Banner Human Resources/ Position Control IPEDS Survey Handbook. Release June 2012

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1 Banner Human Resources/ Position Control Release June 2012

2 Banner, Colleague, PowerCAMPUS, Luminis and Datatel are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, DegreeWorks, fsaatlas, Course Signals, SmartCall, Recruiter, MOX, ILP, and WCMS are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question. In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Prepared by: Ellucian 4375 Fair Lakes Court Fairfax, Virginia United States of America Revision History Publication Date June 2012 Summary New version that supports Banner Human Resources/Position Control IPEDS processing.

3 Banner Human Resources/Position Control Contents Chapter 1 Overview Chapter 2 IPEDS Winter Data Collection Setup Nation Code Validation (STVNATN) Citizen Type Code Validation (STVCITZ) Installation Controls (GUAINST) Position Control Installation Rules (NTRINST) Regulatory Race Validation (GTVRRAC) Race Rules (GORRACE) Employer Rules (PTREMPR) IPEDS Specific Employment Category Inquiry (PTIECIP) Standard Category Code Inquiry (PTIESOC) Position Classification (NTRPCLS) Position Definition (NBAPOSN) Rank Code Validation (PTVRANK) Tenure Code Rule (PTRTENR) Chapter 3 IPEDS Winter Data Collection Identification (PPAIDEN) June 2012 Banner Human Resources/Position Control Contents

4 International Information (GOAINTL) Employee Jobs (NBAJOBS) Understanding the IPEDS Reporting Indicator Employee (PEAEMPL) Primarily instruction credit, non-credit, or combination credit and non-credit Primarily research Primarily public service Instruction combined with research and public service Graduate assistants Faculty Action Tracking (PEAFACT) Chapter 4 Creating the Winter Data Collection Report IPEDS Report (PERIPDS) How data in Banner HR is reported Appendix A IPEDS HR Report Parts of the IPEDS Report Mapping to Banner HR data Appendix B Setup Checklist Tables Establish employee information Troubleshooting Banner Human Resources/Position Control June 2012 Contents

5 1 Overview The Integrated Post Secondary Education Data System (IPEDS) Survey is a required report submitted to the Bureau of the Census IPEDS/National Center for Education Statistics/IPEDS on a biennial basis. Annual reports are accepted, but biennial reports are required. The reports are completed to reflect the staff population as of November 1 of odd-numbered years (for example, 2013, 2015, 2017). Reports are submitted in the early months of the next year. The as of and submission dates can vary for each reporting year and are specified in the Release Guides for IPEDS reporting for each year. Each year, the format, included data, and sections of the report can change. The IPEDS Survey must be submitted to the National Center for Education Statistics (NCES) using the Web. The NCES Web site supplies forms on which you can enter data or import a file to upload the data to the site. For more information regarding the screens and instructions for IPEDS reporting, use the following site: Information regarding changes for the Reporting year can be found at the following site: There are many IPEDS reports, for example, Institutional Finances, Enrollment, Graduation Rates, and Financial Aid. This document is only pertinent to the IPEDS Winter Data Collection, which is relevant to HR reporting. June 2012 Banner Human Resources/Position Control Overview

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7 2 IPEDS Winter Data Collection Setup The following forms are used to set up rules and validation forms used with IPEDS reporting. Nation Code Validation (STVNATN) Enter the MMREF Code on the Nation Code Validation (STVNATN) form for any and all United States Nation Codes used by your institution. These codes are used by Banner Human Resources for year-end and IPEDS reporting. The MMREF Code entered must be the same code that is published by the Social Security Administration (SSA) for W-2, W-2PR and 1042-S reporting. Citizen Type Code Validation (STVCITZ) Verify that citizenship codes have been completed on the Citizen Type Code Validation (STVCITZ) form. Installation Controls (GUAINST) Verify that the nation code is completed on the Installation Controls (GUAINST) form. The nation code used must be one that has the MMREF code populated on the Nation Code Validation (STVNATN) form. IPEDS Winter Data Collection reporting is required for U.S. based clients only. Position Control Installation Rules (NTRINST) Verify that the location is set to United States on the Position Control Installation Rules (NTRINST) form. The system validates that the location is United States. This value is no longer used in IPEDS reporting, however, it continues to be used in other Equal Employment Opportunity (EEO) and regulatory reporting. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup

8 Regulatory Race Validation (GTVRRAC) Verify that the Regulatory Race Validation (GTVRRAC) form is populated. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Race Code Description 1 American Indian or Alaska Native Y 2 Asian Y 3 Black or African American Y 4 Native Hawaiian or Other Pacific Islander Y 5 White Y Required System Indicator Race Rules (GORRACE) Complete the Race Rules (GORRACE) form, which allows you to create and maintain institution-defined race codes that are used on personal information forms throughout Banner. Ensure your institution-defined race codes are mapped to the Regulatory Race codes, for proper reporting purposes. Employer Rules (PTREMPR) Complete the information on the Employer Rules (PTREMPR) form. This information is used in the key/pair upload file that is sent to the National Center for Education Statistics (NCES) for IPEDS Winter Data Collection. It is also used in other Equal Employment Opportunity (EEO) reporting. IPEDS Specific Employment Category Inquiry (PTIECIP) Verify that the Employment Categories have been loaded on the IPEDS Specific Employment Category Inquiry (PTIECIP) form. These employment categories are used to identify and categorize employees correctly on the IPEDS Winter Data Collection. 8 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup

9 The values that should be loaded are listed below. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Employment Category Description 1 9 Month Faculty 2 10 Month Faculty 3 11 Month Faculty 4 12 Month Faculty 5 Other Full Time 6 Part Time 7 Unreported Standard Category Code Inquiry (PTIESOC) Verify that the Standard Categories have been loaded on the Standard Category Code Inquiry (PTIESOC) form. The 2010 Standard Classification (SOC) system is used by federal statistical agencies to classify workers and jobs into occupational categories for the purpose of collecting, calculating, analyzing, and disseminating data. The SOC is designed to reflect the current occupational structure of the United States; it classifies all occupations in which work is performed for pay or profit. The SOC covers all jobs in the national economy, including occupations in the public, private, and military sectors. All Federal agencies that publish occupational data for statistical purposes are required to use the SOC to increase data comparability across Federal programs. State and local government agencies are strongly encouraged to use this national system to promote a common language for categorizing and analyzing occupations. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup

10 To facilitate classification and presentation of data, the SOC is organized in a tiered system with four levels, ranging from major groups to detailed occupations. There are 23 major groups, broken into 97 minor groups. Each minor group is broken into broad groups, of which there are 461. There are, at the most specified level, 840 detailed occupations. Detailed occupations in the SOC with similar job duties, and in some cases skills, education, and/or training, are grouped together. Each worker is classified into only one of the 840 detailed occupations based on the tasks he or she performs. For IPEDS Winter Data Collection, only selected SOC values are used for reporting. The table delivered contains the required SOC values and reporting categories. Some employees, usually faculty members, must be further evaluated to determine which reporting category they fall in. Some SOC categories can be associated with employees who are instructional faculty while others may be categorized as staff members. These employees need to be reported in the Winter Data Collection in different categories. There are duplicate code values in the table for these instances, with differing descriptions. The process that generates the IPEDS Winter Data Collection (PERIPDS) looks at all the variables for these specific values to report employees in the correct reporting category with these particular SOC categories. The following values should be loaded. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Standard Category Description Management Occupations 5, Business and Financial Operations Occupations 5, Computer and Mathematical Occupations 5, Architecture and Engineering Occupations 5, Life, Physical, and Social Science Occupations 5, Community and Social Service Occupations 5, Legal Occupations 5, 6 Valid Employment Category Arts, Design, Entertainment, Sports, and Media Occupations 5, Postsecondary Teachers 1, 2, 3, 4, 5, Graduate teaching assistants 5,6 10 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup

11 Standard Category Description Archivists, Curators, and Museum Technicians 1, 2, 3, 4, 5, Librarians 5, Library technicians 5, 6 Valid Employment Category Pre-school, Primary, Secondary, and Special Education School Teachers 5, Other Teachers and Instructors 5, Other Education, Training, and Library Occupations Health Care Practitioners and Technical Occupations 5, 6 5, Health Care Support Occupations 5, Protective Service Occupations 5, Food Prep and Serving Related Occupations 5, Building and Grounds Cleaning and Maintenance Occupations 5, Personal Care and Service Occupations 5, Sales and Related Occupations 5, Office and Administrative Support Occupations 5, Farming, Fishing, and Forestry Occupations 5, Construction and Extraction Occupations 5, Installation, Maintenance, and Repair Occupations 5, Production Occupations 5, Transportation and Material Moving Occupations 5, 6 June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup

12 Position Classification (NTRPCLS) Complete the IPEDS required data, employment category and SOC, on the Position Classification (NTRPCLS) form. There is a relationship between the employment category and the SOC. If you attempt to assign a SOC to an employment category that does not have the proper relationship, the system will generate a message indicating an error. If you have positions where the employee should not be reported to NCES, the employment category of 7 should be assigned. Listed below is the relationship between the employment category and the SOC. Review this table to understand how the employment category is associated with the SOC. Standard Category Description Management Occupations 5, Business and Financial Operations Occupations 5, Computer and Mathematical Occupations 5, Architecture and Engineering Occupations 5, Life, Physical, and Social Science Occupations 5, Community and Social Service Occupations 5, Legal Occupations 5,6 Valid Employment Category Arts, Design, Entertainment, Sports, and Media Occupations 5, Postsecondary Teachers 1,2,3,4,5, Graduate teaching assistants Archivists, Curators, and Museum Technicians 1,2,3,4,5, Librarians 5, Library Technicians 5, Pre-school, Primary, Secondary, and Special Education School Teachers 5,6 12 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup

13 Standard Category Description Other Teachers and Instructors 5,6 Valid Employment Category Other Education, Training, and Library Occupations Health care Practitioners and Technical Occupations 5,6 5, Health care Support Occupations 5, Protective Service Occupations 5, Food Prep and Serving Related Occupations 5, Building and Grounds Cleaning and Maintenance Occupations 5, Personal Care and Service Occupations 5, Sales and Related Occupations 5, Office and Administrative Support Occupations 5, Farming, Fishing, and Forestry Occupations 5, Construction and Extraction Occupations 5, Installation, Maintenance, and Repair Occupations 5, Production Occupations 5, Transportation and Material Moving Occupations 5,6 Position Definition (NBAPOSN) Complete the IPEDS required data, employment category and SOC, on the Regulatory tab of the Position Definition (NBAPOSN) form. When adding a new position, this information is defaulted to the position from the Position Classification (NTRPCLS) form. Occasionally, you could need to override the IPEDS data at the position level. The relationship between the employment category and SOC is validated at the position level. Review the table above to ensure you understand the valid relationships between employment categories and SOC codes. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup

14 If you have positions where the employee should not be reported to the NCES, the employment category of 7 should be assigned. Rank Code Validation (PTVRANK) Validate that the Rank Code Validation (PTVRANK) form is populated. The values that should be loaded are listed below. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Rank Description 1 Professor 2 Associate Professor 3 Assistant Professor 4 Instructor 5 Lecturer 6 Other Faculty 9 Non-Standard Academic Ranking Tenure Code Rule (PTRTENR) The Tenure Code Rule (PTRTENR) form enables you to define tenure codes and tie them to an EEO Tenure Status used in IPEDS Winter Data Collection reporting. Use this form to associate a tenure review and review dates with a specific tenure code. These rules are applied when the specific tenure code is selected on the Faculty Action (PEAFACT) form. You must assign a tenure status with each code. The following values are acceptable statuses: Ineligible Non-Tenured On Track Tenured Without Faculty Status Without Faculty Status should be used to report employees whose primary purpose is instruction, research, or public service, and do not have faculty status with respect to tenure. Be sure the Tenure Code and Tenure Status match when using Without Faculty Status. 14 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup

15 3 IPEDS Winter Data Collection The following forms are used to establish employee information used with IPEDS reporting. Identification (PPAIDEN) Complete the citizenship, ethnicity, and race data on the Identification (PPAIDEN) form. Generally, employees complete the race and ethnicity information using the Race and Ethnicity Survey component of Self-Service Banner, if your institution utilizes this capability. If an employee chooses not to report race or ethnicity, or does not complete the survey, and your institution does not collect the information in any other way, that employee is reported as Race and ethnicity unknown on the Winter Data Collection. If an employee chooses the Ethnicity option as Hispanic, and selects no race, that employee is reported as Hispanic/Latino on the Winter Data Collection. Two or more races is acceptable as a reportable race. An employee is reported with two or more races if multiple races are selected that do not map to the same regulatory race category. If an employee chooses the Ethnicity option as Hispanic and selects one or more races, that employee is reported as Two or more races on the Winter Data Collection. Citizenship codes are mapped on the Citizen Type Validation (STVCITZ) form. Be sure you verify if the codes you are choosing are qualified as a Citizen or not. Continue reading for more information on citizen distinction. Nonresident Alien is one of the reportable races. Banner HR does not have a race equal to this on the Regulatory Race Validation (GTVRRAC) form, so the qualification of a nonresident alien is derived as follows: Citizenship Code entered on this PPAIDEN form is a value that is setup as a non-citizen on the STVCITZ form and the Alien Registration Number field is blank on the International Information (GOAINTL) form. The IPEDS definition of a Nonresident Alien is as follows: June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection

16 A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. Note Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident alien status and who hold either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian are to be reported in the appropriate racial/ethnic categories along with United States citizens. Therefore, if a non-citizen employee is NOT to be considered a Nonresident Alien, they must have proof as stated above AND have an Alien Registration Number field on the GOAINTL form. As long as the Alien Registration Number field is entered, the employee is listed in one of the accepted race categories. International Information (GOAINTL) Enter the Alien Registration Number on the International Information (GOAINTL) form if the employee has a non-citizen code on the PPAIDEN form, but should be listed in one of the accepted race categories on the IPEDS Survey. Employee Jobs (NBAJOBS) Review the IPEDS reporting indicator on the Employee Jobs (NBAJOBS) form when assigning an employee to a specific position. The IPEDS reporting indicator is displayed on the Base Jobs tab of the NBAJOBS form when the HR system is installed, the employer information for IPEDS is completed on the PTREMPR form, and when the Nation code is completed on the Installation Rules (GUAINST) form. The Nation code used must be one that has the MMREF code populated on the Nation Code Validation (STVNATN) form. The IPEDS Reporting Indicator, when checked, means the job identified is IPEDS reportable. This indicator allows more than one job to be reportable for the IPEDS Winter Data Collection. 16 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection

17 Understanding the IPEDS Reporting Indicator The IPEDS Reporting Indicator check box on the Base Job tab of the Employee Jobs (NBAJOBS) form enables you to identify any job as IPEDS reportable regardless of the job type. The system considers all of an employee s jobs that are IPEDS reportable when slotting the employee into the proper occupational category. The following rules determine whether a job is IPEDS reportable or not: If the employment category on the job position is 1 through 6, the job is considered IPEDS reportable. If the employment category is 7, the job is considered as not reportable. If the employment category for a secondary or overload job is 1 through 6 and the standard occupational category for the job s position matches that of the first job designated to be IPEDS reportable (usually the primary job), that secondary or overload job is considered reportable. If the employment category for a secondary or overload job is 1 through 6 and the standard occupational category for the job s position does not match that of the first job designated to be IPEDS reportable (usually the primary job), that secondary or overload job cannot be reported. An employee cannot be reported in more than one occupational category. When you set up a primary job, the system determines whether it is IPEDS reportable, that is, whether its position employment category is 1 through 6. If the job is reportable, the system checks the IPEDS Reporting Indicator field for that job. If the job is not reportable, the system leaves the IPEDS Reporting Indicator field unchecked for that job. When you set up a secondary job, the system first checks the employment category code of the job position. If the code is 1 through 6 on the Position Definition (NBAPOSN) form, the system determines whether the standard occupational category for the secondary job position matches that of the first job position designated to be IPEDS reportable (usually, the primary job). If the standard occupational category codes match, the job is reportable. Otherwise, the job is not reportable. If the job position employment category is 7, the job is not reportable. In this case, no further checks are made. As with primary jobs, the system checks the IPEDS Reporting Indicator field for a reportable job and leaves the indicator unchecked for a job that is not reportable. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection

18 NBAJOBS Job Type NBAPOSN Employment Category Job Positions Match Primary 1-6 Not Applicable Checked NBAJOBS IPEDS Reporting Indicator Primary 7 Not Applicable Unchecked Secondary 1-6 Yes Checked Secondary 1-6 No Unchecked Secondary 7 Not Applicable Unchecked If you uncheck the IPEDS indicator for a reportable job, the system displays the following warning when you save the record: Warning: This Job Assignment is IPEDS Reportable, but the IPEDS Report Indicator is set to No. (XXXXXX-YY, DD-MON-YYYY)' (XXXXXX - Position, YY-Suffix, DD-MON-YYYY: effective date). Note If you leave the indicator unchecked, the job will not be extracted for IPEDS reporting. If you check the IPEDS indicator for a job whose position employment category code is 7 on the NBAPOSN form, the system displays the following warning when you save the record: *Warning* This Job Employment Category is not IPEDS reportable. The system automatically unchecks the indicator. If you check the indicator for a job whose position employment category is 1 through 6 on the NBAPOSN form, but whose standard occupational category does not match that of the first job defined as being IPEDS reportable, the system displays the following warning when you save the record: *WARNING* Conflicting Employment Categories or Standard Occupation Categories found for other jobs. Job will not be reported on IPEDS. The system automatically unchecks the indicator. When you first set up an overload job, the system automatically leaves the IPEDS indicator for that job unchecked. If the employment category for the job position is reportable and the standard occupational category for the job position matches that of other reportable jobs for the current employee, you can check the IPEDS indicator for the job. If you do not check the IPEDS indicator for a reportable overload job, that job is not extracted for IPEDS reporting. In this case, no warning will be given. If you check the IPEDS indicator for a job that is not reportable, one of the warnings is displayed when you save the record. As with primary and secondary jobs, the system automatically unchecks the indicator. 18 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection

19 Employee (PEAEMPL) For faculty members or graduate assistants, assign a primary function on the Employee (PEAEMPL) form, after the job assignment is completed. Information from the employee position and jobs is used to validate that the selected primary function is correct for the job position employment category, standard occupational category, and IPEDS reporting indicator. Multiple jobs may be evaluated, as long as the IPEDS Reporting indicator is checked. Primary functions are described below. Primarily instruction credit, non-credit, or combination credit and non-credit Report persons whose specific assignments are customarily made for the purpose of providing instruction or teaching, regardless of title, and who may hold academic rank titles of professor, associate professor, assistant professor, instructor, lecturer, or the equivalent. If their principal activity is instruction, these employees can also hold titles such as deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or equivalent). For those employees who primarily provide instruction, report their major type of course load, credit, non-credit, or a combination of both. Primarily research Report persons whose specific assignments are customarily made for the purpose of conducting research and who may hold academic rank titles of professor, associate professor, assistant professor, or titles such as research associate or postdoctoral fellow. If the principal activity is research, these employees can also hold titles such as deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or equivalent). Primarily public service Report persons whose specific assignments customarily are made for the purpose of carrying out public service activities such as agricultural extension services, clinical services, or continuing education and who may hold academic rank titles of professor, associate professor, or assistant professor. If the principal activity is public service, these employees can also hold titles such as deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or equivalent). (This category includes employees with a public service assignment regardless of the location of the assignment, for example, in the field rather than on campus). June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection

20 Instruction combined with research and public service Report persons for whom it is not possible to differentiate between instruction or teaching, research, and public service because each of these functions is an integral component of the regular assignment. These employees can hold academic rank titles of professor, associate professor, assistant professor, instructor, lecturer, or the equivalent. If the principal activity is instruction combined with research and public service, these employees can also hold titles such as deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or equivalent). Graduate assistants Graduate assistants should only be reported in the part-time categories, and as such, should always have a job position with an employment category of 6. GA-teaching Report persons who assist faculty or other instructional staff in postsecondary institutions by performing teaching or teaching-related duties, such as teaching lower level courses, developing teaching materials, preparing and giving examinations, and grading examinations or papers. Graduate teaching assistants must be enrolled in a graduate school program. Graduate assistants who primarily perform non-teaching duties, such as research, should be reported in the occupational category related to the work performed. Exclude Teacher Assistants. GA-research Report persons whose specific job assignments are customarily made for the purpose of conducting research. These employees formally spend the majority of the time conducting research. GA-other Report persons who are graduate assistants and who provide service to the institution in areas other than teaching or research. Complete the check boxes for Medical or Dental school employees, if applicable. If your institution has a medical or dental school, and you have employees that should be reported as part of a medical or dental school, you must mark this check box for the employee to be reported in the correct section of the report. 20 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection

21 The IPEDS reporting employee paid with Soft Money check box on the PEAEMPL form is grouped with other IPEDS reportable data. Note Loosely defined, an employee paid with Soft Money refers to an employee whose salary is funded outside the operating fund of the institution. This data is not used in IPEDS reporting, however, you could be interested in capturing this for institutional use. Faculty Action Tracking (PEAFACT) Complete faculty appointment, rank, and tenure information on the Faculty Action Tracking (PEAFACT) form. Enter general information and original faculty appointments on this form. If your institution has a tenure system, complete the tenure information to ensure that faculty members are reported properly. If you have a tenure system and some faculty members are ineligible for tenure, or are non-tenured, you must complete the Faculty Contract Type field. If the faculty member has a primary purpose of instruction, research, or public service, and does not have faculty status with respect to tenure, be sure to assign a tenure code of Without Faculty Status. The faculty rank for reporting is obtained from the rank portion of the PEAFACT form. Be sure this information is completed for faculty members. Employees with a rank of Other Faculty or Non-Standard Academic Ranking is reported throughout Winter Data Collection as No Academic Rank. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection

22 22 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection

23 4 Creating the Winter Data Collection Report IPEDS Report (PERIPDS) One of the best ways to be sure Banner Human Resources holds the proper data for the Winter Data Collection, is to become familiar with the reports themselves. Understanding the hierarchy of the report is the first step. Within the IPEDS Survey, there are: Parts Pages You need to understand the layout of data on each page. Each page is reporting something different. Each Page has a Heading (definition of what the page requires), along with columns and rows of data. Many times, rows have primary and secondary values. For example: Part A has columns for Faculty Rank (Professor, Associate Professor) and rows for ethnicity but the rows repeat themselves in two sections one for men and one for women. The men and women sections also have multiple rows for ethnicity and rank. Pages of the report can look exactly the same (same columns and rows), but the headings specify a different group of employees. For example, also in Part A, head counts for full-time instructional staff who are tenured are reported on one page, while the next page asks for the same data for full-time instructional staff that are on a tenure track. The report is complex, and each page is not always a 2-dimensional spreadsheet, but could be a 3 or 4 dimensional matrixes. Refer to Chapter 1, Overview section for the location of information on the report, FAQs, instructions, and report specifics. How data in Banner HR is reported For every employee, there is data within Banner HR that aligns with the data contained in the headings, columns and rows on each page of the reports. See Appendix A for more information on sections of the report and mapping to Banner HR data. See Appendix A, IPEDS HR Report for more information. June 2012 Banner Human Resources/Position Control Creating the Winter Data Collection Report

24 To execute the IPEDS Winter Data Collect, New (PERIPDS) and create the Winter Data Collection, use the parameters listed in the following table. Parameter Number Value Required Description 01 Employer Code Yes Enter or select the employer code from the Employer Rules (PTREMPR) form. 02 Report As Of Date Yes In general, Winter Data is collected as of November Report Sections Yes Enter the reports to be created, EAP (E), Fall Staff (F), Salaries (S), or All (A). Default is A. 04 Summary, Detail or Upload file 05 Medical or Degree Granting Yes Yes Enter the desired method of output. Valid values are Summary (S), Detail (D), Upload (U) or All (A). Default is A. Enter the type of degrees your institution grants; Medical and Dental degrees, or only other nonmedical types of degrees. Valid values are Medical only (M), Degree granting only (D), or Both (B). Default is B. 06 Soft Money Indicatory No Enter if you want to extract only those employees paid on soft money. Valid values are Yes (Y), No (N). Default is blank, which will extract all employees. 24 Banner Human Resources/Position Control June 2012 Creating the Winter Data Collection Report

25 A IPEDS HR Report Parts of the IPEDS Report The following table lists the sections of the IPEDS Human Resources report. Part Page IPEDS Description A Full-time instructional staff Collects the number of full-time instructional staff by tenure status and academic rank. Also, for the Instruction function only, the data is also collected by the following categories: Exclusively credit; Exclusively not-for-credit; and Combined credit and not-for-credit. B Full-time non-instructional staff Collects the number of full-time non-instructional staff by occupational category. Data is also collected for some full-time non-instructional staff by tenure status. C Total number of full-time staff Automatically sums the data reported in Part A and Part B. D Part-Time staff Collects the number of part-time staff by occupational category. E Part-Time staff Collects the number of part-time staff by occupational category and by tenure status for some occupational categories. For the Instruction function only, the data is also collected by the following categories: Exclusively credit; Exclusively not-for-credit; and Combined credit and not-for-credit. F Part-Time Staff Automatically sums the data reported in Part D and Part E. June 2012 Banner Human Resources/Position Control IPEDS HR Report

26 Part Page IPEDS Description G Salary Worksheet for full-time, non-medical, instructional staff and Salary Outlays for full-time, nonmedical, instructional staff Collects the number of full-time, non-medical, instructional staff by: 9-month contract, 10-month contract, 11-month contract, and 12-month contract. Also, collects salary outlays for full-time, non-medical, and instructional staff. H Salary Outlays for full-time, nonmedical, non-instructional staff Number of newly hired full-time permanent staff Collects salary outlays for full-time, non-medical, non-instructional staff by occupational category. (The number of full-time, non-medical, non-instructional staff by occupational category is carried forward from Part A.) Collects the number of newly hired full-time permanent instructional staff by tenure status. Also, collects the number of newly hired full-time permanent non-instructional staff by occupational category. 26 Banner Human Resources/Position Control June 2012 IPEDS HR Report

27 Mapping to Banner HR data The following tables list how the IPEDS information is mapped to Banner HR data. Note the following: Only employees with jobs where the IPEDS reportable indicator is checked are selected for reporting purposes. Faculty Rank and Tenure records must be approved to be selected for reporting purposes. Race and ethnicity notes: Non Resident Alien race is determined by citizenship combined with the absence of an alien registration number on the International Information (GOAINTL) form. Two or more races is determined by the existence of two or more races that are selected, that have differing regulatory race codes on the Race Rules (GORRACE) form. Any race selected with an ethnicity of Hispanic will be reported as Hispanic. Race and ethnicity unknown is determined by the absence of any selected race or ethnicity values Employees are counted in the medical or dental columns or totals, when the IPEDS Medical or Dental reporting indicator is checked on the U.S. regulatory tab on the Employee (PEAEMPL) form, and the IPEDS Winter Data Collect (PERIPDS) process is run with parameter 05 Medical or Degree Granting, is set to M (medical only) or B (both). June 2012 Banner Human Resources/Position Control IPEDS HR Report

28 Table 1: Part A - Tenure System IPEDS Part Part A: Tenure System IPEDS Page Component Data Required Values Directly or Derived From Banner HR Notes Full-time instructional staff, institution with a tenure system. Heading, Page 1 Number of full-time instructional staff with faculty status who are tenured by academic rank, gender, race, and ethnicity. Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on PEAFACT. Only Approved records are selected. Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 2 Number of full-time instructional staff with faculty status who are on tenure track by academic rank, gender, race, and ethnicity. Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. 28 Banner Human Resources/Position Control June 2012 IPEDS HR Report

29 Table 1: Part A - Tenure System (cont) IPEDS Part IPEDS Page Component Data Required Values Directly or Derived From Banner HR Notes Part A, Tenure System (continued) Columns (continued) Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on PEAFACT. Only Approved records are selected. Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 3 Number of full-time instructional staff with faculty status who are not on tenure track, with multi-year contract by academic rank, gender, race, and ethnicity. Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. Contract type is assigned to the employee on the PEAFACT form. Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on PEAFACT. Only Approved records are selected. June 2012 Banner Human Resources/Position Control IPEDS HR Report

30 Table 1: Part A - Tenure System (cont) IPEDS Part IPEDS Page Component Data Required Values Directly or Derived From Banner HR Notes Part A, Tenure System (continued) Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 4 Number of full-time instructional staff with faculty status who are not on tenure track, with annual contract by academic rank, gender, race, and ethnicity. Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. Contract type is assigned to the employee on the PEAFACT form. Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on PEAFACT. Only Approved records are selected. Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the GORRACE form. Gender, race, and ethnicity are assigned on the PPAIDEN form. 30 Banner Human Resources/Position Control June 2012 IPEDS HR Report

31 Table 1: Part A - Tenure System (cont) IPEDS Part Part A, Tenure System (continued) IPEDS Page Component Heading, Page 5 Columns Data Required Number of full-time instructional staff with faculty status who are not on tenure track, with less than annual contract by academic rank, gender, race, and ethnicity. Faculty (Tenure) Status Values Directly or Derived From Banner HR Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Notes Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. Contract type is assigned to the employee on the PEAFACT form. Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on PEAFACT. Only Approved records are selected. Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 6 Columns Number of full-time instructional staff without faculty status, by academic rank, gender, race, and ethnicity. Total head count June 2012 Banner Human Resources/Position Control IPEDS HR Report

32 Table 1: Part A - Tenure System (cont) IPEDS Part IPEDS Page Component Data Required Values Directly or Derived From Banner HR Notes Part A, Tenure System (continued) Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 7 Number of full-time instructional by tenure status, medical school status, and function. Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. Contract type is assigned to the employee on the PEAFACT form. Rows Medical School Status by function IPEDS Medical or Dental Reporting indicator on the U.S. Regulatory tab of the Employee (PEAEMPL) form. Medical School Status Function is assigned to faculty. Function is assigned on the U.S. Regulatory tab of the PEAEMPL form for faculty. Heading, Page 8 Number of full-time instructional by academic rank and tenure status. 32 Banner Human Resources/Position Control June 2012 IPEDS HR Report

33 Table 1: Part A - Tenure System (cont) IPEDS Part Part A, Tenure System (continued) IPEDS Page Component Data Required Values Directly or Derived From Banner HR Columns Faculty Rank Rank Code Validation (PTVRANK) Notes Rank is assigned to each faculty member on the PEAFACT. Only Approved records are selected Rows Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. Contract type is assigned to the employee on the PEAFACT form. June 2012 Banner Human Resources/Position Control IPEDS HR Report

34 Table 2: Part A - No Tenure System IPEDS Part Part A, No Tenure System IPEDS Page Component Data Required Values Directly or Derived From Banner HR Notes Full-time instructional staff, institution with no tenure system. Heading, Page 1 Number of full-time instructional staff with faculty status who are not on tenure track, with multi-year contract by academic rank, gender, race, and ethnicity. Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. 1. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. 2. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. 3. Contract type is assigned to the employee on the PEAFACT form. Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on the PEAFACT form. Only approved records are selected. Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 2 Number of full-time instructional staff with faculty status who are not on tenure track, with annual contract by academic rank, gender, race, and ethnicity. 34 Banner Human Resources/Position Control June 2012 IPEDS HR Report

35 Table 2: Part A - No Tenure System (cont) IPEDS Part IPEDS Page Component Data Required Values Directly or Derived From Banner HR Notes Part A, No Tenure System (continued) Columns Faculty (Tenure) Status Tenure Codes Rule (PTRTENR) form. Each Tenure Code is assigned a hardcoded tenure status. 1. Tenure Statuses are assigned to the Tenure Code on the PTRTENR form. 2. Tenure Code is assigned to employee on the Faculty Tracking (PEAFACT) form. 3. Contract type is assigned to the employee on the PEAFACT form. Faculty Rank Rank Code Validation (PTVRANK) Rank is assigned to each faculty member on the PEAFACT form. Only approved records are selected. Rows Counts by gender for race and ethnicity Biographical Information Race and Ethnicity are derived from the regulatory race code mapping assigned on the Race Rules (GORRACE) form. Gender, race, and ethnicity are assigned on the Identification (PPAIDEN) form. Heading, Page 3 Number of full-time instructional staff with faculty status who are not on tenure track, with less than annual contract by academic rank, gender, race, and ethnicity. June 2012 Banner Human Resources/Position Control IPEDS HR Report