OHIOBOARD OFREGENTS

To:     HEI Liaisons
From:   Rob Sheehan & Stephanie McCann
Date:   February 28, 2000
Re:     Availability of Full-Time Faculty Survey Report & Query tool
cc:     HEI Advisory Committee

The Full-Time Faculty Survey Report, based upon the activities of full-time faculty in Fall, 1998 was presented to the Resources Committee of the Board of Regents on Thursday, February 24, 2000.  The Board members responded quite positively to the information contained in this report. They encouraged us to distribute this report widely and encourage its discussion on campuses throughout the state.  This report is available in a variety of forms on the web at: http://www.regents.state.oh.us/mainpages/Board_FT_Faculty_Survey_Home.html

In addition to the printed report and related Power Point Presentation, a query tool is available to anyone on your campus.  This tool gives the user access to a great deal of aggregate data gathered throughout the survey for purposes of making queries and obtaining analyses and cross tabulations that go beyond the printed report.   Users of this query tool should note that campus identifications and individual respondent identifications were not gathered as part of the survey. The best browser to use when accessing the query tool is Netscape's Navigator.  The query tool is available at: http://hei.regents.state.oh.us/cgi-pub/hotlink?$hei_ftime_query

We offer our thanks again to the many faculty on your campus who participated in this survey.
 

Memorandum

To:         Faculty Data Area Reporters
From:     Harold Horton, Director, Information Systems and Research
              Robert Sheehan, Director, HEI Project
              Stephanie McCann, Analyst, Faculty Data Area
RE:        Refined Definitions for Annualized Salary Fields in AM and FD Files
Date:     2/4/2000

First, we want to thank those of you who contributed comments regarding the annualized salary fields in the All Employee (AM) and Faculty Demographics (FD) files. Those comments have helped us re-evaluate the definitions for annualized salaries, and re-examine our needs for part-time salary data in general.  As a result of your suggestions, annualized salaries are not being requested for part-time employees and are being clarified for full time employees.  The new definitions for annualized salaries and the new requirements for total salaries should provide better data as well as (hopefully) a lighter reporting burden. Please visit the newly revised data submissions documents for complete information regarding data reporting. A summary of the changes regarding salary data are provided below.

AM Salary Data

The AM salary data are salary as of October 1 of any year.  This is a meaningful datapoint for most non-faculty but more problematic for faculty who may be hired for one or more terms.  You may recall that we initially intended the salary fields in the AM file to be just for non-faculty, but we were advised that some campuses would find it easier to put all salaries there.  In light of that, be advised that we will strip out salary data for faculty at the point of loading data to the database.  If you wish, you can report NA for peoplMarch 21, 2005

As for non-faculty members who are full-time, please report an annualized "base" salary. That salary should reflect the contract amount for that employee. See the complete definition at: http://regents.ohio.gov/hei/datasubdoc/faculty/production/amfile.html

At your suggestion, we are not asking for an annualized salary for part-time employees. For part-time employees, report NA in the annualized salary field.

FD Salary Data

The FD salary data are entire salary for previous fiscal year.  In the FD file, for both part-time and full-time employees, report the actual amount paid to the employee in the Total Salary field. The Annualized Base Salary field is for full-time employees only (for part-time employees, report NA). This field should reflect the base contract pay exclusive of overloads, special payments, and summer assignments. Salaries reported for 9-10 month employees should reflect service during two semesters, two trimesters or three quarters. If a faculty member is full-time, but worked for less than a full year, annualize the contract amount of the salary (if the employee is reported as 9 month, use a nine month scale; if the employee is reported as 12 month, use a twelve month scale). Do not provide annualized salaries for part-time employees,enter NA.

For a fuller definition, please review the data submission document at:

http://regents.ohio.gov/hei/datasubdoc/faculty/production/fdfile.html

The data submissions documents have been updated to reflect these changes. In the data submissions documents you will see links to examples that reflect real cases that people have asked about. We wil add to these examples as appropriate.

If you have further questions on this field, please send email to Stephanie at smccann@regents.state.oh.us.
 

Memorandum

Faculty Data Reporters,

The edit window is now open for the All Employee (AM) and Faculty Demographics (FD) files. The window is open from December 1st through December 31.

If you have questions about submitting these files, please contact Michael Long at mlong@regents.state.oh.us.
 

Thanks

Michael Long
 

Memorandum

To: HEI Liaisons
      Data Reporters
      Advisory Committee Members
From: Harold Horton, Director, HEI
          Stephanie McCann, Assistant Director, HEI
RE: 3 New HEI Features

Liaisons, Data Reporters, Advisory Committee Members,

I'm writing to introduce three new features that have been recently added to the HEI Web pages.

First, the HEI File Submissions Schedule Query can now be reached via a link at the bottom of the File Submission Schedule Request page (located at: http://hei.regents.state.oh.us/cgi-pub/subschedule). We developed this query in response to requests from campus liaisons. In particular, we heard from some liaisons that they would like a facility that would provide a single page with all of the submission dates for files. Such a facility would keep representatives from having to print out a different page for each data area by using the regular submission schedule page. Using the new File Submission Schedule Query, you can now select all data areas for which you would like to see edit window dates and the information is returned to you in a single page.

Second, we have recently added the Faculty Demographics query to the Restricted Queries page. Those of you who have access to the HEI restricted queries can now run queries on Faculty Demographics (FD) data.

Third, and finally, we have added a second facilities utilization query to the Restricted Queries page. This query is called Facilities Utilization--All Activity. Using this query, campus representatives (with restricted query access) can run utilization statistics for their own institution. The query uses the formula that we will be using in the utilization report in February. We hope that you will find it useful for running statistics by building or room.

If you have questions or feedback regarding any of these new features, please contact me at smccann@regents.state.oh.us.

Memorandum

RE: Netscape Communicator 6.0
Date: Thu, 18 Jan 2001
From: Harold Horton

HEI Contacts:

This is to inform you that some data reporters who are accessing HEI with Netscape Communicator version 6.0
have experienced problems with HEI facilities. Based upon our preliminary investigation of version 6.0, we have
discovered some incompatibility issues and recommend that you do not use version 6.0 to access HEI. The
preferred web browser is still Netscape Communicator version 4.0 to 4.75.

We will continue to research this issue and will inform all users when version 6.0 can be used to access HEI.
For your information the URL for downloading version 4.75 is
http://home.netscape.com/download/archive/client_archive47x.html.

Thanks,
Harold Horton
Director, HEI
Ohio Board of Regents
hhorton@regents.state.oh.us

Memorandum

Subject:    Guidelines for HEI file changes and/or additions
Date:     Fri, 16 Mar 2001 12:31:46 -0500
From:     Harold Horton <hhorton@regents.state.oh.us>
To:        "dracl_contacts@hei.regents.state.oh.us" <dracl_contacts@hei82.regents.state.oh.us>

HEI Contacts:

At our last meeting, the HEI Advisory Committee recommended that we post on the web Regents guidelines for HEI file

changes and/or additions. HEI staff began using these guidelines over two years ago, but we are now making them
available on the Web for public access.

You can now access the guidelines from the HEI home page at: http://regents.ohio.gov/hei/guidelines.html.
Please note that we will make every attempt to adhere to the guidelines but there may be certain legislative mandates,
requests or other circumstances that cause a departure from these guidelines. Please also note that we have also
posted a summary of scheduled future and past file changes and/or additions along with the guidelines. Please contact
me at hhorton@regents.state.oh.us if you have any questions or comments.

Thanks.
 
 

Memorandum

To: Facilities, Faculty, and Financial Data Reporters

CC: HEI Liaisons

From: Harold Horton, Director, HEI

Stephanie McCann, Assistant Director, HEI

David Smith, Analyst, HEI

Date: May 12, 2003

RE: Facilities, Faculty, and Financial Email Addresses and Welcome David Smith

To expedite our response to your questions regarding facilities, faculty and financial data areas, we have established three new email addresses. When you have questions about any of these three data areas, please send those questions to the appropriate email alias below:

Facilities questions should be directed to hei-facilities@regents.state.oh.us
Faculty questions should be directed to hei-faculty@regents.state.oh.us
Financial questions should be directed to hei-financial@regents.state.oh.us

Please use these email addresses when you have questions about:

Files being edited or loaded
File warnings or errors that you receive
Facilities, Faculty, or Financial queries or query results
Data Input Site
File Submission Schedules
Verification tables
File policy definitions or interpretations
Facilities, Faculty, or Financial Reports

By using these email addresses, we can be sure that your email gets to the appropriate person and that an answer gets back to you quickly.

I also want to introduce David Smith. David is our new analyst for faculty, facilities and financial files. He replaces Michael Long. David previously worked at Columbus State Community College in the IR department. We are very pleased to have him on our staff. He can be reached using any of the email aliases above, at his email address dsmith@regents.state.oh.us or by phone at 614 644-6859.

M E M O R A N D U M  

To:              Faculty-Staff Data Reporters, HEI Liaisons

From:          David Smith, Analyst, Higher Education Information System (HEI)

Date:           May 6, 2004

Subject:      2003 Faculty-Staff Basic Data Series (BDS) Report Available

The 2003 Faculty-Staff BDS Report is available at http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes

The 2003 BDS Faculty-Staff Reports provide information on campus employee and faculty members for the fiscal year. The reports illustrate all employee staffing by major fund group and appointment status, all employee staffing by work category and appointment status, headcount by faculty rank and appointment status, headcount by faculty rank and degree certificate, and average annual salary by faculty rank.

If you have any questions feel free to contact me using the information below.

---
David Smith
HEI Analyst (Financial, Faculty & Facilities)
The Ohio Board of Regents
57 East Main Street, 4th Floor 
Columbus, Ohio 43215
dsmith@regents.state.oh.us
Phone: 614.728.2300
Fax: 614.728.0102

M E M O R A N D U M

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Last updated May 6, 2004