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Memorandum
To: Faculty Data Reporters
From: Stephanie McCann, Faculty Data Analyst
RE: 1998 All Employee (AM) Data
Date: 6/13/2000
I am writing to ask you to take a second look at some of the data from the All Employee (AM) file that you submitted last year. These data represent the snapshot of your faculty and staff as in October of 1998. Recently the data from last year's AM file was distributed in the subsidy consultation to fiscal officers. There is a proposal to use some of the counts of faculty as part of the distribution formula for a new subsidy. Upon receiving the data, two campus representatives expressed concerns that their data seem to understate the number of faculty on their campus. After contacting those institutions, we found that there were errors in their file from last year.
In light of these errors and the potentially increased significance of these data, we are asking you to take a second look at the figures from your AM file of last year. I have attached the spreadsheet that was distributed at last weeks consultation. Please bear in mind that we may be making decisions about the allocation of a new subsidy distribution based on these figures in the future, therefore, it is very important that your AM filehas all staff correctly reported in it.
Please also be advised that we may use data from the Faculty Demographics (FD) file for the faculty and staff numbers, so please also be sure that your recent FD submissions are accurate.
If you find that there are errors in your AM from last year, please contact me about resubmitting this file as soon as possible. We would like to have the correct figures for the next consultation.
Thank you for your attention to this matter.
--
Stephanie McCann, Ph.D.
Analyst
Ohio Board of Regents
30 E. Broad Street, 36th Floor
Columbus, OH 43266
Subject: AM Edit Window
Date:
Wed, 11 Oct 2000 18:13:50 -0400
From:
Stephanie McCann <smccann@regents.state.oh.us>
To:
faculty_reporters@hei.regents.state.oh.us
CC:
liaisons@hei.regents.state.oh.us
Faculty Data Reporters,
As you may recall, the All Employee (AM) file was originally designed to be submitted during an edit window of December 1-18. However, in order to allow campuses adequate time to prepare for Y2K the edit window was pushed back to March. We would now like to restore the file to a window in December. Please note that the All Employee (AM) file for 2000 will have a reporting window of December 1-30.
If you think that you will not be able to submit your AM file during the December window, please contact me so I can work with you to set up an extension.
You may wish to note then that both the 1999-2000 Faculty Demographics (FD) file and the 2000 All Employee (AM) file have reporting windows of December 1-30.
Thanks,
Stephanie
TO: Faculty Data Reporters
CC: HEI Liaisons
FROM: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
Michael Long, Analyst, Faculty & Facilities Data Area
RE: Capture Date for All Employee
(AM) File for 2001
Please note that we are changing the file description for the 2001 All Employee (AM) file to state that data should reflect activity as of November 1st (rather than the previous October 1st date). The AM file was designed to be consistent (as much as possible) with the IPEDS Fall Staff Survey. Last year it was brought to our attention that the AM file was no longer in sync with the IPEDS survey because IPEDS had begun to ask institutions to report their data "as of" November 1 (IPEDS survey instructions can be found at: http://nces.ed.gov/ipeds/form1999/S.pdf). We want to maintain consistency with IPEDS so that institutions can use the same data that they report to IPEDS when they report to HEI. In addition, campus response to the IPEDS download features for other data areas has been quite positive. By maintaining consistency with IPEDS, we hope to design a Fall Staff Survey IPEDS download that will simplify your reporting for IPEDS.
We will also change the reporting window for the AM file so that it is coincides with IPEDS winter staff data collection. Therefore, the window for the AM file is December 1, 2001 through February 1, 2002.
If you have any questions about the AM file, please contact Michael
Long at mlong@regents.state.oh.us.
TO: Faculty Data Reporters
CC: HEI Liaisons
FROM: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
Michael Long, Analyst, Faculty & Facilities Data Area
RE: New Work Category for All Employee (AM) and Faculty Demographic
(FD) Files
You may recall that the All Employee (AM) and Faculty Demographic (FD)
Files were designed to be consistent (as much as possible) with the IPEDS
faculty/staff reporting. We want to maintain consistency with IPEDS so
that institutions can use the same data that they report to
IPEDS when they report to HEI.
IPEDS has added an additional category to their Occupational Activity definitions in their Employees by Assigned Position (EAP) and Fall Staff Survey (S1) reports. The IPEDS Occupational Activity definitions are used as the basis for the Work Category codes that are used in the AM and FD file for HEI reporting. Therefore, we will add the new work category to the AM and FD files.
The new work category is called Other Administrative and you can find
it in the data submissions documents on the Web. You can access the data
submissions documents for the FD and AM from the Faculty-Staff Data Submissions
page located at:
http://regents.ohio.gov/hei/datasubdoc/faculty/fsfiles.html.
In order to address campus concerns regarding the timing of the FD submission window and the relationship of the FD to the Faculty Funding (FF) file, we have moved the FD submission window so that it will now overlap with the financial files submission window. Thus, the FD will be due between December 1, 2002 and February 3, 2003. We hope that the new submission window will make reporting of the FD file easier for campuses.
If you have any questions concerning the new work category, please contact
Michael Long at
mlong@regents.state.oh.us.
To: Faculty Data Reporters
CC: HEI Liaisons
Date: June 24, 2002
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
Michael Long, Analyst, Faculty & Facilities Data Area
RE: Removal of New Work Category for All Employee (AM) and Faculty
Demographic (FD) Files
Recently IPEDS announced that the "Other Administrative" category used during the Winter 2001-2002 collection on both the EAP and Fall Staff components will NOT be used for the Winter 2002-2003 or any subsequent collections. Please see their Web page at http://nces.ed.gov/ipeds/web2000/ThisWeekIPEDS.asp under "Other notes of interest" for their announcement.
In light of their announcement, we are also removing the "Other Administrative" category from the Work Category codes for the All Employee (AM) and Faculty Demographic (FD) Files. These changes have been made to the data submissions documents on the Web. You can access the data submissions documents for the FD and AM from the Faculty-Staff Data Submissions page located at: http://regents.ohio.gov/hei/datasubdoc/faculty/fsfiles.html.
If you have any questions concerning the work category codes, please contact Michael Long at mlong@regents.state.oh.us.
Return to AM File Questions Page
http://regents.ohio.gov/hei/datasubdoc/memos/ammemos.html
Last updated June 25, 2002