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All individuals, paid or unpaid, who are identified by a Social Security Number or an institution-assigned identifier in the Course Sections Taught (ST) file, must have a record in the Faculty and Instructional Non-faculty Demographics (FD) file.
Do not include in the Faculty and Instructional Non-faculty Demographics (FD) file individuals for whom a Faculty Generic Identifier ("AGENCY," "ROTC," "SHARED," "VOLUNTEER," or "OTHER") is used in the Course Sections Taught (ST) file.
| Field Name | Field Attributes and Procedures | Data Format |
| Faculty Identifier | Enter SSN or institution-assigned identifier. | Alphanumeric
9 characters Columns 1-9 |
| Institution Assigned Identifier Switch | Enter Y if the identifier is assigned by the
institution, and is not a federally assigned SSN.
Enter N if the identifier is an SSN assigned by the federal government. |
Alphabetic
1 character Column 10 |
| Appointment Status | Enter a code from Appointment Status Codes. | Alphanumeric
2 characters Columns 11-12 |
| Tenure Status | Enter a code from Faculty Tenure Codes. | Alphabetic
2 characters Columns 13-14 |
| Faculty Rank | Enter a code from Faculty Rank Codes. | Alphabetic
2 characters Columns 15-16 |
| Work Category | Enter a code from Work Category Codes. | Alphabetic
2 characters Columns 17-18 |
| Total Salary (I&G plus non-I&G) | Enter to the nearest dollar (no decimals) the total salary amount paid to the individual for the fiscal year. | Numeric
7 characters Columns 19-25 |
| Total Fringe Benefits (I&G plus non-I&G) | Enter to the nearest dollar (no decimals) the total amount of the individual's fringe benefits accrued during the fiscal year. | Numeric
7 characters Columns 26-32 |
| Annualized Base Salary | Enter to the nearest dollar (no decimals) annualized salary for salaried employees. | Alphanumeric 7
characters Columns 33-39 |
| Highest Degree Earned | Enter a code from Highest Degree Codes. | Alphabetic
1 character Column 40 |
| Year of Birth | Enter year in which the individual was born. Enter UNKN if the year is not known. | Alphanumeric
4 characters Columns 41- 44 |
| Sex | Enter a code from Sex Codes. | Alphabetic
1 character Column 45 |
| Race/Ethnicity | Enter a code from Racial/Ethnic Codes. | Alphabetic
2 characters Columns 46-47 |
| Delete Switch | Enter Y if the record is to be deleted from the database. Otherwise, enter N. | Alphabetic
1 character Column 48 |
Definitions and Descriptions of Data Fields
Faculty Identifier: This nine-digit alphanumeric field contains the faculty member's (or instructional non-faculty individual's) SSN or an institution-assigned identifier. All identifiers will be masked and assigned an Regents identifier.
Institution Assigned Identifier Switch: Enter Y if the identifier is assigned by the institution, and is not a federally assigned SSN. Enter N if the identifier is a SSN assigned by the federal government.
Appointment Status: The length of employment indicated in the faculty contract or formal agreement as opposed to the schedule according to which salary checks might be issued. For individuals with more than one appointment, enter the one which corresponds to the primary responsibility reported in the Work Category field. Use the institution's definition of part time and full time to select the two-character code that indicates Full Time (9/10 month) (09), Full Time (11/12 month) (11), Part Time (PT), or Graduate Assistant (GA). Graduate Assistant includes graduate teaching assistants, graduate assistants, and graduate research assistants. Clinicals and other medical appointments are reported as either full time or part time.
Tenure Status: For faculty at tenure-granting institutions, indicate whether the faculty member is tenured (TE), tenure-track (but has not yet received tenure) (TT), or non-tenure-track (NT). Tenure-track implies that a faculty member is tenure eligible. For faculty at institutions which do not grant tenure, report NT. Do not leave the field blank. Faculty with Continuing Contracts are reported as tenured (TE); adjuncts are reported as non-tenure-track (NT). HEI will maintain an institution tenure-granting table, indicating whether an institution does or does not grant tenure to its faculty.
Faculty Rank: Using the categories below, report the latest rank held by full-time and part-time faculty during the fiscal year being reported. If an individual's rank changed during the year, report the ending rank.
Assistant Professor (AS): One who holds the rank of assistant professor and is engaged in professional work related to the instructional, research, or public service function of the institution. This category should include the instructional assignment of a departmental chair with the faculty rank of assistant professor.
Instructor (IN): One who holds the rank of instructor and is engaged in professional work related to the instructional function of the institution.
Lecturer (LE): One who holds the rank of lecturer and is engaged in professional work related to the instructional function of the institution.
Other (OT): This category is used to designate faculty and non-faculty instructors of record for whom the aforementioned categories do not apply. Institutions which do not have ranks for part-time faculty will use this category.
No Academic Rank (NR): This category is used by institutions that do not have standard academic ranks.
Unknown (UK): It is expected that the Faculty Rank for all full-time individuals will be known and reported, using the categories above. Use this category only for individuals whose rank is not known at the time of reporting.
Faculty (Instruction/Research/Public Service) (FA): Report all persons whose specific assignments customarily are made for the purpose of conducting instruction, research, or public service as a principal activity (or activities), and who hold academic-rank titles of professor, associate professor, assistant professor, instructor, lecturer, or the equivalent of any of these academic ranks. If their principal activity is instructional, report in this category deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or the equivalent). Do not include student teachers or research assistants here, but report them in Instruction/Research Assistants.
Instruction/Research Assistants (IR): Report all students employed on a part-time basis for the primary purpose of assisting in classroom or laboratory instruction or in the conduct of research. These positions are typically held by graduate students having titles such as teaching assistant, teaching associate, teaching fellow, or research assistant. Exclude any student in the College Work-Study Program. Employees hired on a full-time basis (not students) are to be reported as Other Professionals.
Other Professionals (Support/Service) (OP): Report all persons employed for the primary purpose of performing academic support, student service, and institutional support activities, whose assignments would require either college graduation or experience of such kind and amount as to provide a comparable background. Include employees such as librarians, accountants, systems analysts, computer programmers, and coaches.
Technical and Paraprofessionals (TP): Report all persons whose assignments require specialized knowledge or skills which may be acquired through experience or academic work, such as offered in many two-year technical institutes, junior colleges, or through equivalent on-the-job training. Include computer programmers (with less than a bachelor's degree) and operators, drafters, engineering aides, junior engineers, mathematical aides, licensed practical or vocational nurses, dietitians, photographers, radio operators, scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical sciences), and similar occupational activity categories which are institutionally defined as technical assignments.
Clerical and Secretarial (CS): Report all persons whose assignments typically are associated with clerical activities or are specifically of a secretarial nature. Include personnel who are responsible for internal and external communications, recording and retrieval of data (other than computer programmers) and/or information and other paperwork required in an office, such as bookkeepers, stenographers, clerk-typists, office-machine operators, statistical clerks, payroll clerks, etc. Include also sales clerks such as those employed full time in the bookstore and library clerks who are not recognized as librarian.
Skilled Crafts (SC): Report all persons whose assignments typically require special manual skills and a thorough and comprehensive knowledge of the processes involved in the work, acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Include mechanics and repairers, electricians, stationary engineers, skilled machinists, upholsterers, carpenters, compositors, and typesetters.
Service/Maintenance (SM): Report all persons whose assignments require limited degrees of previously acquired skills and knowledge and in which workers perform duties which result in or contribute to the comfort, convenience, and hygiene of personnel and the student body or which contribute to the upkeep and care of buildings, facilities, or grounds of the institutional property. Include chauffeurs, laundry and dry cleaning operatives, cafeteria and restaurant workers, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, construction laborers, and security personnel.
Total Fringe Benefits (I&G plus non-I&G):Enter to the nearest dollar (no decimals) the total amount of the individual's fringe benefits accrued during the fiscal year. I&G includes expenditures for Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance. Non-I&G includes expenditures for sponsored research and auxiliaries.
Annualized Base Salary: For employees reported as Full Time (9/10 month) (09), Full Time (11/12 month) in the Appointment Status field, enter the base salary as provided in the employee's contract. Generally, this amount should be exclusive of additional part-time, summer, and overload assignments; also exclude research grants and administrative stipends. Salaries reported for 9-10 month employees should reflect service during two semesters, two trimesters or three quarters. The only time summer assignments should be included is if the faculty member is reported as Full Time (11/12) and summer is part of their contract. Annualized salaries should include pay for one year, even if the individual worked for less than one year. If a person worked for less than a year, is reported as a Full Time (9/10 month) appointment status, use the 9/10 month contract salary; if a person worked for less than a year, is reported as a Full Time (11/12 month) appointment status, use the 11/12 month contract salary. In some cases the annualized salary will be identical to the total salary. Do not include cents, but annualize to the nearest dollar. For example, a salary of $15,750 should be reported as 0015750.
For employees reported as Part Time (PT), or Graduate Assistant (GA) in the Appointment Status field, enter NA.
For more examples see the case law page.
Highest Degree Earned: The following categories reflect the highest degree earned:
Associate's Degree (A): An award that normally requires at least two but less than four years of full-time equivalent college work.
Bachelor's Degree (B): An award (baccalaureate or equivalent degree, as determined by the Secretary, U.S. Department of Education) that normally requires at least four but not five years of full-time equivalent college-level work. This includes all bachelor's degrees conferred in a five-year cooperative (work-study plan) program. Also, it includes bachelor's degrees in which the normal four years of course work are completed in three years.
Master's Degree (M): An award that requires the successful completion of a program of study of at least the full-time equivalent of one but not more than two academic years of work beyond the bachelor's degree.
Education Specialist (E): A post-master's degree that normally requires at least 30 semester or 45 quarter credit hours (one year of full-time graduate study) beyond the master's degree, but less than the doctoral degree. The specialist degree is recognized as a professional area of study designed to increase competency in a specific area of expertise. This degree is awarded in educational specializations such as curriculum, superintendency, central administration, principalship, higher education, human services, and educational psychology.
Doctoral Degree (D): The highest award a student can earn for graduate study. The doctoral (or doctor's) degree classification includes such degrees as Doctor of Education, Doctor of Juridical Science, Doctor of Public Health, and the Doctor of Philosophy degree in any field such as agronomy, food technology, education, engineering, public administration, ophthalmology, or radiology. For the Doctor of Public Health degree, the prior degree is generally earned in the closely related field of medicine or in sanitary engineering.
Professional Degree (P): The category of Professional Degree (P) contains the following degrees: M.D. (Doctor of Medicine); D.O. (Doctor of Osteopathy); O.D. (Doctor of Optometry); J.D. (Juris Doctor); LL.D. (Doctor of Law); D.D.S, (Doctor of Dental Science, Doctor of Dental Surgery); D.V.M. (Doctor of Veterinary Medicine).
None of the Above (N): Use this category to indicate that none of the previous categories describes the highest degree earned. If more than 10 percent of the submission records use this category, a warning or error may result during the data submission process.
Asian or Pacific Islander (AS): A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, American Samoa, India, and Vietnam.
Hispanic (HS): A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.
White, non-Hispanic (WH): A person having origins in any of the original peoples of Europe, North Africa, or the Middle East (except those of Hispanic origin).
Nonresident Alien (NR): 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. Resident aliens who are not citizens or nationals of the United States and who have been lawfully admitted for permanent residence are to be reported in the appropriate racial/ethnic categories described above.
Unknown (UK): This category is used only if the employee did not select a racial/ethnic designation, and the postsecondary institution finds it impossible to place the employee in one of the aforementioned racial/ethnic categories.
http://regents.ohio.gov/hei/datasubdoc/faculty/production/fdfile.html