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Langford stated that the goal of the meeting was to draw upon the experience of the pilot project to strengthen each of the four submission files, and to present a Web version of the data submissions document to the larger body of campus representatives who will be attending the August 28 statewide consultation. The data submissions document that is approved at the statewide consultation will be used during the Faculty-Staff practice period beginning later this fall.
[Note: The Draft Practice Period Data Submissions document for the Faculty-Staff Data Area reflects changes that were discussed and adopted during this and previous pilot project meetings and during HEI staff discussions.]
Individuals not reported in the Faculty and Instructional Non-faculty Demographics (FD) file would include those for whom a generic Regents-specified Faculty Identifier (such as "Agency," "ROTC," "Shared," or "Volunteer") is used in the Course Sections Taught (ST) file. All individuals 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. Those individuals identified in the Course Sections Taught (ST) file with a generic identifier would not have a record in the Faculty and Instructional Non-faculty Demographics (FD) file. When course instructors are unable to be individually identified, a generic identifier should be used. Data reporters will not use 000000000 or any other institution-assigned Faculty Identifier in the Course Sections Taught (ST) file when instructors' identities are not known.
Faculty who have an SSN or institution-assigned Faculty Identifier in the Course Sections Taught (ST) file but who are not paid, will have a record in the Faculty and Instructional Non-faculty Demographics (FD) file, and they will be reported in the Faculty and Instructional Non-faculty Funding (FF) file with zero salary. Only volunteer faculty who are unable to be individually identified will have a generic "volunteer" identifier in the Course Sections Taught (ST) file and not have a record in the Faculty and Instructional Non-faculty Demographics (FD) file or in the Faculty and Instructional Non-faculty Funding (FF) file.
The field name, "Highest Rank During Year," was changed to "Faculty Rank." The field description will indicate that the faculty member's latest rank during the fiscal year being reported will be the value that is used. The Faculty Rank categories will be used for full-time and part-time faculty.
Participants agreed to add "Not Reported" as a value to the Sex field in the Faculty and Instructional Non-faculty Demographics (FD) file.
The "Administrator" field is used to indicate a person who is categorized as an administrator by the college or university and whose full-time function is not teaching. The teaching activities of an administrator may be performed as part of the administrator's responsibilities and not through a separate work assignment or contract, or they may be performed as part of a separate work assignment or contract.
· Salary from Unrestricted Instructional & General (I&G)
Funds
· Salary from Restricted Instructional & General (I&G)
Funds
· Fringe Benefits from Unrestricted Instructional & General
(I&G) Funds
· Fringe Benefits from Restricted Instructional & General
(I&G) Funds
The reported values for fringe benefits may be calculated using a percentage of salary.
There was discussion about whether institution-level (rather than campus-level) reporting would be sufficient for Resource Analysis purposes for all community colleges. Currently, in Uniform Information System (UIS) reporting, the three Ohio community colleges with multiple campuses are reporting faculty financial data at the institution level and do not prorate individual faculty salaries. There will be further discussion to determine whether institution-level reporting of faculty financial data in the Faculty and Instructional Non-faculty Funding (FF) file will apply to all community colleges.
Agency: Use this category when the instructor is contracted through an outside corporate or government agency.Participants agreed to add two additional categories to the Course Section Type: Field Experience (FE) and Studio (ST).ROTC: Use this category when the instructor is employed by the ROTC.
Shared: Use this category when the instructor is a faculty member employed by another institution, and the instructor is participating in shared (or co-located) campus instruction.
Volunteer: Use this category when the individual is not paid and is unable to be individually identified. If the individual is not paid and has a SSN or institution-assigned identifier, do not use this generic category.
Field Experience (FE) would include planned, paid work activity which relates to an individual student's occupational objectives, such as Geology or Archaeology, and which is taken in lieu of elective or required courses in his/her program with the permission of a faculty advisor. The experience is coordinated by a faculty member of the college who assists the student in planning the experience, visits the site of the experience for a conference with the student and his/her supervisor at least once during the quarter or semester, and assigns the course grade to the student after the appropriate consultation with the employer/supervisor.
Studio (ST) would be available to describe music, performance art, and theater courses.
Participants agreed that campuses may report the Course Section Type and Technology in Instructional Delivery fields as an individual faculty member's relationship to a course section in instances where more than one faculty member shares responsibilities for multiple Course Section Types or Technology in Instructional Delivery categories. For example, if a single Section Identifier encompasses three Course Section Types such as lecture, recitation, and lab, and faculty members can be individually identified with each of the Course Section Types, then an institution may report the specific Course Section Types associated with the individual faculty members.
While some participants preferred maintaining the current approach of selecting a primary Major Fund Group, Work Category, Appointment Status, Pay Type, and Contract Salary/Wages for individual employees, others indicated that a fuller picture of employment activity would be provided if campuses reported a record of each job assignment or employee contract. Some participants indicated that during the pilot project it required more work for them to determine a primary category than it would have been to provide all the records of individuals with multiple job assignments.
Participants recommended the submission of a separate annual summary report on student workers, consisting of categories modeled after the Academic and Non-academic Personnel Inventory (ANAPI) used in UIS reporting. Other participants suggested adding "Student Workers" to the Work Category of the existing All Employee (AM) file. There was no recommendation about how to report student workers, although it was indicated that there are State expectations that employment information about student workers will be collected by the Board of Regents.
Langford suggested that limitations in the current structure of the All Employee (AM) file may be the result of attempting to model the file too closely after the Fall Staff IPEDS reports required by colleges and universities. He offered HEI's recommendation to permit the reporting of more than one record for individuals who have multiple job assignments. In addition, there was a suggestion to consider a retrospective annual file submission rather than a "snapshot" taken early in the reporting year. A retrospective file submission would not be directly linked to IPEDS reporting, and could include "Student Workers" in the Work Category. In addition, such a file, prepared after the fiscal year had concluded, could provide more than one record per employee. An annual retrospective submission with the capability of multiple employee records would not necessitate the proration of employee salaries since individual contracts could be reported as separate records. Participants agreed to continue discussion of the file structure at the August 28 statewide consultation.
A pilot participant volunteered to submit data containing multiple records for employees with more than one job appointment, allowing HEI to study the difference between collecting a primary Major Fund Group and collecting multiple records for employees at one institution.
The description of the Contract Salary/Wages field will indicate that the salary amount to be reported is for the period of the contract. For full-time employees who have an annual contract, the annual salary is reported. An annual salary of $48,500 would be reported as 04850000, indicating an implied decimal point two places from the right.
For part-time employees who have a contract for one term, the salary amount for the term is reported. Because the file provides a "snapshot" during the fall term, part-time employees on term contracts may not yet have contracts for winter and spring terms, so extrapolated annual salaries are not to be reported for part-time employees. A term salary of $750 would be reported as 00075000, indicating an implied decimal point two places from the right.
The wage amount to be reported is the hourly rate, not the total wage earnings for the term or year. An hourly wage of $8.75 would be reported as 00000875, indicating an implied decimal point two places from the right.
Participants agreed to add "Not Reported" as a value to the Sex field
in the All Employee (AM) file.
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http://regents.ohio.gov/hei/faculty/notes/fspilot080797notes.html
Last updated May 4, 1998