OHIO BOARD OF REGENTS

HEI Financial Data Submissions

Faculty and Instructional Non-faculty Funding (FF) File
Revised September 28, 2004

File Description

The Faculty and Instructional Non-faculty Funding (FF) file contains at least one record for each person who was employed as a faculty member at any time during the year, regardless of whether he or she taught courses. In addition, there is at least one record for each person who is not a faculty member but who taught courses at any time during the year. There will be more than one record when the individual is paid by more than one campus or by more than one funding unit.

All individuals, paid or unpaid, who are identified by a federally assigned Social Security Number (SSN) or an institution-assigned identifier in the Course Sections Taught (ST) file, must have a record in the Faculty and Instructional Non-faculty Funding (FF) file.

Do not include in the Faculty and Instructional Non-faculty Funding (FF) file individuals for whom a Faculty Generic Identifier ("AGENCY," "ROTC," "SHARED," "VOLUNTEER," or "OTHER") is used in the Course Sections Taught (ST) file.

Submission Schedule

The window for this file is October 1 - February 3.

Capture Date

The capture date for the Faculty and Instructional Non-faculty Funding (FF) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Faculty and Instructional Non-faculty Funding (FF) file must be submitted after the Spring submission of the Course Sections Taught (ST) file and after the Funding Unit Expenditure (FX) file and Faculty Demographics (FD) file. A pay record should exist in the FF file for each instructor who has a specific individual Faculty Identifier in the ST file. The sum of salaries and benefits by funding unit in the FF must be less than or equal to the sum of salaries and benefits for the funding unit as reported in the Funding Unit Expenditure (FX) file. A Faculty Demographics (FD) record must exist for each faculty member in the FF file.

Data Fields

Field Name	Field Attributes and Procedures	Data Format
Campus	Enter a campus code from Institution/Campus Codes.	Alphabetic 4 characters Columns 1-4
Faculty Identifier	Enter the federally assigned Social Security Number (SSN) or institution-assigned identifier.	Alphanumeric 9 characters Columns 5-13
Funding Unit	Enter the institution-determined identifier.	Alphanumeric 30 characters Columns 14-43
Salary from Unrestricted Instruction & Department Research	Enter amount paid during the fiscal year by the funding unit for the faculty member.	Numeric 7 characters Columns 44-50
Salary from Restricted Instruction & Departmental Research	Enter amount paid during the fiscal year by the funding unit for the faculty member from restricted funds.	Numeric 7 characters Columns 51-57
Fringe Benefits from Unrestricted Instruction & Departmental Research	Enter amount of fringe benefits paid from unrestricted funds during the fiscal year by the funding unit for the faculty member.	Numeric 7 characters Columns 58-64
Fringe Benefits from Restricted Instruction & Departmental Research	Enter amount of fringe benefits paid from restricted funds during the fiscal year by the funding unit for the faculty member.	Numeric 7 characters Columns 65-71
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 72

Definitions and Descriptions of Data Fields

Campus: This four-character Regents abbreviation uniquely identifies the campus (or branch) within an institution. Cuyahoga Community College and Southern State Community College will enter CYCC and SSCC, respectively, in the campus fields of all records within the Faculty and Instructional Non-faculty Funding (FF) file.

Faculty Identifier: This nine-digit alphanumeric field can be the faculty member's (or instructional non-faculty individual's) SSN or an institution-assigned identifier. All identifiers will be masked and assigned a Regents identifier.

Funding Unit: This is a 30-character institution-assigned designation for the fiscal unit that pays the instructor. For each funding unit entered in the Faculty and Instructional Non-faculty Funding (FF) file, there must be a corresponding funding unit indicated in the Funding Unit Expenditure (FX) file. If the Salary from Unrestricted Instructional & General (I&G) Funds and the Salary from Restricted Instructional & General (I&G) Funds equal zero, then enter NA (not applicable) for the Funding Unit.

Salary from Unrestricted Instruction & Departmental Research: The amount paid during the fiscal year by the identified funding unit for the identified faculty member. Use the stipend (not fee waivers) for Graduate Assistants (GAs). If no unrestricted funds are paid to the identified faculty member, report zero.

The salary of department chairs and other department-level administrators who also teach may be split between the instructional part and the administrative part or have zero salary allocated to instruction. They should not have all of their salary in instruction. The salaries of campus-level administrators, such as presidents, provosts, college administrators, librarians, registrars, campus planners, etc., may also be split between the instructional part and the administrative part or have zero salary allocated to instruction. Splitting the salaries of departmental researchers and instructors who teach in multiple departments is optional.

Salary from Restricted Instruction & Departmental Research: The amount paid during the fiscal year by the identified funding unit for the identified faculty member from restricted funds. If no restricted funds are paid to the identified faculty member, report zero. See above for prorating salaries of department chairs, campus-level administrators, departmental researchers, and instructors who teach in more than one department.

* Include endowments; exclude funds outside of I&G, such as sponsored research and public service.

Fringe Benefits from Unrestricted Instruction & Departmental Research: The amount of fringe benefits paid from unrestricted funds during the fiscal year by the funding unit for the faculty member. The reported amount of fringe benefits may be determined from a calculation using a percentage of salary. If no fringe benefits are applicable, enter zero.

Fringe Benefits from Restricted Instruction & Departmental Research: The amount of fringe benefits paid from restricted funds during the fiscal year by the funding unit for the faculty member. The reported amount of fringe benefits may be determined from a calculation using a percentage of salary. If no fringe benefits are applicable, enter zero.

Return to Financial Files

http://regents.ohio.gov/hei/datasubdoc/financial/practice/fffile.html
Last updated September 28, 2004