OHIOBOARD OFREGENTS

Definitions and Descriptions of Data Fields

Campus: This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution.

Employee Identifier: This nine-digit alphanumeric field can be either the employee's SSN or an institution-assigned 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 an SSN assigned by the federal government.

Major Fund Group: Includes Instruction and General, Separately Budgeted Research (SB), Public Service (PS), Auxiliary (AU), and Hospital (HO) funds. Select the primary expenditure category from which the employee's salary or wages come. If an individual is paid from more than one fund group, select and report one primary fund group. If the major fund group is Instruction and General, select and report one primary component within the fund group.

• Instruction and General: Includes Departmental Instruction (DI), Academic Support (AS), Student Services (SS), Plant Operation (PO), and Institutional Support (IS).
• Departmental Instruction (DI): Includes all faculty compensation and other departmental compensation.
• Academic Support (AS): Includes compensation expended for activities, the primary mission of which is to provide support services for instruction, research, and public service (e.g., might include deans, assistant deans, and associate deans.) This category includes libraries, academic administration, educational media service, museums and galleries, course and curriculum development, and ancillary support.
• Student Services (SS): This category includes funds expended for student services administration, social and cultural development, counseling, career guidance, financial aid administration, student admissions, student records, and developmental services. It does not include intercollegiate athletics.
• Plant Operation (PO): This category includes all compensation for physical plant administration, building maintenance, custodial services, utilities, and landscaping and grounds maintenance.
• Institutional Support (IS): This category contains expenditures for executive management, fiscal operations, general administration, logistical services, and community relations.
• Separately Budgeted Research (SB): This category includes all expenditures (internal as well as external funds) for activities specifically organized to produce research outcomes, whether commissioned by an agency external to the institution (restricted) or the institution (unrestricted), and includes matching funds applicable to the conditions set forth by the grant or contract from an external agency. Separately Budgeted Research funds may include soft money from contracts or grants such as those from Tech Prep or NSF.
• Public Service (PS): This category includes all funds expended for activities that are established primarily to provide noncredit designated course offerings and services beneficial to individuals and groups external to the institution.
• Auxiliary (AU): This category includes expenditures of essentially self-supporting activities. The following are examples of auxiliary enterprises: residence and dining halls, student centers, food services, bookstores, parking facilities, airports athletic facilities, and intercollegiate athletics.
• Hospital (HO): This category includes all expenditures and transfers associated with the patient care operations of the hospital.
• Work Category: Select the one work category that indicates the employee's primary responsibility.
• Executive, Administrative, and Managerial (EA): Report all persons whose assignments require primary (and major) responsibility for management of the institution, or a customarily recognized department or subdivision thereof. Assignments require the performance of work directly related to management policies or general business operations of the institution, department, or subdivision, etc. It is assumed that assignments in this category customarily and regularly require the incumbent to exercise discretion and independent judgment and to direct the work of others. Report in this category all officers holding titles, such as president, vice president, dean, director, or the equivalent, as well as officers subordinate to any of these administrators with such titles as associate dean, assistant dean, executive officer of academic departments (department heads, or the equivalent) if their principal activity is administrative.
• 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 Federal 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.

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. Use the two-character code to indicate Full Time (9/10 month) (09), Full Time (11/12 month) (11), Part Time (PT), or Graduate Assistant (GA).

Racial/Ethnic Code: Colleges and universities are strongly encouraged to collect these data. However, in the event that the student chooses not to disclose his or her race or this datum is not otherwise available, unknown is an acceptable entry. These definitions and categories are prescribed by the U.S. Department of Education. View the crosswalk between the new and old racial/ethnic codes at race_ethnicity_crosswalk.pdf

Pay Type: Enter S (salary) or W (wages).

Salary/Wages: The two right-most positions of this nine-character field are the two decimal positions (i.e., cents).

• For an hourly wage amount, please indicate amount to the nearest penny.
• For a salary amount, please use two zeroes for the cents.
• Fill with zeroes the unused positions to the left of the value entered. For example, a salary of $15,750 will be reported as 001575000. An hourly wage of $7.45 will be reported as 000000745. All nine characters of the field must contain a value. The decimal points are implied and not actually entered in the submission.
• The period covered by wages is the hour.
• Important notes: When the Appointment Status for an individual is PT (Part-time) or GA (Graduate Assistant) and the Pay Type is S (Salary), enter NA.
• When work category field is FA, enter NA (or if salary is entered, be advised that the salary data will be excluded from the database. Faculty salary data is obtained from the FD file).

Annualized Base Salary: Enter the annualized salary for employees reported as S in the Salary/Wages field. 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. This amount should be exclusive of additional part-time, summer, and overload assignments. Salaries reported for 9-10 month employees should reflect service during two semesters, two trimesters or three quarters. 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 W in the Pay Type field, enter NA.
• For employees reported as Part Time (PT), or Graduate Assistant (GA) in the Appointment Status field, enter NA.
• For employees reported as FA in the Work Category field, report NA (or if salary is entered, be advised that the salary data will be excluded from the database. Faculty salary data is obtained from the FD file).
• For more examples see the case law page.

Country of Origin: Report the country of origin for all employees reported as nonresident aliens.

Correcting Records

To correct records that were previously submitted and loaded, see the instructions in Correcting Errors in Data Files.

Return to Faculty-Staff Files

http://regents.ohio.gov/hei/datasubdoc/faculty/production/amfile.html
Last updated December 4, 2008