupations
Technical
0000
21-0000 + 23-0000 + 27-0000
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
Part B - Part-time Staff by Occupational Category
Number of Part-time Staff
As of November 1, 2018
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Men
Race/ethnicity
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
Grand
Total
(All parttime
staff)
Service Occupations
Sales and
31-0000 + 33-0000 + 35-0000 + 37-0000 Related
+ 39-0000
Occupations
41-0000
Office and
Administrative
Support
Occupations
43-0000
Natural Resources,
Production,
Construction, and
Transportation,
Maintenance Occupations and Material
45-0000 + 47-0000 + 49- Moving
0000
Occupations
51-0000 + 530000
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
Part B - Part-time Staff Total
Number of Part-time Staff
As of November 1, 2018
Occupational category
Instructional staff
Librarians, Curators, and Archivists
25-4000
Student and Academic Affairs and Other Education Services Occupations
25-2000 + 25-3000 + 25-9000
Management Occupations
11-0000
Business and Financial Operations Occupations
13-0000
Computer, Engineering, and Science Occupations
15-0000 + 17-0000 + 19-0000
Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations
21-0000 + 23-0000 + 27-0000
Healthcare Practitioners and Technical Occupations
29-0000
Service Occupations
31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000
Sales and Related Occupations
41-0000
Office and Administrative Support Occupations
43-0000
Natural Resources, Construction, and Maintenance Occupations
45-0000 + 47-0000 + 49-0000
Production, Transportation, and Material Moving Occupations
51-0000 + 53-0000
Total
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
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
Finance Contact
SFA Contact
HR 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
Your office
hours
hours
Other offices
hours
hours
Entering Data
Revising and Locking Data
hours
hours
hours
hours
U.S. Department of Education
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IPEDS Help Desk
(877) 225-2568 or [email protected]
NCES National Center for Education Statistics
2018-19 Survey Materials > Instructions
date: 8/13/2018
2018-19 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 2018 Standard Occupational Classification (SOC) System
2018 SOC Classification Principles
Additional Information from the 2018 SOC Coding Guidelines
Comparison of the IPEDS HR Occupational Categories to the 2018 SOC Occupational Categories
Crosswalk Between IPEDS HR Occupational Categories and the 2018 SOC Occupational Categories
Reporting Instructional Staff by Occupational Category
Note regarding the use of the "Postsecondary Teachers" Terminology
Resources for Classifying Employees Using the 2018 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.
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Changes in Reporting
The following changes were implemented for the 2018-19 data collection period:
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•
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The Standard Occupational Classification (SOC) codes were updated to reflect the changes to the 2018 SOC
System.
Clarification of instructions on who to include in this report: "Persons on the payroll of the institution as of
November 1, 2018, AND (in the New Hires section) 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."
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 2017 through fall 2018. As such, report employees on
the payroll of the institution as of November 1, 2018 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,
2017 and October 31, 2018, whether or not the persons were still on the payroll as of November 1, 2018.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items. Note
that some context boxes are posted on the College Navigator Website, which is the college search tool offered by
NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them on the
College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
Who to Include in this Report
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•
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Persons on the payroll of the institution as of November 1, 2018, AND (in the New Hires section) 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.
Staff who are on sabbatical leave and staff who are on leave but remain on the payroll.
Staff who are hired to temporarily replace staff who are on sabbatical leave or on leave with or without pay.
"Visiting" instructional, research, and public service staff who are paid by your institution.
•
•
•
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Adjunct instructional staff (see definition in Glossary below). Report adjuncts as either full-time or part-time
instructional staff.
Staff in workforce development training programs and Adult Basic Education (ABE) programs.
Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work
at branch campuses located in a foreign country.)
Corporate administrators for single-campus institutions or for multi-campus organizations (administrative
units).
Who NOT to Include in this Report
•
•
•
•
•
•
•
•
Staff on leave without pay.
Staff in the military or religious orders who are not paid by your institution.
Staff whose services are contracted by or donated to the institution.
Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
Undergraduate students.
Students in the College Work-Study Program.
Graduate students who are receiving waivers and stipends that are not in exchange for services rendered
(e.g., fellowships or training grant support).
Staff who work in hospitals associated with medical schools, but are not employed by the medical school.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS Website Trainings & Outreach page which contains several tutorials on IPEDS data
collection, a self-paced overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Website Reporting Tools page contains frequently asked questions, a link to data tip sheets, tutorials,
taxonomies, information centers (e.g., academic libraries, average net price, human resources, race/ethnicity, etc.),
and other valuable information.
Information specific to the IPEDS HR component and the SOC system can be found within the IPEDS Resource Page in
the Standard Occupational Classification (SOC).
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution and aggregate levels.
At the institution-level, data will appear in the:
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•
•
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College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
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IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Uploading Files to the IPEDS Data Collection System
The File Import/Upload option is found under the Tools menu. In order to perform the upload you’ll need to have a file
formatted to specifications. Upload specifications are included with the survey materials found under the Help menu.
There are two upload formats available for the HR survey component:
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•
Fixed width file
Key value file
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Detailed Instructions
Summary of Parts
Listed below is a summary of each section of the HR survey component.
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•
Part A - Full-time staff: Collects the number of full-time staff by occupational category.
Part B - Part-time staff: Collects the number of part-time staff by occupational category.
You must enter data on each displayed screen. If a screen is not applicable to your institution, enter at
least one zero in a field on the screen and save the screen before continuing.
For screens that ARE applicable to your institution, once data are entered in one or more cells on the screen it is not
necessary to enter zeros in inapplicable cells/rows/columns. In this case, cells that are left blank will be treated as
zeros.
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Screening Questions
Please read and answer the screening questions in the data collection system very carefully. These questions must
be answered before providing detailed data. Responses to the screening questions will determine which items of
the survey must be completed by your institution.
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Part A - Full-time Staff
In Part A, report the number of full-time staff at the institution by occupational category.
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting full-time staff in Part A, please refer to the Key Reporting Concepts
section of these instructions below.
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Part B - Part-time Staff
In Part B, report the number of part-time staff at the institution by occupational category.
All staff must be reported using the new IPEDS occupational categories, which align with the 2018 Standard
Occupational Classification (SOC) codes.
Report each employee only once. If an employee in a single job could be coded in more than one occupation:
•
code the employee in the occupation that requires the highest level of skill
- OR -
•
if there is no measurable difference in skill requirements, code the employee in the occupation in which they
spend the most time
For additional information relevant to reporting part-time staff in Part B, please refer to the Key Reporting Concepts
section of these instructions below.
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Key Reporting Concepts
The following are key reporting concepts that will assist you with completing the IPEDS Human Resources survey
component. Please read all instructions thoroughly prior to entering data.
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Reporting Persons by Racial/Ethnic Category (1997 OMB)
This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and Title IX of the
Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational Education Act. These instructions
correspond with the Final Guidance on Maintaining, Collecting, and Reporting Racial and Ethnic Data to the U.S.
Department of Education, published in the Federal Register on October 19, 2007.
Method of collection - Institutions must collect race and ethnicity information using a 2-question format. The first
question is whether the respondent is Hispanic/Latino. The second question is whether the respondent is from one or
more races from the following list: American Indian or Alaska Native, Asian, Black or African American, Native
Hawaiian or Other Pacific Islander, and White. Institutions should allow students and staff to self-identify their race
and ethnicity. For further details on the guidance for collecting these data, please see the full Federal Register notice.
Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of Education
using the NINE categories below. Racial/ethnic designations are requested only for United States citizens, resident
aliens, and other eligible non-citizens.
•
Hispanic or Latino, regardless of race
For Non-Hispanic/Latino individuals:
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•
•
•
•
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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:
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•
Nonresident alien
Race and ethnicity unknown
Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific definitions of
anthropological origins. The categories are:
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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
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•
Nonresident alien - A person who is not a citizen or national of the United States and who is in this country
on a visa or temporary basis and does not have the right to remain indefinitely. NOTE - Nonresident aliens are
to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic
categories. Resident aliens and other eligible (for financial aid purposes) non-citizens who are not citizens or
nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining
permanent resident alien status (and who hold either an alien registration card (Form I-551 or I-151), a
Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that
conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee
or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States
citizens.
Race and ethnicity unknown - This category is used only if the person did not select EITHER a racial or
ethnic designation.
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How do I report Managers and Supervisors?
The "Management Occupations" category is a direct match to the “11-0000 Management Occupations” SOC category.
This category should include those staff whose job it is to plan, direct, or coordinate policies, programs, and may
include some supervision of other workers. In addition, Postsecondary Deans should be classified in this category as
well, even though they perform similar activities to the workers that they supervise.
All other supervisors should be categorized within the same category as the workers that they supervise. However,
there is an exception for those that supervise workers in the Healthcare Support Occupations. For additional
information please refer to the 2018 SOC Classification Principles section of these instructions.
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Who should be reported in the “Student and Academic Services and Other Education
Occupations” category?
This category includes professionals who work in the areas of student activities, student admissions, student affairs,
student career services, student enrollment, student financial aid, student registration and records, campus recreation
services, and similar functions. Typically, the person who directs or heads the office would not be included in this
category. For additional information on whom should be included in this category as well whom should be included in
other categories please see the IPEDS/SOC Crosswalk.
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What is CUPA-HR and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members according to the 2018 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 / 2018 SOC can be found in the Resources for Classifying Employees Using
the 2018 SOC Codes section of these instructions.
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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed in 2012-13 to align with the occupational
categories in the Standard Occupational Classification (SOC) System.
Structure of the 2018 Standard Occupational Classification (SOC) System
The occupations in the SOC are classified at four levels of aggregation: 23 major groups, 98 minor groups, 459 broad
occupations, and 867 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/2018/soc_structure_2018.pdf.)
Each item in the SOC is designated by a six-digit code:
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•
•
•
Major group codes end with 0000 (e.g., 25-0000 Education Instruction 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 and Media Collections Specialists)
Detailed occupations end with a number other than 0 (e.g., 25-9044 Teaching Assistant, Postsecondary)
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_2018_SOC_Crosswalk.pdf.
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2018 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
2.
3.
4.
5.
6.
7.
8.
9.
The SOC covers all occupations in which work is performed for pay or profit, including work performed in
family-operated enterprises by family members who are not directly compensated. It excludes occupations
unique to volunteers. Each occupation is assigned to only one occupational category at the lowest level of the
classification.
Occupations are classified based on work performed and, in some cases, on the skills, education, and/or
training needed to perform the work.
Workers primarily engaged in planning and directing of resources are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and perform
activities similar to those of the workers they supervise, and therefore are classified with the workers they
supervise. **
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by workers
in Major Group 29-0000 Healthcare Practitioners and Technical Occupations, and therefore there are no firstline supervisor occupations in Major Group 31-0000.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified in the
appropriate first-line supervisor category because their work activities are distinct from those of the workers
they supervise.
Apprentices and trainees are classified with the occupations for which they are being trained, while helpers and
aides are classified separately because they are not in training for the occupation they are helping.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other” occupation. “All Other” occupations are placed in the structure when it is determined
that the detailed occupations comprising a broad occupation group do not account for all of the workers in the
group. These occupations appear as the last occupation in the group, with a code ending in “9”, and are
identified in their title by having “All Other” appear at the end.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and reporting data
on total U.S. employment across the full spectrum of SOC Major Groups. Thus, for a detailed occupation to be
included in the SOC, either the Bureau of Labor Statistics or the Census Bureau must be able to collect and
report data on that occupation.
** Postsecondary administrators such as Deans are classified as 11-000 Management occupations.
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Additional Information from the 2018 SOC Coding Guidelines
Job Titles That Could be Coded in More than One SOC Occupational Category
An employee should be reported in only one SOC occupational category.
When workers in a single job could be coded in more than one occupation, they should be coded in the occupation that
requires the highest level of skill. If there is no measurable difference in skill requirements, workers should be coded in
the occupation in which they spend the most time. Workers whose job is to teach at different levels (e.g., elementary,
middle, or secondary) should be coded in the occupation corresponding to the highest educational level they teach.
Determining Supervisory Category for Major Groups 33-0000 through 53-000
Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time performing
supervisory activities are coded in the appropriate first-line supervisor category in the SOC. In these same Major
Groups (33-0000 through 53-0000), persons with supervisory duties who spend less than 80 percent of their time
supervising are coded with the workers they supervise.
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Comparison of the 2018-19 IPEDS HR Occupational Categories to the 2018 SOC
Occupational Categories
(see crosswalk below for complete information)
The IPEDS HR occupational categories and the 2018 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:
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•
•
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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 2018-19 IPEDS Human Resources Survey
Occupational Categories to the 2018 Standard Occupational Classification System (SOC)
System Occupational Categories 2018-19 IPEDS HR Occupational Categories
2018-19 IPEDS HR Occupational Categories (OLD) 2010 SOC Occupational (NEW) 2018 SOC Occupational
Categories
Categories
Education, Training, and Library Occupations
Educational Occupations
•
25-0000 Educational Instruction and
Library Occupations
25-1000 Postsecondary Teachers
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
25-4000 Librarians, Curators, and
Archivists
25-4010 Archivists, Curators, and
Museum Technicians
25-4020 Librarians and Media
Collections Specialists
25-4030 Library Technicians
25-2000 Preschool, Elementary,
Middle, Secondary, and Special
Education Teachers
25-3000 Other Teachers and
Instructors
25-9000 Other Educational
Instruction and Library Occupations
Instructional Staff
◦
Primarily Instruction
◦
Instruction Combined with Research
and/or Public Service
Library and Instructional Support Occupations
•
•
25-0000 Education, Training, and
Library Occupations
25-1000 Postsecondary Teachers
Librarians, Curators, and Archivists
Student and Academic Services and Other
Education Occupations
Other Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community, Social Service, Legal, Arts, Design,
Entertainment, Sports, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance
Occupations
Production, Transportation, and Material Moving
Occupations
Not applicable to HR Survey
(Military Specific Occupations are not reported in the
IPEDS HR survey)
11-0000 Management Occupations
11-0000 Management Occupation
13-0000 Business and Financial
13-0000 Business and Financial
Operations Occupations
Operations Occupations
15-0000 Computer and Mathematical 15-0000 Computer and Mathematical
Occupations
Occupations
17-0000 Architecture and Engineering 17-0000 Architecture and Engineering
Occupations
Occupations
19-0000 Life, Physical, and Social
19-0000 Life, Physical, and Social
Science Occupations
Science Occupations
21-0000 Community and Social
21-0000 Community and Social
Service Occupations
Service Occupations
23-0000 Legal Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, 27-0000 Arts, Design, Entertainment,
Sports, and Media Occupations
Sports, and Media Occupations
29-0000 Healthcare Practitioners and 29-0000 Healthcare Practitioners and
Technical Occupations
Technical Occupations
31-0000 Healthcare Support
31-0000 Healthcare Support
Occupations
Occupations
33-0000 Protective Service
33-0000 Protective Service
Occupations
Occupations
35-0000 Food Preparation and
35-0000 Food Preparation and
Serving Related Occupations
Serving Related Occupations
37-0000 Building and Grounds
37-0000 Building and Grounds
Cleaning and Maintenance
Cleaning and Maintenance
Occupations
Occupations
39-0000 Personal Care and Service 39-0000 Personal Care and Service
Occupations
Occupations
41-0000 Sales and Related
41-0000 Sales and Related
Occupations
Occupations
43-0000 Office and Administrative
43-0000 Office and Administrative
Support Occupations
Support Occupations
45-0000 Farming, Fishing, and
45-0000 Farming, Fishing, and
Forestry Occupations
Forestry Occupations
47-0000 Construction and Extraction 47-0000 Construction and Extraction
Occupations
Occupations
49-0000 Installation, Maintenance,
49-0000 Installation, Maintenance,
and Repair Occupations
and Repair Occupations
51-0000 Production Occupations
51-0000 Production Occupations
53-0000 Transportation and Material 53-0000 Transportation and Material
Moving Occupations
Moving Occupations
55-0000 Military Specific Occupations 55-0000 Military Specific Occupations
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Reporting Instructional Staff by Occupational Category
SOC category 25-1000, Postsecondary Teachers, includes the following IPEDS occupational categories:
•
•
•
Instructional Staff
In the HR survey component, Instructional Staff is defined as the combined category of Primarily Instruction
AND Instruction Combined with Research and/or Public Service.
Primarily Instruction
Persons whose specific assignments customarily are made for the purpose of providing instruction or teaching.
Regardless of title, faculty status, academic rank, or tenure status, these employees formally spend the
majority of their time providing instruction or teaching.
Instruction combined with research and/or public service
Persons for whom it is not possible to differentiate between instruction or teaching, research, and public
service because each of these functions is an integral component of his/her regular assignment. Regardless of
title, faculty status, academic rank, or tenure status, these employees formally spend the majority of their
time providing instruction, research, and/or public service.
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Note regarding the use of the “Postsecondary Teachers” Terminology:
Postsecondary Teachers is an occupational category in the 2018 Standard Occupational Classification (SOC) Manual
with the SOC code 25-1000. This category is not an IPEDS reporting category because staff generally regarded by
institutions as “faculty” are not only instructional staff, but can be research staff and public service staff as well.
Postsecondary Teachers is not a good description of these occupational categories on postsecondary campuses, and
introduces confusion into the reporting done by institutions.
However, because of the requirement to align with the SOC, all three categories (instructional staff, research staff, and
public service staff) are included individually under the Postsecondary Teachers category in the IPEDS Data Center,
with explanations.
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Resources for Classifying Employees Using the 2018 SOC Codes
Several resources to assist institutions with classifying employees using the 2018 SOC codes are provided in the IPEDS
Human Resources/SOC Information Center https://nces.ed.gov/ipeds/report-your-data/taxonomies-standardoccupational-classification-soc-codes).
•
•
•
•
New IPEDS Occupational Categories and 2018 SOC
2018-19 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 2018 SOC Home Page:
•
•
•
•
•
•
The 2018 SOC User Guide
◦
What's New in the 2018 SOC
◦
Classification Principles and Coding Guidelines, 2018 SOC
◦
Standard Occupational Classification Principles and Coding Structure, 2018 SOC
◦
FAQs and Acknowledgements, 2019 SOC
2018 SOC Structure
2018 SOC Definitions
Type of Change by Detailed Occupation, 2018 SOC
2010 SOC codes deleted from the 2018 SOC
Direct Match Title File, 2018 SOC
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date: 8/13/2018
Glossary
Term
Definition
Adjunct instructional staff
Non-tenure track instructional staff serving in a temporary or auxiliary capacity to teach specific courses on a courseby-course basis. Includes both instructional staff who are hired to teach an academic degree-credit course and those
hired to teach a remedial, developmental, or ESL course; whether the latter three categories earn college credit is
immaterial. Excludes regular part-time instructional staff (who, unlike adjuncts are not paid on a course-by-course
basis), graduate assistants, full-time professional staff of the institution who may teach individual courses (such as a
dean or academic advisor), and appointees who teach non-credit courses exclusively.
American Indian or Alaska
Native
A person having origins in any of the original peoples of North and South America (including Central America) who
maintains cultural identification through tribal affiliation or community attachment.
Asian
A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent,
including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand,
and Vietnam.
Black or African American
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2018 Standard Occupational Classification (SOC) Manual
called "Business and Financial Operations Occupations." For detailed information refer to the following website:
https://www.bls.gov/soc/2018/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 2018 Standard Occupational Classification
(SOC) Manual: 1) Community and Social Service Occupations
(https://www.bls.gov/soc/2018/major_groups.htm#21-0000); 2) Legal Occupations
(https://www.bls.gov/soc/2018/major_groups.htm#23-0000); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (https://www.bls.gov/soc/2018/major_groups.htm#27-0000).
Computer, Engineering, and
Science Occupations
An occupational category based on the following three major groups in the 2018 Standard Occupational Classification
(SOC) Manual: 1) Computer and Mathematical Occupations (https://www.bls.gov/soc/2018/major_groups.htm#150000); 2) Architecture and Engineering Occupations (https://www.bls.gov/soc/2018/major_groups.htm#17-0000);
and 3) Life, Physical, and Social Science Occupations (https://www.bls.gov/soc/2018/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 fulltime or part-time. The employee's term of contract is not considered in making the determination of full- or parttime.
Healthcare Practitioners and
Technical Occupations
An occupational category based on the major group in the 2018 Standard Occupational Classification (SOC) Manual
called "Healthcare Practitioners and Technical Occupations." For detailed information refer to the following website:
https://www.bls.gov/soc/2018/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 institution-level data collections. All postsecondary institutions that have a Program Participation Agreement
with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS referred to as
"Title IV") are required to report data using a web-based data collection system. IPEDS currently consists of the
following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions (C); Admissions
(ADM); Student Financial Aid (SFA); Human Resources (HR) composed of Employees by Assigned Position, Fall Staff,
and Salaries; Fall Enrollment (EF); Graduation Rates (GR); Outcome Measures (OM); Finance (F); and Academic
Libraries (AL).
Librarians, Curators, and
Archivists
An occupational category based on the following three broad occupations in the 2010 Standard Occupational
Classification (SOC) Manual: 1) Librarians (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 2018 Standard Occupational Classification (SOC) Manual
called "Management Occupations." For detailed information refer to the following website:
https://www.bls.gov/soc/2018/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 2018 Standard Occupational Classification
(SOC) Manual: 1) Farming, Fishing, and Forestry Occupations
(https://www.bls.gov/soc/2018/major_groups.htm#45-0000); 2) Construction and Extraction Occupations
(https://www.bls.gov/soc/2018/major_groups.htm#47-0000); and 3) Installation, Maintenance, and Repair
Occupations (https://www.bls.gov/soc/2018/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 2018 Standard Occupational Classification (SOC) Manual
called "Office and Administrative Support Occupations." For detailed information refer to the following website:
https://www.bls.gov/soc/2018/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 part-time. The employee's term of contract is not considered in making the determination of full- or parttime. Casual employees (hired on an ad-hoc basis or occasional basis to meet short-term needs) and students in the
College Work-Study Program (CWS) are not considered part-time staff.
Postsecondary Teachers
An occupational category in the 2018 Standard Occupational Classification (SOC) Manual with the SOC code 251000. 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 2018 Standard Occupational Classification
(SOC) Manual: 1) Production Occupations (https://www.bls.gov/soc/2018/major_groups.htm#51-0000) and 2)
Transportation and Material Moving Occupations (https://www.bls.gov/soc/2018/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 2018 Standard Occupational Classification (SOC) Manual
called "Sales and Related Occupations." For detailed information refer to the following website:
https://www.bls.gov/soc/2018/major_groups.htm#41-0000.
Service Occupations
An occupational category based on the following five major groups in the 2018 Standard Occupational Classification
(SOC) Manual: 1) Healthcare Support Occupations (https://www.bls.gov/soc/2018/major_groups.htm#31-0000); 2)
Protective Service Occupations (https://www.bls.gov/soc/2018/major_groups.htm#33-0000); 3) Food Preparation
and Serving Related Occupations (https://www.bls.gov/soc/2018/major_groups.htm#35-0000); 4) Building and
Grounds Cleaning and Maintenance Occupations (https://www.bls.gov/soc/2018/major_groups.htm#37-0000); and
5) Personal Care and Service Occupations (https://www.bls.gov/soc/2018/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 2018 Standard Occupational Classification
(SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education School Teachers (SOC code 25-2000)
(https://www.bls.gov/soc/2018/major_groups.htm#25-0000); 2) Other Teachers and Instructors (SOC code 253000) (https://www.bls.gov/soc/2018/major_groups.htm#25-0000); and 3) Other Education Instruction and Library
Occupations (SOC code 25-9000) (https://www.bls.gov/soc/2018/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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NCES National Center for Education Statistics
2018-19 Survey Materials > FAQ
date: 8/13/2018
Human Resources
Click one of the following questions to view the answer.
General
1)
2)
3)
4)
5)
6)
How often are data for the IPEDS HR survey collected?
How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
How do I know if my data are consistent across parts?
Can I change my data after completing a part?
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?
9)
What is the difference between “with/without faculty status” and “academic rank/no academic rank?”
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?
34)
Do I report new hires who are no longer on the payroll as of November 1, 2018 in Human Resources component?
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 2018 SOC occupations?
6)
Where can I find additional information about the SOC system?
7)
Why did NCES change the occupational categories in the IPEDS HR survey in 2012-13?
8)
Is there a summary of resources that relate to the new IPEDS occupational categories and the 2018 SOC?
9)
Is there additional information on classifying and coding supervisors and managers?
10)
For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
11)
Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational
categories?
12)
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.
2)
3)
4)
5)
6)
7)
8)
9)
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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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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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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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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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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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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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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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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.
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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.
3)
4)
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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How do I report teachers?
Report teachers as Instructional staff.
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We're a very small school, and all our staff have job duties in more than one area? How do I report them?
You can report each employee only once, and you cannot split the employee over occupational categories. The SOC
Coding Guideline #2 gives this guidance: When workers in a single job could be coded in more than one occupation,
they should be coded in the occupation that requires the highest level of skill. If there is no measurable difference in
skill requirements, workers should be coded in the occupation in which they spend the most time.
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Degree-granting institutions
1)
My tenured and tenure-track faculty are generally expected to devote 40 percent time and effort to
teaching, 40 percent to research, and 20 percent to service. Both teaching and research performance are
evaluated for promotion and tenure decisions. “Instruction, research, and/or public service” describes
their work far better than “Primarily instruction.” Where should I report these tenured and tenure-track
faculty?
Report the employees as Instruction combined with research and/or public service, in the appropriate faculty status
category.
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2)
Should instructional staff who provide instruction in non-credit courses be included in the HR component?
Yes. Instructional staff who provide instruction in non-credit courses should be included in the HR component.
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3)
Should I include in the IPEDS survey a professor who teaches courses via distance education and who is
not based out of the college?
Staff at off-campus centers/sites associated with the campus covered by this report should be included in the HR
component; however, staff who work at branch campuses located in a foreign country should NOT be included in the
HR component. Also, the staff must be on the payroll of the institution.
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4)
How should I count Deans and Vice Presidents (VP) who are tenured staff?
If the Dean’s or VP’s primary function is Management, they should be counted as Management in the Tenured
column. Then, report their salaries on the non-instructional page. However, if the Dean’s or VP’s primary function
is Instruction or Instruction combined with research/public service, then classify them as such AND report
them in the Instructional Staff Salaries section (if they are full time).
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5)
Where do we report research professionals who do not have faculty status?
Report them as Research staff without faculty status.
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6)
How do I categorize employees such as research scientists and research engineers?
Categorize research scientists and research engineers as Research staff.
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7)
How should research assistants, associates, etc. be classified?
If they are graduate students at your institution performing research or graduate assistant duties while enrolled,
report them as Graduate assistants - research in Part B (part-time employees). If they are not graduate students, but
are performing discipline oriented research work (e.g., biology, materials engineering, etc.) generally requiring a
bachelor’s or higher degree, report them As Research staff in either Part A (full-time employees) or Part B (part-time
employees).
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8)
Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be included
in the HR component. However, guest lecturers typically are given honoraria or lecture fees and thus are not paid
through the institution’s payroll accounts.
9)
10)
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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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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 and Media Collections Specialist
Library Technicians
Non-degree granting institutions report library-related occupations in a single category:
•
11)
Librarians, Curators, and Archivists
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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:
•
•
12)
13)
14)
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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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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What is meant by “medical school” staff?
Medical school staff are staff employed by or working in the medical school component (M.D. or D.O.) of a
postsecondary institution, or in a freestanding medical school. However, this does not include staff employed by or
working strictly in a hospital associated with a medical school, those who volunteer their services at the medical
school, or those who work in health or allied health schools or departments such as dentistry, veterinary medicine,
nursing, or dental hygiene, unless the health or allied health schools or departments are affiliated with (housed in or
under the authority of) the medical school. (The HR medical school pages are only applicable to institutions with M.D.
or D.O. programs.)
Freestanding hospitals, medical centers, and other entities that offer postsecondary education programs as part of
their mission should report only those staff who work full-time or part-time in the postsecondary education division or
component of the institution. If a staff member works full-time for the institution - but only part-time in the
postsecondary education division or component - for the purposes of IPEDS HR reporting, that person should be
reported as part-time in his or her occupational category in the postsecondary education division or component.
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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)
16)
17)
18)
19)
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, 2017 and October 31, 2018 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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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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We have a new instructional staff member who was hired for a 3 year period. Her pay was funded by a 3year grant and her job could be picked up again if we receive another grant. Should we report her as a
permanent new hire?
In this case, the new hire should not be reported as a permanent staff member since their position is contingent on
the availability of grant funding. There is no guarantee that the job will be renewed at the end of the 3-year-term.
In general, IPEDS does not have a definition of "permanent" as it applies to new hires. It is up to the institution to
determine whether a position is "permanent" or "temporary." One way to make this determination could be to consult
with the institution's Human Resources department on how they classify the position (e.g. as "permanent" or
"temporary.")
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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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Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are true:
•
•
•
•
All instructional staff are employed on a part time basis.
All instructional staff are military personnel.
All instructional staff contribute their services (e.g., are members of a religious order).
All instructional staff teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
20)
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How do I report Instructional Staff?
Instructional Staff, as defined by IPEDS, is comprised of staff who are either: 1) Primarily Instruction (PI), or 2)
Instruction combined with Research and/or Public Service (IRPS).
The intent of the instructional staff category is to include all individuals whose primary occupation includes instruction
at the institution. Primarily Instruction staff are those individuals whose primarily responsibility can be defined as
teaching (e.g., the majority of their total time).
21)
22)
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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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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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 5year 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.
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, atwill).
23)
24)
25)
26)
27)
28)
29)
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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How do I report Research Staff?
A staff member should be classified as Research Staff if the majority of their work is focused on conducting research,
regardless of their title, academic rank, or tenure status.
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How do I report Public Service Staff?
A staff member should be classified as Public Service Staff if the majority of their work is focused on carrying out
public service activities. These would be staff members who work in agricultural extension services, clinical services,
or continuing education, regardless of their title, academic rank, or tenure status. If the staff member is located off
campus, such as in an extension office, they should still be classified as Public Service Staff as long as the majority of
their work is focused on carrying out public service activities.
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How do I report Postdoctoral Staff?
Postdoctoral staff members should be classified based on where the majority of their work is performed. For example,
if the postdoc spends the majority of their time conducting research, they should be classified as Research Staff. In
addition, postdoctoral staff members typically do not have faculty status, and they should be reported as Without
Faculty Status.
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How do I report 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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How do I report Adjunct Instructional Staff?
Adjunct Instructional Staff serve in either a temporary or auxiliary capacity to teach academic degree-credit courses,
as well as remedial, developmental, or ESL courses, and are paid on a course-by-course basis. They should be
reported as either part-time or full-time based on their designation on the institution's payroll, and as non-tenured
instructional staff.
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How do I report 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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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 2018 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.
30)
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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.
31)
Staff should be classified as Not on Tenure Track if they have faculty status, but are not considered to be tenured or
on tenure track.
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How do I report 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.
32)
33)
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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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What is CUPA-HR, and how will it help me categorize my staff?
CUPA-HR, or the College and University Professional Association for Human Resources, developed worksheets to assist
institutions in classifying their staff members, and graciously offered them for use in IPEDS reporting, regardless of
whether institutions are CUPA-HR members or not.
These worksheets contain many positions in postsecondary education (which aren't specifically mentioned in the SOC
itself) such as: registrar, bursar, outreach specialist, etc. The following link will take you to CUPA-HR's
website: https://www.cupahr.org/surveys/survey-participation/. Click on the option for Survey Participation
Information 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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34)
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.
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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/2018/soc_2018_class_prin_cod_guide.pdf
4)
5)
6)
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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 98 minor groups, followed by 459 broad
occupations, and finally 867 detailed occupations.
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Where can I find definitions of the 2018 SOC occupations?
A pdf version of the 2018 SOC definitions can be found at the following website:
http://www.bls.gov/soc/2018/soc_2018_definitions.pdf. A link to the Excel version of the definitions can be found on
the SOC homepage (https://www.bls.gov/soc/2018/home.htm) under the category "2018 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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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)
8)
9)
10)
11)
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 and 2018 SOC reflects changes in the
workforce over the last decade.)
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Is there a summary of resources that relate to the new IPEDS occupational categories and the 2018 SOC?
The IPEDS HR/SOC Information Center can be found at: https://nces.ed.gov/ipeds/report-your-data/taxonomiesstandard-occupational-classification-soc-codes.
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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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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_2018_SOC_Crosswalk.pdf, the SOC code of “11-0000”
corresponds to the SOC major group of “Management Occupations,” which is crosswalked to the IPEDS HR
“Management Occupations” category.
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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 2018 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. Since 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".
12)
However, the Instructional Staff (Primarily instruction and Instruction combined with research and/or public service),
Research Staff, and Public Service Staff categories remained the same in IPEDS.
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What is the relationship between IPEDS reporting and the SOC Postsecondary Teachers 25-1000
category?
Postsecondary Teachers is an occupational category in the 2018 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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