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pdfHuman Resources
Integrated Postsecondary Education Data System (IPEDS)
This IPEDS Human Resources data collection instrument was used
during the 2012-13 data collection and will be used again during the
2013-14, 2014-15, and 2015-16 data collections.
2012-13 Survey Materials > Form
date: 12/11/2012
Human Resources for degree-granting institutions and related administrative offices
that have 15 or more full-time staff and a tenure system
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.
Yes
Does your institution have 15 or more full-time staff?
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
No
No
If you answer Yes to any of the questions below, the full-time instructional staff screens of Part G are NOT applicable to
your institution and you will NOT be required to report data for the full-time instructional staff screens of Part G.
However, Part G will still be required for reporting data for full-time non-instructional staff.
No
Yes Are ALL of the instructional staff military personnel?
No
Yes Do ALL of the instructional staff contribute their services (e.g., members of a religious
order)?
No
Yes Do ALL of the instructional staff teach pre-clinical or clinical medicine?
The reporting of data by gender AND race/ethnicity is optional this year as it is in even-numbered years.
Do you wish to report data by gender AND race/ethnicity this year?
If you answer No, screens to report data by employment status (full-time and part-time) and occupational category will
be displayed.
If you answer Yes, screens to report data by employment status (full-time and part-time), occupational category, and
gender AND race/ethnicity will be displayed and you must complete all applicable screens.
No, I will not report data by gender and race/ethnicity this year
Yes, I will report data by gender and race/ethnicity this year
You may use the space below to provide context for the data you've reported above.
Human Resources Screening Questions
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.
Yes
Does your institution have graduate assistants?
No
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
Yes
No
Did your institution hire any full-time permanent staff who were included on the payroll of the institution
between July 1 and October 31, 2012 either for the first time (new to the institution) or after a break in service
AND who were still on the payroll of the institution as of November 1, 2012? (Exclude persons who have
returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than-9-month contracts.)
If you answer Yes to this question and your institution has 15 or more full-time staff, you will be provided the screens to
report full-time permanent new hires in Part H.
Yes
No
Part A - Full-time instructional staff
Number of full-time instructional staff with faculty status who are tenured
by academic rank, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Associate Assistant
Professors professors professors Instructors
Lecturers
No academic
rank
Total
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time instructional staff
Number of full-time instructional staff with faculty status who are on tenure track
by academic rank, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Associate Assistant
Professors professors professors Instructors
Lecturers
No academic
rank
Total
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time instructional staff
Number of full-time instructional staff with faculty status who are not on tenure track
with multi-year contract
by academic rank, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Associate Assistant
Professors professors professors Instructors
Lecturers
No academic
rank
Total
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time instructional staff
Number of full-time instructional staff with faculty status who are not on tenure track
with annual contract
by academic rank, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Associate Assistant
Professors professors professors Instructors
Lecturers
No academic
rank
Total
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time instructional staff
Number of full-time instructional staff with faculty status who are not on tenure track
with less than annual contract
by academic rank, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Associate Assistant
Professors professors professors Instructors
Lecturers
No academic
rank
Total
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time instructional staff
Number of full-time instructional staff without faculty status
by gender and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Men
Nonresident alien
Total
Hispanic/Latino
American Indian 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
Nonresident alien
Hispanic/Latino
American Indian 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 A - Full-time instructional staff
Number of full-time instructional staff
by tenure status, medical school status, and function
Tenured
Non-medical and function
On Tenure
Track
Instruction
Exclusively credit
Multi-year
contract
Not on Tenure Track
Annual
Less-than-annual
contract
contract
Without
Faculty
status
Total
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service
Medical and function
Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service
Total carried forward from
previous screens
Part A - Full-time instructional staff - Totals
Total number of full-time instructional staff
by gender and race/ethnicity
As of November 1, 2012
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 men
Total women
Total (men+women)
Part B - Full-time non-instructional staff
Number of full-time non-instructional staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Postsecondary Teachers
Instructional Staff
Research
Public Service
(carried forward
from Part A)
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part B - Full-time non-instructional staff
Number of full-time non-instructional staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Archivists, Curators, and
Museum Technicians
Librarians
Library
Technicians
Other Teachers and
Instructional Support Staff
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part B - Full-time non-instructional staff
Number of full-time non-instructional staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part B - Full-time non-instructional staff
Number of full-time non-instructional staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
Occupations
Office and
Administrative
Support
Occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Grand
Total
(All fulltime
staff)
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part B - Full-time non-instructional staff
Number of full-time non-instructional staff
by tenure status, medical school status and occupational category
As of November 1, 2012
Medical school status
and occupational
category
Non-Medical
Postsecondary Teachers
- Research
Postsecondary Teachers
- Public Service
Archivists, Curators, and
Museum Technicians
Librarians
Library Technicians
Other Teachers and
Instructional Support
Staff
Management
Occupations
Business and Financial
Operations Occupations
Computer, Engineering,
and Science
Occupations
Community Service,
Legal, Arts, and Media
Occupations
Healthcare Practitioners
and Technical
Occupations
Medical
Postsecondary Teachers
- Research
Postsecondary Teachers
- Public Service
Archivists, Curators, and
Museum Technicians
Librarians
Library Technicians
Other Teachers and
Instructional Support
Staff
Management
Occupations
Business and Financial
Operations Occupations
Computer, Engineering,
and Science
Occupations
Community Service,
Legal, Arts, and Media
Occupations
Healthcare Practitioners
and Technical
Occupations
Tenured
On Tenure
Track
Multi-year
contract
Not on Tenure Track
Without
Total
Annual
Less-than-annual Faculty status
contract
contract
Part B - Full-time non-instructional staff
Number of full-time non-instructional staff
by medical school status and occupational category
As of November 1, 2012
Occupational category
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Total Non-Medical
Medical
Part C - Full-time summary non-medical
Summary of full-time, non-medical school, staff
by tenure status and occupational category
As of November 1, 2012
Occupational category
Postsecondary Teachers
Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
Research
Public Service
Archivists, Curators, and Museum
Technicians
Librarians
Library Technicians
Other Teachers and Instructional
Support Staff
Management Occupations
Business and Financial Operations
Occupations
Computer, Engineering, and Science
Occupations
Community Service, Legal, Arts, and
Media Occupations
Healthcare Practitioners and Technical
Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support
Occupations
Natural Resources, Construction, and
Maintenance Occupations
Production, Transportation, and
Material Moving Occupations
Total
Tenured
On
Tenure
Track
Not on Tenure Track
Annual Less-than-annual
contract
contract
Multi-year
contract
Without
Faculty
status
Total
Part C - Full-time summary medical
Summary of full-time, medical school, staff
by tenure status and occupational category
As of November 1, 2012
Occupational category
Postsecondary Teachers
Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
Research
Public Service
Archivists, Curators, and Museum
Technicians
Librarians
Library Technicians
Other Teachers and Instructional
Support Staff
Management Occupations
Business and Financial Operations
Occupations
Computer, Engineering, and Science
Occupations
Community Service, Legal, Arts, and
Media Occupations
Healthcare Practitioners and Technical
Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support
Occupations
Natural Resources, Construction, and
Maintenance Occupations
Production, Transportation, and
Material Moving Occupations
Total
Tenured
On
Tenure
Track
Not on Tenure Track
Annual Less-than-annual
contract
contract
Multi-year
contract
Without
Faculty
status
Total
Part G - Salary Worksheet
Number of full-time, non-medical, instructional staff for calculation of total number of months
As of November 1, 2012
Gender and
academic
rank
9-Month
Contract
10-Month
Contract
Total
Total
Total full-time,
12-Month
Balance
employees Number non-medical, (All other fullContract
for Salary
of
instructional
time
reporting Months staff from Part A instructional
staff)
11-Month
Contract
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)
Part G - Salary outlays for full-time instructional staff
Salary outlays for full-time, non-medical, instructional staff
by gender and academic rank
As of November 1, 2012
Gender and academic Headcount
rank
(from Part G,
screen 1) OR Total employees for
Salary reporting
Men
Professors
Total
Number
of Months
(from Part
G,
screen 1)
Weighted average Salaries
per month
Salary
Outlays
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)
Part G - Salary outlays for full-time non-instructional staff
Salary outlays for full-time, non-medical, non-instructional staff
by occupational category
As of November 1, 2012
Occupational category
Number of
full-time staff
Total salary outlays
Postsecondary Teachers - Research
Postsecondary Teachers - Public Service
Library and Instructional Support Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Part D - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Postsecondary Teachers
Instructional Staff
Research
Public Service
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part D - Part-time staff
Number of part-time non-instructional staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Archivists, Curators,
and Museum
Technicians
Librarians
Library
Technicians
Other Teachers and
Instructional Support
Staff
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
Women
Nonresident alien
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total women
Total (men+women)
Hispanic/Latino
American Indian or
Alaska Native
Asian
Library and
Instructional Support
Occupations
Part D - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part D - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
Occupations
Office and
Administrative
Support
Occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Grand
Total
(All parttime staff)
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part D - Graduate assistants
Number of graduate assistants
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Men
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Teaching
Research Management Business Computer, Community Library and Healthcare Total
and
Engineering, Service, Instructional Practitioners
Financial and Science Legal, Arts, Support
and
Operations
and Media
Technical
Part E - Part-time staff
Number of part-time staff
by tenure status, medical school status and occupational category
As of November 1, 2012
Medical school status and
occupational category
Tenured
On Tenure
Track
Multi-year
contract
Not on Tenure Track
Annual
Less-than-annual
contract
contract
Without
Faculty
status
Total
Non-Medical
Postsecondary Teachers
Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service
Research
Public Service
Archivists, Curators, and
Museum Technicians
Librarians
Library Technicians
Other Teachers and
Instructional Support Staff
Management Occupations
Business and Financial
Operations Occupations
Computer, Engineering, and
Science Occupations
Community Service, Legal,
Arts, and Media Occupations
Healthcare Practitioners and
Technical Occupations
Medical
Postsecondary Teachers
Instruction
Exclusively credit
Public Service
Archivists, Curators, and
Museum Technicians
Librarians
Library Technicians
Other Teachers and
Instructional Support Staff
Management Occupations
Business and Financial
Operations Occupations
Exclusively not-for-credit
Combined credit/not-forcredit
Instruction/research/public
service
Research
Computer, Engineering, and
Science Occupations
Community Service, Legal,
Arts, and Media Occupations
Healthcare Practitioners and
Technical Occupations
Part E - Part-time staff
Number of part-time staff
by medical school status and occupational category
As of November 1, 2012
Occupational category
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and Media
Library and Instructional Support
Healthcare Practitioners and Technical
Total Non-Medical
Medical
Part F - Part-time summary non-medical
Summary of part-time staff
by tenure status and occupational category
As of November 1, 2012
Occupational category
Postsecondary Teachers
Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
Research
Public Service
Archivists, Curators, and Museum
Technicians
Librarians
Library Technicians
Other Teachers and Instructional
Support Staff
Management Occupations
Business and Financial Operations
Occupations
Computer, Engineering, and Science
Occupations
Community Service, Legal, Arts, and
Media Occupations
Healthcare Practitioners and Technical
Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support
Occupations
Natural Resources, Construction, and
Maintenance Occupations
Production, Transportation, and
Material Moving Occupations
Graduate Assistants
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and
Media
Library and Instructional Support
Healthcare Practitioners and
Technical
Total
Tenured
On
Tenure
Track
Not on Tenure Track
Annual Less-than-annual
contract
contract
Multi-year
contract
Without
Faculty
status
Total
Part F - Part-time summary medical
Summary of part-time, medical school, staff
by tenure status and occupational category
As of November 1, 2012
Occupational category
Postsecondary Teachers
Instruction
Exclusively credit
Exclusively not-for-credit
Combined credit/not-for-credit
Instruction/research/public service
Research
Public Service
Archivists, Curators, and Museum
Technicians
Librarians
Library Technicians
Other Teachers and Instructional
Support Staff
Management Occupations
Business and Financial Operations
Occupations
Computer, Engineering, and Science
Occupations
Community Service, Legal, Arts, and
Media Occupations
Healthcare Practitioners and Technical
Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support
Occupations
Natural Resources, Construction, and
Maintenance Occupations
Production, Transportation, and
Material Moving Occupations
Graduate Assistants
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and
Media
Library and Instructional Support
Healthcare Practitioners and
Technical
Total
Tenured
On
Tenure
Track
Not on Tenure Track
Annual Less-than-annual
contract
contract
Multi-year
contract
Without
Faculty
status
Total
Part H - New Hires - Full-time instructional staff
Number of newly hired full-time permanent instructional staff
by tenure status, gender, and race/ethnicity
(Hired full time between July 1 and October 31, 2012 and
still on payroll of the institution as of November 1, 2012)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Tenured
On Tenure
Track
Multi-year
contract
Not on Tenure Track
Annual
Less-than-annual
contract
contract
Without
Total
Faculty status
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total (men+women)
Part H - New Hires - Full-time staff
Number of newly hired full-time staff
by occupational category, gender, and race/ethnicity
(Hired full time between July 1 and October 31, 2012 and
still on payroll of the institution as of November 1, 2012)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Instructional Staff
Postsecondary Teachers
(carried forward from Part Research
Public
H, screen 1)
Service
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Library and Instructional
Support Occupations
Part H - New Hires - Full-time non-instructional staff
Number of newly hired full-time non-instructional staff
by occupational category, gender, and race/ethnicity
(Hired full time between July 1 and October 31, 2012 and
still on payroll of the institution as of November 1, 2012)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part H - New Hires - Full-time non-instructional staff and Total New Hires
Number of newly hired full-time non-instructional staff and Total new hires
by occupational category, gender, and race/ethnicity
(Hired full time between July 1 and October 31, 2012 and
still on payroll of the institution as of November 1, 2012)
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
Occupations
Office and
Administrative
Support
Occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Grand
Total
(All fulltime new
hires)
Men
Nonresident alien
Hispanic/Latino
American Indian
or Alaska Native
Asian
Black or African
American
Native Hawaiian
or Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
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
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Other
Name:
Email:
How long did it take to prepare this survey component?
hours
minutes
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.
2012-13 Survey Materials > Instructions
date: 12/11/2012
2012-13 HR: Degree-granting Institutions and Related Administrative Offices that have 15 or
more full-time staff
Instructions for the 2012-13
Integrated Postsecondary Education Data System (IPEDS)
Human Resources (HR) Component
Applicable to Degree-granting Institutions and Related Administrative
Offices
that have 15 or more full-time staff
UPDATED – 10/31/12: The previous titles of “Non-postsecondary Teaching Occupations” and
“Graduate Assistants - Library and Non-postsecondary Teaching” were changed to "Other
Teaching and Instructional Support Occupations” and “Graduate Assistants – Library and
Instructional Support,” respectively for clarity. Also, a "NOTE" about staff on sabbatical leave and
staff who are on leave was added to the Salaries section of the IPEDS HR instructions for clarity;
however, the same instruction was included in prior years of the IPEDS HR instructions. [The data
entry screen that includes the screening question on salaries was revised for clarity to indicate the
reporting of data for Part G, full-time non-instructional staff, will still be required even if the
answers to the “instructional staff” screening questions are No.]
• Purpose of Component
• Changes in Reporting
• General Instructions
• Context Boxes
• Reporting Period Covered
• Coverage
• Academic Rank
• Where to Get Help
• Where the Data Will Appear
• Detailed Instructions
• Screening Questions
• Reporting Persons by Racial/Ethnic Category
• Reporting Staff by Occupational Category
•
2010 Standard Occupational Classification (SOC) System - Classification Principles
•
2010 Standard Occupational Classification (SOC) System - Coding Guidelines
•
Additional Reporting Information
•
Descriptions of Occupational Categories
• New Hires
• Salaries
• Medical School Staff
• Summary of Parts
Purpose of Component
The primary purpose of the Human Resources (HR) component that is applicable to degree-granting
institutions and related administrative offices that have 15 or more full-time staff is to collect the number of
staff by employment status (full time and part time), occupational category, and for some staff by tenure
status, contract length, and academic rank. Salary data on full-time staff are also collected in addition
to data on newly hired full-time permanent staff. Data are also collected by medical school status for 4-year
and above degree-granting institutions. In odd-numbered years (e.g., 2011-12) such as last year, the
purpose was also to collect data by race/ethnicity and gender. The reporting of data by race/ethnicity and
gender is optional in even-numbered years such as this year (2012-13).
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Changes in Reporting
•
New occupational categories replaced the primary function/occupational activity categories previously used in
the IPEDS HR component. The change was required to align the IPEDS HR categories with the 2010 Standard
Occupational Classification (SOC) System. Detailed information on the IPEDS HR component and how it
relates to the 2010 SOC system is listed below in the section called, "Reporting Staff by Occupational
Category." Additional information on the IPEDS HR component and the SOC system can be found at the
IPEDS Human Resources/SOC Information Center at http://nces.ed.gov/ipeds/resource/soc.asp.
•
The professional and non-professional terminology is no longer used.
• A screening question has been added that asks if an institution has graduate assistants.
• A screening question has been added that asks if an institution has a tenure system.
• The following categories were added to collect data on not on tenure track staff:
•
Multi-year contract
•
Annual contract
•
Less-than-annual contract
• Data are now collected by the new category of "Postsecondary Teachers."
• The Postsecondary Teachers category by the "Instruction" (only) function is collected by the following
categories:
•
Exclusively credit
•
Exclusively not-for-credit
•
Combination credit/not-for-credit
• Graduate assistants are reported separately by the following categories: Teaching; Research; Management;
Business and Financial Operations; Computer, Engineering, and Science; Community Service, Legal, Arts,
and Media; Library and Instructional Support; and Healthcare Practitioners and Technical. [NOTE: The
previous graduate assistant category called, "Library and Non-postsecondary Teaching" was changed to the
current graduate assistant category called "Library and Instructional Support" for clarity on 10/31/12.]
• A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately
by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month
contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also
collected by gender and academic rank. A column was added to the survey after the salary outlays column
to collect the number of months covered by the salary outlays. (This number will be used to calculate a
weighted monthly average salary.)
To assist data reporters in determining the number of hours covered, a worksheet is provided in
the data collection system that collects the number of staff on 9-month contracts, 10-month
contracts, 11-month contracts, and 12-month contracts, by gender and academic rank. For each
gender and academic rank category, the system would then calculate: (1) the total number of staff
reported (i.e., the sum of the values entered for each contract length), and (2) the total number of
months covered (i.e., the sum of the staff reported for each contract length multiplied by the
number of months in the contract).
Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on
a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is
carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.
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General Instructions
NOTE: You must enter data on each displayed screen. If a displayed screen is not
applicable to your institution, you must enter at least one zero in a field on that screen.
Context Boxes
Context boxes (previously known as caveat boxes) are provided on several screens to give
institutions the opportunity to provide more information about survey items.
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Reporting Period Covered
The period of reporting is intended to provide a snapshot of your human resources/payroll data at
one point in the fall. Persons on the payroll of the institution as of November 1, 2012 should be
reported in the HR component.
Degree-granting institutions and related administrative offices that have 15 or MORE full-time staff AND
responded "Yes" to the screening question about full-time permanent new hires will be required to complete
Part H. Part H has slightly different reporting criteria from the other parts. In Part H, report the number of
full-time permanent staff who were included on the payroll of the institution between July 1 and
October 31, 2012 either for the first time (new to the institution) or after a break in service AND
who were still on the payroll of the institution as of November 1, 2012. Do not include as new hires
persons who have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than9-month contracts.
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Coverage
Who to Include in this Report
•
Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
•
Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on
sabbatical leave or on leave without pay.
•
"Visiting" Postsecondary Teachers who are paid by your institution.
•
Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in
the occupational category for which they were hired.
•
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.)
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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.
•
Staff who work strictly in hospitals associated with medical schools.
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Academic Rank
When reporting Instructional Staff by academic rank (e.g., professor, associate professor, etc.),
use the institution's designations. Institutions without standard academic ranks should report all
Postsecondary Staff in the "No Academic Rank" category.
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Where to Get Help
IPEDS Data Collection Help Desk
Phone: 1-877-225-2568
Email: ipedshelp@rti.org
AIR Website
You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools and other valuable resources.
IPEDS Resources Page
In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip
sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant
information.
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Where the 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
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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Detailed Instructions
NOTE: You must enter data on each displayed screen. If a displayed screen is not
applicable to your institution, you must enter at least one zero in a field on that screen.
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 parts must be completed.
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Reporting Persons by Racial/Ethnic Category
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 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) noncitizens 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 ArrivalDeparture 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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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed to become aligned with the
occupational categories in the 2010 Standard Occupational Classification (SOC) System. The SOC
Classification Principles and Coding Guidelines were also revised in 2010. Listed below is an
example of one change to the Classification Principles; however, please refer to the complete list
of Classification Principles and Coding Guidelines below.
Example of SOC Classification Principle:
Old: Occupations are classified based on work performed and on required skills, education, training, and
credentials.
New: Occupations are classified based on work performed and, in some cases, on the skills, education,
and/or training needed to perform the work at a competent level."
2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
The SOC covers all occupations in which work is performed for pay or profit, including work performed
in family-operated enterprises by family members who are not directly compensated. It excludes
occupations unique to volunteers. Each occupation is assigned to only one occupational category at
the lowest level of the classification.
2.
Occupations are classified based on work performed and, in some cases, on the skills, education,
and/or training needed to perform the work at a competent level.
3.
Workers primarily engaged in planning and directing are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
4.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and
perform activities similar to those of the workers they supervise, and therefore are classified with the
workers they supervise.
5.
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there
are no first-line supervisor occupations in Major Group 31-0000.
6.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified
in the appropriate first-line supervisor category because their work activities are distinct from those of
the workers they supervise.
7.
Apprentices and trainees are classified with the occupations for which they are being trained, while
helpers and aides are classified separately because they are not in training for the occupation they are
helping.
8.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other,” or residual, occupation. “All Other” occupations are placed in the structure
when it is determined that the detailed occupations comprising a broad occupation group do not
account for all of the workers in the group. These occupations appear as the last occupation in the
group with a code ending in “9” and are identified in their title by having “All Other” appear at the
end.
9.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and
reporting data on total U.S. employment across the full spectrum of SOC major groups. Thus, for a
detailed occupation to be included in the SOC, either the Bureau of Labor Statistics or the Census
Bureau must be able to collect and report data on that occupation.
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2010 SOC Coding Guidelines
The SOC Coding Guidelines are intended to assist users in consistently assigning SOC codes and
titles to survey responses and in other coding activities.
1.
A worker should be assigned to an SOC occupation code based on work performed.
2.
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.
3.
Data collection and reporting agencies should assign workers to the most detailed occupation
possible. Different agencies may use different levels of aggregation, depending on their ability to
collect data. For more information on data produced using the SOC, see the Frequently Asked
Questions (FAQs) section.
4.
Workers who perform activities not described in any distinct detailed occupation in the SOC structure
should be coded in an appropriate “All Other” or residual occupation. These residual occupational
categories appear as the last occupation in a group with a code ending in “9” and are identified by
having the words “All Other” appear at the end of the title.
5.
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.
6.
Licensed and non-licensed workers performing the same work should be coded together in the same
detailed occupation, except where specified otherwise in the SOC definition.
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Additional Reporting Information
• IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level.
Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there
are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary
Teachers. 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 2012-13 IPEDS HR survey and the 2010
SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_201213_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of
“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.
Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”
category in the HR survey. [IPEDS does not require institutions to manually code the College President at
the detailed level.]
• The following categories were added to collect data on not on tenure track staff:
•
Multi-year contract- A contract or employment agreement that is in effect for more than one year
(e.g., more than 365 days) where subsequent years of the contract may be contingent upon other
factors such as the appropriation of funds. The renewal period of a multi-year contract is not on an
annual basis (e.g., a 5-year multi-year contract is renewed every 5 years NOT annually).
•
Annual contract - An annually-renewable contract or employment agreement that is in effect for a
stated annual period within one year of execution, and may be equal to a period of 365 days, or a
standard academic year, or the equivalent. Does not include contracts for partial year periods such as
a single semester, quarter, term, block, or course.
•
Less-than-annual-contract - A contract or employment agreement that is in effect for a partial year
period of less than 365 days, or less than a standard academic year or the equivalent. Includes
contracts for partial year periods such as a single semester, quarter, term, block, or course.
• 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 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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Descriptions of Occupational Categories
Postsecondary Teachers (by function)
Listed below are descriptions of the "Postsecondary Teachers" category by function.
Instructional Staff
[NOTE: This heading was changed from "Instruction" to
"Instructional Staff" in the instructions for clarification on 8/7/12.]
Consist of staff members in the following categories:
•
Instruction (only)
Persons whose specific assignments customarily are made for the purpose of providing instruction or
teaching. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of
their time providing instruction or teaching.
• 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, academic rank, or tenure status, these employees formally spend the majority of their time providing
instruction, research, and/or public service.
Research
Persons whose specific assignments customarily are made for the purpose of conducting research.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time conducting research.
Public Service
Persons whose specific assignments customarily are made for the purpose of carrying out public
service activities such as agricultural extension services, clinical services, or continuing education.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time carrying out public service activities. (This category includes employees with a public service
assignment regardless of the location of the assignment (e.g., in the field rather than on campus).
Archivists, Curators, and Museum Technicians
The IPEDS HR occupational category called “Archivists, Curators, and Museum
Technicians” is based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Archivists, Curators, and Museum
Technicians”). Click on the following link for details on the SOC “Archivists, Curators, and
Museum Technicians” broad occupation (25-4010):
http://www.bls.gov/soc/2010/soc254010.htm.
Librarians
The IPEDS HR occupational category called “Librarians” is based on the broad occupation in
the 2010 Standard Occupational Classification (SOC) Manual with the same name
(“Librarians”). Click on the following link for details on the SOC “Librarians” broad
occupation (25-4020): http://www.bls.gov/soc/2010/soc254020.htm.
Library Technicians
The IPEDS HR occupational category called “Library Technicians” is based on the broad
occupation in the 2010 Standard Occupational Classification (SOC) Manual with the same
name (“Library Technicians”). Click on the following link for details on the SOC “Library
Technicians” broad occupation (25-4030): http://www.bls.gov/soc/2010/soc254030.htm.
Other Teachers and Instructional Support Staff
[NOTE: The above title ("Other Teachers and Instructional Support Staff") was changed
from "Non-postsecondary Teachers" for clarity on 10/31/12; however, the SOC
categories below remained the same.]
The IPEDS HR occupational category called “Other Teachers and Instructional Support
Staff” is based on the following three minor groups in the 2010 SOC Manual. (For details on
the three SOC minor groups, click on the links below.)
·
·
·
Pre-school, Primary, Secondary, and Special Education School Teachers
[SOC Minor Group 25-2000 - http://www.bls.gov/soc/2010/soc250000.htm#25-2000]
Other Teachers and Instructors
[SOC Minor Group 25-3000 - http://www.bls.gov/soc/2010/soc250000.htm#25-3000]
Other Education, Training, and Library Occupations
[SOC Minor Group 25-9000 - http://www.bls.gov/soc/2010/soc250000.htm#25-9000]
Management Occupations
The IPEDS HR occupational category called “Management Occupations” is based on the
occupational group in the 2010 Standard Occupational Classification (SOC) Manual with the
same name (“Management Occupations”). Click on the following link for details on the SOC
“Management Occupations” group (Major Group 11-0000):
http://www.bls.gov/soc/2010/soc110000.htm.
Business and Financial Operations Occupations
The IPEDS HR occupational category called “Business and Financial Operations
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Business and Financial Operations
Occupations”). Click on the following link for details on the SOC “Business and Financial
Operations Occupations” group (Major Group 13-0000):
http://www.bls.gov/soc/2010/soc130000.htm.
Computer, Engineering, and Science Occupations
The IPEDS HR occupational category called “Computer, Engineering, and Science
Occupations” is based on the following three occupational groups in the 2010 Standard
Occupational Classification (SOC) Manual. (For details on the three SOC occupational
groups, click on the links below.)
· Computer and Mathematical Occupations
[SOC Major Group 15-0000 - http://www.bls.gov/soc/2010/soc150000.htm]
· Architecture and Engineering Occupations
[SOC Major Group 17-0000 - http://www.bls.gov/soc/2010/soc170000.htm]
· Life, Physical, and Social Science Occupations
[SOC Major Group 19-0000 - http://www.bls.gov/soc/2010/soc190000.htm]
Community Service, Legal, Arts, and Media Occupations
The IPEDS HR occupational category called “Community Service, Legal, Arts,
and Media Occupations” is based on the following three occupational groups in
the 2010 Standard Occupational Classification (SOC) Manual. (For details on the
three SOC occupational groups, click on the links below.)
· Community and Social Service Occupations
[SOC Major Group 21-0000 - http://www.bls.gov/soc/2010/soc210000.htm]
· Legal Occupations
[SOC Major Group 23-0000 - http://www.bls.gov/soc/2010/soc230000.htm]
· Arts, Design, Entertainment, Sports, and Media Occupations
[SOC Major Group 27-0000 - http://www.bls.gov/soc/2010/soc270000.htm]
Healthcare Practitioners and Technical Occupations
The IPEDS HR occupational category called “Healthcare Practitioners and Technical
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Healthcare Practitioners and Technical
Occupations”). Click on the following link for details on the SOC “Healthcare Practitioners
and Technical Occupations” group (Major Group 29-0000):
http://www.bls.gov/soc/2010/soc290000.htm.
Service Occupations
The IPEDS HR occupational category called “Service Occupations” is based on the following
five occupational groups in the 2010 Standard Occupational Classification (SOC) Manual.
(For details on the five SOC occupational groups, click on the links below.)
· Healthcare Support Occupations
[SOC Major Group 31-0000 - http://www.bls.gov/soc/2010/soc310000.htm]
· Protective Service Occupations
[SOC Major Group 33-0000 - http://www.bls.gov/soc/2010/soc330000.htm]
· Food Preparation and Serving Related Occupations
[SOC Major Group 35-0000 - http://www.bls.gov/soc/2010/soc350000.htm]
· Building and Grounds Cleaning and Maintenance Occupations
[SOC Major Group 37-0000 - http://www.bls.gov/soc/2010/soc370000.htm]
· Personal Care and Service Occupations
[SOC Major Group 39-0000 - http://www.bls.gov/soc/2010/soc390000.htm]
Sales and Related Occupations
The IPEDS HR occupational category called “Sales and Related Occupations” is based on
the occupational group in the 2010 Standard Occupational Classification (SOC) Manual with
the same name (“Sales and Related Occupations”). Click on the following link for details on
the SOC “Sales and Related Occupations” group (Major Group 41-0000):
http://www.bls.gov/soc/2010/soc410000.htm.
Office and Administrative Support Occupations
The IPEDS HR occupational category called “Office and Administrative Support
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Office and Administrative Support
Occupations”). Click on the following link for details on the SOC “Office and Administrative
Support Occupations” group (Major Group 43-0000):
http://bls.gov/soc/2010/soc430000.htm.
Natural Resources, Construction, and Maintenance Occupations
The IPEDS HR occupational category called “Natural Resources, Construction, and
Maintenance Occupations” is based on the following three occupational groups in the 2010
Standard Occupational Classification (SOC) Manual. (For details on the three SOC
occupational groups, click on the links below.)
· Farming, Fishing, and Forestry Occupations
[SOC Major Group 45-0000 - http://www.bls.gov/soc/2010/soc450000.htm]
· Construction and Extraction Occupations
[SOC Major Group 47-0000 - http://www.bls.gov/soc/2010/soc470000.htm]
· Installation, Maintenance, and Repair Occupations
[SOC Major Group 49-0000 - http://www.bls.gov/soc/2010/soc490000.htm]
Production, Transportation, and Material Moving Occupations
The IPEDS HR occupational category called “Production, Transportation, and Material
Moving Occupations” is based on the following two occupational groups in the 2010
Standard Occupational Classification (SOC) Manual. (For details on the two SOC
occupational groups, click on the links below.)
· Production Occupations
[SOC Major Group 51-0000 - http://www.bls.gov/soc/2010/soc510000.htm]
· Transportation and Material Moving Occupations
[SOC Major Group 53-0000 - http://www.bls.gov/soc/2010/soc530000.htm]
Graduate Assistants
For IPEDS purposes, report graduate assistants in the part-time part(s) only.
Listed below are the descriptions of the graduate assistant categories:
·
Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191 http://www.bls.gov/soc/2010/soc251191.htm:
Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teachingrelated duties, such as teaching lower level courses, developing teaching materials, preparing and giving
examinations, and grading examinations or papers. Graduate teaching assistants must be enrolled in a
graduate school program. Graduate assistants who primarily perform non-teaching duties, such as research,
should be reported in the occupational category related to the work performed. Excludes "Teacher Assistants"
(25-9041).
Illustrative examples: Teaching Fellow, Graduate Student Instructor
• Graduate Assistant - Research
Persons whose specific assignments customarily are made for the purpose of conducting research.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time conducting research.
NOTE: If your institution has graduate assistants in the following categories, they should be
placed in the appropriate graduate assistant categories below. For example, a graduate
assistant updating websites in the computer department should be considered a graduate
assistant in the IPEDS HR category called, "Computer, Engineering, and Science
Occupations."
• Graduate Assistant - Management (refer to the "Management Occupations" category above
for more information)
• Graduate Assistant - Business and Financial Operations (refer to the "Business and
Financial Operations Occupations" category above for more information)
• Graduate Assistant - Computer, Engineering, and Science (refer to the "Computer,
Engineering, and Science Occupations" category above for more information)
• Graduate Assistant - Community Service, Legal, Arts, and Media (refer to the "Community
Service, Legal, Arts, and Media Occupations" category above for more information)
• Graduate Assistant - Library and Instructional Support (refer to the following titles above
for more information: Archivists, Curators, and Museum Technicians; Librarians; Library
Technicians; and "Other Teachers and Instructional Support Staff") [NOTE: The previous graduate
assistant category called, "Library and Non-postsecondary Teaching" was changed to the current graduate
assistant category called "Library and Instructional Support" for clarity on 10/31/12.]
• Graduate Assistant - Healthcare Practitioners and Technical (refer to the "Healthcare
Practitioners and Technical Occupations" category above for more information)
(NOTE: Public Service is not included in the above categories as recommended by the IPEDS HR
Technical Review Panel members.)
New Hires
Degree-granting institutions and related administrative offices that have 15 or MORE full-time staff AND
responded "Yes" to the screening question about full-time permanent new hires will be required to complete
Part H. Part H has slightly different reporting criteria from the other parts. In Part H, report the number of
full-time permanent staff who were included on the payroll of the institution between July 1 and
October 31, 2012 either for the first time (new to the institution) or after a break in service AND
who were still on the payroll of the institution as of November 1, 2012. Do not include as new hires
persons who have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than9-month contracts.
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Salaries
A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately
by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month
contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also
collected by gender and academic rank. A column was added to the survey after the salary outlays column to
collect the number of months covered by the salary outlays. (This number will be used to calculate a weighted
monthly average salary.)
To assist data reporters in determining the number of hours covered, a worksheet is provided in the data
collection system that collects the number of staff on 9-month contracts, 10-month contracts, 11-month
contracts, and 12-month contracts, by gender and academic rank. For each gender and academic rank
category, the system would then calculate: (1) the total number of staff reported (i.e., the sum of the values
entered for each contract length), and (2) the total number of months covered (i.e., the sum of the staff
reported for each contract length multiplied by the number of months in the contract).
Additional stipends for administrative, managerial or other responsibilities should NOT be included in the
salary calculation.
Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on
a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is
carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.
NOTE: The following instruction about staff on sabbatical leave and staff who are on leave was added on
10/31/12 for clarity; however, the instruction has historically been included in the IPEDS HR instructions:
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.
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Medical School Staff [applicable to 4-year and above degree-granting
institutions only]
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The medical school screens are applicable to institutions with M.D. and/or D.O. programs
only.
All staff affiliated with (housed in or under the authority of) the medical school should be reported
with the medical school.
Example: If an institution's medical school staff are housed with the institution's staff in other healthrelated disciplines (e.g., dentistry, veterinary medicine, nursing, dental hygiene, etc.), the institution
should report both sets of staff in the medical school part and list the other health-related disciplines
in the comment box on the medical school page(s) in the data collection system.
Staff that are in health disciplines that are NOT considered part of a medical school must be reported
on the non-medical school pages.
Summary of Parts
(NOTE: In odd-numbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is
required while in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is
optional. Data are also collected by medical school status for 4-year and above degree-granting institutions
only.)
Listed below is a summary of each part in this HR component.
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Part A - Full-time instructional staff: Collects the number of full-time instructional staff by tenure
status and academic rank. Also, for the "Instruction" function only, the data are also collected by the
following categories: Exclusively credit; Exclusively not-for-credit; and Combined credit/not-forcredit.
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 tenure
status.
Part C - Total number of full-time staff: Automatically sums the data reported in Part A and Part
B.
Part D - Part-time staff: Collects the number of part-time staff by occupational category.
Part E - Part-time staff: Collects the number of part-time staff by occupational category and by
tenure status for some occupational categories. For the "Instruction" function only, the data are also
collected by the following categories: Exclusively credit; Exclusively not-for-credit; and Combined
credit/not-for-credit.
Part F - Part-time staff: Automatically sums the data reported in Part D and Part E.
Part G - Salary Worksheet for full-time, non-medical, instructional staff and Salary Outlays
for full-time, non-medical, instructional staff - Collects the number of full-time, non-medical,
instructional staff by: 9-month contract, 10-month contract, 11-month contract, and 12-month
contract. Also, collects salary outlays for full-time, non-medical, instructional staff.
Part G - Salary Outlays for full-time, non-medical, non-instructional staff - Collects salary
outlays for full-time, non-medical, non-instructional staff by occupational category.
Part H - Number of newly hired full-time permanent staff - Collects the number of newly
hired full-time permanent instructional staff by tenure status. Also, collects the number of newly
hired full-time permanent non-instructional staff by occupational category.
Glossary
date: 12/11/2012
Term
Definition
Adjunct faculty
Non-tenure track faculty serving in a temporary or auxiliary capacity to teach specific courses on a
course-by-course basis. Includes both faculty 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 faculty (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 (new
definition)
A person having origins in any of the original peoples of North and South America (including Central
America) who maintains cultural identification through tribal affiliation or community attachment.
Annual contract
An annually-renewable contract or employment agreement that is in effect for a stated annual period
within one year of execution, and may be equal to a period of 365 days, or a standard academic
year, or the equivalent. Does not include contracts for partial year periods such as a single semester,
quarter, term, block, or course.
Archivists, Curators, and
Museum Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Archivists, Curators, and Museum Technicians." For detailed
information, refer to the following website: http:// www.bls.gov/soc/2010/soc254010.htm.
Asian (new definition)
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
(new definition)
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Business and Financial Operations Occupations.” For detailed information refer
to the following website: http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those
that work in the bookstore for a day or two at the start of a session.
Community Service,
Legal, Arts, and Media
Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Community and Social Service Occupations
(http://www.bls.gov/soc/2010/soc210000.htm); 2) Legal Occupations
(http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering,
and Science Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Computer and Mathematical Occupations
(http://www.bls.gov/soc/2010/soc150000.htm); 2) Architecture and Engineering Occupations
(http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and Social Science
Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Full-time staff
(employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an
employee is full time or part time. The employee's term of contract is not considered in making the
determination of full or part time.
Graduate Assistants
(Research)
An occupational category used to classify graduate assistants whose specific assignments customarily
are made for the purpose of conducting research.
Graduate Assistants
(Teaching)
An occupational category based on the detailed occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed
information, refer to the following website: http:// www.bls.gov/soc/2010/soc251191.htm.
Healthcare Practitioners
and Technical
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Healthcare Practitioners and Technical Occupations.” For detailed information
refer to the following website: http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic or Latino (new
definition)
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 consists of the following two functions: 1) "Instruction" only and 2)
"Instruction combined with research and/or public service."
Less-than-annual
contract
A contract or employment agreement that is in effect for a partial year period of less than 365 days,
or less than a standard academic year or the equivalent. Includes contracts for partial year periods
such as a single semester, quarter, term, block, or course.
Librarians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Librarians." For detailed information, refer to the following
website: http:// www.bls.gov/soc/2010/soc254020.htm.
Librarians, Curators, and
Archivists
An occupational category based on the following three broad occupations in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Librarians (http://
www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators, and Museum Technicians (http://
www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians (http://
www.bls.gov/soc/2010/soc254030.htm).
Library Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Library Technicians." For detailed information, refer to the
following website: http:// www.bls.gov/soc/2010/soc254030.htm.
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Management Occupations.” For detailed information refer to the following
website: http://www.bls.gov/soc/2010/soc110000.htm.
Medical school staff
Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of
Osteopathic Medicine [D.O.]) component of a postsecondary institution or in a free standing medical
school. Does not include staff employed by or employees working strictly in a hospital associated with
a medical school or those who work in health or allied health schools or departments such as
dentistry, veterinary medicine, nursing or dental hygiene unless the health or allied health schools or
departments are affiliated with (housed in or under the authority of) the medical school.
Multi-year contract
A contract or employment agreement that is in effect for more than one year (e.g., more than 365
days) where subsequent years of the contract may be contingent upon other factors such as the
appropriation of funds. The renewal period of a multi-year contract is not on an annual basis (e.g., a
5-year multi-year contract is renewed every 5 years NOT annually).
Native Hawaiian or Other
Pacific Islander (new
definition)
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Farming, Fishing, and Forestry Occupations
(http://www.bls.gov/soc/2010/soc450000.htm); 2) Construction and Extraction Occupations
(http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation, Maintenance, and Repair
Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
New hires
Persons who were hired for full-time permanent employment either for the first time (new to the
institution) or after a break in service between July 1st and October 31st of the survey year AND who
were still on the payroll of the institution as of the same survey year. Does not include persons who
have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than-9month contracts.
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or
temporary basis and does not have the right to remain indefinitely.
Not on tenure track
Personnel positions that are considered non-tenure earning positions.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Office and Administrative Support Occupations.” For detailed information refer
to the following website: http://www.bls.gov/soc/2010/soc430000.htm.
Other Teachers and
Instructional Support
Staff
An occupational category based on the following three minor groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education
School Teachers (http://www.bls.gov/soc/2010/ soc250000.htm#25-2000); 2) Other Teachers and
Instructors (http://www. bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education,
Training, and Library Occupations (http:// www.bls.gov/soc/2010/soc250000.htm#25-9000).
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 part time. Casual employees (hired on an ad-hoc basis or occasional basis
to meet short-term needs) and students in the College Work-Study Program (CWS) are not
considered part-time staff.
Postsecondary Teachers
An occupational category that consists of the following four functions: 1) "Instruction" only; 2)
"Instruction combined with research and/or public service;" 3) "Research;" and 4) "Public Service."
Postsecondary Teachers
(Instruction (only))
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of providing instruction or teaching. Regardless of title, academic rank, or tenure
status, these employees formally spend the majority of their time providing instruction or teaching.
Postsecondary Teachers
(Instruction combined
with research and/or
public service)
An occupational category used to classify persons for whom it is not possible to differentiate between
instruction or teaching, research, and public service because each of these functions is an integral
component of his/her regular assignment. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time providing instruction, research, and/or public
service.
Postsecondary Teachers
(Public Service)
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of carrying out public service activities such as agricultural extension services, clinical
services, or continuing education. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time carrying out public service activities. (This
category includes employees with a public service assignment regardless of the location of the
assignment (e.g., in the field rather than on campus).
Postsecondary Teachers
(Research)
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of conducting research. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time conducting research.
Production,
Transportation, and
Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Production Occupations
(http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and Material Moving
Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Race/ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Sales and Related Occupations.” For detailed information refer to the following
website: http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational
Classification (SOC) Manual: 1) Healthcare Support Occupations
(http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective Service Occupations
(http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and
Maintenance Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and
Service Occupations (http://www.bls.gov/soc/2010/soc390000.htm).
Tenure
Status of a personnel position with respect to permanence of the position.
Tenure track
Personnel positions that lead to consideration for tenure.
White (new definition)
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q.
date: 12/11/2012
Human Resources
Click one of the following questions to view the answer.
General
1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the references to the
IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
2) Why has NCES changed the occupational categories in the IPEDS HR survey?
3) 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?
4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
5) What is the relationship between the EEO-6 form and IPEDS?
6) How often are data for the IPEDS HR survey collected?
7) What is the period of reporting for the HR component?
8) What type of staff should be included in the IPEDS HR component?
9) What type of staff should NOT be included in the IPEDS HR component?
10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR component?
11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of the
college?
12) Do we include guest lecturers when we report to IPEDS?
13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
14) How do we handle individuals who are employees and also taking courses?
15) What do you mean by “medical school” staff?
16) How do I know if my data are consistent across certain parts?
17) Can I change my data after completing a part?
18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
19) Who should I report as “Without faculty status”?
20) If a person currently employed by an institution accepts a new full-time position within the institution, is that person considered
a new hire?
21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
22) Are salary data collected from all institutions?
.
.
.
IPEDS and SOC
1) Why has NCES changed the occupational categories in the IPEDS HR survey?
2) What is the SOC?
3) What is the purpose of the Standard Occupational Classification (SOC) system?
4) How are occupations classified in the SOC?
5) How is the SOC structured?
6) Is there additional information on classifying and coding supervisors and managers?
7) Which staff comprise the new Postsecondary Teachers category?
8) How is data on library-related occupations collected?
9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity; however, recently,
the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the other half of his time preparing
timecards and other duties generally performed py payroll clerks. What occupational category should I place this person in the
IPEDS HR survey?
10) My institution has a graduate assistant who assists with updating the website for the computer department. How should I code
this person in IPEDS?
11) Where can I find definitions of the 2010 SOC occupations?
12) Where can I find additional information about the SOC system?
13) When will the next SOC revision take place?
14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational categories?
Answers:
General
1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the
references to the IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
Beginninng with the 2012-13 IPEDS HR survey, the references to EAP, Salaries, and Fall Staff are no longer
used; however, parts are still used. Please refer to the parts for the 2012-13 IPEDS HR survey carefully
since they may have changed from previous years.
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2) Why has NCES changed the occupational categories in the IPEDS HR survey?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the
2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational
categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher
Education General Information Survey (HEGIS) remained basically the same for over two decades. (The
2010 SOC reflects changes in the workforce over the last decade.)
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3) 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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4) 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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5) 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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6) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years such as Fall 2012, the reporting of race/ethnicity data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the IPEDS survey is required. (During evennumbered years, IPEDS simply serves as a reporting mechanism for those institutions that are required to
provide race/ethnicity data annually to their states or to other agencies.)
In odd-numbered years such as Fall 2011, the reporting of all applicable data (inlcuding race/ethnicity) in the
IPEDS HR survey is required.
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7) What is the period of reporting for the HR component?
The period of reporting is intended to provide a snapshot of your human resources/payroll data at one point
in the fall.
• With the exception of the part that is collected on full-time permanent new hires from degree-granting institutions that
have 15 or more full-time staff, institutions should report persons on the payroll of the institution as of November 1,
2012 in the 2012-13 IPEDS HR component. (For more details on who to include and exclude from the HR component,
refer to the next two FAQs or refer to the sections of the complete instructions called "Who to include in this report" and
"Who NOT to include in this report.")
• The part that is collected on new hires from degree-granting institutions that have 15 or more full-time staff has the
following reporting requirement: includes full-time permanent new hires on the payroll of the institution between July
1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who are still
on the payroll of the institution as November 1, 2012. For additional details about new hires, refer to the complete set
of instructions.
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8) What type of staff should be included in the IPEDS HR component?
The following types of staff should be included in the HR component:
•
Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
•
Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on sabbatical
leave or on leave without pay.
•
“Visiting” Postsecondary Teachers who are paid by your institution.
•
Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in the occupational
category for which they were hired.
•
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.)
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9) What type of staff should NOT be included in the IPEDS HR component?
The following types of employees should NOT be included in the HR component:
•
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 employees (hired on an ad-hoc or occasional basis to meet short-term needs).
•
Undergraduate students.
•
Students in the College Work-Study Program.
•
Staff who work strictly in hospitals associated with medical schools.
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10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR
component?
Yes. Instructional staff who provide instruction in credit and/or non-credit courses/activities should be
included in the HR component.
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11) 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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12) Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be
included in the HR component. However, guest lecturers typically are given honoraria or lecture fees and
thus are not paid through the institution’s payroll accounts.
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13) 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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14) 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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15) What do you mean by “medical school” staff?
Staff employed by or staff working in the medical school (M.D. and/or D.O.) component of a postsecondary
institution or in a freestanding medical school. Does not include staff employed by or employees working
strictly in a hospital associated with a medical school or those who work in health or allied health schools or
departments such as dentistry, veterinary medicine, nursing, or dental hygiene unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school.
(The medical school pages are applicable to institutions with M.D. and/or D.O. programs only.)
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16) How do I know if my data are consistent across certain 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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17) 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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18) 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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19) 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 tenure eligibility should be reported in the IPEDS occupational
category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category.
Postdoctoral research associate, because they do not have faculty status, would be reported in the Without
faculty status category.
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20) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on
the payroll of the institution between July 1 and October 31, 2012 either for the first time (new to the
institution) or after a break in service AND who are still on the payroll of the institution as November 1,
2012. Also, new hires do not include persons who have returned from sabbatical leave or full-time
Postsecondary Staff who are working less-than-9-month contracts.
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21) 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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22) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are
true:
•
•
•
•
All
All
All
All
instructional
instructional
instructional
instructional
staff
staff
staff
staff
are employed on a part time basis.
are military personnel.
contribute their services (e.g., are members of a religious order).
teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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.
.
.
IPEDS and SOC
1) Why has NCES changed the occupational categories in the IPEDS HR survey?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the
2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational
categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher
Education General Information Survey (HEGIS) remained basically the same for over two decades. (The
2010 SOC reflects changes in the workforce over the last decade.)
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2) 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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3) 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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4) 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.
[The previous statement relates to the SOC Classification Principle #2. There are nine Classification
Prnciples in total and they form the basis on which the SOC system is structured. The previous SOC manual,
which was the 2000 SOC Manual, had a similar classification principle, which also included “licensing” and
“credentials;” however, licensing and credentials are no longer included in the updated principle. For a
complete list of the 2010 SOC Classification Principles, refer to the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.]
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5) How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad
occupation, and detailed occupation. The 23 major groups are broken down into 97 minor groups, followed
by 461 broad occupations, and finally 840 detailed occupations.
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6) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the "2010 SOC
Classification Principles" and the "2010 SOC Coding Guidelines," which are listed in the 2012-13 IPEDS HR
instructions.
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7) Which staff comprise the new Postsecondary Teachers category?
Beginning with the 2012-13 IPEDS HR component, the new term Postsecondary Teachers was introduced.
Non-degree-granting institutions report Postsecondary Teachers in the single category called "Postsecondary
Teachers" while degree-granting institutions report Postsecondary Teachers separately by the following
functions:
•
•
•
•
Instruction
Instruction combined with research and/or public service
Research
Public Service
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8) How is data on library-related occupations collected?
Beginning with the 2012-13 IPEDS HR component, non-degree-granting institutions report library-related
occupations in the single category called "Librarians, Curators, and Archivists." Degree-granting institutions
that have 15 or more full-time staff members report library-related occupations separately as:
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
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9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity;
however, recently, the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the
other half of his time preparing timecards and other duties generally performed py payroll clerks. What occupational
category should I place this person in the IPEDS HR survey?
First, the scenario described in this case is similar to the SOC Coding Guideline #2, which states, 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. There are six SOC Coding Guidelines
and they are intended to assist users in consistently assigning SOC codes and titles to survey responses and
in other coding activities. For a complete list of the 2010 SOC Coding Guidelines, refer to the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.
The answer to the above question would be the IPEDS HR occupational category of "Business and Financial
Operations Occupations" for the following reasons.
• The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the person in
question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13-2011), which falls
under the SOC Major group of "Business and Financial Operations Occupations" (SOC code 13-0000).
• In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you will see
that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to the 2012-13
IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to manually code CPA to "Accountants and Auditors" because
the data are not collected in IPEDS at that level.]
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10) My institution has a graduate assistant who assists with updating the website for the computer department. How
should I code this person in IPEDS?
Since this person is a graduate assistant updating websites in the computer department, include this person
as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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11) Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found
at the following SOC homepage under the category called “2010 SOC, Downloadable Materials:”
http://www.bls.gov/soc. 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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12) Where can I find additional information about the SOC system?
Refer to the following SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following website:
http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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13) When will the next SOC revision take place?
The next major review and revision of the SOC is expected to begin in 2013 in order to produce a 2018
version of the SOC.
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14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
A newly developed IPEDS HR/SOC Information Center can be found
at: http://nces.ed.gov/ipeds/resource/soc.asp. Additional items will be added to this resource page as they
become available. For example, a tool is expected to be added that will include the 2010 SOC codes, titles,
definitions, illustrative examples along with the corresponding IPEDS occupational categories.
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15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level.
Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there
are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary
Teachers. 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 2012-13 IPEDS HR survey and the 2010
SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_201213_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of
“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.
Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”
category in the HR survey. [IPEDS does not require institutions to manually code the College President at
the detailed level.]
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16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. Since the detailed occupations in the 2010 SOC with similar job duties, and in some cases
skills, education, and/or training, are grouped together, it was necessary for IPEDS to conform to the same
methodology. [Please keep in mind that the occupational data to be reported in the 2012-13 IPEDS HR
survey are reported at a higher level (e.g., major level) in most cases; however, the same general premise
applies.] Consequently, many categories such as “technical and paraprofessional” and “other professionals
(support/service)” can no longer be used. For example, for the 2011-12 IPEDS HR survey, “Dietitians and
Nutritionists” were included in the “Other Professional (support/service) category while “Dietetic Technicians”
were included in the Technical and Paraprofessionals" category. In the 2012-13 IPEDS HR survey, “Dietitians
and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational category called
“Healthcare Practitioners and Technical Occupations.” Additionally, most of the occupational categories in the
previous IPEDS HR survey included definitions at the “major” level; however, the 2012-13 IPEDS HR
occupational categories do not include definitions at the “major” level. This change was necessary to conform
to the SOC system, which only includes definitions at the detailed (e.g., lowest) level.
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2012-13 Survey Materials > Narrative Edits
date: 12/11/2012
Human Resources for degree-granting institutions and related administrative offices that
have 15 or more full-time staff and a tenure system
Edit specifications for the 2012-13 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to degree-granting institutions and related administrative offices with 15 or more fulltime staff and a tenure system
Note: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
•
•
Screening Questions
Relationships between HR Parts
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution
is shown.
You must answer Yes or No to the following questions:
•
•
•
•
Does your institution have any part-time staff?
◦ If you select Yes, then additional screens for reporting data on part-time staff will be provided.
Does you institution have 15 or more full time staff?
◦ If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate
document for less than 15 staff.
Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to
each of the following questions:
◦ Are ALL of the instructional staff military personnel?
◦ Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?
◦ Do ALL of the instructional staff teach pre-clinical or clinical medicine?
◦ If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT
applicable to your institution and you will NOT be required to report data for the full-time instructional
staff screens of Part G. However, Part G will still be required for reporting data for full-time noninstructional staff.
Do you wish to report data by gender AND race/ethnicity this year?
◦ If you select Yes, screens to report data by employment status (full-time and part-time), occupational
category, and gender AND race/ethnicity will be displayed, and you must complete all applicable screens.
◦ If you select No, screens to report data by employment status (full-time and part-time) and occupational
category will be displayed. If a screen is only applicable to certain institutions, this will be noted in the
section header.
•
•
•
Does your institution have a tenure system?
◦ If you select Yes, screens to report data by tenure status will be provided.
◦ If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate
document for institutions with no tenure system.
Does you institution have graduate assistants?
◦ If you select Yes, screens to report graduate assistants will be provided.
Did your institution hire any full-time permanent staff who were included on the payroll of the institution between
July 1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who
were still on the payroll of the institution as of November 1, 2012?
◦ If you select Yes and your institution has 15 or more full-time staff, then additional screens for reporting
data on full-time permanent new hires will be provided.
The system will perform the following edits on the data entered:
•
•
You must answer each screening question provided for your institution.
If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or
teaching pre-clinical or clinical medicine; you must confirm that this is correct.
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Part A: Full-time instructional staff
For each screen listed below, report the number of full-time instructional staff at the institution by academic rank, gender, and
race/ethnicity. Academic ranks include Professors, Associate professors, Assistant professors, Instructors, Lecturers, and No
academic rank.
•
•
•
Tenured
On tenure track
Not on tenure track with multi-year contract
•
•
•
Not on tenure track with annual contract
Not on tenure track with less than annual contract
Without faculty status (Only a total is required for this academic rank.)
On each screen, the total for each gender and race/ethnicity is calculated, as well as the totals for full-time men, full-time
women, and grand total (full-time men + women) by academic rank.
Note: If you answered ‘No’ to the screening question that asks if you wish to report data by gender and race/ethnicity this
year, then only one screen will be displayed for your institution with the above academic ranks and tenure status options. This
screen will not require data to be reported by gender and race/ethnicity. Additionally, totals by gender and race/ethnicity will
not be provided.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time instructional staff by function
On this screen, report the number of full-time instructional staff at the institution by tenure status, medical school status, and
function. For each tenure status, provide the number of Non-medical and Medical staff for each of the following:
•
•
Instruction
◦ Exclusively credit
◦ Exclusively not-for-credit
◦ Combined credit/not-for-credit
Instruction/research/public service
Totals are calculated for each tenure status, medical function, and non-medical function.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time instructional staff totals
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
A totals screen is provided displaying the number of Total men, Total women, and Total (men + women) for each
race/ethnicity category.
Part B: Full-time non-instructional staff, page 1
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide the following occupational categories for Postsecondary Teachers by gender and race/ethnicity:
•
•
Research
Public service
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The
Instructional staff total is also displayed from Part A for your reference.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Full-time non-instructional staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Other Teachers and Instructional Support Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Full-time non-instructional staff, page 3
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Full-time non-instructional staff, page 4
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and
race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Full-time
total is also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Full-time non-instructional staff by occupational category
On this screen, report the number of full-time non-instructional staff at the institution by tenure status, medical school status,
and occupational category. For each tenure status, provide the number of Non-medical and Medical staff for each of the
following:
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers – Research
Postsecondary Teachers – Public service
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Totals are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Full-time non-instructional staff by 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. Provide the number of Non-medical and Medical staff for each of the following:
•
•
•
•
•
Service Occupations
Sales and Related occupations
Office and administrative support occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Totals are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part C: Full-time non-medical summary
A totals screen is provided displaying the number full-time, non-medical school staff by tenure status and occupational
category.
Part C: Full-time medical summary
A totals screen is provided displaying the number full-time, medical school staff by tenure status and occupational category.
Salary Parts
Applicable to degree-granting institutions that selected No for all options in the screening question that asks if all of
your institution’s instructional staff are military personnel, contributing their services, or teaching pre-clinical or
clinical medicine.
Part G: Salary Worksheet
On this screen, report the number of full-time instructional staff at the institution by contract length, gender, and academic
rank. Contract lengths include 9-month, 10-month, 11-month, and 12-month. Academic ranks include Professors, Associate
professors, Assistant professors, Instructors, Lecturers, and No academic rank.
The Total employees for salary reporting, Total number of Months, and Balance will be calculated by academic rank and
gender. Additionally, the Total instructional staff from Part A is displayed for your reference. The system will also calculate
the total number of men, total number of women, and grand total (men + women) for each contract length.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part G: Salary outlays for full-time instructional staff by gender and academic rank
On this screen, report the number of Salary Outlays for full-time instructional staff at the institution by gender and academic
rank. Academic ranks include the following:
•
•
•
•
•
•
Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
From the Part G Salary worksheet, the Headcount OR Total employees for Salary reporting and the Total number of
months are displayed for your reference. The system will calculate the total number of men, total number of women, and
grand total (men + women) for salary outlays, as well as the Weighted average Salaries per month.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part G: Salary outlays for full-time non-instructional staff by occupational category
On this screen, report the number of Total salary outlays for full-time non-instructional staff at the institution by occupational
category. Occupational categories include the following:
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers - Research
Postsecondary Teachers - Public Service
Library and Instructional Support Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The Number of staff is displayed for your reference for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part D: Part-time staff, page 1
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories for Postsecondary Teachers by gender and race/ethnicity:
•
•
•
Instructional Staff
Research
Public service
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part D: Part-time staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
Other Teachers and Instructional Support Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Librarians
and Other Teachers total is also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part D: Part-time staff, page 3
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part D: Part-time staff, page 4
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Part-time
total is also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part D: Graduate Assistants
Applicable to institutions that reported having graduate assistants in the screening questions and those that
answered Yes to the screening question that asks if you wish to report data by gender and race/ethnicity.
On this screen, report the number of graduate assistants at the institution by occupational category, gender, and
race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
•
•
•
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and Media
Library and Instructional Support
Healthcare Practitioners and Technical
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Totals are
also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part E: Part-time staff by occupational category
On this screen, report the number of part-time staff at the institution by tenure status, medical school status, and occupational
category. For each tenure status, provide the number of Non-medical and Medical staff for each of the following:
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers by function
◦ Instruction
▪
Exclusively credit
▪
Exclusively not-for-credit
▪
Combined credit/not-for-credit
◦ Instruction/Research/Public service
◦ Research
◦ Public service
Archivists, Curators, and Museum Technicians
Librarians
Other Technicians
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Totals are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part E: Part-time staff by medical school status
On this screen, report the number of part-time staff at the institution by medical school status and occupational category.
Provide the number of Non-medical and Medical staff for each of the following:
•
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
◦ Teaching
◦ Research
◦ Management
◦ Business and Financial Operations
◦ Computer, Engineering, and Science
◦ Community Service, Legal, Arts, and Media
◦ Library and Instructional Support
◦ Healthcare Practitioners and Technical
Totals are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part F: Part-time non-medical summary
A totals screen is provided displaying the number part-time, non-medical school staff by tenure status and occupational
category.
Part F: Part-time medical summary
A totals screen is provided displaying the number part-time, medical school staff by tenure status and occupational category.
Part H: New Hires, Full-time instructional staff
Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to
the screening question that asks if you wish to report data by gender and race/ethnicity.
On this screen, report the number of newly hired full-time permanent instructional staff at the institution by tenure status,
gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012 and still on
the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for each of the
following tenure statuses:
•
•
•
•
•
•
Tenured
On tenure track
Not on tenure track with multi-year contract
Not on tenure track with annual contract
Not on tenure track with less than annual contract
Without faculty status
Amounts for Total men, Total women, and Total (men + women) are calculated for each tenure status. Totals are also
calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part H: New Hires
Applicable to institutions that reported having new hires in the screening questions and those that answered No to
the screening question that asks if you wish to report data by gender and race/ethnicity.
On this screen, report the number of newly hired full-time permanent instructional staff by contract length (multi-year contract,
Annual contract, Less-than-annual contract, and Without faculty status). Next, report the number of full-time staff at the
institution by occupational category. Provide totals for each of the following occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Research
Public service
Library and Instructional Support Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part H: New Hires, Full-time staff
Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to
the screening question that asks if you wish to report data by gender and race/ethnicity.
On this screen, report the number of newly hired full-time permanent instructional staff at the institution by occupational
category, gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012
and still on the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for
each of the following occupational categories:
•
•
•
Research
Public Service
Library and Instructional Support Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Instructional
Staff totals are also displayed from Part H: New Hires, Full-time instructional staff for your reference.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part H: New Hires, Full-time non-instructional staff, page 1
Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to
the screening question that asks if you wish to report data by gender and race/ethnicity.
On this screen, report the number of newly hired full-time permanent instructional staff at the institution by occupational
category, gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012
and still on the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for
each of the following occupational categories:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part H: New Hires, Full-time non-instructional staff, page 2
Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to
the screening question that asks if you wish to report data by gender and race/ethnicity.
On this screen, report the number of newly hired full-time permanent instructional staff at the institution by occupational
category, gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012
and still on the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for
each of the following categories:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The number
of Total New Hires is also calculated by gender and race/ethnicity.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Relationships between parts within the Fall Staff section
Within the Fall Staff section, the system will perform the following edits on the data entered:
•
New Hires reported in Part H must be less than or equal to the full-time employees reported in Part A and Part
B.
Relationships between HR Parts
The system will perform the following edits on the data entered:
•
The total number of full-time instructional staff reported in Part A must be greater than or equal to the total
number of full-time instructional staff reported on the Part G Salary Worksheet screen.
Top
2012-13 Survey Materials > Form
date: 12/11/2012
Human Resources for degree-granting institutions and related administrative offices
that have less than 15 full-time staff
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.
Yes
Does your institution have 15 or more full-time staff?
Yes
Do ALL of the instructional staff at your institution fall into any of the following categories?
No
No
If you answer Yes to any of the questions below, the full-time instructional staff screens of Part G are NOT applicable to
your institution and you will NOT be required to report data for the full-time instructional staff screens of Part G.
However, Part G will still be required for reporting data for full-time non-instructional staff.
No
Yes Are ALL of the instructional staff military personnel?
No
Yes Do ALL of the instructional staff contribute their services (e.g., members of a religious
order)?
No
Yes Do ALL of the instructional staff teach pre-clinical or clinical medicine?
The reporting of data by gender AND race/ethnicity is optional this year as it is in even-numbered years.
Do you wish to report data by gender AND race/ethnicity this year?
If you answer No, screens to report data by employment status (full-time and part-time) and occupational category will
be displayed.
If you answer Yes, screens to report data by employment status (full-time and part-time), occupational category, and
gender AND race/ethnicity will be displayed and you must complete all applicable screens.
No, I will not report data by gender and race/ethnicity this year
Yes, I will report data by gender and race/ethnicity this year
You may use the space below to provide context for the data you've reported above.
Human Resources Screening Questions
Does your institution have graduate assistants?
If you answer Yes to this question, you will be provided the screens to report graduate assistants.
Yes
No
Part A - Full-time staff
Number of full-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Postsecondary Teachers
Instructional Research
Public
Staff
Service
Librarians, Curators,
Other Teachers and
and Archivists
Instructional Support Staff
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time staff
Number of full-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part A - Full-time staff
Number of full-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
Occupations
Office and
Administrative
Support
Occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Grand
Total
(All fulltime
staff)
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part A - Full-time staff
*** Required if you elect not to report staff by gender and race/ethnicity ***
Number of full-time staff by occupational category
As of November 1, 2012
Occupational category
Non-medical
Medical
Postsecondary Teachers
Instructional Staff
Research
Public Service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Total
Total
Part G - Salary Worksheet
Number of full-time, non-medical, instructional staff for calculation of total number of months
As of November 1, 2012
Gender and
academic
rank
9-Month
Contract
10-Month
Contract
Total
Total
Total full-time,
12-Month
employees Number
non-medical, Balance
Contract
for Salary of Months instructional staff
reporting
from Part A
11-Month
Contract
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)
Part G - Salary outlays for full-time instructional staff
Salary outlays for full-time, non-medical, instructional staff
by gender and academic rank
As of November 1, 2012
Gender and academic Headcount
rank
(from Part G,
screen 1) OR Total employees for
Salary reporting
Men
Professors
Total
Number
of Months
(from Part
G,
screen 1)
Weighted average Salaries
per month
Salary
Outlays
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)
Part G - Salary outlays for full-time non-instructional staff
Salary outlays for full-time, non-medical, non-instructional staff
by occupational category
As of November 1, 2012
Occupational category
Number of
full-time staff
Total salary outlays
Postsecondary Teachers - Research
Postsecondary Teachers - Public Service
Library and Instructional Support Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Part B - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Postsecondary Teachers
Instructional Research
Public
Staff
Service
Librarians, Curators,
Other Teachers and
and Archivists
Instructional Support Staff
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total (men+women)
Part B - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part B - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
Occupations
Office and
Administrative
Support
Occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Grand
Total
(All parttime staff)
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part B - Graduate assistants
Number of graduate assistants
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Men
Nonresident
alien
Hispanic/Latino
American
Indian or
Alaska Native
Asian
Black or
African
American
Native
Hawaiian or
Other Pacific
Islander
White
Two or more
races
Race and
ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Teaching
Research Management Business Computer, Community Library and Healthcare Total
and
Engineering, Service, Instructional Practitioners
Financial and Science Legal, Arts, Support
and
Operations
and Media
Technical
Part B - Part-time staff
*** Required if you elect not to report staff by gender and race/ethnicity ***
Number of part-time staff
by medical school status and occupational category
As of November 1, 2012
Occupational category
Non-Medical
Medical
Postsecondary Teachers
Instructional Staff
Research
Public Service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and Media
Library and Instructional Support
Healthcare Practitioners and Technical
Total
Total
Part C - Total number of staff
Total number of staff by employment status, 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
Grand total
Grand total from Prior Year
As of November 1, 2012
Full-time
Full-time
Part-time
men
women
men
Part-time
women
Total
men
Total
women
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
Prepared by
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Other
Name:
Email:
How long did it take to prepare this survey component?
hours
minutes
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.
2012-13 Survey Materials > Instructions
date: 12/11/2012
2012-13 HR: Degree-granting Institutions and Related Administrative Offices that have less
than 15 full-time staff
Instructions for the 2012-13
Integrated Postsecondary Education Data System (IPEDS)
Human Resources (HR) Component
Applicable to Degree-granting Institutions and Related Administrative
Offices
that have less than 15 full-time staff
UPDATED – 10/31/12: The previous titles of “Non-postsecondary Teaching Occupations” and
“Graduate Assistants - Library and Non-postsecondary Teaching” were changed to "Other
Teaching and Instructional Support Occupations” and “Graduate Assistants – Library and
Instructional Support,” respectively for clarity. Also, a "NOTE" about staff on sabbatical leave and
staff who are on leave was added to the Salaries section of the IPEDS HR instructions for clarity;
however, the same instruction was included in prior years of the IPEDS HR instructions. [The data
entry screen that includes the screening question on salaries was revised for clarity to indicate the
reporting of data for Part G, full-time non-instructional staff, will still be required even if the
answers to the “instructional staff” screening questions are No.]
• Purpose of Component
• Changes in Reporting
• General Instructions
• Context Boxes
• Reporting Period Covered
• Coverage
• Where to Get Help
• Where the Data Will Appear
• Detailed Instructions
• Screening Questions
• Reporting Persons by Racial/Ethnic Category
• Reporting Staff by Occupational Category
•
2010 Standard Occupational Classification (SOC) System - Classification Principles
•
2010 Standard Occupational Classification (SOC) System - Coding Guidelines
•
Additional Reporting Information
•
Descriptions of Occupational Categories
• Salaries
• Medical School Staff
• Summary of Parts
Purpose of Component
The primary purpose of the Human Resources (HR) component that is applicable to degree-granting
institutions and related administrative offices that have less than 15 full-time staff is to collect the number of
staff by employment status (full time and part time) and occupational category and also to collect salary data
on full-time staff. In odd-numbered years (e.g., 2011-12) such as last year, the purpose was also to
collect data by race/ethnicity and gender. The reporting of data by race/ethnicity and gender is optional in
even-numbered years such as this year (2012-13).
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Changes in Reporting
•
New occupational categories replaced the primary function/occupational activity categories previously used in
the IPEDS HR component. The change was required to align the IPEDS HR categories with the 2010 Standard
Occupational Classification (SOC) System. Detailed information on the IPEDS HR component and how it
relates to the 2010 SOC system is listed below in the section called, "Reporting Staff by Occupational
Category." Additional information on the IPEDS HR component and the SOC system can be found at the
IPEDS Human Resources/SOC Information Center at http://nces.ed.gov/ipeds/resource/soc.asp.
•
The professional and non-professional terminology is no longer used.
• A screening question has been added that asks if an institution has graduate assistants.
• Data are now collected by the new category of "Postsecondary Teachers."
• Graduate assistants are reported separately by the following categories: Teaching; Research; Management;
Business and Financial Operations; Computer, Engineering, and Science; Community Service, Legal, Arts,
and Media; Library and Instructional Support; and Healthcare Practitioners and Technical. [NOTE: The
previous graduate assistant category called, "Library and Non-postsecondary Teaching" was changed to the
current graduate assistant category called "Library and Instructional Support" for clarity on 10/31/12.]
• A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately
by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month
contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also
collected by gender and academic rank. A column was added to the survey after the salary outlays column
to collect the number of months covered by the salary outlays. (This number will be used to calculate a
weighted monthly average salary.)
To assist data reporters in determining the number of hours covered, a worksheet is provided in
the data collection system that collects the number of staff on 9-month contracts, 10-month
contracts, 11-month contracts, and 12-month contracts, by gender and academic rank. For each
gender and academic rank category, the system would then calculate: (1) the total number of staff
reported (i.e., the sum of the values entered for each contract length), and (2) the total number of
months covered (i.e., the sum of the staff reported for each contract length multiplied by the
number of months in the contract).
Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on
a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is
carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.
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General Instructions
NOTE: You must enter data on each displayed screen. If a displayed screen is not
applicable to your institution, you must enter at least one zero in a field on that screen.
Context Boxes
Context boxes (previously known as caveat boxes) are provided on several screens to give
institutions the opportunity to provide more information about survey items.
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Reporting Period Covered
The period of reporting is intended to provide a snapshot of your human resources/payroll data at
one point in the fall. Persons on the payroll of the institution as of November 1, 2012 should be
reported in the HR component.
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Coverage
Who to Include in this Report
•
Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
•
Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on
sabbatical leave or on leave without pay.
•
"Visiting" Postsecondary Teachers who are paid by your institution.
•
Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in
the occupational category for which they were hired.
•
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.)
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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.
•
Staff who work strictly in hospitals associated with medical schools.
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Where to Get Help
IPEDS Data Collection Help Desk
Phone: 1-877-225-2568
Email: ipedshelp@rti.org
AIR Website
You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools and other valuable resources.
IPEDS Resources Page
In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip
sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant
information.
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Where the 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
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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Detailed Instructions
NOTE: You must enter data on each displayed screen. If a displayed screen is not
applicable to your institution, you must enter at least one zero in a field on that screen.
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 parts must be completed.
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Reporting Persons by Racial/Ethnic Category
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 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) noncitizens 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 ArrivalDeparture 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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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed to become aligned with the
occupational categories in the 2010 Standard Occupational Classification (SOC) System. The SOC
Classification Principles and Coding Guidelines were also revised in 2010. Listed below is an
example of one change to the Classification Principles; however, please refer to the complete list
of Classification Principles and Coding Guidelines below.
Example of SOC Classification Principle:
Old: Occupations are classified based on work performed and on required skills, education, training, and
credentials.
New: Occupations are classified based on work performed and, in some cases, on the skills, education,
and/or training needed to perform the work at a competent level."
2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
The SOC covers all occupations in which work is performed for pay or profit, including work performed
in family-operated enterprises by family members who are not directly compensated. It excludes
occupations unique to volunteers. Each occupation is assigned to only one occupational category at
the lowest level of the classification.
2.
Occupations are classified based on work performed and, in some cases, on the skills, education,
and/or training needed to perform the work at a competent level.
3.
Workers primarily engaged in planning and directing are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
4.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and
perform activities similar to those of the workers they supervise, and therefore are classified with the
workers they supervise.
5.
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there
are no first-line supervisor occupations in Major Group 31-0000.
6.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified
in the appropriate first-line supervisor category because their work activities are distinct from those of
the workers they supervise.
7.
Apprentices and trainees are classified with the occupations for which they are being trained, while
helpers and aides are classified separately because they are not in training for the occupation they are
helping.
8.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other,” or residual, occupation. “All Other” occupations are placed in the structure
when it is determined that the detailed occupations comprising a broad occupation group do not
account for all of the workers in the group. These occupations appear as the last occupation in the
group with a code ending in “9” and are identified in their title by having “All Other” appear at the
end.
9.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and
reporting data on total U.S. employment across the full spectrum of SOC major groups. Thus, for a
detailed occupation to be included in the SOC, either the Bureau of Labor Statistics or the Census
Bureau must be able to collect and report data on that occupation.
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2010 SOC Coding Guidelines
The SOC Coding Guidelines are intended to assist users in consistently assigning SOC codes and
titles to survey responses and in other coding activities.
1.
A worker should be assigned to an SOC occupation code based on work performed.
2.
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.
3.
Data collection and reporting agencies should assign workers to the most detailed occupation
possible. Different agencies may use different levels of aggregation, depending on their ability to
collect data. For more information on data produced using the SOC, see the Frequently Asked
Questions (FAQs) section.
4.
Workers who perform activities not described in any distinct detailed occupation in the SOC structure
should be coded in an appropriate “All Other” or residual occupation. These residual occupational
categories appear as the last occupation in a group with a code ending in “9” and are identified by
having the words “All Other” appear at the end of the title.
5.
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.
6.
Licensed and non-licensed workers performing the same work should be coded together in the same
detailed occupation, except where specified otherwise in the SOC definition.
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Additional Reporting Information
• IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level.
Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there
are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary
Teachers. 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 2012-13 IPEDS HR survey and the 2010
SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_201213_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of
“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.
Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”
category in the HR survey. [IPEDS does not require institutions to manually code the College President at
the detailed level.]
• 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 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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Descriptions of Occupational Categories
Postsecondary Teachers (by function)
Listed below are descriptions of those staff members who should be reported in the "Postsecondary Teachers"
category.
Instructional Staff
[NOTE: This heading was changed from "Instruction" to
"Instructional Staff" in the instructions for clarification on 8/7/12.]
Consist of staff members in the following categories:
•
Instruction (only)
Persons whose specific assignments customarily are made for the purpose of providing instruction or
teaching. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of
their time providing instruction or teaching.
• 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, academic rank, or tenure status, these employees formally spend the majority of their time providing
instruction, research, and/or public service.
Research
Persons whose specific assignments customarily are made for the purpose of conducting research.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time conducting research.
Public Service
Persons whose specific assignments customarily are made for the purpose of carrying out public
service activities such as agricultural extension services, clinical services, or continuing education.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time carrying out public service activities. (This category includes employees with a public service
assignment regardless of the location of the assignment (e.g., in the field rather than on campus).
Librarians, Curators, and Archivists
The IPEDS HR occupational category called “Librarians, Curators, and Archivists” is based
on the following three broad occupations in the 2010 SOC Manual. (For details on the three
SOC broad occupations, click on the links below.)
· Archivists, Curators, and Museum Technicians
[SOC Broad Occupation 25-4010 - http://www.bls.gov/soc/2010/soc254010.htm]
· Librarians
[SOC Broad Occupation 25-4020 - http://www.bls.gov/soc/2010/soc254020.htm ]
· Library Technicians
[SOC Broad Occupation 25-4030 - http://www.bls.gov/soc/2010/soc254030.htm]
Other Teachers and Instructional Support Staff
[NOTE: The above title ("Other Teachers and Instructional Support Staff") was changed
from "Non-postsecondary Teachers" for clarity on 10/31/12; however, the SOC
categories below remained the same.]
The IPEDS HR occupational category called “Other Teachers and Instructional Support
Staff” is based on the following three minor groups in the 2010 SOC Manual. (For details on
the three SOC minor groups, click on the links below.)
·
·
·
Pre-school, Primary, Secondary, and Special Education School Teachers
[SOC Minor Group 25-2000 - http://www.bls.gov/soc/2010/soc250000.htm#25-2000]
Other Teachers and Instructors
[SOC Minor Group 25-3000 - http://www.bls.gov/soc/2010/soc250000.htm#25-3000]
Other Education, Training, and Library Occupations
[SOC Minor Group 25-9000 - http://www.bls.gov/soc/2010/soc250000.htm#25-9000]
Management Occupations
The IPEDS HR occupational category called “Management Occupations” is based on the
occupational group in the 2010 Standard Occupational Classification (SOC) Manual with the
same name (“Management Occupations”). Click on the following link for details on the SOC
“Management Occupations” group (Major Group 11-0000):
http://www.bls.gov/soc/2010/soc110000.htm.
Business and Financial Operations Occupations
The IPEDS HR occupational category called “Business and Financial Operations
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Business and Financial Operations
Occupations”). Click on the following link for details on the SOC “Business and Financial
Operations Occupations” group (Major Group 13-0000):
http://www.bls.gov/soc/2010/soc130000.htm.
Computer, Engineering, and Science Occupations
The IPEDS HR occupational category called “Computer, Engineering, and Science
Occupations” is based on the following three occupational groups in the 2010 Standard
Occupational Classification (SOC) Manual. (For details on the three SOC occupational
groups, click on the links below.)
· Computer and Mathematical Occupations
[SOC Major Group 15-0000 - http://www.bls.gov/soc/2010/soc150000.htm]
· Architecture and Engineering Occupations
[SOC Major Group 17-0000 - http://www.bls.gov/soc/2010/soc170000.htm]
· Life, Physical, and Social Science Occupations
[SOC Major Group 19-0000 - http://www.bls.gov/soc/2010/soc190000.htm]
Community Service, Legal, Arts, and Media Occupations
The IPEDS HR occupational category called “Community Service, Legal, Arts,
and Media Occupations” is based on the following three occupational groups in
the 2010 Standard Occupational Classification (SOC) Manual. (For details on the
three SOC occupational groups, click on the links below.)
· Community and Social Service Occupations
[SOC Major Group 21-0000 - http://www.bls.gov/soc/2010/soc210000.htm]
· Legal Occupations
[SOC Major Group 23-0000 - http://www.bls.gov/soc/2010/soc230000.htm]
· Arts, Design, Entertainment, Sports, and Media Occupations
[SOC Major Group 27-0000 - http://www.bls.gov/soc/2010/soc270000.htm]
Healthcare Practitioners and Technical Occupations
The IPEDS HR occupational category called “Healthcare Practitioners and Technical
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Healthcare Practitioners and Technical
Occupations”). Click on the following link for details on the SOC “Healthcare Practitioners
and Technical Occupations” group (Major Group 29-0000):
http://www.bls.gov/soc/2010/soc290000.htm.
Service Occupations
The IPEDS HR occupational category called “Service Occupations” is based on the following
five occupational groups in the 2010 Standard Occupational Classification (SOC) Manual.
(For details on the five SOC occupational groups, click on the links below.)
· Healthcare Support Occupations
[SOC Major Group 31-0000 - http://www.bls.gov/soc/2010/soc310000.htm]
· Protective Service Occupations
[SOC Major Group 33-0000 - http://www.bls.gov/soc/2010/soc330000.htm]
· Food Preparation and Serving Related Occupations
[SOC Major Group 35-0000 - http://www.bls.gov/soc/2010/soc350000.htm]
· Building and Grounds Cleaning and Maintenance Occupations
[SOC Major Group 37-0000 - http://www.bls.gov/soc/2010/soc370000.htm]
· Personal Care and Service Occupations
[SOC Major Group 39-0000 - http://www.bls.gov/soc/2010/soc390000.htm]
Sales and Related Occupations
The IPEDS HR occupational category called “Sales and Related Occupations” is based on
the occupational group in the 2010 Standard Occupational Classification (SOC) Manual with
the same name (“Sales and Related Occupations”). Click on the following link for details on
the SOC “Sales and Related Occupations” group (Major Group 41-0000):
http://www.bls.gov/soc/2010/soc410000.htm.
Office and Administrative Support Occupations
The IPEDS HR occupational category called “Office and Administrative Support
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Office and Administrative Support
Occupations”). Click on the following link for details on the SOC “Office and Administrative
Support Occupations” group (Major Group 43-0000):
http://bls.gov/soc/2010/soc430000.htm.
Natural Resources, Construction, and Maintenance Occupations
The IPEDS HR occupational category called “Natural Resources, Construction, and
Maintenance Occupations” is based on the following three occupational groups in the 2010
Standard Occupational Classification (SOC) Manual. (For details on the three SOC
occupational groups, click on the links below.)
· Farming, Fishing, and Forestry Occupations
[SOC Major Group 45-0000 - http://www.bls.gov/soc/2010/soc450000.htm]
· Construction and Extraction Occupations
[SOC Major Group 47-0000 - http://www.bls.gov/soc/2010/soc470000.htm]
· Installation, Maintenance, and Repair Occupations
[SOC Major Group 49-0000 - http://www.bls.gov/soc/2010/soc490000.htm]
Production, Transportation, and Material Moving Occupations
The IPEDS HR occupational category called “Production, Transportation, and Material
Moving Occupations” is based on the following two occupational groups in the 2010
Standard Occupational Classification (SOC) Manual. (For details on the two SOC
occupational groups, click on the links below.)
· Production Occupations
[SOC Major Group 51-0000 - http://www.bls.gov/soc/2010/soc510000.htm]
· Transportation and Material Moving Occupations
[SOC Major Group 53-0000 - http://www.bls.gov/soc/2010/soc530000.htm]
Graduate Assistants
For IPEDS purposes, report graduate assistants in the part-time part(s) only.
Listed below are the descriptions of the graduate assistant categories:
·
Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191 http://www.bls.gov/soc/2010/soc251191.htm:
Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teachingrelated duties, such as teaching lower level courses, developing teaching materials, preparing and giving
examinations, and grading examinations or papers. Graduate teaching assistants must be enrolled in a
graduate school program. Graduate assistants who primarily perform non-teaching duties, such as research,
should be reported in the occupational category related to the work performed. Excludes "Teacher Assistants"
(25-9041).
Illustrative examples: Teaching Fellow, Graduate Student Instructor
• Graduate Assistant - Research
Persons whose specific assignments customarily are made for the purpose of conducting research.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time conducting research.
NOTE: If your institution has graduate assistants in the following categories, they should be
placed in the appropriate graduate assistant categories below. For example, a graduate
assistant updating websites in the computer department should be considered a graduate
assistant in the IPEDS HR category called, "Computer, Engineering, and Science
Occupations."
• Graduate Assistant - Management (refer to the "Management Occupations" category above
for more information)
• Graduate Assistant - Business and Financial Operations (refer to the "Business and
Financial Operations Occupations" category above for more information)
• Graduate Assistant - Computer, Engineering, and Science (refer to the "Computer,
Engineering, and Science Occupations" category above for more information)
• Graduate Assistant - Community Service, Legal, Arts, and Media (refer to the "Community
Service, Legal, Arts, and Media Occupations" category above for more information)
• Graduate Assistant - Library and Instructional Support (refer to the following titles above
for more information: Archivists, Curators, and Museum Technicians; Librarians; Library
Technicians; and "Other Teachers and Instructional Support Staff") [NOTE: The previous graduate
assistant category called, "Library and Non-postsecondary Teaching" was changed to the current graduate
assistant category called "Library and Instructional Support" for clarity on 10/31/12.]
• Graduate Assistant - Healthcare Practitioners and Technical (refer to the "Healthcare
Practitioners and Technical Occupations" category above for more information)
(NOTE: Public Service is not included in the above categories as recommended by the IPEDS HR
Technical Review Panel members.)
Salaries
A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately
by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month
contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also
collected by gender and academic rank. A column was added to the survey after the salary outlays column to
collect the number of months covered by the salary outlays. (This number will be used to calculate a weighted
monthly average salary.)
To assist data reporters in determining the number of hours covered, a worksheet is provided in the data
collection system that collects the number of staff on 9-month contracts, 10-month contracts, 11-month
contracts, and 12-month contracts, by gender and academic rank. For each gender and academic rank
category, the system would then calculate: (1) the total number of staff reported (i.e., the sum of the values
entered for each contract length), and (2) the total number of months covered (i.e., the sum of the staff
reported for each contract length multiplied by the number of months in the contract).
Additional stipends for administrative, managerial or other responsibilities should NOT be included in the
salary calculation.
Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on
a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is
carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.
NOTE: The following instruction about staff on sabbatical leave and staff who are on leave was added on
10/31/12 for clarity; however, the instruction has historically been included in the IPEDS HR instructions:
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.
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Medical School Staff [applicable to 4-year and above degree-granting
institutions only]
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The medical school screens are applicable to institutions with M.D. and/or D.O. programs
only.
All staff affiliated with (housed in or under the authority of) the medical school should be reported
with the medical school.
Example: If an institution's medical school staff are housed with the institution's staff in other healthrelated disciplines (e.g., dentistry, veterinary medicine, nursing, dental hygiene, etc.), the institution
should report both sets of staff in the medical school part and list the other health-related disciplines
in the comment box on the medical school page(s) in the data collection system.
Staff that are in health disciplines that are NOT considered part of a medical school must be reported
on the non-medical school pages.
Summary of Parts
(NOTE: Data are also collected by medical school status for 4-year and above degree-granting institutions
only.)
Listed below is a summary of each part in this HR component.
•
•
•
Part A - Full-time staff: Collects the number of full-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while
in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is
optional.)
Part B - Part-time staff: Collects the number of part-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while
in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is
optional.)
Part C - Total number of staff: Automatically sums the data reported in Part A and Part B.
NOTE: Parts D through F do not exist for degree-granting institutions that have less than 15 full
-time staff members.
•
•
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Part G - Salary Worksheet for full-time,non-medical, instructional staff and Salary Outlays
for full-time, non-medical, instructional staff - Collects the number of full-time, non-medical,
instructional staff by: 9-month contract, 10-month contract, 11-month contract, and 12-month
contract. Also, collects salary outlays for full-time, non-medical, instructional staff.
Part G - Salary Outlays for full-time, non-medical, non-instructional staff - Collects salary
outlays for full-time, non-medical, non-instructional staff by occupational category.
Glossary
date: 12/11/2012
Term
Definition
Adjunct faculty
Non-tenure track faculty serving in a temporary or auxiliary capacity to teach specific courses on a
course-by-course basis. Includes both faculty 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 faculty (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 (new
definition)
A person having origins in any of the original peoples of North and South America (including Central
America) who maintains cultural identification through tribal affiliation or community attachment.
Annual contract
An annually-renewable contract or employment agreement that is in effect for a stated annual period
within one year of execution, and may be equal to a period of 365 days, or a standard academic
year, or the equivalent. Does not include contracts for partial year periods such as a single semester,
quarter, term, block, or course.
Archivists, Curators, and
Museum Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Archivists, Curators, and Museum Technicians." For detailed
information, refer to the following website: http:// www.bls.gov/soc/2010/soc254010.htm.
Asian (new definition)
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
(new definition)
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Business and Financial Operations Occupations.” For detailed information refer
to the following website: http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those
that work in the bookstore for a day or two at the start of a session.
Community Service,
Legal, Arts, and Media
Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Community and Social Service Occupations
(http://www.bls.gov/soc/2010/soc210000.htm); 2) Legal Occupations
(http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering,
and Science Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Computer and Mathematical Occupations
(http://www.bls.gov/soc/2010/soc150000.htm); 2) Architecture and Engineering Occupations
(http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and Social Science
Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Full-time staff
(employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an
employee is full time or part time. The employee's term of contract is not considered in making the
determination of full or part time.
Graduate Assistants
(Research)
An occupational category used to classify graduate assistants whose specific assignments customarily
are made for the purpose of conducting research.
Graduate Assistants
(Teaching)
An occupational category based on the detailed occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed
information, refer to the following website: http:// www.bls.gov/soc/2010/soc251191.htm.
Healthcare Practitioners
and Technical
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Healthcare Practitioners and Technical Occupations.” For detailed information
refer to the following website: http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic or Latino (new
definition)
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 consists of the following two functions: 1) "Instruction" only and 2)
"Instruction combined with research and/or public service."
Less-than-annual
contract
A contract or employment agreement that is in effect for a partial year period of less than 365 days,
or less than a standard academic year or the equivalent. Includes contracts for partial year periods
such as a single semester, quarter, term, block, or course.
Librarians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Librarians." For detailed information, refer to the following
website: http:// www.bls.gov/soc/2010/soc254020.htm.
Librarians, Curators, and
Archivists
An occupational category based on the following three broad occupations in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Librarians (http://
www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators, and Museum Technicians (http://
www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians (http://
www.bls.gov/soc/2010/soc254030.htm).
Library Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Library Technicians." For detailed information, refer to the
following website: http:// www.bls.gov/soc/2010/soc254030.htm.
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Management Occupations.” For detailed information refer to the following
website: http://www.bls.gov/soc/2010/soc110000.htm.
Medical school staff
Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of
Osteopathic Medicine [D.O.]) component of a postsecondary institution or in a free standing medical
school. Does not include staff employed by or employees working strictly in a hospital associated with
a medical school or those who work in health or allied health schools or departments such as
dentistry, veterinary medicine, nursing or dental hygiene unless the health or allied health schools or
departments are affiliated with (housed in or under the authority of) the medical school.
Multi-year contract
A contract or employment agreement that is in effect for more than one year (e.g., more than 365
days) where subsequent years of the contract may be contingent upon other factors such as the
appropriation of funds. The renewal period of a multi-year contract is not on an annual basis (e.g., a
5-year multi-year contract is renewed every 5 years NOT annually).
Native Hawaiian or Other
Pacific Islander (new
definition)
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Farming, Fishing, and Forestry Occupations
(http://www.bls.gov/soc/2010/soc450000.htm); 2) Construction and Extraction Occupations
(http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation, Maintenance, and Repair
Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
New hires
Persons who were hired for full-time permanent employment either for the first time (new to the
institution) or after a break in service between July 1st and October 31st of the survey year AND who
were still on the payroll of the institution as of the same survey year. Does not include persons who
have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than-9month contracts.
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or
temporary basis and does not have the right to remain indefinitely.
Not on tenure track
Personnel positions that are considered non-tenure earning positions.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Office and Administrative Support Occupations.” For detailed information refer
to the following website: http://www.bls.gov/soc/2010/soc430000.htm.
Other Teachers and
Instructional Support
Staff
An occupational category based on the following three minor groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education
School Teachers (http://www.bls.gov/soc/2010/ soc250000.htm#25-2000); 2) Other Teachers and
Instructors (http://www. bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education,
Training, and Library Occupations (http:// www.bls.gov/soc/2010/soc250000.htm#25-9000).
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 part time. Casual employees (hired on an ad-hoc basis or occasional basis
to meet short-term needs) and students in the College Work-Study Program (CWS) are not
considered part-time staff.
Postsecondary Teachers
An occupational category that consists of the following four functions: 1) "Instruction" only; 2)
"Instruction combined with research and/or public service;" 3) "Research;" and 4) "Public Service."
Postsecondary Teachers
(Instruction (only))
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of providing instruction or teaching. Regardless of title, academic rank, or tenure
status, these employees formally spend the majority of their time providing instruction or teaching.
Postsecondary Teachers
(Instruction combined
with research and/or
public service)
An occupational category used to classify persons for whom it is not possible to differentiate between
instruction or teaching, research, and public service because each of these functions is an integral
component of his/her regular assignment. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time providing instruction, research, and/or public
service.
Postsecondary Teachers
(Public Service)
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of carrying out public service activities such as agricultural extension services, clinical
services, or continuing education. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time carrying out public service activities. (This
category includes employees with a public service assignment regardless of the location of the
assignment (e.g., in the field rather than on campus).
Postsecondary Teachers
(Research)
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of conducting research. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time conducting research.
Production,
Transportation, and
Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Production Occupations
(http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and Material Moving
Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Race/ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Sales and Related Occupations.” For detailed information refer to the following
website: http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational
Classification (SOC) Manual: 1) Healthcare Support Occupations
(http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective Service Occupations
(http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and
Maintenance Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and
Service Occupations (http://www.bls.gov/soc/2010/soc390000.htm).
Tenure
Status of a personnel position with respect to permanence of the position.
Tenure track
Personnel positions that lead to consideration for tenure.
White (new definition)
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q.
date: 12/11/2012
Human Resources
Click one of the following questions to view the answer.
General
1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the references to the
IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
2) Why has NCES changed the occupational categories in the IPEDS HR survey?
3) 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?
4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
5) What is the relationship between the EEO-6 form and IPEDS?
6) How often are data for the IPEDS HR survey collected?
7) What is the period of reporting for the HR component?
8) What type of staff should be included in the IPEDS HR component?
9) What type of staff should NOT be included in the IPEDS HR component?
10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR component?
11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of the
college?
12) Do we include guest lecturers when we report to IPEDS?
13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
14) How do we handle individuals who are employees and also taking courses?
15) What do you mean by “medical school” staff?
16) How do I know if my data are consistent across certain parts?
17) Can I change my data after completing a part?
18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
19) Who should I report as “Without faculty status”?
20) If a person currently employed by an institution accepts a new full-time position within the institution, is that person considered
a new hire?
21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
22) Are salary data collected from all institutions?
.
.
.
IPEDS and SOC
1) Why has NCES changed the occupational categories in the IPEDS HR survey?
2) What is the SOC?
3) What is the purpose of the Standard Occupational Classification (SOC) system?
4) How are occupations classified in the SOC?
5) How is the SOC structured?
6) Is there additional information on classifying and coding supervisors and managers?
7) Which staff comprise the new Postsecondary Teachers category?
8) How is data on library-related occupations collected?
9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity; however, recently,
the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the other half of his time preparing
timecards and other duties generally performed py payroll clerks. What occupational category should I place this person in the
IPEDS HR survey?
10) My institution has a graduate assistant who assists with updating the website for the computer department. How should I code
this person in IPEDS?
11) Where can I find definitions of the 2010 SOC occupations?
12) Where can I find additional information about the SOC system?
13) When will the next SOC revision take place?
14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational categories?
Answers:
General
1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the
references to the IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
Beginninng with the 2012-13 IPEDS HR survey, the references to EAP, Salaries, and Fall Staff are no longer
used; however, parts are still used. Please refer to the parts for the 2012-13 IPEDS HR survey carefully
since they may have changed from previous years.
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2) Why has NCES changed the occupational categories in the IPEDS HR survey?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the
2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational
categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher
Education General Information Survey (HEGIS) remained basically the same for over two decades. (The
2010 SOC reflects changes in the workforce over the last decade.)
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3) 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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4) 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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5) 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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6) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years such as Fall 2012, the reporting of race/ethnicity data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the IPEDS survey is required. (During evennumbered years, IPEDS simply serves as a reporting mechanism for those institutions that are required to
provide race/ethnicity data annually to their states or to other agencies.)
In odd-numbered years such as Fall 2011, the reporting of all applicable data (inlcuding race/ethnicity) in the
IPEDS HR survey is required.
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7) What is the period of reporting for the HR component?
The period of reporting is intended to provide a snapshot of your human resources/payroll data at one point
in the fall.
• With the exception of the part that is collected on full-time permanent new hires from degree-granting institutions that
have 15 or more full-time staff, institutions should report persons on the payroll of the institution as of November 1,
2012 in the 2012-13 IPEDS HR component. (For more details on who to include and exclude from the HR component,
refer to the next two FAQs or refer to the sections of the complete instructions called "Who to include in this report" and
"Who NOT to include in this report.")
• The part that is collected on new hires from degree-granting institutions that have 15 or more full-time staff has the
following reporting requirement: includes full-time permanent new hires on the payroll of the institution between July
1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who are still
on the payroll of the institution as November 1, 2012. For additional details about new hires, refer to the complete set
of instructions.
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8) What type of staff should be included in the IPEDS HR component?
The following types of staff should be included in the HR component:
•
Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
•
Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on sabbatical
leave or on leave without pay.
•
“Visiting” Postsecondary Teachers who are paid by your institution.
•
Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in the occupational
category for which they were hired.
•
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.)
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9) What type of staff should NOT be included in the IPEDS HR component?
The following types of employees should NOT be included in the HR component:
•
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 employees (hired on an ad-hoc or occasional basis to meet short-term needs).
•
Undergraduate students.
•
Students in the College Work-Study Program.
•
Staff who work strictly in hospitals associated with medical schools.
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10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR
component?
Yes. Instructional staff who provide instruction in credit and/or non-credit courses/activities should be
included in the HR component.
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11) 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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12) Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be
included in the HR component. However, guest lecturers typically are given honoraria or lecture fees and
thus are not paid through the institution’s payroll accounts.
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13) 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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14) 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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15) What do you mean by “medical school” staff?
Staff employed by or staff working in the medical school (M.D. and/or D.O.) component of a postsecondary
institution or in a freestanding medical school. Does not include staff employed by or employees working
strictly in a hospital associated with a medical school or those who work in health or allied health schools or
departments such as dentistry, veterinary medicine, nursing, or dental hygiene unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school.
(The medical school pages are applicable to institutions with M.D. and/or D.O. programs only.)
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16) How do I know if my data are consistent across certain 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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17) 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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18) 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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19) 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 tenure eligibility should be reported in the IPEDS occupational
category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category.
Postdoctoral research associate, because they do not have faculty status, would be reported in the Without
faculty status category.
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20) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on
the payroll of the institution between July 1 and October 31, 2012 either for the first time (new to the
institution) or after a break in service AND who are still on the payroll of the institution as November 1,
2012. Also, new hires do not include persons who have returned from sabbatical leave or full-time
Postsecondary Staff who are working less-than-9-month contracts.
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21) 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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22) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are
true:
•
•
•
•
All
All
All
All
instructional
instructional
instructional
instructional
staff
staff
staff
staff
are employed on a part time basis.
are military personnel.
contribute their services (e.g., are members of a religious order).
teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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.
.
.
IPEDS and SOC
1) Why has NCES changed the occupational categories in the IPEDS HR survey?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the
2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational
categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher
Education General Information Survey (HEGIS) remained basically the same for over two decades. (The
2010 SOC reflects changes in the workforce over the last decade.)
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2) 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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3) 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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4) 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.
[The previous statement relates to the SOC Classification Principle #2. There are nine Classification
Prnciples in total and they form the basis on which the SOC system is structured. The previous SOC manual,
which was the 2000 SOC Manual, had a similar classification principle, which also included “licensing” and
“credentials;” however, licensing and credentials are no longer included in the updated principle. For a
complete list of the 2010 SOC Classification Principles, refer to the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.]
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5) How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad
occupation, and detailed occupation. The 23 major groups are broken down into 97 minor groups, followed
by 461 broad occupations, and finally 840 detailed occupations.
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6) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the "2010 SOC
Classification Principles" and the "2010 SOC Coding Guidelines," which are listed in the 2012-13 IPEDS HR
instructions.
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7) Which staff comprise the new Postsecondary Teachers category?
Beginning with the 2012-13 IPEDS HR component, the new term Postsecondary Teachers was introduced.
Non-degree-granting institutions report Postsecondary Teachers in the single category called "Postsecondary
Teachers" while degree-granting institutions report Postsecondary Teachers separately by the following
functions:
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•
•
•
Instruction
Instruction combined with research and/or public service
Research
Public Service
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8) How is data on library-related occupations collected?
Beginning with the 2012-13 IPEDS HR component, non-degree-granting institutions report library-related
occupations in the single category called "Librarians, Curators, and Archivists." Degree-granting institutions
that have 15 or more full-time staff members report library-related occupations separately as:
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
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9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity;
however, recently, the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the
other half of his time preparing timecards and other duties generally performed py payroll clerks. What occupational
category should I place this person in the IPEDS HR survey?
First, the scenario described in this case is similar to the SOC Coding Guideline #2, which states, 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. There are six SOC Coding Guidelines
and they are intended to assist users in consistently assigning SOC codes and titles to survey responses and
in other coding activities. For a complete list of the 2010 SOC Coding Guidelines, refer to the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.
The answer to the above question would be the IPEDS HR occupational category of "Business and Financial
Operations Occupations" for the following reasons.
• The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the person in
question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13-2011), which falls
under the SOC Major group of "Business and Financial Operations Occupations" (SOC code 13-0000).
• In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you will see
that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to the 2012-13
IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to manually code CPA to "Accountants and Auditors" because
the data are not collected in IPEDS at that level.]
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10) My institution has a graduate assistant who assists with updating the website for the computer department. How
should I code this person in IPEDS?
Since this person is a graduate assistant updating websites in the computer department, include this person
as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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11) Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found
at the following SOC homepage under the category called “2010 SOC, Downloadable Materials:”
http://www.bls.gov/soc. 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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12) Where can I find additional information about the SOC system?
Refer to the following SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following website:
http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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13) When will the next SOC revision take place?
The next major review and revision of the SOC is expected to begin in 2013 in order to produce a 2018
version of the SOC.
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14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
A newly developed IPEDS HR/SOC Information Center can be found
at: http://nces.ed.gov/ipeds/resource/soc.asp. Additional items will be added to this resource page as they
become available. For example, a tool is expected to be added that will include the 2010 SOC codes, titles,
definitions, illustrative examples along with the corresponding IPEDS occupational categories.
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15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level.
Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there
are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary
Teachers. 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 2012-13 IPEDS HR survey and the 2010
SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_201213_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of
“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.
Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”
category in the HR survey. [IPEDS does not require institutions to manually code the College President at
the detailed level.]
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16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. Since the detailed occupations in the 2010 SOC with similar job duties, and in some cases
skills, education, and/or training, are grouped together, it was necessary for IPEDS to conform to the same
methodology. [Please keep in mind that the occupational data to be reported in the 2012-13 IPEDS HR
survey are reported at a higher level (e.g., major level) in most cases; however, the same general premise
applies.] Consequently, many categories such as “technical and paraprofessional” and “other professionals
(support/service)” can no longer be used. For example, for the 2011-12 IPEDS HR survey, “Dietitians and
Nutritionists” were included in the “Other Professional (support/service) category while “Dietetic Technicians”
were included in the Technical and Paraprofessionals" category. In the 2012-13 IPEDS HR survey, “Dietitians
and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational category called
“Healthcare Practitioners and Technical Occupations.” Additionally, most of the occupational categories in the
previous IPEDS HR survey included definitions at the “major” level; however, the 2012-13 IPEDS HR
occupational categories do not include definitions at the “major” level. This change was necessary to conform
to the SOC system, which only includes definitions at the detailed (e.g., lowest) level.
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2012-13 Survey Materials > Narrative Edits
date: 12/11/2012
Human Resources for degree-granting institutions and related administrative offices that
have less than 15 full-time staff
Edit specifications for the 2012-13 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to degree-granting institutions and related administrative offices with less than 15 fulltime staff
Note: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
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•
Screening Questions
Relationships between HR Parts
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution
is shown.
You must answer Yes or No to the following questions:
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•
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Does your institution have any part-time staff?
◦ If you select Yes, then additional screens for reporting data on part-time staff will be provided.
Does you institution have 15 or more full time staff?
◦ If you select Yes, then you are viewing the wrong narrative edit document. Please select the appropriate
document for 15 or more full-time staff.
Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to
each of the following questions:
◦ Are ALL of the instructional staff military personnel?
◦ Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?
◦ Do ALL of the instructional staff teach pre-clinical or clinical medicine?
◦ If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT
applicable to your institution and you will NOT be required to report data for the full-time instructional
staff screens of Part G. However, Part G will still be required for reporting data for full-time noninstructional staff.
Do you wish to report data by gender AND race/ethnicity this year?
◦ If you select Yes, screens to report data by employment status (full-time and part-time), occupational
category, and gender AND race/ethnicity will be displayed and you must complete all applicable screens.
◦ If you select No, screens to report data by employment status (full-time and part-time) and occupational
category will be displayed. If a screen is only applicable to certain institutions, this will be noted in the
section header.
•
Does your institution have graduate assistants?
◦ If you select Yes, screens to report graduate assistants will be provided.
The system will perform the following edits on the data entered:
•
•
You must answer each screening question provided for your institution.
If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or
teaching pre-clinical or clinical medicine; you must confirm that this is correct.
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Part A: Full-time staff, page 1
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
Postsecondary Teachers
◦ Instructional Staff
◦ Research
◦ Public service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff, page 3
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Service Occupations
Sales and Related occupations
Office and administrative support occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is
also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff by occupational category
Applicable to institutions that answered No to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of full-time staff at the institution by medical school status, and occupational category.
Provide the total number of Non-medical and Medical staff for each of the following:
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•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
◦ Instructional Staff
◦ Research
◦ Public Service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Salaries
Applicable to degree-granting institutions that selected No for all options in the screening question that asks if all of
your institution’s instructional staff are military personnel, contributing their services, or teaching pre-clinical or
clinical medicine.
Part G: Salary Worksheet
On this screen, report the number of full-time instructional staff at the institution by contract, gender, and academic rank.
Contract includes 9-month, 10-month, 11-month, and 12-month. Academic ranks include Professors, Associate professors,
Assistant professors, Instructors, Lecturers, and No academic rank.
The Total employees for salary reporting, Total number of Months, and Balance will be calculated by academic rank and
gender. Additionally, the Total instructional staff from Part A is displayed for your reference. The system will also calculate
the total number of men, total number of women, and grand total (men + women) for each contract type.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part G: Salary outlays for full-time instructional staff by gender and academic rank
On this screen, report the Salary Outlays for full-time instructional staff at the institution by gender and academic rank.
Academic ranks include the following:
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•
•
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Professors
Associate professors
Assistant professors
Instructors
Lecturers
No academic rank
From the Part G Salary worksheet, the Headcount OR Total employees for Salary reporting and the Total number of
months are displayed for your reference. The system will calculate the total number of men, total number of women, and
grand total (men + women) for salary outlays, as well as the Weighted average Salaries per month.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part G: Salary outlays for full-time non-instructional staff by occupational category
On this screen, report the number of Total salary outlays for full-time non-instructional staff at the institution by occupational
category. Occupational categories include the following:
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•
•
•
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Postsecondary Teachers - Research
Postsecondary Teachers - Public Service
Library and Instructional Support Occupations
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The Number of staff is displayed for your reference for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff, page 1
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
Postsecondary Teachers
◦ Instructional Staff
◦ Research
◦ Public service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff, page 3
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.
Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
•
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is
also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Graduate Assistants
Applicable to institutions that reported having graduate assistants in the screening questions and those that
answered Yes to the screening question that asks if you wish to report data by gender AND race/ethnicity.
On this screen, report the number of graduate assistants at the institution by occupational category, gender, and
race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
•
•
•
Teaching
Research
Management
Business and Financial Operations
Computer, Engineering, and Science
Community Service, Legal, Arts, and Media
Library and Instructional Support
Healthcare Practitioners and Technical
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Totals are
also calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff by occupational category
Applicable to institutions that answered No to the screening question that asks if you wish to report data by
gender AND race/ethnicity.
On this screen, report the number of part-time staff at the institution by medical school status and occupational category.
Provide the total number of Non-medical and Medical staff for each of the following:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
◦ Instructional Staff
◦ Research
◦ Public service
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Graduate Assistants
◦ Teaching
◦ Research
◦ Management
◦ Business and Financial Operations
◦ Computer, Engineering, and Science
◦ Community Service, Legal, Arts, and Media
◦ Library and Instructional Support
◦ Healthcare Practitioners and Technical
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Relationships between HR Parts
The system will perform the following edits on the data entered:
•
The total number of full-time instructional staff reported in Part A must be greater than or equal to the total
number of full-time instructional staff reported on the Part G Salary Worksheet screen.
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2012-13 Survey Materials > Form
date: 12/4/2012
Human Resources for nondegree-granting institutions and related administrative
offices
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.
Yes
No
The reporting of data by gender AND race/ethnicity is optional this year as it is in even-numbered years.
Do you wish to report data by gender AND race/ethnicity this year?
If you answer No, screens to report data by employment status (full-time and part-time) and occupational category will
be displayed.
If you answer Yes, screens to report data by employment status (full-time and part-time), occupational category, and
gender AND race/ethnicity will be displayed and you must complete all applicable screens.
No, I will not report data by gender and race/ethnicity this year
Yes, I will report data by gender and race/ethnicity this year
You may use the space below to provide context for the data you've reported above.
Part A - Full-time staff
Number of full-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Postsecondary
Teachers
Librarians, Curators, and
Archivists
Other Teachers and Instructional
Support Staff
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part A - Full-time staff
Number of full-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part A - Full-time staff
Number of full-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
Occupations
Office and
Administrative
Support
Occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Total
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part A - Full-time staff
Number of full-time staff by occupational category
As of November 1, 2012
Occupational category
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Total
Part B - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and race/ethnicity
Postsecondary
Teachers
Librarians, Curators, and
Archivists
Other Teachers and Instructional
Support Staff
Men
Nonresident alien
Hispanic/Latino
American Indian or Alaska
Native
Asian
Black or African American
Native Hawaiian or Other Pacific
Islander
White
Two or more races
Race and ethnicity unknown
Total men
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
Total women
Total (men+women)
Part B - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Management
Occupations
Business and
Financial
Operations
Occupations
Computer,
Engineering, and
Science
Occupations
Community Service,
Legal, Arts, and
Media Occupations
Healthcare
Practitioners and
Technical
Occupations
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part B - Part-time staff
Number of part-time staff
by occupational category, gender, and race/ethnicity
As of November 1, 2012
•Report Hispanic/Latino individuals of any race as Hispanic/Latino
•Report race for non-Hispanic/Latino individuals only
Gender and
race/ethnicity
Service
Sales and
Occupations Related
occupations
Office and
administrative
support
occupations
Natural Resources,
Construction, and
Maintenance
Occupations
Production,
Transportation, and
Material Moving
Occupations
Part-time
total
Men
Nonresident alien
Hispanic/Latino
American Indian or
Alaska Native
Asian
Black or African
American
Native Hawaiian or
Other Pacific
Islander
White
Two or more races
Race and ethnicity
unknown
Total men
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
Total women
Total
(men+women)
Part B - Part-time staff
Number of part-time staff by occupational category
As of November 1, 2012
Occupational category
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Total
Human Resources Survey Evaluation
Were any staff members difficult to categorize? If so, please explain in the box below.
Prepared by
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Other
Name:
Email:
How long did it take to prepare this survey component?
hours
minutes
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.
2012-13 Survey Materials > Instructions
date: 12/4/2012
2012-13 HR: Non-degree-granting Institutions and Related Administrative Offices
Instructions for the 2012-13
Integrated Postsecondary Education Data System (IPEDS)
Human Resources (HR) Component
Applicable to Non-degree-granting Institutions and Related
Administrative Offices ONLY
UPDATED – 10/31/12: The previous title of “Non-postsecondary Teaching Occupations” was
changed to "Other Teaching and Instructional Support Occupations” for clarity.
• Purpose of Component
• Changes in Reporting
• General Instructions
• Context Boxes
• Reporting Period Covered
• Coverage
• Where to Get Help
• Where the Data Will Appear
• Detailed Instructions
• Screening Questions
• Reporting Persons by Racial/Ethnic Category
• Reporting Staff by Occupational Category
•
2010 Standard Occupational Classification (SOC) System - Classification Principles
•
2010 Standard Occupational Classification (SOC) System - Coding Guidelines
•
Additional Reporting Information
•
Descriptions of Occupational Categories
• Summary of Parts
Purpose of Component
The primary purpose of the Human Resources (HR) component that is applicable to non-degree-granting
institutions and related administrative offices is to collect the number of staff by employment status (full time
and part time) and occupational category. In odd-numbered years (e.g., 2011-12) such as last year, the
purpose was also to collect data by race/ethnicity and gender. The reporting of data by race/ethnicity and
gender is optional in even-numbered years such as this year (2012-13).
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Changes in Reporting
• New occupational categories replaced the primary function/occupational activity categories previously used
in the IPEDS HR component. The change was required to align the IPEDS HR categories with the 2010
Standard Occupational Classification (SOC) System. Detailed information on the IPEDS HR component and
how it relates to the 2010 SOC system is listed below in the section called, "Reporting Staff by Occupational
Category." Additional information on the IPEDS HR component and the SOC system can be found at the
IPEDS Human Resources/SOC Information Center at http://nces.ed.gov/ipeds/resource/soc.asp.
•
The professional and non-professional terminology is no longer used.
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General Instructions
NOTE: You must enter data on each displayed screen. If a displayed screen is not
applicable to your institution, you must enter at least one zero in a field on that screen.
Context Boxes
Context boxes (previously known as caveat boxes) are provided on several screens to give
institutions the opportunity to provide more information about survey items.
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Reporting Period Covered
The period of reporting is intended to provide a snapshot of your human resources/payroll data at
one point in the fall. Persons on the payroll of the institution as of November 1, 2012 should be
reported in the HR component.
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Coverage
Who to Include in this Report
•
Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
•
Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on
sabbatical leave or on leave without pay.
•
"Visiting" Postsecondary Teachers who are paid by your institution.
•
Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in
the occupational category for which they were hired.
•
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.)
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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.
•
Staff who work strictly in hospitals associated with medical schools.
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Where to Get Help
IPEDS Data Collection Help Desk
Phone: 1-877-225-2568
Email: ipedshelp@rti.org
AIR Website
You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools and other valuable resources.
IPEDS Resources Page
In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip
sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant
information.
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Where the 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
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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Detailed Instructions
NOTE: You must enter data on each displayed screen. If a displayed screen is not
applicable to your institution, you must enter at least one zero in a field on that screen.
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 parts must be completed.
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Reporting Persons by Racial/Ethnic Category
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 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) noncitizens 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 ArrivalDeparture 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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Reporting Staff by Occupational Category
The occupational categories in the IPEDS HR component were changed to become aligned with the
occupational categories in the 2010 Standard Occupational Classification (SOC) System. The SOC
Classification Principles and Coding Guidelines were also revised in 2010. Listed below is an
example of one change to the Classification Principles; however, please refer to the complete list
of Classification Principles and Coding Guidelines below.
Example of SOC Classification Principle:
Old: Occupations are classified based on work performed and on required skills, education, training, and
credentials.
New: Occupations are classified based on work performed and, in some cases, on the skills, education,
and/or training needed to perform the work at a competent level."
2010 SOC Classification Principles
The SOC Classification Principles form the basis on which the SOC system is structured.
1.
The SOC covers all occupations in which work is performed for pay or profit, including work performed
in family-operated enterprises by family members who are not directly compensated. It excludes
occupations unique to volunteers. Each occupation is assigned to only one occupational category at
the lowest level of the classification.
2.
Occupations are classified based on work performed and, in some cases, on the skills, education,
and/or training needed to perform the work at a competent level.
3.
Workers primarily engaged in planning and directing are classified in management occupations in
Major Group 11-0000. Duties of these workers may include supervision.
4.
Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and
perform activities similar to those of the workers they supervise, and therefore are classified with the
workers they supervise.
5.
Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by
workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there
are no first-line supervisor occupations in Major Group 31-0000.
6.
Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified
in the appropriate first-line supervisor category because their work activities are distinct from those of
the workers they supervise.
7.
Apprentices and trainees are classified with the occupations for which they are being trained, while
helpers and aides are classified separately because they are not in training for the occupation they are
helping.
8.
If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an
appropriate “All Other,” or residual, occupation. “All Other” occupations are placed in the structure
when it is determined that the detailed occupations comprising a broad occupation group do not
account for all of the workers in the group. These occupations appear as the last occupation in the
group with a code ending in “9” and are identified in their title by having “All Other” appear at the
end.
9.
The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and
reporting data on total U.S. employment across the full spectrum of SOC major groups. Thus, for a
detailed occupation to be included in the SOC, either the Bureau of Labor Statistics or the Census
Bureau must be able to collect and report data on that occupation.
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2010 SOC Coding Guidelines
The SOC Coding Guidelines are intended to assist users in consistently assigning SOC codes and
titles to survey responses and in other coding activities.
1.
A worker should be assigned to an SOC occupation code based on work performed.
2.
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.
3.
Data collection and reporting agencies should assign workers to the most detailed occupation
possible. Different agencies may use different levels of aggregation, depending on their ability to
collect data. For more information on data produced using the SOC, see the Frequently Asked
Questions (FAQs) section.
4.
Workers who perform activities not described in any distinct detailed occupation in the SOC structure
should be coded in an appropriate “All Other” or residual occupation. These residual occupational
categories appear as the last occupation in a group with a code ending in “9” and are identified by
having the words “All Other” appear at the end of the title.
5.
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.
6.
Licensed and non-licensed workers performing the same work should be coded together in the same
detailed occupation, except where specified otherwise in the SOC definition.
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Additional Reporting Information
• IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level.
Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there
are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary
Teachers. 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 2012-13 IPEDS HR survey and the 2010
SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_201213_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of
“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.
Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”
category in the HR survey. [IPEDS does not require institutions to manually code the College President at
the detailed level.]
• 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 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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Descriptions of Occupational Categories
Postsecondary Teachers (by function)
Listed below are descriptions of those staff members who should be reported in the "Postsecondary Teachers"
category.
Instructional Staff
[NOTE: This heading was changed from "Instruction" to
"Instructional Staff" in these instructions for clarification on 8/7/12.]
Consist of staff members in the following categories:
•
Instruction (only)
Persons whose specific assignments customarily are made for the purpose of providing instruction or
teaching. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of
their time providing instruction or teaching.
• 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, academic rank, or tenure status, these employees formally spend the majority of their time providing
instruction, research, and/or public service.
Research
Persons whose specific assignments customarily are made for the purpose of conducting research.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time conducting research.
Public Service
Persons whose specific assignments customarily are made for the purpose of carrying out public
service activities such as agricultural extension services, clinical services, or continuing education.
Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their
time carrying out public service activities. (This category includes employees with a public service
assignment regardless of the location of the assignment (e.g., in the field rather than on campus).
Librarians, Curators, and Archivists
The IPEDS HR occupational category called “Librarians, Curators, and Archivists” is based
on the following three broad occupations in the 2010 SOC Manual. (For details on the three
SOC broad occupations, click on the links below.)
· Archivists, Curators, and Museum Technicians
[SOC Broad Occupation 25-4010 - http://www.bls.gov/soc/2010/soc254010.htm]
· Librarians
[SOC Broad Occupation 25-4020 - http://www.bls.gov/soc/2010/soc254020.htm ]
· Library Technicians
[SOC Broad Occupation 25-4030 - http://www.bls.gov/soc/2010/soc254030.htm]
Other Teachers and Instructional Support Staff
[NOTE: The above title ("Other Teachers and Instructional Support Staff") was changed
from "Non-postsecondary Teachers" for clarity on 10/31/12; however, the SOC
categories below remained the same.]
The IPEDS HR occupational category called “Other Teachers and Instructional Support
Staff” is based on the following three minor groups in the 2010 SOC Manual. (For details on
the three SOC minor groups, click on the links below.)
·
·
·
Pre-school, Primary, Secondary, and Special Education School Teachers
[SOC Minor Group 25-2000 - http://www.bls.gov/soc/2010/soc250000.htm#25-2000]
Other Teachers and Instructors
[SOC Minor Group 25-3000 - http://www.bls.gov/soc/2010/soc250000.htm#25-3000]
Other Education, Training, and Library Occupations
[SOC Minor Group 25-9000 - http://www.bls.gov/soc/2010/soc250000.htm#25-9000]
Management Occupations
The IPEDS HR occupational category called “Management Occupations” is based on the
occupational group in the 2010 Standard Occupational Classification (SOC) Manual with the
same name (“Management Occupations”). Click on the following link for details on the SOC
“Management Occupations” group (Major Group 11-0000):
http://www.bls.gov/soc/2010/soc110000.htm.
Business and Financial Operations Occupations
The IPEDS HR occupational category called “Business and Financial Operations
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Business and Financial Operations
Occupations”). Click on the following link for details on the SOC “Business and Financial
Operations Occupations” group (Major Group 13-0000):
http://www.bls.gov/soc/2010/soc130000.htm.
Computer, Engineering, and Science Occupations
The IPEDS HR occupational category called “Computer, Engineering, and Science
Occupations” is based on the following three occupational groups in the 2010 Standard
Occupational Classification (SOC) Manual. (For details on the three SOC occupational
groups, click on the links below.)
· Computer and Mathematical Occupations
[SOC Major Group 15-0000 - http://www.bls.gov/soc/2010/soc150000.htm]
· Architecture and Engineering Occupations
[SOC Major Group 17-0000 - http://www.bls.gov/soc/2010/soc170000.htm]
· Life, Physical, and Social Science Occupations
[SOC Major Group 19-0000 - http://www.bls.gov/soc/2010/soc190000.htm]
Community Service, Legal, Arts, and Media Occupations
The IPEDS HR occupational category called “Community Service, Legal, Arts,
and Media Occupations” is based on the following three occupational groups in
the 2010 Standard Occupational Classification (SOC) Manual. (For details on the
three SOC occupational groups, click on the links below.)
· Community and Social Service Occupations
[SOC Major Group 21-0000 - http://www.bls.gov/soc/2010/soc210000.htm]
· Legal Occupations
[SOC Major Group 23-0000 - http://www.bls.gov/soc/2010/soc230000.htm]
· Arts, Design, Entertainment, Sports, and Media Occupations
[SOC Major Group 27-0000 - http://www.bls.gov/soc/2010/soc270000.htm]
Healthcare Practitioners and Technical Occupations
The IPEDS HR occupational category called “Healthcare Practitioners and Technical
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Healthcare Practitioners and Technical
Occupations”). Click on the following link for details on the SOC “Healthcare Practitioners
and Technical Occupations” group (Major Group 29-0000):
http://www.bls.gov/soc/2010/soc290000.htm.
Service Occupations
The IPEDS HR occupational category called “Service Occupations” is based on the following
five occupational groups in the 2010 Standard Occupational Classification (SOC) Manual.
(For details on the five SOC occupational groups, click on the links below.)
· Healthcare Support Occupations
[SOC Major Group 31-0000 - http://www.bls.gov/soc/2010/soc310000.htm]
· Protective Service Occupations
[SOC Major Group 33-0000 - http://www.bls.gov/soc/2010/soc330000.htm]
· Food Preparation and Serving Related Occupations
[SOC Major Group 35-0000 - http://www.bls.gov/soc/2010/soc350000.htm]
· Building and Grounds Cleaning and Maintenance Occupations
[SOC Major Group 37-0000 - http://www.bls.gov/soc/2010/soc370000.htm]
· Personal Care and Service Occupations
[SOC Major Group 39-0000 - http://www.bls.gov/soc/2010/soc390000.htm]
Sales and Related Occupations
The IPEDS HR occupational category called “Sales and Related Occupations” is based on
the occupational group in the 2010 Standard Occupational Classification (SOC) Manual with
the same name (“Sales and Related Occupations”). Click on the following link for details on
the SOC “Sales and Related Occupations” group (Major Group 41-0000):
http://www.bls.gov/soc/2010/soc410000.htm.
Office and Administrative Support Occupations
The IPEDS HR occupational category called “Office and Administrative Support
Occupations” is based on the occupational group in the 2010 Standard Occupational
Classification (SOC) Manual with the same name (“Office and Administrative Support
Occupations”). Click on the following link for details on the SOC “Office and Administrative
Support Occupations” group (Major Group 43-0000):
http://bls.gov/soc/2010/soc430000.htm.
Natural Resources, Construction, and Maintenance Occupations
The IPEDS HR occupational category called “Natural Resources, Construction, and
Maintenance Occupations” is based on the following three occupational groups in the 2010
Standard Occupational Classification (SOC) Manual. (For details on the three SOC
occupational groups, click on the links below.)
· Farming, Fishing, and Forestry Occupations
[SOC Major Group 45-0000 - http://www.bls.gov/soc/2010/soc450000.htm]
· Construction and Extraction Occupations
[SOC Major Group 47-0000 - http://www.bls.gov/soc/2010/soc470000.htm]
· Installation, Maintenance, and Repair Occupations
[SOC Major Group 49-0000 - http://www.bls.gov/soc/2010/soc490000.htm]
Production, Transportation, and Material Moving Occupations
The IPEDS HR occupational category called “Production, Transportation, and Material
Moving Occupations” is based on the following two occupational groups in the 2010
Standard Occupational Classification (SOC) Manual. (For details on the two SOC
occupational groups, click on the links below.)
· Production Occupations
[SOC Major Group 51-0000 - http://www.bls.gov/soc/2010/soc510000.htm]
· Transportation and Material Moving Occupations
[SOC Major Group 53-0000 - http://www.bls.gov/soc/2010/soc530000.htm]
Summary of Parts
Listed below is a summary of each part in this HR component.
•
•
•
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Part A - Full-time staff: Collects the number of full-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while
in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is
optional.)
Part B - Part-time staff: Collects the number of part-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while
in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is
optional.)
Part C - Total number of staff: Automatically sums the data reported in Part A and Part B.
Glossary
date: 12/4/2012
Term
Definition
Adjunct faculty
Non-tenure track faculty serving in a temporary or auxiliary capacity to teach specific courses on a
course-by-course basis. Includes both faculty 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 faculty (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 (new
definition)
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.
Archivists, Curators, and
Museum Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Archivists, Curators, and Museum Technicians." For detailed
information, refer to the following website: http:// www.bls.gov/soc/2010/soc254010.htm.
Asian (new definition)
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
(new definition)
A person having origins in any of the black racial groups of Africa.
Business and Financial
Operations Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Business and Financial Operations Occupations.” For detailed information refer
to the following website: http://www.bls.gov/soc/2010/soc130000.htm.
Casual employees
Persons who are hired to work during peak times such as those that help at registration time or those
that work in the bookstore for a day or two at the start of a session.
Community Service,
Legal, Arts, and Media
Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Community and Social Service Occupations
(http://www.bls.gov/soc/2010/soc210000.htm); 2) Legal Occupations
(http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and
Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).
Computer, Engineering,
and Science Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Computer and Mathematical Occupations
(http://www.bls.gov/soc/2010/soc150000.htm); 2) Architecture and Engineering Occupations
(http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and Social Science
Occupations (http://www.bls.gov/soc/2010/soc190000.htm).
Full-time staff
(employees)
As defined by the institution. The type of appointment at the snapshot date determines whether an
employee is full time or part time. The employee's term of contract is not considered in making the
determination of full or part time.
Healthcare Practitioners
and Technical
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Healthcare Practitioners and Technical Occupations.” For detailed information
refer to the following website: http://www.bls.gov/soc/2010/soc290000.htm.
Hispanic or Latino (new
definition)
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 consists of the following two functions: 1) "Instruction" only and 2)
"Instruction combined with research and/or public service."
Librarians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Librarians." For detailed information, refer to the following
website: http:// www.bls.gov/soc/2010/soc254020.htm.
Librarians, Curators, and
Archivists
An occupational category based on the following three broad occupations in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Librarians (http://
www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators, and Museum Technicians (http://
www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians (http://
www.bls.gov/soc/2010/soc254030.htm).
Library Technicians
An occupational category based on the broad occupation in the 2010 Standard Occupational
Classification (SOC) Manual called "Library Technicians." For detailed information, refer to the
following website: http:// www.bls.gov/soc/2010/soc254030.htm.
Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Management Occupations.” For detailed information refer to the following
website: http://www.bls.gov/soc/2010/soc110000.htm.
Native Hawaiian or Other
Pacific Islander (new
definition)
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.
Natural Resources,
Construction, and
Maintenance Occupations
An occupational category based on the following three major groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Farming, Fishing, and Forestry Occupations
(http://www.bls.gov/soc/2010/soc450000.htm); 2) Construction and Extraction Occupations
(http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation, Maintenance, and Repair
Occupations (http://www.bls.gov/soc/2010/soc490000.htm).
Nonresident alien
A person who is not a citizen or national of the United States and who is in this country on a visa or
temporary basis and does not have the right to remain indefinitely.
Office and Administrative
Support Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Office and Administrative Support Occupations.” For detailed information refer
to the following website: http://www.bls.gov/soc/2010/soc430000.htm.
Other Teachers and
Instructional Support
Staff
An occupational category based on the following three minor groups in the 2010 Standard
Occupational Classification (SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education
School Teachers (http://www.bls.gov/soc/2010/ soc250000.htm#25-2000); 2) Other Teachers and
Instructors (http://www. bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education,
Training, and Library Occupations (http:// www.bls.gov/soc/2010/soc250000.htm#25-9000).
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 part time. Casual employees (hired on an ad-hoc basis or occasional basis
to meet short-term needs) and students in the College Work-Study Program (CWS) are not
considered part-time staff.
Postsecondary Teachers
An occupational category that consists of the following four functions: 1) "Instruction" only; 2)
"Instruction combined with research and/or public service;" 3) "Research;" and 4) "Public Service."
Postsecondary Teachers
(Instruction (only))
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of providing instruction or teaching. Regardless of title, academic rank, or tenure
status, these employees formally spend the majority of their time providing instruction or teaching.
Postsecondary Teachers
(Instruction combined
with research and/or
public service)
An occupational category used to classify persons for whom it is not possible to differentiate between
instruction or teaching, research, and public service because each of these functions is an integral
component of his/her regular assignment. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time providing instruction, research, and/or public
service.
Postsecondary Teachers
(Public Service)
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of carrying out public service activities such as agricultural extension services, clinical
services, or continuing education. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time carrying out public service activities. (This
category includes employees with a public service assignment regardless of the location of the
assignment (e.g., in the field rather than on campus).
Postsecondary Teachers
(Research)
An occupational category used to classify persons whose specific assignments customarily are made
for the purpose of conducting research. Regardless of title, academic rank, or tenure status, these
employees formally spend the majority of their time conducting research.
Production,
Transportation, and
Material Moving
Occupations
An occupational category based on the following two major groups in the 2010 Standard Occupational
Classification (SOC) Manual: 1) Production Occupations
(http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and Material Moving
Occupations (http://www.bls.gov/soc/2010/soc530000.htm).
Race/ethnicity unknown
The category used to report students or employees whose race and ethnicity are not known.
Sales and Related
Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification
(SOC) Manual called “Sales and Related Occupations.” For detailed information refer to the following
website: http://www.bls.gov/soc/2010/soc410000.htm.
Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational
Classification (SOC) Manual: 1) Healthcare Support Occupations
(http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective Service Occupations
(http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related
Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and
Maintenance Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and
Service Occupations (http://www.bls.gov/soc/2010/soc390000.htm).
White (new definition)
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q.
date: 12/4/2012
Human Resources
Click one of the following questions to view the answer.
General
1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the references to the
IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
2) Why has NCES changed the occupational categories in the IPEDS HR survey?
3) 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?
4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?
5) What is the relationship between the EEO-6 form and IPEDS?
6) How often are data for the IPEDS HR survey collected?
7) What is the period of reporting for the HR component?
8) What type of staff should be included in the IPEDS HR component?
9) What type of staff should NOT be included in the IPEDS HR component?
10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR component?
11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of the
college?
12) Do we include guest lecturers when we report to IPEDS?
13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?
14) How do we handle individuals who are employees and also taking courses?
15) What do you mean by “medical school” staff?
16) How do I know if my data are consistent across certain parts?
17) Can I change my data after completing a part?
18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?
19) Who should I report as “Without faculty status”?
20) If a person currently employed by an institution accepts a new full-time position within the institution, is that person considered
a new hire?
21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?
22) Are salary data collected from all institutions?
.
.
.
IPEDS and SOC
1) Why has NCES changed the occupational categories in the IPEDS HR survey?
2) What is the SOC?
3) What is the purpose of the Standard Occupational Classification (SOC) system?
4) How are occupations classified in the SOC?
5) How is the SOC structured?
6) Is there additional information on classifying and coding supervisors and managers?
7) Which staff comprise the new Postsecondary Teachers category?
8) How is data on library-related occupations collected?
9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity; however, recently,
the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the other half of his time preparing
timecards and other duties generally performed py payroll clerks. What occupational category should I place this person in the
IPEDS HR survey?
10) My institution has a graduate assistant who assists with updating the website for the computer department. How should I code
this person in IPEDS?
11) Where can I find definitions of the 2010 SOC occupations?
12) Where can I find additional information about the SOC system?
13) When will the next SOC revision take place?
14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational categories?
Answers:
General
1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the
references to the IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
Beginninng with the 2012-13 IPEDS HR survey, the references to EAP, Salaries, and Fall Staff are no longer
used; however, parts are still used. Please refer to the parts for the 2012-13 IPEDS HR survey carefully
since they may have changed from previous years.
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2) Why has NCES changed the occupational categories in the IPEDS HR survey?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the
2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational
categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher
Education General Information Survey (HEGIS) remained basically the same for over two decades. (The
2010 SOC reflects changes in the workforce over the last decade.)
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3) 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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4) 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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5) 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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6) How often are data for the IPEDS HR survey collected?
1.
2.
In even-numbered years such as Fall 2012, the reporting of race/ethnicity data in the IPEDS HR survey is
optional; however, the reporting of all other applicable data in the IPEDS survey is required. (During evennumbered years, IPEDS simply serves as a reporting mechanism for those institutions that are required to
provide race/ethnicity data annually to their states or to other agencies.)
In odd-numbered years such as Fall 2011, the reporting of all applicable data (inlcuding race/ethnicity) in the
IPEDS HR survey is required.
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7) What is the period of reporting for the HR component?
The period of reporting is intended to provide a snapshot of your human resources/payroll data at one point
in the fall.
• With the exception of the part that is collected on full-time permanent new hires from degree-granting institutions that
have 15 or more full-time staff, institutions should report persons on the payroll of the institution as of November 1,
2012 in the 2012-13 IPEDS HR component. (For more details on who to include and exclude from the HR component,
refer to the next two FAQs or refer to the sections of the complete instructions called "Who to include in this report" and
"Who NOT to include in this report.")
• The part that is collected on new hires from degree-granting institutions that have 15 or more full-time staff has the
following reporting requirement: includes full-time permanent new hires on the payroll of the institution between July
1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who are still
on the payroll of the institution as November 1, 2012. For additional details about new hires, refer to the complete set
of instructions.
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8) What type of staff should be included in the IPEDS HR component?
The following types of staff should be included in the HR component:
•
Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
•
Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on sabbatical
leave or on leave without pay.
•
“Visiting” Postsecondary Teachers who are paid by your institution.
•
Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in the occupational
category for which they were hired.
•
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.)
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9) What type of staff should NOT be included in the IPEDS HR component?
The following types of employees should NOT be included in the HR component:
•
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 employees (hired on an ad-hoc or occasional basis to meet short-term needs).
•
Undergraduate students.
•
Students in the College Work-Study Program.
•
Staff who work strictly in hospitals associated with medical schools.
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10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR
component?
Yes. Instructional staff who provide instruction in credit and/or non-credit courses/activities should be
included in the HR component.
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11) 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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12) Do we include guest lecturers when we report to IPEDS?
If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be
included in the HR component. However, guest lecturers typically are given honoraria or lecture fees and
thus are not paid through the institution’s payroll accounts.
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13) 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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14) 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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15) What do you mean by “medical school” staff?
Staff employed by or staff working in the medical school (M.D. and/or D.O.) component of a postsecondary
institution or in a freestanding medical school. Does not include staff employed by or employees working
strictly in a hospital associated with a medical school or those who work in health or allied health schools or
departments such as dentistry, veterinary medicine, nursing, or dental hygiene unless the health or allied
health schools or departments are affiliated with (housed in or under the authority of) the medical school.
(The medical school pages are applicable to institutions with M.D. and/or D.O. programs only.)
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16) How do I know if my data are consistent across certain 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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17) 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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18) 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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19) 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 tenure eligibility should be reported in the IPEDS occupational
category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category.
Postdoctoral research associate, because they do not have faculty status, would be reported in the Without
faculty status category.
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20) If a person currently employed by an institution accepts a new full-time position within the institution, is that
person considered a new hire?
NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on
the payroll of the institution between July 1 and October 31, 2012 either for the first time (new to the
institution) or after a break in service AND who are still on the payroll of the institution as November 1,
2012. Also, new hires do not include persons who have returned from sabbatical leave or full-time
Postsecondary Staff who are working less-than-9-month contracts.
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21) 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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22) Are salary data collected from all institutions?
No. Salary data are collected from degree-granting institutions only, unless one or more of the following are
true:
•
•
•
•
All
All
All
All
instructional
instructional
instructional
instructional
staff
staff
staff
staff
are employed on a part time basis.
are military personnel.
contribute their services (e.g., are members of a religious order).
teach pre-clinical or clinical medicine.
All applicable institutions are required to complete the Salaries section annually.
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.
.
.
IPEDS and SOC
1) Why has NCES changed the occupational categories in the IPEDS HR survey?
The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the
2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational
categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher
Education General Information Survey (HEGIS) remained basically the same for over two decades. (The
2010 SOC reflects changes in the workforce over the last decade.)
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2) 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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3) 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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4) 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.
[The previous statement relates to the SOC Classification Principle #2. There are nine Classification
Prnciples in total and they form the basis on which the SOC system is structured. The previous SOC manual,
which was the 2000 SOC Manual, had a similar classification principle, which also included “licensing” and
“credentials;” however, licensing and credentials are no longer included in the updated principle. For a
complete list of the 2010 SOC Classification Principles, refer to the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.]
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5) How is the SOC structured?
The SOC is a tiered occupational classification system with four levels: major group, minor group, broad
occupation, and detailed occupation. The 23 major groups are broken down into 97 minor groups, followed
by 461 broad occupations, and finally 840 detailed occupations.
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6) Is there additional information on classifying and coding supervisors and managers?
For additional information on classifying and coding supervisors and managers, refer to the "2010 SOC
Classification Principles" and the "2010 SOC Coding Guidelines," which are listed in the 2012-13 IPEDS HR
instructions.
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7) Which staff comprise the new Postsecondary Teachers category?
Beginning with the 2012-13 IPEDS HR component, the new term Postsecondary Teachers was introduced.
Non-degree-granting institutions report Postsecondary Teachers in the single category called "Postsecondary
Teachers" while degree-granting institutions report Postsecondary Teachers separately by the following
functions:
•
•
•
•
Instruction
Instruction combined with research and/or public service
Research
Public Service
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8) How is data on library-related occupations collected?
Beginning with the 2012-13 IPEDS HR component, non-degree-granting institutions report library-related
occupations in the single category called "Librarians, Curators, and Archivists." Degree-granting institutions
that have 15 or more full-time staff members report library-related occupations separately as:
•
•
•
Archivists, Curators, and Museum Technicians
Librarians
Library Technicians
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9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity;
however, recently, the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the
other half of his time preparing timecards and other duties generally performed py payroll clerks. What occupational
category should I place this person in the IPEDS HR survey?
First, the scenario described in this case is similar to the SOC Coding Guideline #2, which states, 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. There are six SOC Coding Guidelines
and they are intended to assist users in consistently assigning SOC codes and titles to survey responses and
in other coding activities. For a complete list of the 2010 SOC Coding Guidelines, refer to the following link:
http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.
The answer to the above question would be the IPEDS HR occupational category of "Business and Financial
Operations Occupations" for the following reasons.
• The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the person in
question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13-2011), which falls
under the SOC Major group of "Business and Financial Operations Occupations" (SOC code 13-0000).
• In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you will see
that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to the 2012-13
IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.”
[NOTE: For IPEDS purposes, there is no need to manually code CPA to "Accountants and Auditors" because
the data are not collected in IPEDS at that level.]
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10) My institution has a graduate assistant who assists with updating the website for the computer department. How
should I code this person in IPEDS?
Since this person is a graduate assistant updating websites in the computer department, include this person
as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."
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11) Where can I find definitions of the 2010 SOC occupations?
A pdf version of the 2010 SOC definitions can be found at the following website:
http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found
at the following SOC homepage under the category called “2010 SOC, Downloadable Materials:”
http://www.bls.gov/soc. 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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12) Where can I find additional information about the SOC system?
Refer to the following SOC homepage at: http://www.bls.gov/soc.
•
A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following website:
http://www.ntis.gov/products/soc.aspx.
•
The Spanish version of the 2010 SOC Manual is only available online and can be found at:
http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.
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13) When will the next SOC revision take place?
The next major review and revision of the SOC is expected to begin in 2013 in order to produce a 2018
version of the SOC.
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14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?
A newly developed IPEDS HR/SOC Information Center can be found
at: http://nces.ed.gov/ipeds/resource/soc.asp. Additional items will be added to this resource page as they
become available. For example, a tool is expected to be added that will include the 2010 SOC codes, titles,
definitions, illustrative examples along with the corresponding IPEDS occupational categories.
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15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?
IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level.
Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there
are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary
Teachers. 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 2012-13 IPEDS HR survey and the 2010
SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_201213_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of
“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.
Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”
category in the HR survey. [IPEDS does not require institutions to manually code the College President at
the detailed level.]
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16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS
occupational categories?
In most cases, no. Since the detailed occupations in the 2010 SOC with similar job duties, and in some cases
skills, education, and/or training, are grouped together, it was necessary for IPEDS to conform to the same
methodology. [Please keep in mind that the occupational data to be reported in the 2012-13 IPEDS HR
survey are reported at a higher level (e.g., major level) in most cases; however, the same general premise
applies.] Consequently, many categories such as “technical and paraprofessional” and “other professionals
(support/service)” can no longer be used. For example, for the 2011-12 IPEDS HR survey, “Dietitians and
Nutritionists” were included in the “Other Professional (support/service) category while “Dietetic Technicians”
were included in the Technical and Paraprofessionals" category. In the 2012-13 IPEDS HR survey, “Dietitians
and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational category called
“Healthcare Practitioners and Technical Occupations.” Additionally, most of the occupational categories in the
previous IPEDS HR survey included definitions at the “major” level; however, the 2012-13 IPEDS HR
occupational categories do not include definitions at the “major” level. This change was necessary to conform
to the SOC system, which only includes definitions at the detailed (e.g., lowest) level.
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2012-13 Survey Materials > Narrative Edits
date: 12/4/2012
Human Resources for non-degree-granting institutions and related administrative offices
Edit specifications for the 2012-13 IPEDS Web-Based Data Collection
Human Resources (HR) Component
Applicable to non-degree-granting institutions and related administrative offices
Note: The specifications in this document apply to the institutions listed above and related administrative offices.
Some sections and parts may not apply to your particular institution. Please read the specifications carefully to
determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
•
Screening Questions
Screening Questions
You must respond to the following screening questions. The answers given here will determine which screens your institution is
shown.
You must answer Yes or No to the following questions:
•
•
Does your institution have any part-time staff?
◦ If you select Yes, then additional screens for reporting data on part-time staff will be provided.
Do you wish to report data by gender and race/ethnicity this year?
◦ If you select Yes, screens to report data by employment status (full-time and part-time), occupational
category, gender, and race/ethnicity will be displayed, and you must complete all applicable screens.
◦ If you select No, then the screens to report data by employment status (full-time and part-time) and
occupational category will be displayed. If a screen is only applicable to certain institutions, this will be noted
in the section header.
Part A: Full-time staff
Applicable to institutions that answered No to the screening question that asks if you wish to report data by gender and
race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category. Provide totals for each of the following
occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff, page 1
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity. Provide
the following occupational categories by gender and race/ethnicity:
•
•
•
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity. Provide
the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff, page 3
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity. Provide
the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part A: Full-time staff Summary
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
A screen is provided displaying the Total for each occupational category.
Part B: Part-time staff
Applicable to institutions that answered No to the screening question that asks if you wish to report data by gender and
race/ethnicity.
On this screen, report the number of full-time staff at the institution by occupational category. Provide totals for each of the following
occupational categories:
•
•
•
•
•
•
•
•
•
•
•
•
•
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Service Occupations
Sales and Related Occupations
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff, page 1
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity. Provide
the following occupational categories by gender and race/ethnicity:
•
•
•
Postsecondary Teachers
Librarians, Curators, and Archivists
Other Teachers and Instructional Support Staff
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity. Provide
the following occupational categories by gender and race/ethnicity:
•
•
•
•
•
Management Occupations
Business and Financial Operations Occupations
Computer, Engineering, and Science Occupations
Community Service, Legal, Arts, and Media Occupations
Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff, page 3
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity. Provide
the following occupational categories by gender and race/ethnicity:
•
•
Service Occupations
Sales and Related Occupations
•
•
•
Office and Administrative Support Occupations
Natural Resources, Construction, and Maintenance Occupations
Production, Transportation, and Material Moving Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also
calculated for each gender and race/ethnicity category.
The system will perform the following edits on the data entered:
•
Edits are currently under development.
Part B: Part-time staff Summary
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender
and race/ethnicity.
A screen is provided displaying the Total for each occupational category.
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| File Type | application/pdf |
| File Modified | 2013-08-01 |
| File Created | 2013-02-15 |