Human Resources

Integrated Postsecondary Education Data System (IPEDS)

This IPEDS Human Resources data collection instrument was used 

during the 2012-13 data collection and will be used again during the 

2013-14, 2014-15, and 2015-16 data collections.
2012-13 Survey Materials > Form date: 12/11/2012

Human Resources for degree-granting institutions and related administrative offices

that have 15 or more full-time staff and a tenure system

Human Resources Screening Questions 

Does your institution have any part-time staff?

If you answer Yes to this question, you will be provided the screens to report part-time staff.

                                             Yes No

Does your institution have 15 or more full-time staff?

                                             Yes No

Do ALL of the instructional staff at your institution fall into any of the following categories?

If you answer Yes to any of the questions below, the full-time instructional staff screens of Part G are NOT applicable to

your institution and you will NOT be required to report data for the full-time instructional staff screens of Part G.

However, Part G will still be required for reporting data for full-time non-instructional staff.

No Yes Are ALL of the instructional staff military personnel?

No Yes Do ALL of the instructional staff contribute their services (e.g., members of a religious

order)?

No Yes Do ALL of the instructional staff teach pre-clinical or clinical medicine?

The reporting of data by gender AND race/ethnicity is optional this year as it is in even-numbered years.

Do you wish to report data by gender AND race/ethnicity this year?

If you answer No, screens to report data by employment status (full-time and part-time) and occupational category will

be displayed.

If you answer Yes, screens to report data by employment status (full-time and part-time), occupational category, and

gender AND race/ethnicity will be displayed and you must complete all applicable screens.

No, I will not report data by gender and race/ethnicity this year                                                                      

Yes, I will report data by gender and race/ethnicity this year                                                                      

You may use the space below to provide context for the data you've reported above.
Human Resources Screening Questions 

Does your institution have a tenure system?

If you answer Yes to this question, you will be provided the screens to report some data by tenure status.

                                             Yes No

Does your institution have graduate assistants?

If you answer Yes to this question, you will be provided the screens to report graduate assistants.

                                             Yes No

Did your institution hire any full-time permanent staff who were included on the payroll of the institution

between July 1 and October 31, 2012 either for the first time (new to the institution) or after a break in service

AND who were still on the payroll of the institution as of November 1, 2012? (Exclude persons who have

returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than-9-month contracts.)

If you answer Yes to this question and your institution has 15 or more full-time staff, you will be provided the screens to

report full-time permanent new hires in Part H.

                                             Yes No
Part A - Full-time instructional staff 

Number of full-time instructional staff with faculty status who are tenured

by academic rank, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity

Professors

Associate

professors

Assistant

professors Instructors Lecturers

No academic

rank Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total men                     

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total women                     

Total (men+women)                     
Part A - Full-time instructional staff 

Number of full-time instructional staff with faculty status who are on tenure track

by academic rank, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity

Professors

Associate

professors

Assistant

professors Instructors Lecturers

No academic

rank Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total men                     

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total women                     

Total (men+women)                     
Part A - Full-time instructional staff 

Number of full-time instructional staff with faculty status who are not on tenure track

with multi-year contract

by academic rank, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity

Professors

Associate

professors

Assistant

professors Instructors Lecturers

No academic

rank Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total men                     

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total women                     

Total (men+women)                     
Part A - Full-time instructional staff 

Number of full-time instructional staff with faculty status who are not on tenure track

with annual contract

by academic rank, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity

Professors

Associate

professors

Assistant

professors Instructors Lecturers

No academic

rank Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total men                     

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total women                     

Total (men+women)                     
Part A - Full-time instructional staff 

Number of full-time instructional staff with faculty status who are not on tenure track

with less than annual contract

by academic rank, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity

Professors

Associate

professors

Assistant

professors Instructors Lecturers

No academic

rank Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total men                     

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total women                     

Total (men+women)                     
Part A - Full-time instructional staff 

Number of full-time instructional staff without faculty status

by gender and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Total

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men   

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total women   

Total (men+women)   
Part A - Full-time instructional staff 

Number of full-time instructional staff

by tenure status, medical school status, and function

Tenured On Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty

status

Total

Non-medical and function                     

Instruction                     

Exclusively credit   

Exclusively not-for-credit   

Combined credit/not-forcredit

  

Instruction/research/public

service

  

Medical and function                     

Instruction                     

Exclusively credit   

Exclusively not-for-credit   

Combined credit/not-forcredit

  

Instruction/research/public

service

  

Total carried forward from

previous screens

                    
Part A - Full-time instructional staff - Totals 

Total number of full-time instructional staff

by gender and race/ethnicity

As of November 1, 2012

Race/ethnicity Total men Total women Total (men+women)

Nonresident alien         

Hispanic/Latino         

American Indian or Alaska Native         

Asian         

Black or African American         

Native Hawaiian or Other Pacific Islander         

White         

Two or more races         

Race and ethnicity unknown         

Total         
Part B - Full-time non-instructional staff 

Number of full-time non-instructional staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Postsecondary Teachers

Instructional Staff

(carried forward

from Part A)

Research Public Service

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total men         

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska Native   

Asian   

Black or African American   

Native Hawaiian or Other Pacific Islander   

White   

Two or more races   

Race and ethnicity unknown   

Total women         

Total (men+women)         
Part B - Full-time non-instructional staff 

Number of full-time non-instructional staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Archivists, Curators, and

Museum Technicians

Librarians Library

Technicians

Other Teachers and

Instructional Support Staff

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other

Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men            

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other

Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total women            

Total (men+women)            
Part B - Full-time non-instructional staff 

Number of full-time non-instructional staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part B - Full-time non-instructional staff 

Number of full-time non-instructional staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

Occupations

Office and

Administrative

Support

Occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Grand

Total

(All fulltime

staff)

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Part B - Full-time non-instructional staff 

Number of full-time non-instructional staff

by tenure status, medical school status and occupational category

As of November 1, 2012

Medical school status

and occupational

category

Tenured On Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty status

Total

Non-Medical

Postsecondary Teachers

- Research

  

Postsecondary Teachers

- Public Service

  

Archivists, Curators, and

Museum Technicians

  

Librarians   

Library Technicians   

Other Teachers and

Instructional Support

Staff

  

Management

Occupations

  

Business and Financial

Operations Occupations

  

Computer, Engineering,

and Science

Occupations

  

Community Service,

Legal, Arts, and Media

Occupations

  

Healthcare Practitioners

and Technical

Occupations

  

Medical

Postsecondary Teachers

- Research

  

Postsecondary Teachers

- Public Service

  

Archivists, Curators, and

Museum Technicians

  

Librarians   

Library Technicians   

Other Teachers and

Instructional Support

Staff

  

Management

Occupations

  

Business and Financial

Operations Occupations

  

Computer, Engineering,

and Science

Occupations

  

Community Service,

Legal, Arts, and Media

Occupations

  

Healthcare Practitioners

and Technical

Occupations

  
Part B - Full-time non-instructional staff 

Number of full-time non-instructional staff

by medical school status and occupational category

As of November 1, 2012

Occupational category Total Non-Medical Medical

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   
Part C - Full-time summary non-medical 

Summary of full-time, non-medical school, staff

by tenure status and occupational category

As of November 1, 2012

Occupational category Tenured On

Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty

status

Total

Postsecondary Teachers                     

Instruction                     

Exclusively credit                     

Exclusively not-for-credit                     

Combined credit/not-for-credit                     

Instruction/research/public service                     

   Research                     

   Public Service                     

Archivists, Curators, and Museum

Technicians

                    

Librarians                     

Library Technicians                     

Other Teachers and Instructional

Support Staff

                    

Management Occupations                     

Business and Financial Operations

Occupations

                    

Computer, Engineering, and Science

Occupations

                    

Community Service, Legal, Arts, and

Media Occupations

                    

Healthcare Practitioners and Technical

Occupations

                    

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support

Occupations

  

Natural Resources, Construction, and

Maintenance Occupations

  

Production, Transportation, and

Material Moving Occupations

  

Total   
Part C - Full-time summary medical 

Summary of full-time, medical school, staff

by tenure status and occupational category

As of November 1, 2012

Occupational category Tenured On

Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty

status

Total

Postsecondary Teachers                     

Instruction                     

Exclusively credit                     

Exclusively not-for-credit                     

Combined credit/not-for-credit                     

Instruction/research/public service                     

   Research                     

   Public Service                     

Archivists, Curators, and Museum

Technicians

                    

Librarians                     

Library Technicians                     

Other Teachers and Instructional

Support Staff

                    

Management Occupations                     

Business and Financial Operations

Occupations

                    

Computer, Engineering, and Science

Occupations

                    

Community Service, Legal, Arts, and

Media Occupations

                    

Healthcare Practitioners and Technical

Occupations

                    

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support

Occupations

  

Natural Resources, Construction, and

Maintenance Occupations

  

Production, Transportation, and

Material Moving Occupations

  

Total   
Part G - Salary Worksheet 

Number of full-time, non-medical, instructional staff for calculation of total number of months

As of November 1, 2012

Gender and

academic

rank

 9-Month

Contract

 10-Month

Contract

 11-Month

Contract

 12-Month

Contract

Total

employees

for Salary

reporting

Total

Number

of

Months

Total full-time,

non-medical,

instructional

staff from Part A

 Balance

(All other fulltime

instructional

staff)

Men

Professors            

Associate

professors

           

Assistant

professors

           

Instructors            

Lecturers            

No

academic

rank

           

Total men                        

Women

Professors            

Associate

professors

           

Assistant

professors

           

Instructors            

Lecturers            

No

academic

rank

           

Total

women

                       

Total (men

+ women)

                       
Part G - Salary outlays for full-time instructional staff 

Salary outlays for full-time, non-medical, instructional staff

by gender and academic rank

As of November 1, 2012

Gender and academic

rank

Headcount

(from Part G,

screen 1) OR Total employees for

Salary reporting

Total

Number

of Months

(from Part

G,

screen 1)

 Salary

Outlays

Weighted average Salaries

per month

Men

Professors      

  

Associate professors      

  

Assistant professors      

  

Instructors      

  

Lecturers      

  

No academic rank      

  

Total men            

Women

Professors      

  

Associate professors      

  

Assistant professors      

  

Instructors      

  

Lecturers      

  

No academic rank      

  

Total women            

Total (men +

women)

           
Part G - Salary outlays for full-time non-instructional staff 

Salary outlays for full-time, non-medical, non-instructional staff

by occupational category

As of November 1, 2012

Occupational category  Number of

full-time staff

 Total salary outlays

Postsecondary Teachers - Research   

Postsecondary Teachers - Public Service   

 Library and Instructional Support Occupations   

Management Occupations   

Business and Financial Operations Occupations   

Computer, Engineering, and Science Occupations   

Community Service, Legal, Arts, and Media Occupations   

Healthcare Practitioners and Technical Occupations   

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   
Part D - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Postsecondary Teachers

Instructional Staff Research Public Service

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total men         

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska Native

Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Two or more races

Race and ethnicity unknown

Total women         

Total (men+women)         
Part D - Part-time staff 

Number of part-time non-instructional staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Archivists, Curators,

and Museum

Technicians

Librarians Library

Technicians

Other Teachers and

Instructional Support

Staff

 Library and

Instructional Support

Occupations

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men               

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women               

Total (men+women)               
Part D - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part D - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

Occupations

Office and

Administrative

Support

Occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Grand

Total

(All parttime staff)

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Part D - Graduate assistants 

Number of graduate assistants

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Teaching Research Management Business

and

Financial

Operations

Computer,

Engineering,

and Science

Community

Service,

Legal, Arts,

and Media

Library and

Instructional

Support

Healthcare

Practitioners

and

Technical

Total

Men

Nonresident

alien

  

Hispanic/Latino   

American

Indian or

Alaska Native

  

Asian   

Black or

African

American

  

Native

Hawaiian or

Other Pacific

Islander

  

White   

Two or more

races

  

Race and

ethnicity

unknown

  

Total men                           

Women

Nonresident

alien

  

Hispanic/Latino   

American

Indian or

Alaska Native

  

Asian   

Black or

African

American

  

Native

Hawaiian or

Other Pacific

Islander

  

White   

Two or more

races

  

Race and

ethnicity

unknown

  

Total women                           

Total

(men+women)

                          
Part E - Part-time staff 

Number of part-time staff

by tenure status, medical school status and occupational category

As of November 1, 2012

Medical school status and

occupational category

Tenured On Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty

status

Total

Non-Medical

Postsecondary Teachers                     

Instruction                     

Exclusively credit   

Exclusively not-for-credit   

Combined credit/not-forcredit

  

Instruction/research/public

service

  

Research   

Public Service   

Archivists, Curators, and

Museum Technicians

  

Librarians   

Library Technicians   

Other Teachers and

Instructional Support Staff

  

Management Occupations   

Business and Financial

Operations Occupations

  

Computer, Engineering, and

Science Occupations

  

Community Service, Legal,

Arts, and Media Occupations

  

Healthcare Practitioners and

Technical Occupations

  

Medical

Postsecondary Teachers                     

Instruction                     

Exclusively credit   

Exclusively not-for-credit   

Combined credit/not-forcredit

  

Instruction/research/public

service

  

Research   

Public Service   

Archivists, Curators, and

Museum Technicians

  

Librarians   

Library Technicians   

Other Teachers and

Instructional Support Staff

  

Management Occupations   

Business and Financial

Operations Occupations

  

  
Computer, Engineering, and

Science Occupations

Community Service, Legal,

Arts, and Media Occupations

  

Healthcare Practitioners and

Technical Occupations

  
Part E - Part-time staff 

Number of part-time staff

by medical school status and occupational category

As of November 1, 2012

Occupational category Total Non-Medical Medical

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   

Graduate Assistants         

Teaching   

Research   

Management   

Business and Financial Operations   

Computer, Engineering, and Science   

Community Service, Legal, Arts, and Media   

Library and Instructional Support   

Healthcare Practitioners and Technical   
Part F - Part-time summary non-medical 

Summary of part-time staff

by tenure status and occupational category

As of November 1, 2012

Occupational category Tenured On

Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty

status

Total

Postsecondary Teachers                     

Instruction                     

Exclusively credit                     

Exclusively not-for-credit                     

Combined credit/not-for-credit                     

Instruction/research/public service                     

   Research                     

   Public Service                     

Archivists, Curators, and Museum

Technicians

                    

Librarians                     

Library Technicians                     

Other Teachers and Instructional

Support Staff

                    

Management Occupations                     

Business and Financial Operations

Occupations

                    

Computer, Engineering, and Science

Occupations

                    

Community Service, Legal, Arts, and

Media Occupations

                    

Healthcare Practitioners and Technical

Occupations

                    

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support

Occupations

  

Natural Resources, Construction, and

Maintenance Occupations

  

Production, Transportation, and

Material Moving Occupations

  

Graduate Assistants   

Teaching   

Research   

Management   

Business and Financial Operations   

Computer, Engineering, and Science   

Community Service, Legal, Arts, and

Media

  

Library and Instructional Support   

Healthcare Practitioners and

Technical

  

Total   
Part F - Part-time summary medical 

Summary of part-time, medical school, staff

by tenure status and occupational category

As of November 1, 2012

Occupational category Tenured On

Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty

status

Total

Postsecondary Teachers                     

Instruction                     

Exclusively credit                     

Exclusively not-for-credit                     

Combined credit/not-for-credit                     

Instruction/research/public service                     

   Research                     

   Public Service                     

Archivists, Curators, and Museum

Technicians

                    

Librarians                     

Library Technicians                     

Other Teachers and Instructional

Support Staff

                    

Management Occupations                     

Business and Financial Operations

Occupations

                    

Computer, Engineering, and Science

Occupations

                    

Community Service, Legal, Arts, and

Media Occupations

                    

Healthcare Practitioners and Technical

Occupations

                    

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support

Occupations

  

Natural Resources, Construction, and

Maintenance Occupations

  

Production, Transportation, and

Material Moving Occupations

  

Graduate Assistants   

Teaching   

Research   

Management   

Business and Financial Operations   

Computer, Engineering, and Science   

Community Service, Legal, Arts, and

Media

  

Library and Instructional Support   

Healthcare Practitioners and

Technical

  

Total   
Part H - New Hires - Full-time instructional staff 

Number of newly hired full-time permanent instructional staff

by tenure status, gender, and race/ethnicity

(Hired full time between July 1 and October 31, 2012 and

still on payroll of the institution as of November 1, 2012)

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Tenured On Tenure

Track

Not on Tenure Track

Multi-year

contract

Annual

contract

Less-than-annual

contract

Without

Faculty status

Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                     

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                     

Total (men+women)                     
Part H - New Hires - Full-time staff 

Number of newly hired full-time staff

by occupational category, gender, and race/ethnicity

(Hired full time between July 1 and October 31, 2012 and

still on payroll of the institution as of November 1, 2012)

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Instructional Staff

(carried forward from Part

H, screen 1)

Postsecondary Teachers

Research Public

Service

 Library and Instructional

Support Occupations

Men

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska

Native

  

Asian   

Black or African American   

Native Hawaiian or Other

Pacific Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total men            

Women

Nonresident alien   

Hispanic/Latino   

American Indian or Alaska

Native

  

Asian   

Black or African American   

Native Hawaiian or Other

Pacific Islander

  

White   

Two or more races   

Race and ethnicity unknown   

Total women            

Total (men+women)            
Part H - New Hires - Full-time non-instructional staff 

Number of newly hired full-time non-instructional staff

by occupational category, gender, and race/ethnicity

(Hired full time between July 1 and October 31, 2012 and

still on payroll of the institution as of November 1, 2012)

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part H - New Hires - Full-time non-instructional staff and Total New Hires 

Number of newly hired full-time non-instructional staff and Total new hires

by occupational category, gender, and race/ethnicity

(Hired full time between July 1 and October 31, 2012 and

still on payroll of the institution as of November 1, 2012)

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

Occupations

Office and

Administrative

Support

Occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Grand

Total

(All fulltime new

hires)

Men

Nonresident alien   

Hispanic/Latino   

American Indian

or Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian

or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian

or Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian

or Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Human Resources Survey Evaluation 

Were any staff members difficult to categorize? If so, please explain in the box below.
Prepared by 

This survey component was prepared by:

   

Keyholder

   

SFA Contact

   

HR Contact

   

Finance Contact

   

Other

Name:

Email:

How long did it take to prepare this survey component? hours minutes

The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there

are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.

The time it took to prepare this component is being collected so that we can continue to improve our estimate of the

reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,

query and search data sources, complete and review the component, and submit the data through the Data Collection

System.

Thank you for your assistance.
2012-13 Survey Materials > Instructions date: 12/11/2012

2012-13 HR: Degree-granting Institutions and Related Administrative Offices that have 15 or

more full-time staff

Instructions for the 2012-13

Integrated Postsecondary Education Data System (IPEDS)

Human Resources (HR) Component

Applicable to Degree-granting Institutions and Related Administrative

Offices

that have 15 or more full-time staff

UPDATED – 10/31/12: The previous titles of “Non-postsecondary Teaching Occupations” and

“Graduate Assistants - Library and Non-postsecondary Teaching” were changed to "Other

Teaching and Instructional Support Occupations” and “Graduate Assistants – Library and

Instructional Support,” respectively for clarity. Also, a "NOTE" about staff on sabbatical leave and

staff who are on leave was added to the Salaries section of the IPEDS HR instructions for clarity;

however, the same instruction was included in prior years of the IPEDS HR instructions. [The data

entry screen that includes the screening question on salaries was revised for clarity to indicate the

reporting of data for Part G, full-time non-instructional staff, will still be required even if the

answers to the “instructional staff” screening questions are No.]

•Purpose of Component

•Changes in Reporting

•General Instructions

•Context Boxes

•Reporting Period Covered

•Coverage

•Academic Rank

•Where to Get Help

•Where the Data Will Appear

•Detailed Instructions

•Screening Questions

•Reporting Persons by Racial/Ethnic Category

•Reporting Staff by Occupational Category
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• 2010 Standard Occupational Classification (SOC) System - Classification Principles

• 2010 Standard Occupational Classification (SOC) System - Coding Guidelines

• Additional Reporting Information

• Descriptions of Occupational Categories

•New Hires

•Salaries

•Medical School Staff

•Summary of Parts

Purpose of Component

The primary purpose of the Human Resources (HR) component that is applicable to degree-granting

institutions and related administrative offices that have 15 or more full-time staff is to collect the number of

staff by employment status (full time and part time), occupational category, and for some staff by tenure

status, contract length, and academic rank. Salary data on full-time staff are also collected in addition

to data on newly hired full-time permanent staff. Data are also collected by medical school status for 4-year

and above degree-granting institutions. In odd-numbered years (e.g., 2011-12) such as last year, the

purpose was also to collect data by race/ethnicity and gender. The reporting of data by race/ethnicity and

gender is optional in even-numbered years such as this year (2012-13).

Changes in Reporting

•

New occupational categories replaced the primary function/occupational activity categories previously used in

the IPEDS HR component. The change was required to align the IPEDS HR categories with the 2010 Standard

Occupational Classification (SOC) System. Detailed information on the IPEDS HR component and how it

relates to the 2010 SOC system is listed below in the section called, "Reporting Staff by Occupational

Category." Additional information on the IPEDS HR component and the SOC system can be found at the

IPEDS Human Resources/SOC Information Center at http://nces.ed.gov/ipeds/resource/soc.asp.

•

The professional and non-professional terminology is no longer used.

•A screening question has been added that asks if an institution has graduate assistants.

•A screening question has been added that asks if an institution has a tenure system.

•The following categories were added to collect data on not on tenure track staff:

• Multi-year contract

• Annual contract

• Less-than-annual contract

•Data are now collected by the new category of "Postsecondary Teachers."

•The Postsecondary Teachers category by the "Instruction" (only) function is collected by the following

categories:

• Exclusively credit

• Exclusively not-for-credit

• Combination credit/not-for-credit

•Graduate assistants are reported separately by the following categories: Teaching; Research; Management;

Business and Financial Operations; Computer, Engineering, and Science; Community Service, Legal, Arts,

and Media; Library and Instructional Support; and Healthcare Practitioners and Technical. [NOTE: The

previous graduate assistant category called, "Library and Non-postsecondary Teaching" was changed to the

current graduate assistant category called "Library and Instructional Support" for clarity on 10/31/12.]

•A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately

by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month

contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also

collected by gender and academic rank. A column was added to the survey after the salary outlays column

to collect the number of months covered by the salary outlays. (This number will be used to calculate a

weighted monthly average salary.) 

To assist data reporters in determining the number of hours covered, a worksheet is provided in

the data collection system that collects the number of staff on 9-month contracts, 10-month

contracts, 11-month contracts, and 12-month contracts, by gender and academic rank. For each

gender and academic rank category, the system would then calculate: (1) the total number of staff

reported (i.e., the sum of the values entered for each contract length), and (2) the total number of

months covered (i.e., the sum of the staff reported for each contract length multiplied by the

number of months in the contract).

Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on

a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is

carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.
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General Instructions

NOTE: You must enter data on each displayed screen. If a displayed screen is not

applicable to your institution, you must enter at least one zero in a field on that screen. 

Context Boxes

Context boxes (previously known as caveat boxes) are provided on several screens to give

institutions the opportunity to provide more information about survey items.

Reporting Period Covered

The period of reporting is intended to provide a snapshot of your human resources/payroll data at

one point in the fall. Persons on the payroll of the institution as of November 1, 2012 should be

reported in the HR component.

Degree-granting institutions and related administrative offices that have 15 or MORE full-time staff AND

responded "Yes" to the screening question about full-time permanent new hires will be required to complete

Part H. Part H has slightly different reporting criteria from the other parts. In Part H, report the number of

full-time permanent staff who were included on the payroll of the institution between July 1 and

October 31, 2012 either for the first time (new to the institution) or after a break in service AND

who were still on the payroll of the institution as of November 1, 2012. Do not include as new hires

persons who have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than9-month contracts.

Coverage

Who to Include in this Report

• Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.

• Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on

sabbatical leave or on leave without pay.

• "Visiting" Postsecondary Teachers who are paid by your institution.

• Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in

the occupational category for which they were hired.

• Staff in Workforce Development training programs and Adult Basic Education (ABE) programs.

• Staff at off-campus centers associated with the campus covered by this report. (Do not include staff

who work at branch campuses located in a foreign country.)

Who NOT to Include in this Report

• Staff on leave without pay.

• Staff in the military or religious orders who are not paid by your institution.

• Staff whose services are contracted by or donated to the institution.

• Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).

• Undergraduate students.

• Students in the College Work-Study Program.

• Staff who work strictly in hospitals associated with medical schools.

Academic Rank

When reporting Instructional Staff by academic rank (e.g., professor, associate professor, etc.),

use the institution's designations. Institutions without standard academic ranks should report all

Postsecondary Staff in the "No Academic Rank" category.

Where to Get Help

IPEDS Data Collection Help Desk

Phone: 1-877-225-2568

Email: ipedshelp@rti.org
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AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced

overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip

sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant

information.

Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

• College Navigator Website

• IPEDS Data Center

• IPEDS Data Feedback Reports

At the aggregate-level, data will appear in:

• IPEDS First Looks

• IPEDS Table Library

• IPEDS Data Feedback Reports

• The Digest of Education Statistics

• The Condition of Education

Detailed Instructions

NOTE: You must enter data on each displayed screen. If a displayed screen is not

applicable to your institution, you must enter at least one zero in a field on that screen. 

Screening Questions

Please read and answer the screening questions in the data collection system very

carefully. (These questions must be answered before providing detailed data.) Responses to the

screening questions will determine which parts must be completed.

Reporting Persons by Racial/Ethnic Category

Reporting Persons by Racial/Ethnic Category (1997 OMB)

This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and

Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational

Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,

and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the

Federal Register on October 19, 2007.

Method of collection - Institutions must collect race and ethnicity information using a 2-question

format. The first question is whether the respondent is Hispanic/Latino. The second question is

whether the respondent is from one or more races from the following list: American Indian or

Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and

White. Institutions should allow students and staff to self-identify their race and ethnicity. For

further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of

Education using the NINE categories below. Racial/ethnic designations are requested only for United States

citizens, resident aliens, and other eligible non-citizens.

• Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

• Two or more races

In addition, the following categories may be used:

• Nonresident alien

• Race and ethnicity unknown
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Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific

definitions of anthropological origins. The categories are:

• Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.

• American Indian or Alaska Native- A person having origins in any of the original peoples of North and

South America (including Central America) who maintains cultural identification through tribal

affiliation or community attachment.

• Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the

Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,

Pakistan, the Philippine Islands, Thailand, and Vietnam.

• Black or African American- A person having origins in any of the black racial groups of Africa.

• Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

• White - A person having origins in any of the original peoples of Europe, the Middle East, or North

Africa.

Other descriptive categories

• Nonresident alien - 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 ArrivalDeparture 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.

• Race and ethnicity unknown - This category is used only if the person did not select EITHER a

racial or ethnic designation.

Reporting Staff by Occupational Category

The occupational categories in the IPEDS HR component were changed to become aligned with the

occupational categories in the 2010 Standard Occupational Classification (SOC) System. The SOC

Classification Principles and Coding Guidelines were also revised in 2010. Listed below is an

example of one change to the Classification Principles; however, please refer to the complete list

of Classification Principles and Coding Guidelines below. 

Example of SOC Classification Principle:

Old: Occupations are classified based on work performed and on required skills, education, training, and

credentials. 

New: Occupations are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level."

2010 SOC Classification Principles

The SOC Classification Principles form the basis on which the SOC system is structured.

1. The SOC covers all occupations in which work is performed for pay or profit, including work performed

in family-operated enterprises by family members who are not directly compensated. It excludes

occupations unique to volunteers. Each occupation is assigned to only one occupational category at

the lowest level of the classification.

2. Occupations are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level.

3. Workers primarily engaged in planning and directing are classified in management occupations in

Major Group 11-0000. Duties of these workers may include supervision.

4. Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and

perform activities similar to those of the workers they supervise, and therefore are classified with the

workers they supervise.

5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by

workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there

are no first-line supervisor occupations in Major Group 31-0000.

6. Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified

in the appropriate first-line supervisor category because their work activities are distinct from those of

the workers they supervise.
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7. Apprentices and trainees are classified with the occupations for which they are being trained, while

helpers and aides are classified separately because they are not in training for the occupation they are

helping.

8. If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an

appropriate “All Other,” or residual, occupation. “All Other” occupations are placed in the structure

when it is determined that the detailed occupations comprising a broad occupation group do not

account for all of the workers in the group. These occupations appear as the last occupation in the

group with a code ending in “9” and are identified in their title by having “All Other” appear at the

end.

9. The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and

reporting data on total U.S. employment across the full spectrum of SOC major groups. Thus, for a

detailed occupation to be included in the SOC, either the Bureau of Labor Statistics or the Census

Bureau must be able to collect and report data on that occupation.

2010 SOC Coding Guidelines

The SOC Coding Guidelines are intended to assist users in consistently assigning SOC codes and

titles to survey responses and in other coding activities.

1. A worker should be assigned to an SOC occupation code based on work performed.

2. When workers in a single job could be coded in more than one occupation, they should be coded in

the occupation that requires the highest level of skill. If there is no measurable difference in skill

requirements, workers should be coded in the occupation in which they spend the most time. Workers

whose job is to teach at different levels (e.g., elementary, middle, or secondary) should be coded in

the occupation corresponding to the highest educational level they teach.

3. Data collection and reporting agencies should assign workers to the most detailed occupation

possible. Different agencies may use different levels of aggregation, depending on their ability to

collect data. For more information on data produced using the SOC, see the Frequently Asked

Questions (FAQs) section.

4. Workers who perform activities not described in any distinct detailed occupation in the SOC structure

should be coded in an appropriate “All Other” or residual occupation. These residual occupational

categories appear as the last occupation in a group with a code ending in “9” and are identified by

having the words “All Other” appear at the end of the title.

5. Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time

performing supervisory activities are coded in the appropriate first-line supervisor category in the

SOC. In these same Major Groups (33-0000 through 53-0000), persons with supervisory duties who

spend less than 80 percent of their time supervising are coded with

the workers they supervise.

6. Licensed and non-licensed workers performing the same work should be coded together in the same

detailed occupation, except where specified otherwise in the SOC definition.

Additional Reporting Information

•IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level. 

Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there

are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary

Teachers. For IPEDS purposes, institutions should report their employees in the categories defined in the

IPEDS HR survey. For example, a College President would most likely fall under the detailed SOC occupation

of “Education Administrators, Postsecondary” (11-9033) where the first two-digits (11) of the SOC code

represent the SOC “major group” in this example. Based on the 2012-13 IPEDS HR survey and the 2010

SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-

13_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of

“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.

Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”

category in the HR survey. [IPEDS does not require institutions to manually code the College President at

the detailed level.]

•The following categories were added to collect data on not on tenure track staff:
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• Multi-year contract- A contract or employment agreement that is in effect for more than one year

(e.g., more than 365 days) where subsequent years of the contract may be contingent upon other

factors such as the appropriation of funds. The renewal period of a multi-year contract is not on an

annual basis (e.g., a 5-year multi-year contract is renewed every 5 years NOT annually).

• Annual contract - An annually-renewable contract or employment agreement that is in effect for a

stated annual period within one year of execution, and may be equal to a period of 365 days, or a

standard academic year, or the equivalent. Does not include contracts for partial year periods such as

a single semester, quarter, term, block, or course.

• Less-than-annual-contract - A contract or employment agreement that is in effect for a partial year

period of less than 365 days, or less than a standard academic year or the equivalent. Includes

contracts for partial year periods such as a single semester, quarter, term, block, or course.

•Hospitals, medical centers, and other entities that offer postsecondary education programs as

part of their mission should report only those staff who work full time or part time in the postsecondary

education division or component of the institution. If a staff member works full time for the institution,

but only part time in the postsecondary education division or component, for purposes of this survey, that

person should be reported as part time in his or her occupational category in the postsecondary education

division or component.

Descriptions of Occupational Categories

Postsecondary Teachers (by function)

Listed below are descriptions of the "Postsecondary Teachers" category by function.

Instructional Staff [NOTE: This heading was changed from "Instruction" to

"Instructional Staff" in the instructions for clarification on 8/7/12.]

Consist of staff members in the following categories:

• Instruction (only)

Persons whose specific assignments customarily are made for the purpose of providing instruction or

teaching. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of

their time providing instruction or teaching.

•Instruction combined with research and/or public service

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 his/her regular assignment. Regardless of

title, academic rank, or tenure status, these employees formally spend the majority of their time providing

instruction, research, and/or public service.

Research

Persons whose specific assignments customarily are made for the purpose of conducting research.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time conducting research.

Public Service

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.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time carrying out public service activities. (This category includes employees with a public service

assignment regardless of the location of the assignment (e.g., in the field rather than on campus).

Archivists, Curators, and Museum Technicians

The IPEDS HR occupational category called “Archivists, Curators, and Museum

Technicians” is based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Archivists, Curators, and Museum

Technicians”).  Click on the following link for details on the SOC “Archivists, Curators, and

Museum Technicians” broad occupation (25-4010): 

http://www.bls.gov/soc/2010/soc254010.htm.
Librarians

The IPEDS HR occupational category called “Librarians” is based on the broad occupation in

the 2010 Standard Occupational Classification (SOC) Manual with the same name

(“Librarians”).  Click on the following link for details on the SOC “Librarians” broad

occupation (25-4020):  http://www.bls.gov/soc/2010/soc254020.htm.

Library Technicians

The IPEDS HR occupational category called “Library Technicians” is based on the broad

occupation in the 2010 Standard Occupational Classification (SOC) Manual with the same

name (“Library Technicians”).  Click on the following link for details on the SOC “Library

Technicians” broad occupation (25-4030):  http://www.bls.gov/soc/2010/soc254030.htm.

Other Teachers and Instructional Support Staff

[NOTE: The above title ("Other Teachers and Instructional Support Staff") was changed

from "Non-postsecondary Teachers" for clarity on 10/31/12; however, the SOC

categories below remained the same.] 

The IPEDS HR occupational category called “Other Teachers and Instructional Support

Staff” is based on the following three minor groups in the 2010 SOC Manual.  (For details on

the three SOC minor groups, click on the links below.)

· Pre-school, Primary, Secondary, and Special Education School Teachers

 [SOC Minor Group 25-2000 - http://www.bls.gov/soc/2010/soc250000.htm#25-2000]

· Other Teachers and Instructors

 [SOC Minor Group 25-3000 - http://www.bls.gov/soc/2010/soc250000.htm#25-3000]

· Other Education, Training, and Library Occupations

 [SOC Minor Group 25-9000 - http://www.bls.gov/soc/2010/soc250000.htm#25-9000]

 

Management Occupations

The IPEDS HR occupational category called “Management Occupations” is based on the

occupational group in the 2010 Standard Occupational Classification (SOC) Manual with the

same name (“Management Occupations”).  Click on the following link for details on the SOC

“Management Occupations” group (Major Group 11-0000):

http://www.bls.gov/soc/2010/soc110000.htm.

Business and Financial Operations Occupations

The IPEDS HR occupational category called “Business and Financial Operations

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Business and Financial Operations

Occupations”).  Click on the following link for details on the SOC “Business and Financial

Operations Occupations” group (Major Group 13-0000):

http://www.bls.gov/soc/2010/soc130000.htm.

Computer, Engineering, and Science Occupations

The IPEDS HR occupational category called “Computer, Engineering, and Science

Occupations” is based on the following three occupational groups in the 2010 Standard

Occupational Classification (SOC) Manual.  (For details on the three SOC occupational

groups, click on the links below.)
· Computer and Mathematical Occupations          

[SOC Major Group 15-0000 - http://www.bls.gov/soc/2010/soc150000.htm]

· Architecture and Engineering Occupations        

[SOC Major Group 17-0000 - http://www.bls.gov/soc/2010/soc170000.htm]

· Life, Physical, and Social Science Occupations  

[SOC Major Group 19-0000 - http://www.bls.gov/soc/2010/soc190000.htm]

Community Service, Legal, Arts, and Media Occupations

The IPEDS HR occupational category called “Community Service, Legal, Arts,

and Media Occupations” is based on the following three occupational groups in

the 2010 Standard Occupational Classification (SOC) Manual. (For details on the

three SOC occupational groups, click on the links below.)

· Community and Social Service Occupations          

[SOC Major Group 21-0000 - http://www.bls.gov/soc/2010/soc210000.htm]

· Legal Occupations        

[SOC Major Group 23-0000 - http://www.bls.gov/soc/2010/soc230000.htm]

· Arts, Design, Entertainment, Sports, and Media Occupations  

[SOC Major Group 27-0000 - http://www.bls.gov/soc/2010/soc270000.htm]

Healthcare Practitioners and Technical Occupations

The IPEDS HR occupational category called “Healthcare Practitioners and Technical

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Healthcare Practitioners and Technical

Occupations”).  Click on the following link for details on the SOC “Healthcare Practitioners

and Technical Occupations” group (Major Group 29-0000): 

http://www.bls.gov/soc/2010/soc290000.htm. 

Service Occupations

The IPEDS HR occupational category called “Service Occupations” is based on the following

five occupational groups in the 2010 Standard Occupational Classification (SOC) Manual. 

(For details on the five SOC occupational groups, click on the links below.)

· Healthcare Support Occupations                                

[SOC Major Group 31-0000 - http://www.bls.gov/soc/2010/soc310000.htm]

· Protective Service Occupations                                  

[SOC Major Group 33-0000 - http://www.bls.gov/soc/2010/soc330000.htm]

· Food Preparation and Serving Related Occupations

[SOC Major Group 35-0000 - http://www.bls.gov/soc/2010/soc350000.htm]

· Building and Grounds Cleaning and Maintenance Occupations

[SOC Major Group 37-0000 - http://www.bls.gov/soc/2010/soc370000.htm]

· Personal Care and Service Occupations                    

[SOC Major Group 39-0000 - http://www.bls.gov/soc/2010/soc390000.htm]

Sales and Related Occupations

The IPEDS HR occupational category called “Sales and Related Occupations” is based on

the occupational group in the 2010 Standard Occupational Classification (SOC) Manual with

the same name (“Sales and Related Occupations”).  Click on the following link for details on

the SOC “Sales and Related Occupations” group (Major Group 41-0000): 

 http://www.bls.gov/soc/2010/soc410000.htm.
Office and Administrative Support Occupations

The IPEDS HR occupational category called “Office and Administrative Support

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Office and Administrative Support

Occupations”).  Click on the following link for details on the SOC “Office and Administrative

Support Occupations” group (Major Group 43-0000): 

http://bls.gov/soc/2010/soc430000.htm.

Natural Resources, Construction, and Maintenance Occupations

The IPEDS HR occupational category called “Natural Resources, Construction, and

Maintenance Occupations” is based on the following three occupational groups in the 2010

Standard Occupational Classification (SOC) Manual.  (For details on the three SOC

occupational groups, click on the links below.)

· Farming, Fishing, and Forestry Occupations             

[SOC Major Group 45-0000 - http://www.bls.gov/soc/2010/soc450000.htm]

· Construction and Extraction Occupations                 

[SOC Major Group 47-0000 - http://www.bls.gov/soc/2010/soc470000.htm]

· Installation, Maintenance, and Repair Occupations  

[SOC Major Group 49-0000 - http://www.bls.gov/soc/2010/soc490000.htm]

Production, Transportation, and Material Moving Occupations

The IPEDS HR occupational category called “Production, Transportation, and Material

Moving Occupations” is based on the following two occupational groups in the 2010

Standard Occupational Classification (SOC) Manual.  (For details on the two SOC

occupational groups, click on the links below.)

· Production Occupations                                             

[SOC Major Group 51-0000 - http://www.bls.gov/soc/2010/soc510000.htm]

· Transportation and Material Moving Occupations   

[SOC Major Group 53-0000 - http://www.bls.gov/soc/2010/soc530000.htm]

Graduate Assistants

For IPEDS purposes, report graduate assistants in the part-time part(s) only. 

Listed below are the descriptions of the graduate assistant categories:

· Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191 -

http://www.bls.gov/soc/2010/soc251191.htm:

Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teachingrelated 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. Excludes "Teacher Assistants"

(25-9041).

Illustrative examples: Teaching Fellow, Graduate Student Instructor 

•Graduate Assistant - Research

Persons whose specific assignments customarily are made for the purpose of conducting research.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time conducting research. 
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NOTE:  If your institution has graduate assistants in the following categories, they should be

placed in the appropriate graduate assistant categories below. For example, a graduate

assistant updating websites in the computer department should be considered a graduate

assistant in the IPEDS HR category called, "Computer, Engineering, and Science

Occupations."

•Graduate Assistant - Management (refer to the "Management Occupations" category above

for more information)

•Graduate Assistant - Business and Financial Operations (refer to the "Business and

Financial Operations Occupations" category above for more information)

•Graduate Assistant - Computer, Engineering, and Science (refer to the "Computer,

Engineering, and Science Occupations" category above for more information)

•Graduate Assistant - Community Service, Legal, Arts, and Media (refer to the "Community

Service, Legal, Arts, and Media Occupations" category above for more information)

•Graduate Assistant - Library and Instructional Support (refer to the following titles above

for more information: Archivists, Curators, and Museum Technicians; Librarians; Library

Technicians; and "Other Teachers and Instructional Support Staff") [NOTE: The previous graduate

assistant category called, "Library and Non-postsecondary Teaching" was changed to the current graduate

assistant category called "Library and Instructional Support" for clarity on 10/31/12.]

•Graduate Assistant - Healthcare Practitioners and Technical (refer to the "Healthcare

Practitioners and Technical Occupations" category above for more information)

(NOTE: Public Service is not included in the above categories as recommended by the IPEDS HR

Technical Review Panel members.)

New Hires

Degree-granting institutions and related administrative offices that have 15 or MORE full-time staff AND

responded "Yes" to the screening question about full-time permanent new hires will be required to complete

Part H. Part H has slightly different reporting criteria from the other parts. In Part H, report the number of

full-time permanent staff who were included on the payroll of the institution between July 1 and

October 31, 2012 either for the first time (new to the institution) or after a break in service AND

who were still on the payroll of the institution as of November 1, 2012. Do not include as new hires

persons who have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than9-month contracts.

Salaries

A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately

by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month

contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also

collected by gender and academic rank. A column was added to the survey after the salary outlays column to

collect the number of months covered by the salary outlays. (This number will be used to calculate a weighted

monthly average salary.) 

To assist data reporters in determining the number of hours covered, a worksheet is provided in the data

collection system that collects the number of staff on 9-month contracts, 10-month contracts, 11-month

contracts, and 12-month contracts, by gender and academic rank. For each gender and academic rank

category, the system would then calculate: (1) the total number of staff reported (i.e., the sum of the values

entered for each contract length), and (2) the total number of months covered (i.e., the sum of the staff

reported for each contract length multiplied by the number of months in the contract).

Additional stipends for administrative, managerial or other responsibilities should NOT be included in the

salary calculation.

Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on

a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is

carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.

NOTE: The following instruction about staff on sabbatical leave and staff who are on leave was added on

10/31/12 for clarity; however, the instruction has historically been included in the IPEDS HR instructions: 

When reporting staff on sabbatical leave and staff who are on leave, but remain on the payroll of the

institution, report such persons at their regular salaries even though the staff may be receiving a reduced

annuity while on leave.

Medical School Staff [applicable to 4-year and above degree-granting

institutions only]
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The medical school screens are applicable to institutions with M.D. and/or D.O. programs

only.

All staff affiliated with (housed in or under the authority of) the medical school should be reported

with the medical school.

Example: If an institution's medical school staff are housed with the institution's staff in other healthrelated disciplines (e.g., dentistry, veterinary medicine, nursing, dental hygiene, etc.), the institution

should report both sets of staff in the medical school part and list the other health-related disciplines

in the comment box on the medical school page(s) in the data collection system.

Staff that are in health disciplines that are NOT considered part of a medical school must be reported

on the non-medical school pages.

Summary of Parts

(NOTE: In odd-numbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is

required while in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is

optional. Data are also collected by medical school status for 4-year and above degree-granting institutions

only.) 

Listed below is a summary of each part in this HR component.

• Part 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 are also collected by the

following categories: Exclusively credit; Exclusively not-for-credit; and Combined credit/not-forcredit.

• Part B - Full-time non-instructional staff: Collects the number of full-time non-instructional staff

by occupational category. Data are also collected for some full-time non-instructional staff by tenure

status. 

Part C - Total number of full-time staff: Automatically sums the data reported in Part A and Part

B.

• Part D - Part-time staff: Collects the number of part-time staff by occupational category.

• Part 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 are also

collected by the following categories: Exclusively credit; Exclusively not-for-credit; and Combined

credit/not-for-credit.

• Part F - Part-time staff: Automatically sums the data reported in Part D and Part E.

• Part G - Salary Worksheet for full-time, non-medical, instructional staff and Salary Outlays

for full-time, non-medical, 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, instructional staff.

• Part G - Salary Outlays for full-time, non-medical, non-instructional staff - Collects salary

outlays for full-time, non-medical, non-instructional staff by occupational category. 

• Part H - Number of newly hired full-time permanent staff - 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.
Glossary date: 12/11/2012

Term Definition

Adjunct faculty Non-tenure track faculty serving in a temporary or auxiliary capacity to teach specific courses on a

course-by-course basis. Includes both faculty who are hired to teach an academic degree-credit

course and those hired to teach a remedial, developmental, or ESL course; whether the latter three

categories earn college credit is immaterial. Excludes regular part-time faculty (who, unlike adjuncts

are not paid on a course-by-course basis), graduate assistants, full-time professional staff of the

institution who may teach individual courses (such as a dean or academic advisor), and appointees

who teach non-credit courses exclusively.

American Indian or

Alaska Native (new

definition)

A person having origins in any of the original peoples of North and South America (including Central

America) who maintains cultural identification through tribal affiliation or community attachment.

Annual contract An annually-renewable contract or employment agreement that is in effect for a stated annual period

within one year of execution, and may be equal to a period of 365 days, or a standard academic

year, or the equivalent. Does not include contracts for partial year periods such as a single semester,

quarter, term, block, or course.

Archivists, Curators, and

Museum Technicians

An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Archivists, Curators, and Museum Technicians." For detailed

information, refer to the following website: http:// www.bls.gov/soc/2010/soc254010.htm.

Asian (new definition) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

Black or African American

(new definition)

A person having origins in any of the black racial groups of Africa.

Business and Financial

Operations Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Business and Financial Operations Occupations.” For detailed information refer

to the following website: http://www.bls.gov/soc/2010/soc130000.htm.

Casual employees Persons who are hired to work during peak times such as those that help at registration time or those

that work in the bookstore for a day or two at the start of a session.

Community Service,

Legal, Arts, and Media

Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Community and Social Service Occupations

(http://www.bls.gov/soc/2010/soc210000.htm); 2) Legal Occupations

(http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and

Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).

Computer, Engineering,

and Science Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Computer and Mathematical Occupations

(http://www.bls.gov/soc/2010/soc150000.htm); 2) Architecture and Engineering Occupations

(http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and Social Science

Occupations (http://www.bls.gov/soc/2010/soc190000.htm).

Full-time staff

(employees)

As defined by the institution. The type of appointment at the snapshot date determines whether an

employee is full time or part time. The employee's term of contract is not considered in making the

determination of full or part time.

Graduate Assistants

(Research)

An occupational category used to classify graduate assistants whose specific assignments customarily

are made for the purpose of conducting research.

Graduate Assistants

(Teaching)

An occupational category based on the detailed occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed

information, refer to the following website: http:// www.bls.gov/soc/2010/soc251191.htm.

Healthcare Practitioners

and Technical

Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Healthcare Practitioners and Technical Occupations.” For detailed information

refer to the following website: http://www.bls.gov/soc/2010/soc290000.htm.

Hispanic or Latino (new

definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or

origin, regardless of race.

Instructional Staff An occupational category that consists of the following two functions: 1) "Instruction" only and 2)

"Instruction combined with research and/or public service."

Less-than-annual

contract

A contract or employment agreement that is in effect for a partial year period of less than 365 days,

or less than a standard academic year or the equivalent. Includes contracts for partial year periods

such as a single semester, quarter, term, block, or course.

Librarians An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Librarians." For detailed information, refer to the following

website: http:// www.bls.gov/soc/2010/soc254020.htm.

Librarians, Curators, and

Archivists

An occupational category based on the following three broad occupations in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Librarians (http://

www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators, and Museum Technicians (http://

www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians (http://

www.bls.gov/soc/2010/soc254030.htm).

Library Technicians An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Library Technicians." For detailed information, refer to the

following website: http:// www.bls.gov/soc/2010/soc254030.htm.

Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Management Occupations.” For detailed information refer to the following

website: http://www.bls.gov/soc/2010/soc110000.htm.

Medical school staff Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of

Osteopathic Medicine [D.O.]) component of a postsecondary institution or in a free standing medical

school. Does not include staff employed by or employees working strictly in a hospital associated with

a medical school or those who work in health or allied health schools or departments such as

dentistry, veterinary medicine, nursing or dental hygiene unless the health or allied health schools or

departments are affiliated with (housed in or under the authority of) the medical school.

Multi-year contract A contract or employment agreement that is in effect for more than one year (e.g., more than 365

days) where subsequent years of the contract may be contingent upon other factors such as the

appropriation of funds. The renewal period of a multi-year contract is not on an annual basis (e.g., a

5-year multi-year contract is renewed every 5 years NOT annually).

Native Hawaiian or Other

Pacific Islander (new

definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific

Islands.

Natural Resources,

Construction, and

Maintenance Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Farming, Fishing, and Forestry Occupations

(http://www.bls.gov/soc/2010/soc450000.htm); 2) Construction and Extraction Occupations

(http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation, Maintenance, and Repair

Occupations (http://www.bls.gov/soc/2010/soc490000.htm).

New hires Persons who were hired for full-time permanent employment either for the first time (new to the

institution) or after a break in service between July 1st and October 31st of the survey year AND who

were still on the payroll of the institution as of the same survey year. Does not include persons who

have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than-9-

month contracts.

Nonresident alien 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.

Not on tenure track Personnel positions that are considered non-tenure earning positions.

Office and Administrative

Support Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Office and Administrative Support Occupations.” For detailed information refer

to the following website: http://www.bls.gov/soc/2010/soc430000.htm.

Other Teachers and

Instructional Support

Staff

An occupational category based on the following three minor groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education

School Teachers (http://www.bls.gov/soc/2010/ soc250000.htm#25-2000); 2) Other Teachers and

Instructors (http://www. bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education,

Training, and Library Occupations (http:// www.bls.gov/soc/2010/soc250000.htm#25-9000).

Part-time staff

(employees)

As determined by the institution. The type of appointment at the snapshot date determines whether

an employee is full time or part time. The employee's term of contract is not considered in making

the determination of full or part time. Casual employees (hired on an ad-hoc basis or occasional basis

to meet short-term needs) and students in the College Work-Study Program (CWS) are not

considered part-time staff.

Postsecondary Teachers An occupational category that consists of the following four functions: 1) "Instruction" only; 2)

"Instruction combined with research and/or public service;" 3) "Research;" and 4) "Public Service."

Postsecondary Teachers

(Instruction (only))

An occupational category used to classify persons whose specific assignments customarily are made

for the purpose of providing instruction or teaching. Regardless of title, academic rank, or tenure

status, these employees formally spend the majority of their time providing instruction or teaching.

Postsecondary Teachers

(Instruction combined

with research and/or

public service)

An occupational category used to classify 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 his/her regular assignment. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time providing instruction, research, and/or public

service.

Postsecondary Teachers

(Public Service)

An occupational category used to classify 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. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time carrying out public service activities. (This

category includes employees with a public service assignment regardless of the location of the

assignment (e.g., in the field rather than on campus).

Postsecondary Teachers

(Research)

An occupational category used to classify persons whose specific assignments customarily are made

for the purpose of conducting research. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time conducting research.

Production,

Transportation, and

Material Moving

Occupations

An occupational category based on the following two major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Production Occupations

(http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and Material Moving

Occupations (http://www.bls.gov/soc/2010/soc530000.htm).

Race/ethnicity unknown The category used to report students or employees whose race and ethnicity are not known.

Sales and Related

Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Sales and Related Occupations.” For detailed information refer to the following

website: http://www.bls.gov/soc/2010/soc410000.htm.

Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational

Classification (SOC) Manual: 1) Healthcare Support Occupations

(http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective Service Occupations

(http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related

Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and

Maintenance Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and

Service Occupations (http://www.bls.gov/soc/2010/soc390000.htm).

Tenure Status of a personnel position with respect to permanence of the position.

Tenure track Personnel positions that lead to consideration for tenure.

White (new definition) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q. date: 12/11/2012

Human Resources

Click one of the following questions to view the answer.

General

1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the references to the

IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?

2) Why has NCES changed the occupational categories in the IPEDS HR survey?

3) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data

collection screens, how should we report these individuals?

4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?

5) What is the relationship between the EEO-6 form and IPEDS?

6) How often are data for the IPEDS HR survey collected?

7) What is the period of reporting for the HR component?

8) What type of staff should be included in the IPEDS HR component?

9) What type of staff should NOT be included in the IPEDS HR component?

10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR component?

11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of the

college?

12) Do we include guest lecturers when we report to IPEDS?

13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?

14) How do we handle individuals who are employees and also taking courses?

15) What do you mean by “medical school” staff?

16) How do I know if my data are consistent across certain parts?

17) Can I change my data after completing a part?

18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?

19) Who should I report as “Without faculty status”?

20) If a person currently employed by an institution accepts a new full-time position within the institution, is that person considered

a new hire?

21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?

22) Are salary data collected from all institutions?

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IPEDS and SOC

1) Why has NCES changed the occupational categories in the IPEDS HR survey?

2) What is the SOC?

3) What is the purpose of the Standard Occupational Classification (SOC) system?

4) How are occupations classified in the SOC?

5) How is the SOC structured?

6) Is there additional information on classifying and coding supervisors and managers?

7) Which staff comprise the new Postsecondary Teachers category?

8) How is data on library-related occupations collected?

9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity; however, recently,

the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the other half of his time preparing

timecards and other duties generally performed py payroll clerks. What occupational category should I place this person in the

IPEDS HR survey?

10) My institution has a graduate assistant who assists with updating the website for the computer department. How should I code

this person in IPEDS?

11) Where can I find definitions of the 2010 SOC occupations?

12) Where can I find additional information about the SOC system?

13) When will the next SOC revision take place?

14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?

15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?

16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational categories?

Answers:

General

1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the

references to the IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
Beginninng with the 2012-13 IPEDS HR survey, the references to EAP, Salaries, and Fall Staff are no longer

used; however, parts are still used. Please refer to the parts for the 2012-13 IPEDS HR survey carefully

since they may have changed from previous years.

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2) Why has NCES changed the occupational categories in the IPEDS HR survey?

The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the

2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational

categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher

Education General Information Survey (HEGIS) remained basically the same for over two decades. (The

2010 SOC reflects changes in the workforce over the last decade.)

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3) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the

IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the

institution to decide how best to handle reporting individuals whose gender is unknown. However, a

common method used is to allocate the individuals with gender unknown based on the known proportion of

men to women for staff.

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4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?

Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their

survey reporting requirements. For more information about EEO-1 reporting, please refer to the following

EEOC website, which includes contact information: http://www.eeoc.gov/eeo1survey/index.html.

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5) What is the relationship between the EEO-6 form and IPEDS?

The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In

1993, IPEDS took over the collection of the EEO-6 data. These data are made available to the EEOC and to

the Office for Civil Rights.

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6) How often are data for the IPEDS HR survey collected?

1. In even-numbered years such as Fall 2012, the reporting of race/ethnicity data in the IPEDS HR survey is

optional; however, the reporting of all other applicable data in the IPEDS survey is required. (During evennumbered years, IPEDS simply serves as a reporting mechanism for those institutions that are required to

provide race/ethnicity data annually to their states or to other agencies.)

2. In odd-numbered years such as Fall 2011, the reporting of all applicable data (inlcuding race/ethnicity) in the

IPEDS HR survey is required.

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7) What is the period of reporting for the HR component?

The period of reporting is intended to provide a snapshot of your human resources/payroll data at one point

in the fall.

•With the exception of the part that is collected on full-time permanent new hires from degree-granting institutions that

have 15 or more full-time staff, institutions should report persons on the payroll of the institution as of November 1,

2012 in the 2012-13 IPEDS HR component. (For more details on who to include and exclude from the HR component,

refer to the next two FAQs or refer to the sections of the complete instructions called "Who to include in this report" and

"Who NOT to include in this report.")

•The part that is collected on new hires from degree-granting institutions that have 15 or more full-time staff has the

following reporting requirement: includes full-time permanent new hires on the payroll of the institution between July

1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who are still

on the payroll of the institution as November 1, 2012. For additional details about new hires, refer to the complete set

of instructions.

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8) What type of staff should be included in the IPEDS HR component?

The following types of staff should be included in the HR component:

• Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.

• Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on sabbatical

leave or on leave without pay.

• “Visiting” Postsecondary Teachers who are paid by your institution.

• Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in the occupational

category for which they were hired.
• Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work at

branch campuses located in a foreign country.)

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9) What type of staff should NOT be included in the IPEDS HR component?

The following types of employees should NOT be included in the HR component:

• Staff on leave without pay.

• Staff in the military or religious orders who are not paid by your institution.

• Staff whose services are contracted by or donated to the institution.

• Casual employees (hired on an ad-hoc or occasional basis to meet short-term needs).

• Undergraduate students.

• Students in the College Work-Study Program.

• Staff who work strictly in hospitals associated with medical schools.

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10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR

component?

Yes. Instructional staff who provide instruction in credit and/or non-credit courses/activities should be

included in the HR component.

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11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based

out of the college?

Staff at off-campus centers/sites associated with the campus covered by this report should be included in the

HR component; however, staff who work at branch campuses located in a foreign country should NOT be

included in the HR component. Also, the staff must be on the payroll of the institution.

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12) Do we include guest lecturers when we report to IPEDS?

If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be

included in the HR component. However, guest lecturers typically are given honoraria or lecture fees and

thus are not paid through the institution’s payroll accounts.

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13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?

No. Include only paid employees of your institution, recognizing that this may undercount the number of

staff.

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14) How do we handle individuals who are employees and also taking courses?

1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.

2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research,

include them as part-time employees in the graduate assistants category.

3 - If they are employed in regular jobs, either full time or part time, include them according to their primary

function/occupational activity.

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15) What do you mean by “medical school” staff?

Staff employed by or staff working in the medical school (M.D. and/or D.O.) component of a postsecondary

institution or in a freestanding medical school. Does not include staff employed by or employees working

strictly in a hospital associated with a medical school or those who work in health or allied health schools or

departments such as dentistry, veterinary medicine, nursing, or dental hygiene unless the health or allied

health schools or departments are affiliated with (housed in or under the authority of) the medical school.

(The medical school pages are applicable to institutions with M.D. and/or D.O. programs only.)

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16) How do I know if my data are consistent across certain parts?

There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from

data in other parts to help ensure consistent reporting.

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17) Can I change my data after completing a part?

Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that

will require users to revise data in one part to agree with what is reported in another part. Data cannot be

locked until all errors are resolved.

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18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my

institution?

If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that

screen. If you are still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk

at 1-877-225-2568 for further assistance.

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19) Who should I report as “Without faculty status”?

While institutions may use different designations of who is functioning as "faculty," there is generally some

designation of whether or not an employee has faculty status. Report employees with faculty status in either

the Tenured, On Tenure track, or Not on tenure track column by occupational category. Institutions may also

employ individuals in the various occupational categories who do not have or who are not eligible to have

faculty status. Report these individuals in the Without faculty status category. For example, an individual

hired as a Computer Engineer without tenure eligibility should be reported in the IPEDS occupational

category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category.

Postdoctoral research associate, because they do not have faculty status, would be reported in the Without

faculty status category.

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20) If a person currently employed by an institution accepts a new full-time position within the institution, is that

person considered a new hire?

NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on

the payroll of the institution between July 1 and October 31, 2012 either for the first time (new to the

institution) or after a break in service AND who are still on the payroll of the institution as November 1,

2012. Also, new hires do not include persons who have returned from sabbatical leave or full-time

Postsecondary Staff who are working less-than-9-month contracts.

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21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?

Make the best estimate of the salary of the full-time instructional staff.

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22) Are salary data collected from all institutions?

No. Salary data are collected from degree-granting institutions only, unless one or more of the following are

true:

• All instructional staff are employed on a part time basis.

• All instructional staff are military personnel.

• All instructional staff contribute their services (e.g., are members of a religious order).

• All instructional staff teach pre-clinical or clinical medicine.

All applicable institutions are required to complete the Salaries section annually.

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IPEDS and SOC

1) Why has NCES changed the occupational categories in the IPEDS HR survey?

The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the

2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational

categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher

Education General Information Survey (HEGIS) remained basically the same for over two decades. (The

2010 SOC reflects changes in the workforce over the last decade.)

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2) What is the SOC?

The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational

structure of the United States.

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3) What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational

categories for the purpose of collecting, calculating, analyzing, or disseminating data. All Federal agencies

that publish occupational data for statistical purposes are required to use the SOC in order to increase data

comparability.

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4) How are occupations classified in the SOC?

Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level.

[The previous statement relates to the SOC Classification Principle #2. There are nine Classification

Prnciples in total and they form the basis on which the SOC system is structured. The previous SOC manual,

which was the 2000 SOC Manual, had a similar classification principle, which also included “licensing” and

“credentials;” however, licensing and credentials are no longer included in the updated principle. For a

complete list of the 2010 SOC Classification Principles, refer to the following link:

http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.]

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5) How is the SOC structured?

The SOC is a tiered occupational classification system with four levels: major group, minor group, broad

occupation, and detailed occupation. The 23 major groups are broken down into 97 minor groups, followed

by 461 broad occupations, and finally 840 detailed occupations.

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6) Is there additional information on classifying and coding supervisors and managers?

For additional information on classifying and coding supervisors and managers, refer to the "2010 SOC

Classification Principles" and the "2010 SOC Coding Guidelines," which are listed in the 2012-13 IPEDS HR

instructions.

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7) Which staff comprise the new Postsecondary Teachers category?

Beginning with the 2012-13 IPEDS HR component, the new term Postsecondary Teachers was introduced.

Non-degree-granting institutions report Postsecondary Teachers in the single category called "Postsecondary

Teachers" while degree-granting institutions report Postsecondary Teachers separately by the following

functions:

• Instruction

• Instruction combined with research and/or public service

• Research

• Public Service

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8) How is data on library-related occupations collected?

Beginning with the 2012-13 IPEDS HR component, non-degree-granting institutions report library-related

occupations in the single category called "Librarians, Curators, and Archivists." Degree-granting institutions

that have 15 or more full-time staff members report library-related occupations separately as: 

• Archivists, Curators, and Museum Technicians

• Librarians

• Library Technicians

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9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity;

however, recently, the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the

other half of his time preparing timecards and other duties generally performed py payroll clerks. What occupational

category should I place this person in the IPEDS HR survey?

First, the scenario described in this case is similar to the SOC Coding Guideline #2, which states, when

workers in a single job could be coded in more than one occupation, they should be coded in the occupation

that requires the highest level of skill. If there is no measurable difference in skill requirements, workers

should be coded in the occupation in which they spend the most time. There are six SOC Coding Guidelines

and they are intended to assist users in consistently assigning SOC codes and titles to survey responses and

in other coding activities. For a complete list of the 2010 SOC Coding Guidelines, refer to the following link:

http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.

The answer to the above question would be the IPEDS HR occupational category of "Business and Financial

Operations Occupations" for the following reasons. 

•The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the person in

question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13-2011), which falls

under the SOC Major group of "Business and Financial Operations Occupations" (SOC code 13-0000). 

•In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you will see

that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to the 2012-13

IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.” 
[NOTE: For IPEDS purposes, there is no need to manually code CPA to "Accountants and Auditors" because

the data are not collected in IPEDS at that level.]

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10) My institution has a graduate assistant who assists with updating the website for the computer department. How

should I code this person in IPEDS?

Since this person is a graduate assistant updating websites in the computer department, include this person

as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."

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11) Where can I find definitions of the 2010 SOC occupations?

A pdf version of the 2010 SOC definitions can be found at the following website:

http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found

at the following SOC homepage under the category called “2010 SOC, Downloadable Materials:”

http://www.bls.gov/soc. While the SOC system is a four-level tiered system, SOC definitions only exist at the

lowest occupational level, which is known as the “detailed occupation” level.

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12) Where can I find additional information about the SOC system?

Refer to the following SOC homepage at: http://www.bls.gov/soc.

• A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following website: 

http://www.ntis.gov/products/soc.aspx. 

• The Spanish version of the 2010 SOC Manual is only available online and can be found at:

http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.

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13) When will the next SOC revision take place?

The next major review and revision of the SOC is expected to begin in 2013 in order to produce a 2018

version of the SOC.

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14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?

A newly developed IPEDS HR/SOC Information Center can be found

at: http://nces.ed.gov/ipeds/resource/soc.asp. Additional items will be added to this resource page as they

become available. For example, a tool is expected to be added that will include the 2010 SOC codes, titles,

definitions, illustrative examples along with the corresponding IPEDS occupational categories.

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15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?

IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level. 

Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there

are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary

Teachers. For IPEDS purposes, institutions should report their employees in the categories defined in the

IPEDS HR survey. For example, a College President would most likely fall under the detailed SOC occupation

of “Education Administrators, Postsecondary” (11-9033) where the first two-digits (11) of the SOC code

represent the SOC “major group” in this example. Based on the 2012-13 IPEDS HR survey and the 2010

SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-

13_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of

“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.

Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”

category in the HR survey. [IPEDS does not require institutions to manually code the College President at

the detailed level.]

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16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS

occupational categories?
In most cases, no. Since the detailed occupations in the 2010 SOC with similar job duties, and in some cases

skills, education, and/or training, are grouped together, it was necessary for IPEDS to conform to the same

methodology. [Please keep in mind that the occupational data to be reported in the 2012-13 IPEDS HR

survey are reported at a higher level (e.g., major level) in most cases; however, the same general premise

applies.] Consequently, many categories such as “technical and paraprofessional” and “other professionals

(support/service)” can no longer be used. For example, for the 2011-12 IPEDS HR survey, “Dietitians and

Nutritionists” were included in the “Other Professional (support/service) category while “Dietetic Technicians”

were included in the Technical and Paraprofessionals" category. In the 2012-13 IPEDS HR survey, “Dietitians

and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational category called

“Healthcare Practitioners and Technical Occupations.” Additionally, most of the occupational categories in the

previous IPEDS HR survey included definitions at the “major” level; however, the 2012-13 IPEDS HR

occupational categories do not include definitions at the “major” level. This change was necessary to conform

to the SOC system, which only includes definitions at the detailed (e.g., lowest) level.

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2012-13 Survey Materials > Narrative Edits date: 12/11/2012

Human Resources for degree-granting institutions and related administrative offices that

have 15 or more full-time staff and a tenure system

Edit specifications for the 2012-13 IPEDS Web-Based Data Collection

Human Resources (HR) Component

Applicable to degree-granting institutions and related administrative offices with 15 or more fulltime staff and a tenure system

Note: The specifications in this document apply to the institutions listed above and related administrative offices.

Some sections and parts may not apply to your particular institution. Please read the specifications carefully to

determine which sections and/or parts apply to your institution.

All screens must be completed in order to lock the survey.

• Screening Questions

• Relationships between HR Parts

Screening Questions

You must respond to the following screening questions. The answers given here will determine which screens your institution

is shown.

You must answer Yes or No to the following questions:

• Does your institution have any part-time staff? 

◦ If you select Yes, then additional screens for reporting data on part-time staff will be provided.

• Does you institution have 15 or more full time staff?

◦ If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate

document for less than 15 staff.

• Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to

each of the following questions:

◦ Are ALL of the instructional staff military personnel?

◦ Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?

◦ Do ALL of the instructional staff teach pre-clinical or clinical medicine?

◦ If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT

applicable to your institution and you will NOT be required to report data for the full-time instructional

staff screens of Part G. However, Part G will still be required for reporting data for full-time noninstructional staff.

• Do you wish to report data by gender AND race/ethnicity this year?

◦ If you select Yes, screens to report data by employment status (full-time and part-time), occupational

category, and gender AND race/ethnicity will be displayed, and you must complete all applicable screens.

◦ If you select No, screens to report data by employment status (full-time and part-time) and occupational

category will be displayed. If a screen is only applicable to certain institutions, this will be noted in the

section header.

• Does your institution have a tenure system?

◦ If you select Yes, screens to report data by tenure status will be provided.

◦ If you select No, then you are viewing the wrong narrative edit document. Please select the appropriate

document for institutions with no tenure system.

• Does you institution have graduate assistants?

◦ If you select Yes, screens to report graduate assistants will be provided.

• Did your institution hire any full-time permanent staff who were included on the payroll of the institution between

July 1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who

were still on the payroll of the institution as of November 1, 2012?

◦ If you select Yes and your institution has 15 or more full-time staff, then additional screens for reporting

data on full-time permanent new hires will be provided.

The system will perform the following edits on the data entered:

• You must answer each screening question provided for your institution.

• If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or

teaching pre-clinical or clinical medicine; you must confirm that this is correct.

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Part A: Full-time instructional staff

For each screen listed below, report the number of full-time instructional staff at the institution by academic rank, gender, and

race/ethnicity. Academic ranks include Professors, Associate professors, Assistant professors, Instructors, Lecturers, and No

academic rank.

• Tenured

• On tenure track

• Not on tenure track with multi-year contract
• Not on tenure track with annual contract

• Not on tenure track with less than annual contract

• Without faculty status (Only a total is required for this academic rank.)

On each screen, the total for each gender and race/ethnicity is calculated, as well as the totals for full-time men, full-time

women, and grand total (full-time men + women) by academic rank.

Note: If you answered ‘No’ to the screening question that asks if you wish to report data by gender and race/ethnicity this

year, then only one screen will be displayed for your institution with the above academic ranks and tenure status options. This

screen will not require data to be reported by gender and race/ethnicity. Additionally, totals by gender and race/ethnicity will

not be provided.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time instructional staff by function

On this screen, report the number of full-time instructional staff at the institution by tenure status, medical school status, and

function. For each tenure status, provide the number of Non-medical and Medical staff for each of the following:

• Instruction

◦ Exclusively credit

◦ Exclusively not-for-credit

◦ Combined credit/not-for-credit

• Instruction/research/public service

Totals are calculated for each tenure status, medical function, and non-medical function.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time instructional staff totals

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

A totals screen is provided displaying the number of Total men, Total women, and Total (men + women) for each

race/ethnicity category.

Part B: Full-time non-instructional staff, page 1

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and

race/ethnicity. Provide the following occupational categories for Postsecondary Teachers by gender and race/ethnicity:

• Research

• Public service

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The

Instructional staff total is also displayed from Part A for your reference.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Full-time non-instructional staff, page 2

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and

race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:

• Archivists, Curators, and Museum Technicians

• Librarians

• Library Technicians

• Other Teachers and Instructional Support Staff

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Full-time non-instructional staff, page 3

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and

race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Full-time non-instructional staff, page 4

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.
On this screen, report the number of full-time non-instructional staff at the institution by occupational category, gender, and

race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Full-time

total is also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Full-time non-instructional staff by occupational category

On this screen, report the number of full-time non-instructional staff at the institution by tenure status, medical school status,

and occupational category. For each tenure status, provide the number of Non-medical and Medical staff for each of the

following:

• Postsecondary Teachers – Research

• Postsecondary Teachers – Public service

• Archivists, Curators, and Museum Technicians

• Librarians

• Library Technicians

• Other Teachers and Instructional Support Staff

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Totals are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Full-time non-instructional staff by medical school status

On this screen, report the number of full-time non-instructional staff at the institution by medical school status and

occupational category. Provide the number of Non-medical and Medical staff for each of the following:

• Service Occupations

• Sales and Related occupations

• Office and administrative support occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Totals are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part C: Full-time non-medical summary

A totals screen is provided displaying the number full-time, non-medical school staff by tenure status and occupational

category.

Part C: Full-time medical summary

A totals screen is provided displaying the number full-time, medical school staff by tenure status and occupational category.

Salary Parts

Applicable to degree-granting institutions that selected No for all options in the screening question that asks if all of

your institution’s instructional staff are military personnel, contributing their services, or teaching pre-clinical or

clinical medicine.

Part G: Salary Worksheet

On this screen, report the number of full-time instructional staff at the institution by contract length, gender, and academic

rank. Contract lengths include 9-month, 10-month, 11-month, and 12-month. Academic ranks include Professors, Associate

professors, Assistant professors, Instructors, Lecturers, and No academic rank.

The Total employees for salary reporting, Total number of Months, and Balance will be calculated by academic rank and

gender. Additionally, the Total instructional staff from Part A is displayed for your reference. The system will also calculate

the total number of men, total number of women, and grand total (men + women) for each contract length.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part G: Salary outlays for full-time instructional staff by gender and academic rank

On this screen, report the number of Salary Outlays for full-time instructional staff at the institution by gender and academic

rank. Academic ranks include the following:

• Professors

• Associate professors

• Assistant professors

• Instructors

• Lecturers

• No academic rank
From the Part G Salary worksheet, the Headcount OR Total employees for Salary reporting and the Total number of

months are displayed for your reference. The system will calculate the total number of men, total number of women, and

grand total (men + women) for salary outlays, as well as the Weighted average Salaries per month.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part G: Salary outlays for full-time non-instructional staff by occupational category

On this screen, report the number of Total salary outlays for full-time non-instructional staff at the institution by occupational

category. Occupational categories include the following:

• Postsecondary Teachers - Research

• Postsecondary Teachers - Public Service

• Library and Instructional Support Occupations

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

The Number of staff is displayed for your reference for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part D: Part-time staff, page 1

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories for Postsecondary Teachers by gender and race/ethnicity:

• Instructional Staff

• Research

• Public service

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part D: Part-time staff, page 2

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Archivists, Curators, and Museum Technicians

• Librarians

• Library Technicians

• Other Teachers and Instructional Support Staff

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Librarians

and Other Teachers total is also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part D: Part-time staff, page 3

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part D: Part-time staff, page 4

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:
• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Part-time

total is also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part D: Graduate Assistants

Applicable to institutions that reported having graduate assistants in the screening questions and those that

answered Yes to the screening question that asks if you wish to report data by gender and race/ethnicity. 

On this screen, report the number of graduate assistants at the institution by occupational category, gender, and

race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:

• Teaching

• Research

• Management

• Business and Financial Operations

• Computer, Engineering, and Science

• Community Service, Legal, Arts, and Media

• Library and Instructional Support

• Healthcare Practitioners and Technical

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Totals are

also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part E: Part-time staff by occupational category

On this screen, report the number of part-time staff at the institution by tenure status, medical school status, and occupational

category. For each tenure status, provide the number of Non-medical and Medical staff for each of the following:

• Postsecondary Teachers by function

◦ Instruction

▪ Exclusively credit

▪ Exclusively not-for-credit

▪ Combined credit/not-for-credit

◦ Instruction/Research/Public service

◦ Research

◦ Public service

• Archivists, Curators, and Museum Technicians

• Librarians

• Other Technicians

• Other Teachers and Instructional Support Staff

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Totals are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part E: Part-time staff by medical school status

On this screen, report the number of part-time staff at the institution by medical school status and occupational category.

Provide the number of Non-medical and Medical staff for each of the following:

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

• Graduate Assistants

◦ Teaching

◦ Research

◦ Management

◦ Business and Financial Operations

◦ Computer, Engineering, and Science

◦ Community Service, Legal, Arts, and Media

◦ Library and Instructional Support

◦ Healthcare Practitioners and Technical
Totals are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part F: Part-time non-medical summary

A totals screen is provided displaying the number part-time, non-medical school staff by tenure status and occupational

category.

Part F: Part-time medical summary

A totals screen is provided displaying the number part-time, medical school staff by tenure status and occupational category.

Part H: New Hires, Full-time instructional staff

Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to

the screening question that asks if you wish to report data by gender and race/ethnicity.

On this screen, report the number of newly hired full-time permanent instructional staff at the institution by tenure status,

gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012 and still on

the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for each of the

following tenure statuses:

• Tenured

• On tenure track

• Not on tenure track with multi-year contract

• Not on tenure track with annual contract

• Not on tenure track with less than annual contract

• Without faculty status

Amounts for Total men, Total women, and Total (men + women) are calculated for each tenure status. Totals are also

calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part H: New Hires

Applicable to institutions that reported having new hires in the screening questions and those that answered No to

the screening question that asks if you wish to report data by gender and race/ethnicity.

On this screen, report the number of newly hired full-time permanent instructional staff by contract length (multi-year contract,

Annual contract, Less-than-annual contract, and Without faculty status). Next, report the number of full-time staff at the

institution by occupational category. Provide totals for each of the following occupational categories:

• Research

• Public service

• Library and Instructional Support Occupations

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part H: New Hires, Full-time staff

Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to

the screening question that asks if you wish to report data by gender and race/ethnicity.

On this screen, report the number of newly hired full-time permanent instructional staff at the institution by occupational

category, gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012

and still on the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for

each of the following occupational categories:

• Research

• Public Service

• Library and Instructional Support Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Instructional

Staff totals are also displayed from Part H: New Hires, Full-time instructional staff for your reference.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part H: New Hires, Full-time non-instructional staff, page 1

Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to

the screening question that asks if you wish to report data by gender and race/ethnicity.

On this screen, report the number of newly hired full-time permanent instructional staff at the institution by occupational

category, gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012

and still on the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for

each of the following occupational categories:
• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part H: New Hires, Full-time non-instructional staff, page 2

Applicable to institutions that reported having new hires in the screening questions and those that answered Yes to

the screening question that asks if you wish to report data by gender and race/ethnicity.

On this screen, report the number of newly hired full-time permanent instructional staff at the institution by occupational

category, gender, and race/ethnicity. These staff should include those hired full-time between July 1 and October 31, 2012

and still on the payroll of the institution as of November 1, 2012. Provide the number of staff by gender and race/ethnicity for

each of the following categories:

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. The number

of Total New Hires is also calculated by gender and race/ethnicity.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Relationships between parts within the Fall Staff section

Within the Fall Staff section, the system will perform the following edits on the data entered:

• New Hires reported in Part H must be less than or equal to the full-time employees reported in Part A and Part

B.

Relationships between HR Parts

The system will perform the following edits on the data entered:

• The total number of full-time instructional staff reported in Part A must be greater than or equal to the total

number of full-time instructional staff reported on the Part G Salary Worksheet screen.

Top
2012-13 Survey Materials > Form date: 12/11/2012

Human Resources for degree-granting institutions and related administrative offices

that have less than 15 full-time staff

Human Resources Screening Questions 

Does your institution have any part-time staff?

If you answer Yes to this question, you will be provided the screens to report part-time staff.

                                             Yes No

Does your institution have 15 or more full-time staff?

                                             Yes No

Do ALL of the instructional staff at your institution fall into any of the following categories?

If you answer Yes to any of the questions below, the full-time instructional staff screens of Part G are NOT applicable to

your institution and you will NOT be required to report data for the full-time instructional staff screens of Part G.

However, Part G will still be required for reporting data for full-time non-instructional staff.

No Yes Are ALL of the instructional staff military personnel?

No Yes Do ALL of the instructional staff contribute their services (e.g., members of a religious

order)?

No Yes Do ALL of the instructional staff teach pre-clinical or clinical medicine?

The reporting of data by gender AND race/ethnicity is optional this year as it is in even-numbered years.

Do you wish to report data by gender AND race/ethnicity this year?

If you answer No, screens to report data by employment status (full-time and part-time) and occupational category will

be displayed.

If you answer Yes, screens to report data by employment status (full-time and part-time), occupational category, and

gender AND race/ethnicity will be displayed and you must complete all applicable screens.

No, I will not report data by gender and race/ethnicity this year                                                                      

Yes, I will report data by gender and race/ethnicity this year                                                                      

You may use the space below to provide context for the data you've reported above.
Human Resources Screening Questions 

Does your institution have graduate assistants?

If you answer Yes to this question, you will be provided the screens to report graduate assistants.

                                             Yes No
Part A - Full-time staff 

Number of full-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Postsecondary Teachers

Instructional

Staff

Research Public

Service

Librarians, Curators,

and Archivists

Other Teachers and

Instructional Support Staff

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other

Pacific Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other

Pacific Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total (men+women)               
Part A - Full-time staff 

Number of full-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part A - Full-time staff 

Number of full-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

Occupations

Office and

Administrative

Support

Occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Grand

Total

(All fulltime

staff)

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Part A - Full-time staff 

*** Required if you elect not to report staff by gender and race/ethnicity ***

Number of full-time staff by occupational category

As of November 1, 2012

Occupational category Non-medical Medical Total

Postsecondary Teachers         

Instructional Staff   

Research   

Public Service   

Librarians, Curators, and Archivists   

Other Teachers and Instructional Support Staff   

Management Occupations   

Business and Financial Operations Occupations   

Computer, Engineering, and Science Occupations   

Community Service, Legal, Arts, and Media Occupations   

Healthcare Practitioners and Technical Occupations   

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   

Total         
Part G - Salary Worksheet 

Number of full-time, non-medical, instructional staff for calculation of total number of months

As of November 1, 2012

Gender and

academic

rank

 9-Month

Contract

 10-Month

Contract

 11-Month

Contract

 12-Month

Contract

Total

employees

for Salary

reporting

Total

Number

of Months

Total full-time,

non-medical,

instructional staff

from Part A

Balance

Men

Professors      

Associate

professors

     

Assistant

professors

     

Instructors      

Lecturers      

No

academic

rank

     

Total men                  

Women

Professors      

Associate

professors

     

Assistant

professors

     

Instructors      

Lecturers      

No

academic

rank

     

Total

women

                 

Total (men

+ women)

                       
Part G - Salary outlays for full-time instructional staff 

Salary outlays for full-time, non-medical, instructional staff

by gender and academic rank

As of November 1, 2012

Gender and academic

rank

Headcount

(from Part G,

screen 1) OR Total employees for

Salary reporting

Total

Number

of Months

(from Part

G,

screen 1)

 Salary

Outlays

Weighted average Salaries

per month

Men

Professors      

  

Associate professors      

  

Assistant professors      

  

Instructors      

  

Lecturers      

  

No academic rank      

  

Total men            

Women

Professors      

  

Associate professors      

  

Assistant professors      

  

Instructors      

  

Lecturers      

  

No academic rank      

  

Total women            

Total (men +

women)

           
Part G - Salary outlays for full-time non-instructional staff 

Salary outlays for full-time, non-medical, non-instructional staff

by occupational category

As of November 1, 2012

Occupational category  Number of

full-time staff

 Total salary outlays

Postsecondary Teachers - Research   

Postsecondary Teachers - Public Service   

 Library and Instructional Support Occupations   

Management Occupations   

Business and Financial Operations Occupations   

Computer, Engineering, and Science Occupations   

Community Service, Legal, Arts, and Media Occupations   

Healthcare Practitioners and Technical Occupations   

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   
Part B - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Postsecondary Teachers

Instructional

Staff

Research Public

Service

Librarians, Curators,

and Archivists

Other Teachers and

Instructional Support Staff

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other

Pacific Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other

Pacific Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total (men+women)               
Part B - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part B - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

Occupations

Office and

Administrative

Support

Occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Grand

Total

(All parttime staff)

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Part B - Graduate assistants 

Number of graduate assistants

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Teaching Research Management Business

and

Financial

Operations

Computer,

Engineering,

and Science

Community

Service,

Legal, Arts,

and Media

Library and

Instructional

Support

Healthcare

Practitioners

and

Technical

Total

Men

Nonresident

alien

  

Hispanic/Latino   

American

Indian or

Alaska Native

  

Asian   

Black or

African

American

  

Native

Hawaiian or

Other Pacific

Islander

  

White   

Two or more

races

  

Race and

ethnicity

unknown

  

Total men                           

Women

Nonresident

alien

  

Hispanic/Latino   

American

Indian or

Alaska Native

  

Asian   

Black or

African

American

  

Native

Hawaiian or

Other Pacific

Islander

  

White   

Two or more

races

  

Race and

ethnicity

unknown

  

Total women                           

Total

(men+women)

                          
Part B - Part-time staff 

*** Required if you elect not to report staff by gender and race/ethnicity ***

Number of part-time staff

by medical school status and occupational category

As of November 1, 2012

Occupational category Non-Medical Medical Total

Postsecondary Teachers         

Instructional Staff   

Research   

Public Service   

Librarians, Curators, and Archivists   

Other Teachers and Instructional Support Staff   

Management Occupations   

Business and Financial Operations Occupations   

Computer, Engineering, and Science Occupations   

Community Service, Legal, Arts, and Media Occupations   

Healthcare Practitioners and Technical Occupations   

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   

Graduate Assistants         

Teaching   

Research   

Management   

Business and Financial Operations   

Computer, Engineering, and Science   

Community Service, Legal, Arts, and Media   

Library and Instructional Support   

Healthcare Practitioners and Technical   

Total         
Part C - Total number of staff 

Total number of staff by employment status, gender, and race/ethnicity

As of November 1, 2012

Full-time

men

Full-time

women

Part-time

men

Part-time

women

Total

men

Total

women

Nonresident alien            

     

Hispanic/Latino            

     

American Indian or Alaska Native            

     

Asian            

     

Black or African American            

     

Native Hawaiian or Other Pacific

Islander

                

White            

     

Two or more races            

     

Race and ethnicity unknown            

     

Grand total                  

Grand total from Prior Year 
Human Resources Survey Evaluation 

Were any staff members difficult to categorize? If so, please explain in the box below.
Prepared by 

This survey component was prepared by:

   

Keyholder

   

SFA Contact

   

HR Contact

   

Finance Contact

   

Other

Name:

Email:

How long did it take to prepare this survey component? hours minutes

The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there

are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.

The time it took to prepare this component is being collected so that we can continue to improve our estimate of the

reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,

query and search data sources, complete and review the component, and submit the data through the Data Collection

System.

Thank you for your assistance.
2012-13 Survey Materials > Instructions date: 12/11/2012

2012-13 HR: Degree-granting Institutions and Related Administrative Offices that have less

than 15 full-time staff

Instructions for the 2012-13

Integrated Postsecondary Education Data System (IPEDS)

Human Resources (HR) Component

Applicable to Degree-granting Institutions and Related Administrative

Offices

that have less than 15 full-time staff

UPDATED – 10/31/12: The previous titles of “Non-postsecondary Teaching Occupations” and

“Graduate Assistants - Library and Non-postsecondary Teaching” were changed to "Other

Teaching and Instructional Support Occupations” and “Graduate Assistants – Library and

Instructional Support,” respectively for clarity. Also, a "NOTE" about staff on sabbatical leave and

staff who are on leave was added to the Salaries section of the IPEDS HR instructions for clarity;

however, the same instruction was included in prior years of the IPEDS HR instructions. [The data

entry screen that includes the screening question on salaries was revised for clarity to indicate the

reporting of data for Part G, full-time non-instructional staff, will still be required even if the

answers to the “instructional staff” screening questions are No.]

•Purpose of Component

•Changes in Reporting

•General Instructions

•Context Boxes

•Reporting Period Covered

•Coverage

•Where to Get Help

•Where the Data Will Appear

•Detailed Instructions

•Screening Questions

•Reporting Persons by Racial/Ethnic Category

•Reporting Staff by Occupational Category

• 2010 Standard Occupational Classification (SOC) System - Classification Principles

• 2010 Standard Occupational Classification (SOC) System - Coding Guidelines

• Additional Reporting Information

• Descriptions of Occupational Categories

•Salaries

•Medical School Staff
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•Summary of Parts

Purpose of Component

The primary purpose of the Human Resources (HR) component that is applicable to degree-granting

institutions and related administrative offices that have less than 15 full-time staff is to collect the number of

staff by employment status (full time and part time) and occupational category and also to collect salary data

on full-time staff. In odd-numbered years (e.g., 2011-12) such as last year, the purpose was also to

collect data by race/ethnicity and gender. The reporting of data by race/ethnicity and gender is optional in

even-numbered years such as this year (2012-13).

Changes in Reporting

•

New occupational categories replaced the primary function/occupational activity categories previously used in

the IPEDS HR component. The change was required to align the IPEDS HR categories with the 2010 Standard

Occupational Classification (SOC) System. Detailed information on the IPEDS HR component and how it

relates to the 2010 SOC system is listed below in the section called, "Reporting Staff by Occupational

Category." Additional information on the IPEDS HR component and the SOC system can be found at the

IPEDS Human Resources/SOC Information Center at http://nces.ed.gov/ipeds/resource/soc.asp.

•

The professional and non-professional terminology is no longer used.

•A screening question has been added that asks if an institution has graduate assistants.

•Data are now collected by the new category of "Postsecondary Teachers."

•Graduate assistants are reported separately by the following categories: Teaching; Research; Management;

Business and Financial Operations; Computer, Engineering, and Science; Community Service, Legal, Arts,

and Media; Library and Instructional Support; and Healthcare Practitioners and Technical. [NOTE: The

previous graduate assistant category called, "Library and Non-postsecondary Teaching" was changed to the

current graduate assistant category called "Library and Instructional Support" for clarity on 10/31/12.]

•A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately

by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month

contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also

collected by gender and academic rank. A column was added to the survey after the salary outlays column

to collect the number of months covered by the salary outlays. (This number will be used to calculate a

weighted monthly average salary.) 

To assist data reporters in determining the number of hours covered, a worksheet is provided in

the data collection system that collects the number of staff on 9-month contracts, 10-month

contracts, 11-month contracts, and 12-month contracts, by gender and academic rank. For each

gender and academic rank category, the system would then calculate: (1) the total number of staff

reported (i.e., the sum of the values entered for each contract length), and (2) the total number of

months covered (i.e., the sum of the staff reported for each contract length multiplied by the

number of months in the contract).

Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on

a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is

carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.

General Instructions

NOTE: You must enter data on each displayed screen. If a displayed screen is not

applicable to your institution, you must enter at least one zero in a field on that screen. 

Context Boxes

Context boxes (previously known as caveat boxes) are provided on several screens to give

institutions the opportunity to provide more information about survey items.

Reporting Period Covered
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The period of reporting is intended to provide a snapshot of your human resources/payroll data at

one point in the fall. Persons on the payroll of the institution as of November 1, 2012 should be

reported in the HR component.

Coverage

Who to Include in this Report

• Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.

• Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on

sabbatical leave or on leave without pay.

• "Visiting" Postsecondary Teachers who are paid by your institution.

• Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in

the occupational category for which they were hired.

• Staff in Workforce Development training programs and Adult Basic Education (ABE) programs.

• Staff at off-campus centers associated with the campus covered by this report. (Do not include staff

who work at branch campuses located in a foreign country.)

Who NOT to Include in this Report

• Staff on leave without pay.

• Staff in the military or religious orders who are not paid by your institution.

• Staff whose services are contracted by or donated to the institution.

• Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).

• Undergraduate students.

• Students in the College Work-Study Program.

• Staff who work strictly in hospitals associated with medical schools.

Where to Get Help

IPEDS Data Collection Help Desk

Phone: 1-877-225-2568

Email: ipedshelp@rti.org

AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced

overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip

sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant

information.

Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

• College Navigator Website

• IPEDS Data Center

• IPEDS Data Feedback Reports

At the aggregate-level, data will appear in:

• IPEDS First Looks

• IPEDS Table Library

• IPEDS Data Feedback Reports

• The Digest of Education Statistics

• The Condition of Education

Detailed Instructions

NOTE: You must enter data on each displayed screen. If a displayed screen is not

applicable to your institution, you must enter at least one zero in a field on that screen. 

Screening Questions
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Please read and answer the screening questions in the data collection system very

carefully. (These questions must be answered before providing detailed data.) Responses to the

screening questions will determine which parts must be completed.

Reporting Persons by Racial/Ethnic Category

Reporting Persons by Racial/Ethnic Category (1997 OMB)

This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and

Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational

Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,

and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the

Federal Register on October 19, 2007.

Method of collection - Institutions must collect race and ethnicity information using a 2-question

format. The first question is whether the respondent is Hispanic/Latino. The second question is

whether the respondent is from one or more races from the following list: American Indian or

Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and

White. Institutions should allow students and staff to self-identify their race and ethnicity. For

further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of

Education using the NINE categories below. Racial/ethnic designations are requested only for United States

citizens, resident aliens, and other eligible non-citizens.

• Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

• Two or more races

In addition, the following categories may be used:

• Nonresident alien

• Race and ethnicity unknown

Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific

definitions of anthropological origins. The categories are:

• Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.

• American Indian or Alaska Native- A person having origins in any of the original peoples of North and

South America (including Central America) who maintains cultural identification through tribal

affiliation or community attachment.

• Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the

Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,

Pakistan, the Philippine Islands, Thailand, and Vietnam.

• Black or African American- A person having origins in any of the black racial groups of Africa.

• Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

• White - A person having origins in any of the original peoples of Europe, the Middle East, or North

Africa.

Other descriptive categories

• Nonresident alien - 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 ArrivalDeparture 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.

• Race and ethnicity unknown - This category is used only if the person did not select EITHER a

racial or ethnic designation.

Reporting Staff by Occupational Category
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The occupational categories in the IPEDS HR component were changed to become aligned with the

occupational categories in the 2010 Standard Occupational Classification (SOC) System. The SOC

Classification Principles and Coding Guidelines were also revised in 2010. Listed below is an

example of one change to the Classification Principles; however, please refer to the complete list

of Classification Principles and Coding Guidelines below. 

Example of SOC Classification Principle:

Old: Occupations are classified based on work performed and on required skills, education, training, and

credentials. 

New: Occupations are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level."

2010 SOC Classification Principles

The SOC Classification Principles form the basis on which the SOC system is structured.

1. The SOC covers all occupations in which work is performed for pay or profit, including work performed

in family-operated enterprises by family members who are not directly compensated. It excludes

occupations unique to volunteers. Each occupation is assigned to only one occupational category at

the lowest level of the classification.

2. Occupations are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level.

3. Workers primarily engaged in planning and directing are classified in management occupations in

Major Group 11-0000. Duties of these workers may include supervision.

4. Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and

perform activities similar to those of the workers they supervise, and therefore are classified with the

workers they supervise.

5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by

workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there

are no first-line supervisor occupations in Major Group 31-0000.

6. Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified

in the appropriate first-line supervisor category because their work activities are distinct from those of

the workers they supervise.

7. Apprentices and trainees are classified with the occupations for which they are being trained, while

helpers and aides are classified separately because they are not in training for the occupation they are

helping.

8. If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an

appropriate “All Other,” or residual, occupation. “All Other” occupations are placed in the structure

when it is determined that the detailed occupations comprising a broad occupation group do not

account for all of the workers in the group. These occupations appear as the last occupation in the

group with a code ending in “9” and are identified in their title by having “All Other” appear at the

end.

9. The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and

reporting data on total U.S. employment across the full spectrum of SOC major groups. Thus, for a

detailed occupation to be included in the SOC, either the Bureau of Labor Statistics or the Census

Bureau must be able to collect and report data on that occupation.

2010 SOC Coding Guidelines

The SOC Coding Guidelines are intended to assist users in consistently assigning SOC codes and

titles to survey responses and in other coding activities.

1. A worker should be assigned to an SOC occupation code based on work performed.

2. When workers in a single job could be coded in more than one occupation, they should be coded in

the occupation that requires the highest level of skill. If there is no measurable difference in skill

requirements, workers should be coded in the occupation in which they spend the most time. Workers

whose job is to teach at different levels (e.g., elementary, middle, or secondary) should be coded in

the occupation corresponding to the highest educational level they teach.
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3. Data collection and reporting agencies should assign workers to the most detailed occupation

possible. Different agencies may use different levels of aggregation, depending on their ability to

collect data. For more information on data produced using the SOC, see the Frequently Asked

Questions (FAQs) section.

4. Workers who perform activities not described in any distinct detailed occupation in the SOC structure

should be coded in an appropriate “All Other” or residual occupation. These residual occupational

categories appear as the last occupation in a group with a code ending in “9” and are identified by

having the words “All Other” appear at the end of the title.

5. Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time

performing supervisory activities are coded in the appropriate first-line supervisor category in the

SOC. In these same Major Groups (33-0000 through 53-0000), persons with supervisory duties who

spend less than 80 percent of their time supervising are coded with

the workers they supervise.

6. Licensed and non-licensed workers performing the same work should be coded together in the same

detailed occupation, except where specified otherwise in the SOC definition.

Additional Reporting Information

•IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level. 

Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there

are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary

Teachers. For IPEDS purposes, institutions should report their employees in the categories defined in the

IPEDS HR survey. For example, a College President would most likely fall under the detailed SOC occupation

of “Education Administrators, Postsecondary” (11-9033) where the first two-digits (11) of the SOC code

represent the SOC “major group” in this example. Based on the 2012-13 IPEDS HR survey and the 2010

SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-

13_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of

“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.

Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”

category in the HR survey. [IPEDS does not require institutions to manually code the College President at

the detailed level.]

•Hospitals, medical centers, and other entities that offer postsecondary education programs as

part of their mission should report only those staff who work full time or part time in the postsecondary

education division or component of the institution. If a staff member works full time for the institution,

but only part time in the postsecondary education division or component, for purposes of this survey, that

person should be reported as part time in his or her occupational category in the postsecondary education

division or component.

Descriptions of Occupational Categories

Postsecondary Teachers (by function)

Listed below are descriptions of those staff members who should be reported in the "Postsecondary Teachers"

category.

Instructional Staff [NOTE: This heading was changed from "Instruction" to

"Instructional Staff" in the instructions for clarification on 8/7/12.]

Consist of staff members in the following categories:

• Instruction (only)

Persons whose specific assignments customarily are made for the purpose of providing instruction or

teaching. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of

their time providing instruction or teaching.

•Instruction combined with research and/or public service

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 his/her regular assignment. Regardless of

title, academic rank, or tenure status, these employees formally spend the majority of their time providing

instruction, research, and/or public service.

Research
Persons whose specific assignments customarily are made for the purpose of conducting research.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time conducting research.

Public Service

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.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time carrying out public service activities. (This category includes employees with a public service

assignment regardless of the location of the assignment (e.g., in the field rather than on campus).

Librarians, Curators, and Archivists

The IPEDS HR occupational category called “Librarians, Curators, and Archivists” is based

on the following three broad occupations in the 2010 SOC Manual.  (For details on the three

SOC broad occupations, click on the links below.)

· Archivists, Curators, and Museum Technicians

[SOC Broad Occupation 25-4010 - http://www.bls.gov/soc/2010/soc254010.htm]

· Librarians 

[SOC Broad Occupation 25-4020 - http://www.bls.gov/soc/2010/soc254020.htm ]

· Library Technicians

[SOC Broad Occupation 25-4030 - http://www.bls.gov/soc/2010/soc254030.htm]

Other Teachers and Instructional Support Staff

[NOTE: The above title ("Other Teachers and Instructional Support Staff") was changed

from "Non-postsecondary Teachers" for clarity on 10/31/12; however, the SOC

categories below remained the same.] 

The IPEDS HR occupational category called “Other Teachers and Instructional Support

Staff” is based on the following three minor groups in the 2010 SOC Manual.  (For details on

the three SOC minor groups, click on the links below.)

· Pre-school, Primary, Secondary, and Special Education School Teachers

 [SOC Minor Group 25-2000 - http://www.bls.gov/soc/2010/soc250000.htm#25-2000]

· Other Teachers and Instructors

 [SOC Minor Group 25-3000 - http://www.bls.gov/soc/2010/soc250000.htm#25-3000]

· Other Education, Training, and Library Occupations

 [SOC Minor Group 25-9000 - http://www.bls.gov/soc/2010/soc250000.htm#25-9000]

 

Management Occupations

The IPEDS HR occupational category called “Management Occupations” is based on the

occupational group in the 2010 Standard Occupational Classification (SOC) Manual with the

same name (“Management Occupations”).  Click on the following link for details on the SOC

“Management Occupations” group (Major Group 11-0000):

http://www.bls.gov/soc/2010/soc110000.htm.

Business and Financial Operations Occupations
The IPEDS HR occupational category called “Business and Financial Operations

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Business and Financial Operations

Occupations”).  Click on the following link for details on the SOC “Business and Financial

Operations Occupations” group (Major Group 13-0000):

http://www.bls.gov/soc/2010/soc130000.htm.

Computer, Engineering, and Science Occupations

The IPEDS HR occupational category called “Computer, Engineering, and Science

Occupations” is based on the following three occupational groups in the 2010 Standard

Occupational Classification (SOC) Manual.  (For details on the three SOC occupational

groups, click on the links below.)

· Computer and Mathematical Occupations          

[SOC Major Group 15-0000 - http://www.bls.gov/soc/2010/soc150000.htm]

· Architecture and Engineering Occupations        

[SOC Major Group 17-0000 - http://www.bls.gov/soc/2010/soc170000.htm]

· Life, Physical, and Social Science Occupations  

[SOC Major Group 19-0000 - http://www.bls.gov/soc/2010/soc190000.htm]

Community Service, Legal, Arts, and Media Occupations

The IPEDS HR occupational category called “Community Service, Legal, Arts,

and Media Occupations” is based on the following three occupational groups in

the 2010 Standard Occupational Classification (SOC) Manual. (For details on the

three SOC occupational groups, click on the links below.)

· Community and Social Service Occupations          

[SOC Major Group 21-0000 - http://www.bls.gov/soc/2010/soc210000.htm]

· Legal Occupations        

[SOC Major Group 23-0000 - http://www.bls.gov/soc/2010/soc230000.htm]

· Arts, Design, Entertainment, Sports, and Media Occupations  

[SOC Major Group 27-0000 - http://www.bls.gov/soc/2010/soc270000.htm]

Healthcare Practitioners and Technical Occupations

The IPEDS HR occupational category called “Healthcare Practitioners and Technical

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Healthcare Practitioners and Technical

Occupations”).  Click on the following link for details on the SOC “Healthcare Practitioners

and Technical Occupations” group (Major Group 29-0000): 

http://www.bls.gov/soc/2010/soc290000.htm. 

Service Occupations

The IPEDS HR occupational category called “Service Occupations” is based on the following

five occupational groups in the 2010 Standard Occupational Classification (SOC) Manual. 

(For details on the five SOC occupational groups, click on the links below.)

· Healthcare Support Occupations                                

[SOC Major Group 31-0000 - http://www.bls.gov/soc/2010/soc310000.htm]

· Protective Service Occupations                                  

[SOC Major Group 33-0000 - http://www.bls.gov/soc/2010/soc330000.htm]

· Food Preparation and Serving Related Occupations
[SOC Major Group 35-0000 - http://www.bls.gov/soc/2010/soc350000.htm]

· Building and Grounds Cleaning and Maintenance Occupations

[SOC Major Group 37-0000 - http://www.bls.gov/soc/2010/soc370000.htm]

· Personal Care and Service Occupations                    

[SOC Major Group 39-0000 - http://www.bls.gov/soc/2010/soc390000.htm]

Sales and Related Occupations

The IPEDS HR occupational category called “Sales and Related Occupations” is based on

the occupational group in the 2010 Standard Occupational Classification (SOC) Manual with

the same name (“Sales and Related Occupations”).  Click on the following link for details on

the SOC “Sales and Related Occupations” group (Major Group 41-0000): 

 http://www.bls.gov/soc/2010/soc410000.htm.

Office and Administrative Support Occupations

The IPEDS HR occupational category called “Office and Administrative Support

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Office and Administrative Support

Occupations”).  Click on the following link for details on the SOC “Office and Administrative

Support Occupations” group (Major Group 43-0000): 

http://bls.gov/soc/2010/soc430000.htm.

Natural Resources, Construction, and Maintenance Occupations

The IPEDS HR occupational category called “Natural Resources, Construction, and

Maintenance Occupations” is based on the following three occupational groups in the 2010

Standard Occupational Classification (SOC) Manual.  (For details on the three SOC

occupational groups, click on the links below.)

· Farming, Fishing, and Forestry Occupations             

[SOC Major Group 45-0000 - http://www.bls.gov/soc/2010/soc450000.htm]

· Construction and Extraction Occupations                 

[SOC Major Group 47-0000 - http://www.bls.gov/soc/2010/soc470000.htm]

· Installation, Maintenance, and Repair Occupations  

[SOC Major Group 49-0000 - http://www.bls.gov/soc/2010/soc490000.htm]

Production, Transportation, and Material Moving Occupations

The IPEDS HR occupational category called “Production, Transportation, and Material

Moving Occupations” is based on the following two occupational groups in the 2010

Standard Occupational Classification (SOC) Manual.  (For details on the two SOC

occupational groups, click on the links below.)

· Production Occupations                                             

[SOC Major Group 51-0000 - http://www.bls.gov/soc/2010/soc510000.htm]

· Transportation and Material Moving Occupations   

[SOC Major Group 53-0000 - http://www.bls.gov/soc/2010/soc530000.htm]

Graduate Assistants

For IPEDS purposes, report graduate assistants in the part-time part(s) only. 

Listed below are the descriptions of the graduate assistant categories:
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· Graduate Assistant - Teaching [SOC Detailed Occupation 25-1191 -

http://www.bls.gov/soc/2010/soc251191.htm:

Assist faculty or other instructional staff in postsecondary institutions by performing teaching or teachingrelated 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. Excludes "Teacher Assistants"

(25-9041).

Illustrative examples: Teaching Fellow, Graduate Student Instructor 

•Graduate Assistant - Research

Persons whose specific assignments customarily are made for the purpose of conducting research.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time conducting research. 

NOTE:  If your institution has graduate assistants in the following categories, they should be

placed in the appropriate graduate assistant categories below. For example, a graduate

assistant updating websites in the computer department should be considered a graduate

assistant in the IPEDS HR category called, "Computer, Engineering, and Science

Occupations."

•Graduate Assistant - Management (refer to the "Management Occupations" category above

for more information)

•Graduate Assistant - Business and Financial Operations (refer to the "Business and

Financial Operations Occupations" category above for more information)

•Graduate Assistant - Computer, Engineering, and Science (refer to the "Computer,

Engineering, and Science Occupations" category above for more information)

•Graduate Assistant - Community Service, Legal, Arts, and Media (refer to the "Community

Service, Legal, Arts, and Media Occupations" category above for more information)

•Graduate Assistant - Library and Instructional Support (refer to the following titles above

for more information: Archivists, Curators, and Museum Technicians; Librarians; Library

Technicians; and "Other Teachers and Instructional Support Staff") [NOTE: The previous graduate

assistant category called, "Library and Non-postsecondary Teaching" was changed to the current graduate

assistant category called "Library and Instructional Support" for clarity on 10/31/12.]

•Graduate Assistant - Healthcare Practitioners and Technical (refer to the "Healthcare

Practitioners and Technical Occupations" category above for more information)

(NOTE: Public Service is not included in the above categories as recommended by the IPEDS HR

Technical Review Panel members.)

Salaries

A salary worksheet was added to collect the number of full-time, non-medical, instructional staff separately

by gender and academic rank for the following contracts: 9-month contract, 10-month contract, 11-month

contract, and 12-month contract. Salary outlays of full-time, non-medical, instructional staff are also

collected by gender and academic rank. A column was added to the survey after the salary outlays column to

collect the number of months covered by the salary outlays. (This number will be used to calculate a weighted

monthly average salary.) 

To assist data reporters in determining the number of hours covered, a worksheet is provided in the data

collection system that collects the number of staff on 9-month contracts, 10-month contracts, 11-month

contracts, and 12-month contracts, by gender and academic rank. For each gender and academic rank

category, the system would then calculate: (1) the total number of staff reported (i.e., the sum of the values

entered for each contract length), and (2) the total number of months covered (i.e., the sum of the staff

reported for each contract length multiplied by the number of months in the contract).

Additional stipends for administrative, managerial or other responsibilities should NOT be included in the

salary calculation.

Salary outlays are also collected for full-time, non-medical, non-instructional staff by occupational category on

a separate screen. (The number of full-time, non-medical, non-instructional staff by occupational category is

carried forward from Part A.) These totals are not disaggregated by race/ethnicity and gender.

NOTE: The following instruction about staff on sabbatical leave and staff who are on leave was added on

10/31/12 for clarity; however, the instruction has historically been included in the IPEDS HR instructions: 

When reporting staff on sabbatical leave and staff who are on leave, but remain on the payroll of the

institution, report such persons at their regular salaries even though the staff may be receiving a reduced

annuity while on leave.

Medical School Staff [applicable to 4-year and above degree-granting

institutions only]
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The medical school screens are applicable to institutions with M.D. and/or D.O. programs

only.

All staff affiliated with (housed in or under the authority of) the medical school should be reported

with the medical school.

Example: If an institution's medical school staff are housed with the institution's staff in other healthrelated disciplines (e.g., dentistry, veterinary medicine, nursing, dental hygiene, etc.), the institution

should report both sets of staff in the medical school part and list the other health-related disciplines

in the comment box on the medical school page(s) in the data collection system.

Staff that are in health disciplines that are NOT considered part of a medical school must be reported

on the non-medical school pages.

Summary of Parts

(NOTE: Data are also collected by medical school status for 4-year and above degree-granting institutions

only.) 

Listed below is a summary of each part in this HR component.

• Part A - Full-time staff: Collects the number of full-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while

in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is

optional.)

• Part B - Part-time staff: Collects the number of part-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while

in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is

optional.)

• Part C - Total number of staff: Automatically sums the data reported in Part A and Part B.

NOTE: Parts D through F do not exist for degree-granting institutions that have less than 15 full

-time staff members.

• Part G - Salary Worksheet for full-time,non-medical, instructional staff and Salary Outlays

for full-time, non-medical, 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, instructional staff.

• Part G - Salary Outlays for full-time, non-medical, non-instructional staff - Collects salary

outlays for full-time, non-medical, non-instructional staff by occupational category. 
Glossary date: 12/11/2012

Term Definition

Adjunct faculty Non-tenure track faculty serving in a temporary or auxiliary capacity to teach specific courses on a

course-by-course basis. Includes both faculty who are hired to teach an academic degree-credit

course and those hired to teach a remedial, developmental, or ESL course; whether the latter three

categories earn college credit is immaterial. Excludes regular part-time faculty (who, unlike adjuncts

are not paid on a course-by-course basis), graduate assistants, full-time professional staff of the

institution who may teach individual courses (such as a dean or academic advisor), and appointees

who teach non-credit courses exclusively.

American Indian or

Alaska Native (new

definition)

A person having origins in any of the original peoples of North and South America (including Central

America) who maintains cultural identification through tribal affiliation or community attachment.

Annual contract An annually-renewable contract or employment agreement that is in effect for a stated annual period

within one year of execution, and may be equal to a period of 365 days, or a standard academic

year, or the equivalent. Does not include contracts for partial year periods such as a single semester,

quarter, term, block, or course.

Archivists, Curators, and

Museum Technicians

An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Archivists, Curators, and Museum Technicians." For detailed

information, refer to the following website: http:// www.bls.gov/soc/2010/soc254010.htm.

Asian (new definition) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

Black or African American

(new definition)

A person having origins in any of the black racial groups of Africa.

Business and Financial

Operations Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Business and Financial Operations Occupations.” For detailed information refer

to the following website: http://www.bls.gov/soc/2010/soc130000.htm.

Casual employees Persons who are hired to work during peak times such as those that help at registration time or those

that work in the bookstore for a day or two at the start of a session.

Community Service,

Legal, Arts, and Media

Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Community and Social Service Occupations

(http://www.bls.gov/soc/2010/soc210000.htm); 2) Legal Occupations

(http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and

Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).

Computer, Engineering,

and Science Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Computer and Mathematical Occupations

(http://www.bls.gov/soc/2010/soc150000.htm); 2) Architecture and Engineering Occupations

(http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and Social Science

Occupations (http://www.bls.gov/soc/2010/soc190000.htm).

Full-time staff

(employees)

As defined by the institution. The type of appointment at the snapshot date determines whether an

employee is full time or part time. The employee's term of contract is not considered in making the

determination of full or part time.

Graduate Assistants

(Research)

An occupational category used to classify graduate assistants whose specific assignments customarily

are made for the purpose of conducting research.

Graduate Assistants

(Teaching)

An occupational category based on the detailed occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Graduate Assistant - Teaching" (SOC code 25-1191). For detailed

information, refer to the following website: http:// www.bls.gov/soc/2010/soc251191.htm.

Healthcare Practitioners

and Technical

Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Healthcare Practitioners and Technical Occupations.” For detailed information

refer to the following website: http://www.bls.gov/soc/2010/soc290000.htm.

Hispanic or Latino (new

definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or

origin, regardless of race.

Instructional Staff An occupational category that consists of the following two functions: 1) "Instruction" only and 2)

"Instruction combined with research and/or public service."

Less-than-annual

contract

A contract or employment agreement that is in effect for a partial year period of less than 365 days,

or less than a standard academic year or the equivalent. Includes contracts for partial year periods

such as a single semester, quarter, term, block, or course.

Librarians An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Librarians." For detailed information, refer to the following

website: http:// www.bls.gov/soc/2010/soc254020.htm.

Librarians, Curators, and

Archivists

An occupational category based on the following three broad occupations in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Librarians (http://

www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators, and Museum Technicians (http://

www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians (http://

www.bls.gov/soc/2010/soc254030.htm).

Library Technicians An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Library Technicians." For detailed information, refer to the

following website: http:// www.bls.gov/soc/2010/soc254030.htm.

Management Occupations
An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Management Occupations.” For detailed information refer to the following

website: http://www.bls.gov/soc/2010/soc110000.htm.

Medical school staff Staff employed by or staff working in the medical school (Doctor of Medicine [M.D.] and/or Doctor of

Osteopathic Medicine [D.O.]) component of a postsecondary institution or in a free standing medical

school. Does not include staff employed by or employees working strictly in a hospital associated with

a medical school or those who work in health or allied health schools or departments such as

dentistry, veterinary medicine, nursing or dental hygiene unless the health or allied health schools or

departments are affiliated with (housed in or under the authority of) the medical school.

Multi-year contract A contract or employment agreement that is in effect for more than one year (e.g., more than 365

days) where subsequent years of the contract may be contingent upon other factors such as the

appropriation of funds. The renewal period of a multi-year contract is not on an annual basis (e.g., a

5-year multi-year contract is renewed every 5 years NOT annually).

Native Hawaiian or Other

Pacific Islander (new

definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific

Islands.

Natural Resources,

Construction, and

Maintenance Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Farming, Fishing, and Forestry Occupations

(http://www.bls.gov/soc/2010/soc450000.htm); 2) Construction and Extraction Occupations

(http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation, Maintenance, and Repair

Occupations (http://www.bls.gov/soc/2010/soc490000.htm).

New hires Persons who were hired for full-time permanent employment either for the first time (new to the

institution) or after a break in service between July 1st and October 31st of the survey year AND who

were still on the payroll of the institution as of the same survey year. Does not include persons who

have returned from sabbatical leave OR full-time Postsecondary Staff who are working less-than-9-

month contracts.

Nonresident alien 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.

Not on tenure track Personnel positions that are considered non-tenure earning positions.

Office and Administrative

Support Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Office and Administrative Support Occupations.” For detailed information refer

to the following website: http://www.bls.gov/soc/2010/soc430000.htm.

Other Teachers and

Instructional Support

Staff

An occupational category based on the following three minor groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education

School Teachers (http://www.bls.gov/soc/2010/ soc250000.htm#25-2000); 2) Other Teachers and

Instructors (http://www. bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education,

Training, and Library Occupations (http:// www.bls.gov/soc/2010/soc250000.htm#25-9000).

Part-time staff

(employees)

As determined by the institution. The type of appointment at the snapshot date determines whether

an employee is full time or part time. The employee's term of contract is not considered in making

the determination of full or part time. Casual employees (hired on an ad-hoc basis or occasional basis

to meet short-term needs) and students in the College Work-Study Program (CWS) are not

considered part-time staff.

Postsecondary Teachers An occupational category that consists of the following four functions: 1) "Instruction" only; 2)

"Instruction combined with research and/or public service;" 3) "Research;" and 4) "Public Service."

Postsecondary Teachers

(Instruction (only))

An occupational category used to classify persons whose specific assignments customarily are made

for the purpose of providing instruction or teaching. Regardless of title, academic rank, or tenure

status, these employees formally spend the majority of their time providing instruction or teaching.

Postsecondary Teachers

(Instruction combined

with research and/or

public service)

An occupational category used to classify 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 his/her regular assignment. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time providing instruction, research, and/or public

service.

Postsecondary Teachers

(Public Service)

An occupational category used to classify 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. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time carrying out public service activities. (This

category includes employees with a public service assignment regardless of the location of the

assignment (e.g., in the field rather than on campus).

Postsecondary Teachers

(Research)

An occupational category used to classify persons whose specific assignments customarily are made

for the purpose of conducting research. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time conducting research.

Production,

Transportation, and

Material Moving

Occupations

An occupational category based on the following two major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Production Occupations

(http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and Material Moving

Occupations (http://www.bls.gov/soc/2010/soc530000.htm).

Race/ethnicity unknown The category used to report students or employees whose race and ethnicity are not known.

Sales and Related

Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Sales and Related Occupations.” For detailed information refer to the following

website: http://www.bls.gov/soc/2010/soc410000.htm.

Service Occupations
An occupational category based on the following five major groups in the 2010 Standard Occupational

Classification (SOC) Manual: 1) Healthcare Support Occupations

(http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective Service Occupations

(http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related

Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and

Maintenance Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and

Service Occupations (http://www.bls.gov/soc/2010/soc390000.htm).

Tenure Status of a personnel position with respect to permanence of the position.

Tenure track Personnel positions that lead to consideration for tenure.

White (new definition) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q. date: 12/11/2012

Human Resources

Click one of the following questions to view the answer.

General

1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the references to the

IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?

2) Why has NCES changed the occupational categories in the IPEDS HR survey?

3) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data

collection screens, how should we report these individuals?

4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?

5) What is the relationship between the EEO-6 form and IPEDS?

6) How often are data for the IPEDS HR survey collected?

7) What is the period of reporting for the HR component?

8) What type of staff should be included in the IPEDS HR component?

9) What type of staff should NOT be included in the IPEDS HR component?

10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR component?

11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of the

college?

12) Do we include guest lecturers when we report to IPEDS?

13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?

14) How do we handle individuals who are employees and also taking courses?

15) What do you mean by “medical school” staff?

16) How do I know if my data are consistent across certain parts?

17) Can I change my data after completing a part?

18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?

19) Who should I report as “Without faculty status”?

20) If a person currently employed by an institution accepts a new full-time position within the institution, is that person considered

a new hire?

21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?

22) Are salary data collected from all institutions?

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.

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IPEDS and SOC

1) Why has NCES changed the occupational categories in the IPEDS HR survey?

2) What is the SOC?

3) What is the purpose of the Standard Occupational Classification (SOC) system?

4) How are occupations classified in the SOC?

5) How is the SOC structured?

6) Is there additional information on classifying and coding supervisors and managers?

7) Which staff comprise the new Postsecondary Teachers category?

8) How is data on library-related occupations collected?

9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity; however, recently,

the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the other half of his time preparing

timecards and other duties generally performed py payroll clerks. What occupational category should I place this person in the

IPEDS HR survey?

10) My institution has a graduate assistant who assists with updating the website for the computer department. How should I code

this person in IPEDS?

11) Where can I find definitions of the 2010 SOC occupations?

12) Where can I find additional information about the SOC system?

13) When will the next SOC revision take place?

14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?

15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?

16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational categories?

Answers:

General

1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the

references to the IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
Beginninng with the 2012-13 IPEDS HR survey, the references to EAP, Salaries, and Fall Staff are no longer

used; however, parts are still used. Please refer to the parts for the 2012-13 IPEDS HR survey carefully

since they may have changed from previous years.

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2) Why has NCES changed the occupational categories in the IPEDS HR survey?

The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the

2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational

categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher

Education General Information Survey (HEGIS) remained basically the same for over two decades. (The

2010 SOC reflects changes in the workforce over the last decade.)

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3) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the

IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the

institution to decide how best to handle reporting individuals whose gender is unknown. However, a

common method used is to allocate the individuals with gender unknown based on the known proportion of

men to women for staff.

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4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?

Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their

survey reporting requirements. For more information about EEO-1 reporting, please refer to the following

EEOC website, which includes contact information: http://www.eeoc.gov/eeo1survey/index.html.

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5) What is the relationship between the EEO-6 form and IPEDS?

The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In

1993, IPEDS took over the collection of the EEO-6 data. These data are made available to the EEOC and to

the Office for Civil Rights.

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6) How often are data for the IPEDS HR survey collected?

1. In even-numbered years such as Fall 2012, the reporting of race/ethnicity data in the IPEDS HR survey is

optional; however, the reporting of all other applicable data in the IPEDS survey is required. (During evennumbered years, IPEDS simply serves as a reporting mechanism for those institutions that are required to

provide race/ethnicity data annually to their states or to other agencies.)

2. In odd-numbered years such as Fall 2011, the reporting of all applicable data (inlcuding race/ethnicity) in the

IPEDS HR survey is required.

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7) What is the period of reporting for the HR component?

The period of reporting is intended to provide a snapshot of your human resources/payroll data at one point

in the fall.

•With the exception of the part that is collected on full-time permanent new hires from degree-granting institutions that

have 15 or more full-time staff, institutions should report persons on the payroll of the institution as of November 1,

2012 in the 2012-13 IPEDS HR component. (For more details on who to include and exclude from the HR component,

refer to the next two FAQs or refer to the sections of the complete instructions called "Who to include in this report" and

"Who NOT to include in this report.")

•The part that is collected on new hires from degree-granting institutions that have 15 or more full-time staff has the

following reporting requirement: includes full-time permanent new hires on the payroll of the institution between July

1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who are still

on the payroll of the institution as November 1, 2012. For additional details about new hires, refer to the complete set

of instructions.

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8) What type of staff should be included in the IPEDS HR component?

The following types of staff should be included in the HR component:

• Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.

• Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on sabbatical

leave or on leave without pay.

• “Visiting” Postsecondary Teachers who are paid by your institution.

• Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in the occupational

category for which they were hired.
• Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work at

branch campuses located in a foreign country.)

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9) What type of staff should NOT be included in the IPEDS HR component?

The following types of employees should NOT be included in the HR component:

• Staff on leave without pay.

• Staff in the military or religious orders who are not paid by your institution.

• Staff whose services are contracted by or donated to the institution.

• Casual employees (hired on an ad-hoc or occasional basis to meet short-term needs).

• Undergraduate students.

• Students in the College Work-Study Program.

• Staff who work strictly in hospitals associated with medical schools.

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10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR

component?

Yes. Instructional staff who provide instruction in credit and/or non-credit courses/activities should be

included in the HR component.

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11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based

out of the college?

Staff at off-campus centers/sites associated with the campus covered by this report should be included in the

HR component; however, staff who work at branch campuses located in a foreign country should NOT be

included in the HR component. Also, the staff must be on the payroll of the institution.

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12) Do we include guest lecturers when we report to IPEDS?

If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be

included in the HR component. However, guest lecturers typically are given honoraria or lecture fees and

thus are not paid through the institution’s payroll accounts.

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13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?

No. Include only paid employees of your institution, recognizing that this may undercount the number of

staff.

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14) How do we handle individuals who are employees and also taking courses?

1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.

2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research,

include them as part-time employees in the graduate assistants category.

3 - If they are employed in regular jobs, either full time or part time, include them according to their primary

function/occupational activity.

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15) What do you mean by “medical school” staff?

Staff employed by or staff working in the medical school (M.D. and/or D.O.) component of a postsecondary

institution or in a freestanding medical school. Does not include staff employed by or employees working

strictly in a hospital associated with a medical school or those who work in health or allied health schools or

departments such as dentistry, veterinary medicine, nursing, or dental hygiene unless the health or allied

health schools or departments are affiliated with (housed in or under the authority of) the medical school.

(The medical school pages are applicable to institutions with M.D. and/or D.O. programs only.)

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16) How do I know if my data are consistent across certain parts?

There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from

data in other parts to help ensure consistent reporting.

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17) Can I change my data after completing a part?

Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that

will require users to revise data in one part to agree with what is reported in another part. Data cannot be

locked until all errors are resolved.

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18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my

institution?

If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that

screen. If you are still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk

at 1-877-225-2568 for further assistance.

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19) Who should I report as “Without faculty status”?

While institutions may use different designations of who is functioning as "faculty," there is generally some

designation of whether or not an employee has faculty status. Report employees with faculty status in either

the Tenured, On Tenure track, or Not on tenure track column by occupational category. Institutions may also

employ individuals in the various occupational categories who do not have or who are not eligible to have

faculty status. Report these individuals in the Without faculty status category. For example, an individual

hired as a Computer Engineer without tenure eligibility should be reported in the IPEDS occupational

category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category.

Postdoctoral research associate, because they do not have faculty status, would be reported in the Without

faculty status category.

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20) If a person currently employed by an institution accepts a new full-time position within the institution, is that

person considered a new hire?

NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on

the payroll of the institution between July 1 and October 31, 2012 either for the first time (new to the

institution) or after a break in service AND who are still on the payroll of the institution as November 1,

2012. Also, new hires do not include persons who have returned from sabbatical leave or full-time

Postsecondary Staff who are working less-than-9-month contracts.

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21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?

Make the best estimate of the salary of the full-time instructional staff.

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22) Are salary data collected from all institutions?

No. Salary data are collected from degree-granting institutions only, unless one or more of the following are

true:

• All instructional staff are employed on a part time basis.

• All instructional staff are military personnel.

• All instructional staff contribute their services (e.g., are members of a religious order).

• All instructional staff teach pre-clinical or clinical medicine.

All applicable institutions are required to complete the Salaries section annually.

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.

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IPEDS and SOC

1) Why has NCES changed the occupational categories in the IPEDS HR survey?

The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the

2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational

categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher

Education General Information Survey (HEGIS) remained basically the same for over two decades. (The

2010 SOC reflects changes in the workforce over the last decade.)

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2) What is the SOC?

The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational

structure of the United States.

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3) What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational

categories for the purpose of collecting, calculating, analyzing, or disseminating data. All Federal agencies

that publish occupational data for statistical purposes are required to use the SOC in order to increase data

comparability.

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4) How are occupations classified in the SOC?

Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level.

[The previous statement relates to the SOC Classification Principle #2. There are nine Classification

Prnciples in total and they form the basis on which the SOC system is structured. The previous SOC manual,

which was the 2000 SOC Manual, had a similar classification principle, which also included “licensing” and

“credentials;” however, licensing and credentials are no longer included in the updated principle. For a

complete list of the 2010 SOC Classification Principles, refer to the following link:

http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.]

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5) How is the SOC structured?

The SOC is a tiered occupational classification system with four levels: major group, minor group, broad

occupation, and detailed occupation. The 23 major groups are broken down into 97 minor groups, followed

by 461 broad occupations, and finally 840 detailed occupations.

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6) Is there additional information on classifying and coding supervisors and managers?

For additional information on classifying and coding supervisors and managers, refer to the "2010 SOC

Classification Principles" and the "2010 SOC Coding Guidelines," which are listed in the 2012-13 IPEDS HR

instructions.

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7) Which staff comprise the new Postsecondary Teachers category?

Beginning with the 2012-13 IPEDS HR component, the new term Postsecondary Teachers was introduced.

Non-degree-granting institutions report Postsecondary Teachers in the single category called "Postsecondary

Teachers" while degree-granting institutions report Postsecondary Teachers separately by the following

functions:

• Instruction

• Instruction combined with research and/or public service

• Research

• Public Service

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8) How is data on library-related occupations collected?

Beginning with the 2012-13 IPEDS HR component, non-degree-granting institutions report library-related

occupations in the single category called "Librarians, Curators, and Archivists." Degree-granting institutions

that have 15 or more full-time staff members report library-related occupations separately as: 

• Archivists, Curators, and Museum Technicians

• Librarians

• Library Technicians

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9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity;

however, recently, the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the

other half of his time preparing timecards and other duties generally performed py payroll clerks. What occupational

category should I place this person in the IPEDS HR survey?

First, the scenario described in this case is similar to the SOC Coding Guideline #2, which states, when

workers in a single job could be coded in more than one occupation, they should be coded in the occupation

that requires the highest level of skill. If there is no measurable difference in skill requirements, workers

should be coded in the occupation in which they spend the most time. There are six SOC Coding Guidelines

and they are intended to assist users in consistently assigning SOC codes and titles to survey responses and

in other coding activities. For a complete list of the 2010 SOC Coding Guidelines, refer to the following link:

http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.

The answer to the above question would be the IPEDS HR occupational category of "Business and Financial

Operations Occupations" for the following reasons. 

•The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the person in

question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13-2011), which falls

under the SOC Major group of "Business and Financial Operations Occupations" (SOC code 13-0000). 

•In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you will see

that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to the 2012-13

IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.” 
[NOTE: For IPEDS purposes, there is no need to manually code CPA to "Accountants and Auditors" because

the data are not collected in IPEDS at that level.]

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10) My institution has a graduate assistant who assists with updating the website for the computer department. How

should I code this person in IPEDS?

Since this person is a graduate assistant updating websites in the computer department, include this person

as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."

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11) Where can I find definitions of the 2010 SOC occupations?

A pdf version of the 2010 SOC definitions can be found at the following website:

http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found

at the following SOC homepage under the category called “2010 SOC, Downloadable Materials:”

http://www.bls.gov/soc. While the SOC system is a four-level tiered system, SOC definitions only exist at the

lowest occupational level, which is known as the “detailed occupation” level.

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12) Where can I find additional information about the SOC system?

Refer to the following SOC homepage at: http://www.bls.gov/soc.

• A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following website: 

http://www.ntis.gov/products/soc.aspx. 

• The Spanish version of the 2010 SOC Manual is only available online and can be found at:

http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.

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13) When will the next SOC revision take place?

The next major review and revision of the SOC is expected to begin in 2013 in order to produce a 2018

version of the SOC.

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14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?

A newly developed IPEDS HR/SOC Information Center can be found

at: http://nces.ed.gov/ipeds/resource/soc.asp. Additional items will be added to this resource page as they

become available. For example, a tool is expected to be added that will include the 2010 SOC codes, titles,

definitions, illustrative examples along with the corresponding IPEDS occupational categories.

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15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?

IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level. 

Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there

are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary

Teachers. For IPEDS purposes, institutions should report their employees in the categories defined in the

IPEDS HR survey. For example, a College President would most likely fall under the detailed SOC occupation

of “Education Administrators, Postsecondary” (11-9033) where the first two-digits (11) of the SOC code

represent the SOC “major group” in this example. Based on the 2012-13 IPEDS HR survey and the 2010

SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-

13_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of

“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.

Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”

category in the HR survey. [IPEDS does not require institutions to manually code the College President at

the detailed level.]

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16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS

occupational categories?
In most cases, no. Since the detailed occupations in the 2010 SOC with similar job duties, and in some cases

skills, education, and/or training, are grouped together, it was necessary for IPEDS to conform to the same

methodology. [Please keep in mind that the occupational data to be reported in the 2012-13 IPEDS HR

survey are reported at a higher level (e.g., major level) in most cases; however, the same general premise

applies.] Consequently, many categories such as “technical and paraprofessional” and “other professionals

(support/service)” can no longer be used. For example, for the 2011-12 IPEDS HR survey, “Dietitians and

Nutritionists” were included in the “Other Professional (support/service) category while “Dietetic Technicians”

were included in the Technical and Paraprofessionals" category. In the 2012-13 IPEDS HR survey, “Dietitians

and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational category called

“Healthcare Practitioners and Technical Occupations.” Additionally, most of the occupational categories in the

previous IPEDS HR survey included definitions at the “major” level; however, the 2012-13 IPEDS HR

occupational categories do not include definitions at the “major” level. This change was necessary to conform

to the SOC system, which only includes definitions at the detailed (e.g., lowest) level.

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2012-13 Survey Materials > Narrative Edits date: 12/11/2012

Human Resources for degree-granting institutions and related administrative offices that

have less than 15 full-time staff

Edit specifications for the 2012-13 IPEDS Web-Based Data Collection

Human Resources (HR) Component

Applicable to degree-granting institutions and related administrative offices with less than 15 fulltime staff

Note: The specifications in this document apply to the institutions listed above and related administrative offices.

Some sections and parts may not apply to your particular institution. Please read the specifications carefully to

determine which sections and/or parts apply to your institution.

All screens must be completed in order to lock the survey.

• Screening Questions

• Relationships between HR Parts

Screening Questions

You must respond to the following screening questions. The answers given here will determine which screens your institution

is shown.

You must answer Yes or No to the following questions:

• Does your institution have any part-time staff?

◦ If you select Yes, then additional screens for reporting data on part-time staff will be provided.

• Does you institution have 15 or more full time staff?

◦ If you select Yes, then you are viewing the wrong narrative edit document. Please select the appropriate

document for 15 or more full-time staff.

• Do ALL of the instructional staff at your institution fall into any of the following categories? Answer Yes or No to

each of the following questions:

◦ Are ALL of the instructional staff military personnel?

◦ Do ALL of the instructional staff contribute their services (e.g., members of a religious order)?

◦ Do ALL of the instructional staff teach pre-clinical or clinical medicine?

◦ If you answer Yes to any of these questions, the full-time instructional staff screens of Part G are NOT

applicable to your institution and you will NOT be required to report data for the full-time instructional

staff screens of Part G. However, Part G will still be required for reporting data for full-time noninstructional staff.

• Do you wish to report data by gender AND race/ethnicity this year?

◦ If you select Yes, screens to report data by employment status (full-time and part-time), occupational

category, and gender AND race/ethnicity will be displayed and you must complete all applicable screens.

◦ If you select No, screens to report data by employment status (full-time and part-time) and occupational

category will be displayed. If a screen is only applicable to certain institutions, this will be noted in the

section header.

• Does your institution have graduate assistants?

◦ If you select Yes, screens to report graduate assistants will be provided.

The system will perform the following edits on the data entered:

• You must answer each screening question provided for your institution.

• If you report that ALL of your institution’s instructional staff are military personnel, contributing their services, or

teaching pre-clinical or clinical medicine; you must confirm that this is correct.

Top

Part A: Full-time staff, page 1

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Postsecondary Teachers 

◦ Instructional Staff

◦ Research

◦ Public service

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff, page 2
Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff, page 3

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Service Occupations

• Sales and Related occupations

• Office and administrative support occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is

also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff by occupational category

Applicable to institutions that answered No to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of full-time staff at the institution by medical school status, and occupational category.

Provide the total number of Non-medical and Medical staff for each of the following:

• Postsecondary Teachers 

◦ Instructional Staff

◦ Research

◦ Public Service

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

The system will perform the following edits on the data entered:

• Edits are currently under development.

Salaries

Applicable to degree-granting institutions that selected No for all options in the screening question that asks if all of

your institution’s instructional staff are military personnel, contributing their services, or teaching pre-clinical or

clinical medicine.

Part G: Salary Worksheet

On this screen, report the number of full-time instructional staff at the institution by contract, gender, and academic rank.

Contract includes 9-month, 10-month, 11-month, and 12-month. Academic ranks include Professors, Associate professors,

Assistant professors, Instructors, Lecturers, and No academic rank.

The Total employees for salary reporting, Total number of Months, and Balance will be calculated by academic rank and

gender. Additionally, the Total instructional staff from Part A is displayed for your reference. The system will also calculate

the total number of men, total number of women, and grand total (men + women) for each contract type.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part G: Salary outlays for full-time instructional staff by gender and academic rank

On this screen, report the Salary Outlays for full-time instructional staff at the institution by gender and academic rank.

Academic ranks include the following:
• Professors

• Associate professors

• Assistant professors

• Instructors

• Lecturers

• No academic rank

From the Part G Salary worksheet, the Headcount OR Total employees for Salary reporting and the Total number of

months are displayed for your reference. The system will calculate the total number of men, total number of women, and

grand total (men + women) for salary outlays, as well as the Weighted average Salaries per month.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part G: Salary outlays for full-time non-instructional staff by occupational category

On this screen, report the number of Total salary outlays for full-time non-instructional staff at the institution by occupational

category. Occupational categories include the following:

• Postsecondary Teachers - Research

• Postsecondary Teachers - Public Service

• Library and Instructional Support Occupations

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

The Number of staff is displayed for your reference for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff, page 1

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Postsecondary Teachers 

◦ Instructional Staff

◦ Research

◦ Public service

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff, page 2

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff, page 3

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity.

Provide the following occupational categories by gender and race/ethnicity:

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations
• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is

also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Graduate Assistants

Applicable to institutions that reported having graduate assistants in the screening questions and those that

answered Yes to the screening question that asks if you wish to report data by gender AND race/ethnicity.

On this screen, report the number of graduate assistants at the institution by occupational category, gender, and

race/ethnicity. Provide the following occupational categories by gender and race/ethnicity:

• Teaching

• Research

• Management

• Business and Financial Operations

• Computer, Engineering, and Science

• Community Service, Legal, Arts, and Media

• Library and Instructional Support

• Healthcare Practitioners and Technical

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. Totals are

also calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff by occupational category

Applicable to institutions that answered No to the screening question that asks if you wish to report data by

gender AND race/ethnicity.

On this screen, report the number of part-time staff at the institution by medical school status and occupational category.

Provide the total number of Non-medical and Medical staff for each of the following:

• Postsecondary Teachers 

◦ Instructional Staff

◦ Research

◦ Public service

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

• Graduate Assistants

◦ Teaching

◦ Research

◦ Management

◦ Business and Financial Operations

◦ Computer, Engineering, and Science

◦ Community Service, Legal, Arts, and Media

◦ Library and Instructional Support

◦ Healthcare Practitioners and Technical

The system will perform the following edits on the data entered:

• Edits are currently under development.

Relationships between HR Parts

The system will perform the following edits on the data entered:

• The total number of full-time instructional staff reported in Part A must be greater than or equal to the total

number of full-time instructional staff reported on the Part G Salary Worksheet screen.

Top
2012-13 Survey Materials > Form date: 12/4/2012

Human Resources for nondegree-granting institutions and related administrative

offices

Human Resources Screening Questions 

Does your institution have any part-time staff?

If you answer Yes to this question, you will be provided the screens to report part-time staff.

                                             Yes No

The reporting of data by gender AND race/ethnicity is optional this year as it is in even-numbered years.

Do you wish to report data by gender AND race/ethnicity this year?

If you answer No, screens to report data by employment status (full-time and part-time) and occupational category will

be displayed.

If you answer Yes, screens to report data by employment status (full-time and part-time), occupational category, and

gender AND race/ethnicity will be displayed and you must complete all applicable screens.

No, I will not report data by gender and race/ethnicity this year                                                                      

Yes, I will report data by gender and race/ethnicity this year                                                                      

You may use the space below to provide context for the data you've reported above.
Part A - Full-time staff 

Number of full-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Postsecondary

Teachers

Librarians, Curators, and

Archivists

Other Teachers and Instructional

Support Staff

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other Pacific

Islander

White

Two or more races

Race and ethnicity unknown

Total men         

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other Pacific

Islander

White

Two or more races

Race and ethnicity unknown

Total women         

Total (men+women)         
Part A - Full-time staff 

Number of full-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part A - Full-time staff 

Number of full-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

Occupations

Office and

Administrative

Support

Occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Part A - Full-time staff 

Number of full-time staff by occupational category

As of November 1, 2012

Occupational category Total

Postsecondary Teachers   

Librarians, Curators, and Archivists   

Other Teachers and Instructional Support Staff   

Management Occupations   

Business and Financial Operations Occupations   

Computer, Engineering, and Science Occupations   

Community Service, Legal, Arts, and Media Occupations   

Healthcare Practitioners and Technical Occupations   

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   
Part B - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and race/ethnicity Postsecondary

Teachers

Librarians, Curators, and

Archivists

Other Teachers and Instructional

Support Staff

Men

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other Pacific

Islander

White

Two or more races

Race and ethnicity unknown

Total men         

Women

Nonresident alien

Hispanic/Latino

American Indian or Alaska

Native

Asian

Black or African American

Native Hawaiian or Other Pacific

Islander

White

Two or more races

Race and ethnicity unknown

Total women         

Total (men+women)         
Part B - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Management

Occupations

Business and

Financial

Operations

Occupations

Computer,

Engineering, and

Science

Occupations

Community Service,

Legal, Arts, and

Media Occupations

Healthcare

Practitioners and

Technical

Occupations

Men

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total men               

Women

Nonresident alien

Hispanic/Latino

American Indian or

Alaska Native

Asian

Black or African

American

Native Hawaiian or

Other Pacific

Islander

White

Two or more races

Race and ethnicity

unknown

Total women               

Total

(men+women)

              
Part B - Part-time staff 

Number of part-time staff

by occupational category, gender, and race/ethnicity

As of November 1, 2012

•Report Hispanic/Latino individuals of any race as Hispanic/Latino

•Report race for non-Hispanic/Latino individuals only

Gender and

race/ethnicity

Service

Occupations

Sales and

Related

occupations

Office and

administrative

support

occupations

Natural Resources,

Construction, and

Maintenance

Occupations

Production,

Transportation, and

Material Moving

Occupations

Part-time

total

Men

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total men                  

Women

Nonresident alien   

Hispanic/Latino   

American Indian or

Alaska Native

  

Asian   

Black or African

American

  

Native Hawaiian or

Other Pacific

Islander

  

White   

Two or more races   

Race and ethnicity

unknown

  

Total women                  

Total

(men+women)

                 
Part B - Part-time staff 

Number of part-time staff by occupational category

As of November 1, 2012

Occupational category Total

Postsecondary Teachers   

Librarians, Curators, and Archivists   

Other Teachers and Instructional Support Staff   

Management Occupations   

Business and Financial Operations Occupations   

Computer, Engineering, and Science Occupations   

Community Service, Legal, Arts, and Media Occupations   

Healthcare Practitioners and Technical Occupations   

Service Occupations   

Sales and Related Occupations   

Office and Administrative Support Occupations   

Natural Resources, Construction, and Maintenance Occupations   

Production, Transportation, and Material Moving Occupations   
Human Resources Survey Evaluation 

Were any staff members difficult to categorize? If so, please explain in the box below.
Prepared by 

This survey component was prepared by:

   

Keyholder

   

SFA Contact

   

HR Contact

   

Finance Contact

   

Other

Name:

Email:

How long did it take to prepare this survey component? hours minutes

The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there

are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.

The time it took to prepare this component is being collected so that we can continue to improve our estimate of the

reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,

query and search data sources, complete and review the component, and submit the data through the Data Collection

System.

Thank you for your assistance.
2012-13 Survey Materials > Instructions date: 12/4/2012

2012-13 HR: Non-degree-granting Institutions and Related Administrative Offices

Instructions for the 2012-13

Integrated Postsecondary Education Data System (IPEDS)

Human Resources (HR) Component

Applicable to Non-degree-granting Institutions and Related

Administrative Offices ONLY

UPDATED – 10/31/12: The previous title of “Non-postsecondary Teaching Occupations” was

changed to "Other Teaching and Instructional Support Occupations” for clarity.

•Purpose of Component

•Changes in Reporting

•General Instructions

•Context Boxes

•Reporting Period Covered

•Coverage

•Where to Get Help

•Where the Data Will Appear

•Detailed Instructions

•Screening Questions

•Reporting Persons by Racial/Ethnic Category

•Reporting Staff by Occupational Category

• 2010 Standard Occupational Classification (SOC) System - Classification Principles

• 2010 Standard Occupational Classification (SOC) System - Coding Guidelines

• Additional Reporting Information

• Descriptions of Occupational Categories

•Summary of Parts

Purpose of Component
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The primary purpose of the Human Resources (HR) component that is applicable to non-degree-granting

institutions and related administrative offices is to collect the number of staff by employment status (full time

and part time) and occupational category. In odd-numbered years (e.g., 2011-12) such as last year, the

purpose was also to collect data by race/ethnicity and gender. The reporting of data by race/ethnicity and

gender is optional in even-numbered years such as this year (2012-13).

Changes in Reporting

•New occupational categories replaced the primary function/occupational activity categories previously used

in the IPEDS HR component. The change was required to align the IPEDS HR categories with the 2010

Standard Occupational Classification (SOC) System. Detailed information on the IPEDS HR component and

how it relates to the 2010 SOC system is listed below in the section called, "Reporting Staff by Occupational

Category." Additional information on the IPEDS HR component and the SOC system can be found at the

IPEDS Human Resources/SOC Information Center at http://nces.ed.gov/ipeds/resource/soc.asp.

•

The professional and non-professional terminology is no longer used.

General Instructions

NOTE: You must enter data on each displayed screen. If a displayed screen is not

applicable to your institution, you must enter at least one zero in a field on that screen. 

Context Boxes

Context boxes (previously known as caveat boxes) are provided on several screens to give

institutions the opportunity to provide more information about survey items.

Reporting Period Covered

The period of reporting is intended to provide a snapshot of your human resources/payroll data at

one point in the fall. Persons on the payroll of the institution as of November 1, 2012 should be

reported in the HR component.

Coverage

Who to Include in this Report

• Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.

• Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on

sabbatical leave or on leave without pay.

• "Visiting" Postsecondary Teachers who are paid by your institution.

• Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in

the occupational category for which they were hired.

• Staff in Workforce Development training programs and Adult Basic Education (ABE) programs.

• Staff at off-campus centers associated with the campus covered by this report. (Do not include staff

who work at branch campuses located in a foreign country.)

Who NOT to Include in this Report

• Staff on leave without pay.

• Staff in the military or religious orders who are not paid by your institution.

• Staff whose services are contracted by or donated to the institution.

• Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).

• Undergraduate students.

• Students in the College Work-Study Program.

• Staff who work strictly in hospitals associated with medical schools.

Where to Get Help
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IPEDS Data Collection Help Desk

Phone: 1-877-225-2568

Email: ipedshelp@rti.org

AIR Website

You can also consult the AIR website that contains several tutorials on IPEDS data collection, a self-paced

overview of IPEDS tools and other valuable resources.

IPEDS Resources Page

In addition, the IPEDS Resources Page contains frequently asked questions, a link to the glossary, data tip

sheets, an archive of survey instruments, information on the new race/ethnicity categories and other relevant

information.

Where the Data Will Appear

Data collected through IPEDS will be accessible at the institution- and aggregate-levels.

At the institution-level, data will appear in the:

• College Navigator Website

• IPEDS Data Center

• IPEDS Data Feedback Reports

At the aggregate-level, data will appear in:

• IPEDS First Looks

• IPEDS Table Library

• IPEDS Data Feedback Reports

• The Digest of Education Statistics

• The Condition of Education

Detailed Instructions

NOTE: You must enter data on each displayed screen. If a displayed screen is not

applicable to your institution, you must enter at least one zero in a field on that screen. 

Screening Questions

Please read and answer the screening questions in the data collection system very

carefully. (These questions must be answered before providing detailed data.) Responses to the

screening questions will determine which parts must be completed.

Reporting Persons by Racial/Ethnic Category

Reporting Persons by Racial/Ethnic Category (1997 OMB)

This information is being collected in compliance with Title VI of the Civil Rights Act of 1964 and

Title IX of the Education Amendments of 1972 and Sec. 421(a)(1) of the Carl D. Perkins Vocational

Education Act. These instructions correspond with the Final Guidance on Maintaining, Collecting,

and Reporting Racial and Ethnic Data to the U.S. Department of Education, published in the

Federal Register on October 19, 2007.

Method of collection - Institutions must collect race and ethnicity information using a 2-question

format. The first question is whether the respondent is Hispanic/Latino. The second question is

whether the respondent is from one or more races from the following list: American Indian or

Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and

White. Institutions should allow students and staff to self-identify their race and ethnicity. For

further details on the guidance for collecting data, please see the full Federal Register notice.

Method of reporting aggregate data - Institutions must report aggregate data to the U.S. Department of

Education using the NINE categories below. Racial/ethnic designations are requested only for United States

citizens, resident aliens, and other eligible non-citizens.

• Hispanic or Latino, regardless of race

For Non-Hispanic/Latino individuals:

• American Indian or Alaska Native

• Asian

• Black or African American

• Native Hawaiian or Other Pacific Islander

• White

• Two or more races

In addition, the following categories may be used:
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• Nonresident alien

• Race and ethnicity unknown

Racial/ethnic descriptions - Racial/ethnic designations as used in this survey do not denote scientific

definitions of anthropological origins. The categories are:

• Hispanic or Latino- A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.

• American Indian or Alaska Native- A person having origins in any of the original peoples of North and

South America (including Central America) who maintains cultural identification through tribal

affiliation or community attachment.

• Asian- A person having origins in any of the original peoples of the Far East, Southeast Asia, or the

Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia,

Pakistan, the Philippine Islands, Thailand, and Vietnam.

• Black or African American- A person having origins in any of the black racial groups of Africa.

• Native Hawaiian or Other Pacific Islander- A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

• White - A person having origins in any of the original peoples of Europe, the Middle East, or North

Africa.

Other descriptive categories

• Nonresident alien - 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 ArrivalDeparture 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.

• Race and ethnicity unknown - This category is used only if the person did not select EITHER a

racial or ethnic designation.

Reporting Staff by Occupational Category

The occupational categories in the IPEDS HR component were changed to become aligned with the

occupational categories in the 2010 Standard Occupational Classification (SOC) System. The SOC

Classification Principles and Coding Guidelines were also revised in 2010. Listed below is an

example of one change to the Classification Principles; however, please refer to the complete list

of Classification Principles and Coding Guidelines below. 

Example of SOC Classification Principle:

Old: Occupations are classified based on work performed and on required skills, education, training, and

credentials. 

New: Occupations are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level."

2010 SOC Classification Principles

The SOC Classification Principles form the basis on which the SOC system is structured.

1. The SOC covers all occupations in which work is performed for pay or profit, including work performed

in family-operated enterprises by family members who are not directly compensated. It excludes

occupations unique to volunteers. Each occupation is assigned to only one occupational category at

the lowest level of the classification.

2. Occupations are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level.

3. Workers primarily engaged in planning and directing are classified in management occupations in

Major Group 11-0000. Duties of these workers may include supervision.

4. Supervisors of workers in Major Groups 13-0000 through 29-0000 usually have work experience and

perform activities similar to those of the workers they supervise, and therefore are classified with the

workers they supervise.

5. Workers in Major Group 31-0000 Healthcare Support Occupations assist and are usually supervised by

workers in Major Group 29-0000 Healthcare Practitioners and Technical Occupations. Therefore, there

are no first-line supervisor occupations in Major Group 31-0000.
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6. Workers in Major Groups 33-0000 through 53-0000 whose primary duty is supervising are classified

in the appropriate first-line supervisor category because their work activities are distinct from those of

the workers they supervise.

7. Apprentices and trainees are classified with the occupations for which they are being trained, while

helpers and aides are classified separately because they are not in training for the occupation they are

helping.

8. If an occupation is not included as a distinct detailed occupation in the structure, it is classified in an

appropriate “All Other,” or residual, occupation. “All Other” occupations are placed in the structure

when it is determined that the detailed occupations comprising a broad occupation group do not

account for all of the workers in the group. These occupations appear as the last occupation in the

group with a code ending in “9” and are identified in their title by having “All Other” appear at the

end.

9. The U.S. Bureau of Labor Statistics and the U.S. Census Bureau are charged with collecting and

reporting data on total U.S. employment across the full spectrum of SOC major groups. Thus, for a

detailed occupation to be included in the SOC, either the Bureau of Labor Statistics or the Census

Bureau must be able to collect and report data on that occupation.

2010 SOC Coding Guidelines

The SOC Coding Guidelines are intended to assist users in consistently assigning SOC codes and

titles to survey responses and in other coding activities.

1. A worker should be assigned to an SOC occupation code based on work performed.

2. When workers in a single job could be coded in more than one occupation, they should be coded in

the occupation that requires the highest level of skill. If there is no measurable difference in skill

requirements, workers should be coded in the occupation in which they spend the most time. Workers

whose job is to teach at different levels (e.g., elementary, middle, or secondary) should be coded in

the occupation corresponding to the highest educational level they teach.

3. Data collection and reporting agencies should assign workers to the most detailed occupation

possible. Different agencies may use different levels of aggregation, depending on their ability to

collect data. For more information on data produced using the SOC, see the Frequently Asked

Questions (FAQs) section.

4. Workers who perform activities not described in any distinct detailed occupation in the SOC structure

should be coded in an appropriate “All Other” or residual occupation. These residual occupational

categories appear as the last occupation in a group with a code ending in “9” and are identified by

having the words “All Other” appear at the end of the title.

5. Workers in Major Groups 33-0000 through 53-0000 who spend 80 percent or more of their time

performing supervisory activities are coded in the appropriate first-line supervisor category in the

SOC. In these same Major Groups (33-0000 through 53-0000), persons with supervisory duties who

spend less than 80 percent of their time supervising are coded with

the workers they supervise.

6. Licensed and non-licensed workers performing the same work should be coded together in the same

detailed occupation, except where specified otherwise in the SOC definition.

Additional Reporting Information
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•IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level. 

Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there

are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary

Teachers. For IPEDS purposes, institutions should report their employees in the categories defined in the

IPEDS HR survey. For example, a College President would most likely fall under the detailed SOC occupation

of “Education Administrators, Postsecondary” (11-9033) where the first two-digits (11) of the SOC code

represent the SOC “major group” in this example. Based on the 2012-13 IPEDS HR survey and the 2010

SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-

13_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of

“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.

Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”

category in the HR survey. [IPEDS does not require institutions to manually code the College President at

the detailed level.]

•Hospitals, medical centers, and other entities that offer postsecondary education programs as

part of their mission should report only those staff who work full time or part time in the postsecondary

education division or component of the institution. If a staff member works full time for the institution,

but only part time in the postsecondary education division or component, for purposes of this survey, that

person should be reported as part time in his or her occupational category in the postsecondary education

division or component.

Descriptions of Occupational Categories

Postsecondary Teachers (by function)

Listed below are descriptions of those staff members who should be reported in the "Postsecondary Teachers"

category.

Instructional Staff [NOTE: This heading was changed from "Instruction" to

"Instructional Staff" in these instructions for clarification on 8/7/12.]

Consist of staff members in the following categories:

• Instruction (only)

Persons whose specific assignments customarily are made for the purpose of providing instruction or

teaching. Regardless of title, academic rank, or tenure status, these employees formally spend the majority of

their time providing instruction or teaching.

•Instruction combined with research and/or public service

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 his/her regular assignment. Regardless of

title, academic rank, or tenure status, these employees formally spend the majority of their time providing

instruction, research, and/or public service.

Research

Persons whose specific assignments customarily are made for the purpose of conducting research.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time conducting research.

Public Service

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.

Regardless of title, academic rank, or tenure status, these employees formally spend the majority of their

time carrying out public service activities. (This category includes employees with a public service

assignment regardless of the location of the assignment (e.g., in the field rather than on campus).

Librarians, Curators, and Archivists

The IPEDS HR occupational category called “Librarians, Curators, and Archivists” is based

on the following three broad occupations in the 2010 SOC Manual.  (For details on the three

SOC broad occupations, click on the links below.)

· Archivists, Curators, and Museum Technicians

[SOC Broad Occupation 25-4010 - http://www.bls.gov/soc/2010/soc254010.htm]
· Librarians 

[SOC Broad Occupation 25-4020 - http://www.bls.gov/soc/2010/soc254020.htm ]

· Library Technicians

[SOC Broad Occupation 25-4030 - http://www.bls.gov/soc/2010/soc254030.htm]

Other Teachers and Instructional Support Staff

[NOTE: The above title ("Other Teachers and Instructional Support Staff") was changed

from "Non-postsecondary Teachers" for clarity on 10/31/12; however, the SOC

categories below remained the same.] 

The IPEDS HR occupational category called “Other Teachers and Instructional Support

Staff” is based on the following three minor groups in the 2010 SOC Manual.  (For details on

the three SOC minor groups, click on the links below.)

· Pre-school, Primary, Secondary, and Special Education School Teachers

 [SOC Minor Group 25-2000 - http://www.bls.gov/soc/2010/soc250000.htm#25-2000]

· Other Teachers and Instructors

 [SOC Minor Group 25-3000 - http://www.bls.gov/soc/2010/soc250000.htm#25-3000]

· Other Education, Training, and Library Occupations

 [SOC Minor Group 25-9000 - http://www.bls.gov/soc/2010/soc250000.htm#25-9000]

 

Management Occupations

The IPEDS HR occupational category called “Management Occupations” is based on the

occupational group in the 2010 Standard Occupational Classification (SOC) Manual with the

same name (“Management Occupations”).  Click on the following link for details on the SOC

“Management Occupations” group (Major Group 11-0000):

http://www.bls.gov/soc/2010/soc110000.htm.

Business and Financial Operations Occupations

The IPEDS HR occupational category called “Business and Financial Operations

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Business and Financial Operations

Occupations”).  Click on the following link for details on the SOC “Business and Financial

Operations Occupations” group (Major Group 13-0000):

http://www.bls.gov/soc/2010/soc130000.htm.

Computer, Engineering, and Science Occupations

The IPEDS HR occupational category called “Computer, Engineering, and Science

Occupations” is based on the following three occupational groups in the 2010 Standard

Occupational Classification (SOC) Manual.  (For details on the three SOC occupational

groups, click on the links below.)

· Computer and Mathematical Occupations          

[SOC Major Group 15-0000 - http://www.bls.gov/soc/2010/soc150000.htm]

· Architecture and Engineering Occupations        

[SOC Major Group 17-0000 - http://www.bls.gov/soc/2010/soc170000.htm]

· Life, Physical, and Social Science Occupations  

[SOC Major Group 19-0000 - http://www.bls.gov/soc/2010/soc190000.htm]

Community Service, Legal, Arts, and Media Occupations
The IPEDS HR occupational category called “Community Service, Legal, Arts,

and Media Occupations” is based on the following three occupational groups in

the 2010 Standard Occupational Classification (SOC) Manual. (For details on the

three SOC occupational groups, click on the links below.)

· Community and Social Service Occupations          

[SOC Major Group 21-0000 - http://www.bls.gov/soc/2010/soc210000.htm]

· Legal Occupations        

[SOC Major Group 23-0000 - http://www.bls.gov/soc/2010/soc230000.htm]

· Arts, Design, Entertainment, Sports, and Media Occupations  

[SOC Major Group 27-0000 - http://www.bls.gov/soc/2010/soc270000.htm]

Healthcare Practitioners and Technical Occupations

The IPEDS HR occupational category called “Healthcare Practitioners and Technical

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Healthcare Practitioners and Technical

Occupations”).  Click on the following link for details on the SOC “Healthcare Practitioners

and Technical Occupations” group (Major Group 29-0000): 

http://www.bls.gov/soc/2010/soc290000.htm. 

Service Occupations

The IPEDS HR occupational category called “Service Occupations” is based on the following

five occupational groups in the 2010 Standard Occupational Classification (SOC) Manual. 

(For details on the five SOC occupational groups, click on the links below.)

· Healthcare Support Occupations                                

[SOC Major Group 31-0000 - http://www.bls.gov/soc/2010/soc310000.htm]

· Protective Service Occupations                                  

[SOC Major Group 33-0000 - http://www.bls.gov/soc/2010/soc330000.htm]

· Food Preparation and Serving Related Occupations

[SOC Major Group 35-0000 - http://www.bls.gov/soc/2010/soc350000.htm]

· Building and Grounds Cleaning and Maintenance Occupations

[SOC Major Group 37-0000 - http://www.bls.gov/soc/2010/soc370000.htm]

· Personal Care and Service Occupations                    

[SOC Major Group 39-0000 - http://www.bls.gov/soc/2010/soc390000.htm]

Sales and Related Occupations

The IPEDS HR occupational category called “Sales and Related Occupations” is based on

the occupational group in the 2010 Standard Occupational Classification (SOC) Manual with

the same name (“Sales and Related Occupations”).  Click on the following link for details on

the SOC “Sales and Related Occupations” group (Major Group 41-0000): 

 http://www.bls.gov/soc/2010/soc410000.htm.

Office and Administrative Support Occupations

The IPEDS HR occupational category called “Office and Administrative Support

Occupations” is based on the occupational group in the 2010 Standard Occupational

Classification (SOC) Manual with the same name (“Office and Administrative Support

Occupations”).  Click on the following link for details on the SOC “Office and Administrative

Support Occupations” group (Major Group 43-0000): 

http://bls.gov/soc/2010/soc430000.htm.
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Natural Resources, Construction, and Maintenance Occupations

The IPEDS HR occupational category called “Natural Resources, Construction, and

Maintenance Occupations” is based on the following three occupational groups in the 2010

Standard Occupational Classification (SOC) Manual.  (For details on the three SOC

occupational groups, click on the links below.)

· Farming, Fishing, and Forestry Occupations             

[SOC Major Group 45-0000 - http://www.bls.gov/soc/2010/soc450000.htm]

· Construction and Extraction Occupations                 

[SOC Major Group 47-0000 - http://www.bls.gov/soc/2010/soc470000.htm]

· Installation, Maintenance, and Repair Occupations  

[SOC Major Group 49-0000 - http://www.bls.gov/soc/2010/soc490000.htm]

Production, Transportation, and Material Moving Occupations

The IPEDS HR occupational category called “Production, Transportation, and Material

Moving Occupations” is based on the following two occupational groups in the 2010

Standard Occupational Classification (SOC) Manual.  (For details on the two SOC

occupational groups, click on the links below.)

· Production Occupations                                             

[SOC Major Group 51-0000 - http://www.bls.gov/soc/2010/soc510000.htm]

· Transportation and Material Moving Occupations   

[SOC Major Group 53-0000 - http://www.bls.gov/soc/2010/soc530000.htm]

Summary of Parts

Listed below is a summary of each part in this HR component.

• Part A - Full-time staff: Collects the number of full-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while

in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is

optional.)

• Part B - Part-time staff: Collects the number of part-time staff by occupational category. (In oddnumbered years (e.g., 2011-12), the reporting of data by race/ethnicity and gender is required while

in even-numbered years (e.g., 2012-13), the reporting of data by race/ethnicity and gender is

optional.)

• Part C - Total number of staff: Automatically sums the data reported in Part A and Part B.
Glossary date: 12/4/2012

Term Definition

Adjunct faculty Non-tenure track faculty serving in a temporary or auxiliary capacity to teach specific courses on a

course-by-course basis. Includes both faculty who are hired to teach an academic degree-credit

course and those hired to teach a remedial, developmental, or ESL course; whether the latter three

categories earn college credit is immaterial. Excludes regular part-time faculty (who, unlike adjuncts

are not paid on a course-by-course basis), graduate assistants, full-time professional staff of the

institution who may teach individual courses (such as a dean or academic advisor), and appointees

who teach non-credit courses exclusively.

American Indian or

Alaska Native (new

definition)

A person having origins in any of the original peoples of North and South America (including Central

America) who maintains cultural identification through tribal affiliation or community attachment.

Archivists, Curators, and

Museum Technicians

An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Archivists, Curators, and Museum Technicians." For detailed

information, refer to the following website: http:// www.bls.gov/soc/2010/soc254010.htm.

Asian (new definition) A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

Black or African American

(new definition)

A person having origins in any of the black racial groups of Africa.

Business and Financial

Operations Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Business and Financial Operations Occupations.” For detailed information refer

to the following website: http://www.bls.gov/soc/2010/soc130000.htm.

Casual employees Persons who are hired to work during peak times such as those that help at registration time or those

that work in the bookstore for a day or two at the start of a session.

Community Service,

Legal, Arts, and Media

Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Community and Social Service Occupations

(http://www.bls.gov/soc/2010/soc210000.htm); 2) Legal Occupations

(http://www.bls.gov/soc/2010/soc230000.htm); and 3) Arts, Design, Entertainment, Sports, and

Media Occupations (http://www.bls.gov/soc/2010/soc270000.htm).

Computer, Engineering,

and Science Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Computer and Mathematical Occupations

(http://www.bls.gov/soc/2010/soc150000.htm); 2) Architecture and Engineering Occupations

(http://www.bls.gov/soc/2010/soc170000.htm); and 3) Life, Physical, and Social Science

Occupations (http://www.bls.gov/soc/2010/soc190000.htm).

Full-time staff

(employees)

As defined by the institution. The type of appointment at the snapshot date determines whether an

employee is full time or part time. The employee's term of contract is not considered in making the

determination of full or part time.

Healthcare Practitioners

and Technical

Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Healthcare Practitioners and Technical Occupations.” For detailed information

refer to the following website: http://www.bls.gov/soc/2010/soc290000.htm.

Hispanic or Latino (new

definition)

A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or

origin, regardless of race.

Instructional Staff An occupational category that consists of the following two functions: 1) "Instruction" only and 2)

"Instruction combined with research and/or public service."

Librarians An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Librarians." For detailed information, refer to the following

website: http:// www.bls.gov/soc/2010/soc254020.htm.

Librarians, Curators, and

Archivists

An occupational category based on the following three broad occupations in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Librarians (http://

www.bls.gov/soc/2010/soc254020.htm); 2) Archivists, Curators, and Museum Technicians (http://

www.bls.gov/soc/2010/soc254010.htm); and 3) Library Technicians (http://

www.bls.gov/soc/2010/soc254030.htm).

Library Technicians An occupational category based on the broad occupation in the 2010 Standard Occupational

Classification (SOC) Manual called "Library Technicians." For detailed information, refer to the

following website: http:// www.bls.gov/soc/2010/soc254030.htm.

Management Occupations An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Management Occupations.” For detailed information refer to the following

website: http://www.bls.gov/soc/2010/soc110000.htm.

Native Hawaiian or Other

Pacific Islander (new

definition)

A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific

Islands.

Natural Resources,

Construction, and

Maintenance Occupations

An occupational category based on the following three major groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Farming, Fishing, and Forestry Occupations

(http://www.bls.gov/soc/2010/soc450000.htm); 2) Construction and Extraction Occupations

(http://www.bls.gov/soc/2010/soc470000.htm); and 3) Installation, Maintenance, and Repair

Occupations (http://www.bls.gov/soc/2010/soc490000.htm).

Nonresident alien 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.
Office and Administrative

Support Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Office and Administrative Support Occupations.” For detailed information refer

to the following website: http://www.bls.gov/soc/2010/soc430000.htm.

Other Teachers and

Instructional Support

Staff

An occupational category based on the following three minor groups in the 2010 Standard

Occupational Classification (SOC) Manual: 1) Pre-school, Primary, Secondary, and Special Education

School Teachers (http://www.bls.gov/soc/2010/ soc250000.htm#25-2000); 2) Other Teachers and

Instructors (http://www. bls.gov/soc/2010/soc250000.htm#25-3000); and 3) Other Education,

Training, and Library Occupations (http:// www.bls.gov/soc/2010/soc250000.htm#25-9000).

Part-time staff

(employees)

As determined by the institution. The type of appointment at the snapshot date determines whether

an employee is full time or part time. The employee's term of contract is not considered in making

the determination of full or part time. Casual employees (hired on an ad-hoc basis or occasional basis

to meet short-term needs) and students in the College Work-Study Program (CWS) are not

considered part-time staff.

Postsecondary Teachers An occupational category that consists of the following four functions: 1) "Instruction" only; 2)

"Instruction combined with research and/or public service;" 3) "Research;" and 4) "Public Service."

Postsecondary Teachers

(Instruction (only))

An occupational category used to classify persons whose specific assignments customarily are made

for the purpose of providing instruction or teaching. Regardless of title, academic rank, or tenure

status, these employees formally spend the majority of their time providing instruction or teaching.

Postsecondary Teachers

(Instruction combined

with research and/or

public service)

An occupational category used to classify 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 his/her regular assignment. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time providing instruction, research, and/or public

service.

Postsecondary Teachers

(Public Service)

An occupational category used to classify 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. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time carrying out public service activities. (This

category includes employees with a public service assignment regardless of the location of the

assignment (e.g., in the field rather than on campus).

Postsecondary Teachers

(Research)

An occupational category used to classify persons whose specific assignments customarily are made

for the purpose of conducting research. Regardless of title, academic rank, or tenure status, these

employees formally spend the majority of their time conducting research.

Production,

Transportation, and

Material Moving

Occupations

An occupational category based on the following two major groups in the 2010 Standard Occupational

Classification (SOC) Manual: 1) Production Occupations

(http://www.bls.gov/soc/2010/soc510000.htm) and 2) Transportation and Material Moving

Occupations (http://www.bls.gov/soc/2010/soc530000.htm).

Race/ethnicity unknown The category used to report students or employees whose race and ethnicity are not known.

Sales and Related

Occupations

An occupational category based on the major group in the 2010 Standard Occupational Classification

(SOC) Manual called “Sales and Related Occupations.” For detailed information refer to the following

website: http://www.bls.gov/soc/2010/soc410000.htm.

Service Occupations An occupational category based on the following five major groups in the 2010 Standard Occupational

Classification (SOC) Manual: 1) Healthcare Support Occupations

(http://www.bls.gov/soc/2010/soc310000.htm); 2) Protective Service Occupations

(http://www.bls.gov/soc/2010/soc330000.htm); 3) Food Preparation and Serving Related

Occupations (http://www.bls.gov/soc/2010/soc350000.htm); 4) Building and Grounds Cleaning and

Maintenance Occupations (http://www.bls.gov/soc/2010/soc370000.htm); and 5) Personal Care and

Service Occupations (http://www.bls.gov/soc/2010/soc390000.htm).

White (new definition) A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
2012-13 Survey Materials > F.A.Q. date: 12/4/2012

Human Resources

Click one of the following questions to view the answer.

General

1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the references to the

IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?

2) Why has NCES changed the occupational categories in the IPEDS HR survey?

3) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the IPEDS data

collection screens, how should we report these individuals?

4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?

5) What is the relationship between the EEO-6 form and IPEDS?

6) How often are data for the IPEDS HR survey collected?

7) What is the period of reporting for the HR component?

8) What type of staff should be included in the IPEDS HR component?

9) What type of staff should NOT be included in the IPEDS HR component?

10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR component?

11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based out of the

college?

12) Do we include guest lecturers when we report to IPEDS?

13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?

14) How do we handle individuals who are employees and also taking courses?

15) What do you mean by “medical school” staff?

16) How do I know if my data are consistent across certain parts?

17) Can I change my data after completing a part?

18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my institution?

19) Who should I report as “Without faculty status”?

20) If a person currently employed by an institution accepts a new full-time position within the institution, is that person considered

a new hire?

21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?

22) Are salary data collected from all institutions?

.

.

.

IPEDS and SOC

1) Why has NCES changed the occupational categories in the IPEDS HR survey?

2) What is the SOC?

3) What is the purpose of the Standard Occupational Classification (SOC) system?

4) How are occupations classified in the SOC?

5) How is the SOC structured?

6) Is there additional information on classifying and coding supervisors and managers?

7) Which staff comprise the new Postsecondary Teachers category?

8) How is data on library-related occupations collected?

9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity; however, recently,

the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the other half of his time preparing

timecards and other duties generally performed py payroll clerks. What occupational category should I place this person in the

IPEDS HR survey?

10) My institution has a graduate assistant who assists with updating the website for the computer department. How should I code

this person in IPEDS?

11) Where can I find definitions of the 2010 SOC occupations?

12) Where can I find additional information about the SOC system?

13) When will the next SOC revision take place?

14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?

15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?

16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS occupational categories?

Answers:

General

1) For the IPEDS HR survey component that is applicable to degree-granting institutions, what happened to the

references to the IPEDS HR sections called: Employees by Assigned Position (EAP), Salaries, and Fall Staff?
Beginninng with the 2012-13 IPEDS HR survey, the references to EAP, Salaries, and Fall Staff are no longer

used; however, parts are still used. Please refer to the parts for the 2012-13 IPEDS HR survey carefully

since they may have changed from previous years.

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2) Why has NCES changed the occupational categories in the IPEDS HR survey?

The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the

2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational

categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher

Education General Information Survey (HEGIS) remained basically the same for over two decades. (The

2010 SOC reflects changes in the workforce over the last decade.)

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3) My institution has staff for which gender is unknown. Since there is no place to report "gender unknown" on the

IPEDS data collection screens, how should we report these individuals?

These individuals are still to be reported to IPEDS, even though their gender is unknown. It is up to the

institution to decide how best to handle reporting individuals whose gender is unknown. However, a

common method used is to allocate the individuals with gender unknown based on the known proportion of

men to women for staff.

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4) How do I know if I must complete the Equal Employment Opportunity Commission (EEOC) EEO-1 survey form?

Since the EEO-1 survey form is conducted by EEOC, you must contact EEOC directly to find out about their

survey reporting requirements. For more information about EEO-1 reporting, please refer to the following

EEOC website, which includes contact information: http://www.eeoc.gov/eeo1survey/index.html.

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5) What is the relationship between the EEO-6 form and IPEDS?

The Equal Employment Opportunity Commission (EEOC) previously collected data on the EEO-6 form. In

1993, IPEDS took over the collection of the EEO-6 data. These data are made available to the EEOC and to

the Office for Civil Rights.

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6) How often are data for the IPEDS HR survey collected?

1. In even-numbered years such as Fall 2012, the reporting of race/ethnicity data in the IPEDS HR survey is

optional; however, the reporting of all other applicable data in the IPEDS survey is required. (During evennumbered years, IPEDS simply serves as a reporting mechanism for those institutions that are required to

provide race/ethnicity data annually to their states or to other agencies.)

2. In odd-numbered years such as Fall 2011, the reporting of all applicable data (inlcuding race/ethnicity) in the

IPEDS HR survey is required.

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7) What is the period of reporting for the HR component?

The period of reporting is intended to provide a snapshot of your human resources/payroll data at one point

in the fall.

•With the exception of the part that is collected on full-time permanent new hires from degree-granting institutions that

have 15 or more full-time staff, institutions should report persons on the payroll of the institution as of November 1,

2012 in the 2012-13 IPEDS HR component. (For more details on who to include and exclude from the HR component,

refer to the next two FAQs or refer to the sections of the complete instructions called "Who to include in this report" and

"Who NOT to include in this report.")

•The part that is collected on new hires from degree-granting institutions that have 15 or more full-time staff has the

following reporting requirement: includes full-time permanent new hires on the payroll of the institution between July

1 and October 31, 2012 either for the first time (new to the institution) or after a break in service AND who are still

on the payroll of the institution as November 1, 2012. For additional details about new hires, refer to the complete set

of instructions.

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8) What type of staff should be included in the IPEDS HR component?

The following types of staff should be included in the HR component:

• Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.

• Postsecondary Teachers who are hired to temporarily replace Postsecondary Teachers who are on sabbatical

leave or on leave without pay.

• “Visiting” Postsecondary Teachers who are paid by your institution.

• Adjunct Postsecondary Teachers who are employed on a full-time or on a part-time basis in the occupational

category for which they were hired.
• Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work at

branch campuses located in a foreign country.)

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9) What type of staff should NOT be included in the IPEDS HR component?

The following types of employees should NOT be included in the HR component:

• Staff on leave without pay.

• Staff in the military or religious orders who are not paid by your institution.

• Staff whose services are contracted by or donated to the institution.

• Casual employees (hired on an ad-hoc or occasional basis to meet short-term needs).

• Undergraduate students.

• Students in the College Work-Study Program.

• Staff who work strictly in hospitals associated with medical schools.

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10) Should instructional staff who provide instruction in credit and/or non-credit courses be included in the HR

component?

Yes. Instructional staff who provide instruction in credit and/or non-credit courses/activities should be

included in the HR component.

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11) Should I include in the IPEDS survey a professor who teaches courses via distance education and who is not based

out of the college?

Staff at off-campus centers/sites associated with the campus covered by this report should be included in the

HR component; however, staff who work at branch campuses located in a foreign country should NOT be

included in the HR component. Also, the staff must be on the payroll of the institution.

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12) Do we include guest lecturers when we report to IPEDS?

If a guest lecturer is hired by the institution and placed on the institution’s payroll then the person should be

included in the HR component. However, guest lecturers typically are given honoraria or lecture fees and

thus are not paid through the institution’s payroll accounts.

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13) Should I include full-time staff who are paid by another entity or who are paid indirectly by my institution?

No. Include only paid employees of your institution, recognizing that this may undercount the number of

staff.

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14) How do we handle individuals who are employees and also taking courses?

1 - If they are student workers (e.g., College-Work study), exclude them from the HR component.

2 - If they are employed as graduate assistants to assist in the classroom or laboratory or to do research,

include them as part-time employees in the graduate assistants category.

3 - If they are employed in regular jobs, either full time or part time, include them according to their primary

function/occupational activity.

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15) What do you mean by “medical school” staff?

Staff employed by or staff working in the medical school (M.D. and/or D.O.) component of a postsecondary

institution or in a freestanding medical school. Does not include staff employed by or employees working

strictly in a hospital associated with a medical school or those who work in health or allied health schools or

departments such as dentistry, veterinary medicine, nursing, or dental hygiene unless the health or allied

health schools or departments are affiliated with (housed in or under the authority of) the medical school.

(The medical school pages are applicable to institutions with M.D. and/or D.O. programs only.)

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16) How do I know if my data are consistent across certain parts?

There are internal edit checks in place to ensure consistency. Also, some cells will be pre-populated from

data in other parts to help ensure consistent reporting.

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17) Can I change my data after completing a part?

Yes. Data may be changed after completing any part. Once edit checks are run, errors may be detected that

will require users to revise data in one part to agree with what is reported in another part. Data cannot be

locked until all errors are resolved.

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18) Why do I keep receiving error messages about missing data when I have entered all necessary data for my

institution?

If a displayed screen is not applicable to your institution, you must enter at least one zero in a field on that

screen. If you are still unable to resolve the edit involving missing data, please contact the IPEDS Help Desk

at 1-877-225-2568 for further assistance.

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19) Who should I report as “Without faculty status”?

While institutions may use different designations of who is functioning as "faculty," there is generally some

designation of whether or not an employee has faculty status. Report employees with faculty status in either

the Tenured, On Tenure track, or Not on tenure track column by occupational category. Institutions may also

employ individuals in the various occupational categories who do not have or who are not eligible to have

faculty status. Report these individuals in the Without faculty status category. For example, an individual

hired as a Computer Engineer without tenure eligibility should be reported in the IPEDS occupational

category of "Computer, Engineering, and Science Occupations" in the Without Faculty Status category.

Postdoctoral research associate, because they do not have faculty status, would be reported in the Without

faculty status category.

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20) If a person currently employed by an institution accepts a new full-time position within the institution, is that

person considered a new hire?

NO. The currently employed person is not considered a new hire. New hires are full-time permanent staff on

the payroll of the institution between July 1 and October 31, 2012 either for the first time (new to the

institution) or after a break in service AND who are still on the payroll of the institution as November 1,

2012. Also, new hires do not include persons who have returned from sabbatical leave or full-time

Postsecondary Staff who are working less-than-9-month contracts.

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21) How should full-time instructional staff on a “confidential payroll” (where salary is unavailable) be handled?

Make the best estimate of the salary of the full-time instructional staff.

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22) Are salary data collected from all institutions?

No. Salary data are collected from degree-granting institutions only, unless one or more of the following are

true:

• All instructional staff are employed on a part time basis.

• All instructional staff are military personnel.

• All instructional staff contribute their services (e.g., are members of a religious order).

• All instructional staff teach pre-clinical or clinical medicine.

All applicable institutions are required to complete the Salaries section annually.

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.

.

IPEDS and SOC

1) Why has NCES changed the occupational categories in the IPEDS HR survey?

The IPEDS HR survey was changed to comply with the requirement to align IPEDS HR reporting with the

2010 Standard Occupational Classification (SOC) system. Also, prior to 2012-13, most of the occupational

categories and corresponding definitions in the IPEDS HR survey and its predecessor called the Higher

Education General Information Survey (HEGIS) remained basically the same for over two decades. (The

2010 SOC reflects changes in the workforce over the last decade.)

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2) What is the SOC?

The Standard Occupational Classification system, or SOC, is designed to reflect the current occupational

structure of the United States.

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3) What is the purpose of the Standard Occupational Classification (SOC) system?
The SOC system is used by Federal statistical agencies to classify workers and jobs into occupational

categories for the purpose of collecting, calculating, analyzing, or disseminating data. All Federal agencies

that publish occupational data for statistical purposes are required to use the SOC in order to increase data

comparability.

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4) How are occupations classified in the SOC?

Occupations in the SOC are classified based on work performed and, in some cases, on the skills, education,

and/or training needed to perform the work at a competent level.

[The previous statement relates to the SOC Classification Principle #2. There are nine Classification

Prnciples in total and they form the basis on which the SOC system is structured. The previous SOC manual,

which was the 2000 SOC Manual, had a similar classification principle, which also included “licensing” and

“credentials;” however, licensing and credentials are no longer included in the updated principle. For a

complete list of the 2010 SOC Classification Principles, refer to the following link:

http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.]

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5) How is the SOC structured?

The SOC is a tiered occupational classification system with four levels: major group, minor group, broad

occupation, and detailed occupation. The 23 major groups are broken down into 97 minor groups, followed

by 461 broad occupations, and finally 840 detailed occupations.

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6) Is there additional information on classifying and coding supervisors and managers?

For additional information on classifying and coding supervisors and managers, refer to the "2010 SOC

Classification Principles" and the "2010 SOC Coding Guidelines," which are listed in the 2012-13 IPEDS HR

instructions.

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7) Which staff comprise the new Postsecondary Teachers category?

Beginning with the 2012-13 IPEDS HR component, the new term Postsecondary Teachers was introduced.

Non-degree-granting institutions report Postsecondary Teachers in the single category called "Postsecondary

Teachers" while degree-granting institutions report Postsecondary Teachers separately by the following

functions:

• Instruction

• Instruction combined with research and/or public service

• Research

• Public Service

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8) How is data on library-related occupations collected?

Beginning with the 2012-13 IPEDS HR component, non-degree-granting institutions report library-related

occupations in the single category called "Librarians, Curators, and Archivists." Degree-granting institutions

that have 15 or more full-time staff members report library-related occupations separately as: 

• Archivists, Curators, and Museum Technicians

• Librarians

• Library Technicians

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9) The certified public accountant (CPA) in my office has spent the past 10 years working soley in that capacity;

however, recently, the CPA was asked to split half his time peforming his regular, on-going duties as a CPA and the

other half of his time preparing timecards and other duties generally performed py payroll clerks. What occupational

category should I place this person in the IPEDS HR survey?

First, the scenario described in this case is similar to the SOC Coding Guideline #2, which states, when

workers in a single job could be coded in more than one occupation, they should be coded in the occupation

that requires the highest level of skill. If there is no measurable difference in skill requirements, workers

should be coded in the occupation in which they spend the most time. There are six SOC Coding Guidelines

and they are intended to assist users in consistently assigning SOC codes and titles to survey responses and

in other coding activities. For a complete list of the 2010 SOC Coding Guidelines, refer to the following link:

http://www.bls.gov/soc/soc_2010_class_prin_cod_guide.pdf.

The answer to the above question would be the IPEDS HR occupational category of "Business and Financial

Operations Occupations" for the following reasons. 

•The occupation of CPA requires a higher level of skill than the occupation of payroll clerk; therefore, the person in

question would fall under the SOC Detailed occupation of "Accountants and Auditors" (SOC code 13-2011), which falls

under the SOC Major group of "Business and Financial Operations Occupations" (SOC code 13-0000). 

•In determining the equivalent IPEDS HR occupational category, refer to the IPEDS/SOC crosswalk, where you will see

that the SOC Major group of Business and Financial Operations Occupations” has been crosswalked to the 2012-13

IPEDS HR Major Occupational Category of “Business and Financial Operations Occupations.” 
[NOTE: For IPEDS purposes, there is no need to manually code CPA to "Accountants and Auditors" because

the data are not collected in IPEDS at that level.]

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10) My institution has a graduate assistant who assists with updating the website for the computer department. How

should I code this person in IPEDS?

Since this person is a graduate assistant updating websites in the computer department, include this person

as a graduate assistant in the IPEDS HR category called, "Computer, Engineering, and Science Occupations."

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11) Where can I find definitions of the 2010 SOC occupations?

A pdf version of the 2010 SOC definitions can be found at the following website:

http://www.bls.gov/soc/soc_2010_definitions.pdf. A link to the Excel version of the definitions can be found

at the following SOC homepage under the category called “2010 SOC, Downloadable Materials:”

http://www.bls.gov/soc. While the SOC system is a four-level tiered system, SOC definitions only exist at the

lowest occupational level, which is known as the “detailed occupation” level.

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12) Where can I find additional information about the SOC system?

Refer to the following SOC homepage at: http://www.bls.gov/soc.

• A hardcopy of the English version of the 2010 SOC Manual can also be purchased from the following website: 

http://www.ntis.gov/products/soc.aspx. 

• The Spanish version of the 2010 SOC Manual is only available online and can be found at:

http://www.bls.gov/soc/soc_2010_Spanish_Version.pdf.

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13) When will the next SOC revision take place?

The next major review and revision of the SOC is expected to begin in 2013 in order to produce a 2018

version of the SOC.

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14) Is there a summary of resources that relate to the new IPEDS occupational categories and the 2010 SOC?

A newly developed IPEDS HR/SOC Information Center can be found

at: http://nces.ed.gov/ipeds/resource/soc.asp. Additional items will be added to this resource page as they

become available. For example, a tool is expected to be added that will include the 2010 SOC codes, titles,

definitions, illustrative examples along with the corresponding IPEDS occupational categories.

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15) For IPEDS reporting, are institutions required to code and report all occupations at the lowest, detailed SOC level?

IPEDS does not require institutions to manually code and report all occupations at the detailed SOC level. 

Most of the occupational data in IPEDS will be collected at a higher level (e.g., major level); however, there

are a few instances where data will be collected at a lower level (e.g., detailed) such as Postsecondary

Teachers. For IPEDS purposes, institutions should report their employees in the categories defined in the

IPEDS HR survey. For example, a College President would most likely fall under the detailed SOC occupation

of “Education Administrators, Postsecondary” (11-9033) where the first two-digits (11) of the SOC code

represent the SOC “major group” in this example. Based on the 2012-13 IPEDS HR survey and the 2010

SOC crosswalk at http://nces.ed.gov/ipeds/resource/download/IPEDS_HR_2012-

13_and_2010_SOC_Crosswalk.pdf, the SOC code of “11-0000” corresponds to the SOC major group of

“Management Occupations,” which is cross walked to the IPEDS HR “Management Occupations” category.

Consequently, for IPEDS purposes, the College President should be placed in the “Management Occupations”

category in the HR survey. [IPEDS does not require institutions to manually code the College President at

the detailed level.]

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16) Can the previous IPEDS primary function/occupational activity categories be mapped to the new IPEDS

occupational categories?
In most cases, no. Since the detailed occupations in the 2010 SOC with similar job duties, and in some cases

skills, education, and/or training, are grouped together, it was necessary for IPEDS to conform to the same

methodology. [Please keep in mind that the occupational data to be reported in the 2012-13 IPEDS HR

survey are reported at a higher level (e.g., major level) in most cases; however, the same general premise

applies.] Consequently, many categories such as “technical and paraprofessional” and “other professionals

(support/service)” can no longer be used. For example, for the 2011-12 IPEDS HR survey, “Dietitians and

Nutritionists” were included in the “Other Professional (support/service) category while “Dietetic Technicians”

were included in the Technical and Paraprofessionals" category. In the 2012-13 IPEDS HR survey, “Dietitians

and Nutritionists” and “Dietetic Technicians” are included in the SAME major occupational category called

“Healthcare Practitioners and Technical Occupations.” Additionally, most of the occupational categories in the

previous IPEDS HR survey included definitions at the “major” level; however, the 2012-13 IPEDS HR

occupational categories do not include definitions at the “major” level. This change was necessary to conform

to the SOC system, which only includes definitions at the detailed (e.g., lowest) level.

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2012-13 Survey Materials > Narrative Edits date: 12/4/2012

Human Resources for non-degree-granting institutions and related administrative offices

Edit specifications for the 2012-13 IPEDS Web-Based Data Collection

Human Resources (HR) Component

Applicable to non-degree-granting institutions and related administrative offices

Note: The specifications in this document apply to the institutions listed above and related administrative offices.

Some sections and parts may not apply to your particular institution. Please read the specifications carefully to

determine which sections and/or parts apply to your institution.

All screens must be completed in order to lock the survey.

• Screening Questions

Screening Questions

You must respond to the following screening questions. The answers given here will determine which screens your institution is

shown.

You must answer Yes or No to the following questions:

• Does your institution have any part-time staff?

◦ If you select Yes, then additional screens for reporting data on part-time staff will be provided.

• Do you wish to report data by gender and race/ethnicity this year?

◦ If you select Yes, screens to report data by employment status (full-time and part-time), occupational

category, gender, and race/ethnicity will be displayed, and you must complete all applicable screens.

◦ If you select No, then the screens to report data by employment status (full-time and part-time) and

occupational category will be displayed. If a screen is only applicable to certain institutions, this will be noted

in the section header.

Part A: Full-time staff

Applicable to institutions that answered No to the screening question that asks if you wish to report data by gender and

race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category. Provide totals for each of the following

occupational categories:

• Postsecondary Teachers

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff, page 1

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity. Provide

the following occupational categories by gender and race/ethnicity:

• Postsecondary Teachers

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff, page 2

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity. Provide

the following occupational categories by gender and race/ethnicity:

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations
Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff, page 3

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category, gender, and race/ethnicity. Provide

the following occupational categories by gender and race/ethnicity:

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also

calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part A: Full-time staff Summary

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

A screen is provided displaying the Total for each occupational category.

Part B: Part-time staff

Applicable to institutions that answered No to the screening question that asks if you wish to report data by gender and

race/ethnicity.

On this screen, report the number of full-time staff at the institution by occupational category. Provide totals for each of the following

occupational categories:

• Postsecondary Teachers

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

• Service Occupations

• Sales and Related Occupations

• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff, page 1

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity. Provide

the following occupational categories by gender and race/ethnicity:

• Postsecondary Teachers

• Librarians, Curators, and Archivists

• Other Teachers and Instructional Support Staff

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff, page 2

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity. Provide

the following occupational categories by gender and race/ethnicity:

• Management Occupations

• Business and Financial Operations Occupations

• Computer, Engineering, and Science Occupations

• Community Service, Legal, Arts, and Media Occupations

• Healthcare Practitioners and Technical Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff, page 3

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

On this screen, report the number of part-time staff at the institution by occupational category, gender, and race/ethnicity. Provide

the following occupational categories by gender and race/ethnicity:

• Service Occupations

• Sales and Related Occupations
• Office and Administrative Support Occupations

• Natural Resources, Construction, and Maintenance Occupations

• Production, Transportation, and Material Moving Occupations

Amounts for Total men, Total women, and Total (men + women) are calculated for each occupational category. A Total is also

calculated for each gender and race/ethnicity category.

The system will perform the following edits on the data entered:

• Edits are currently under development.

Part B: Part-time staff Summary

Applicable to institutions that answered Yes to the screening question that asks if you wish to report data by gender

and race/ethnicity.

A screen is provided displaying the Total for each occupational category.

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