Faculty and Instructional Non-faculty Demographics (FD) File, Revised October 15, 2008 (for FY2010, FY2011 and FY2012 reporting years)

File Description

The Faculty and Instructional Non-faculty Demographics (FD) file contains one record for each person who was employed as a faculty member at any time during the year, regardless of whether he or she taught courses. In addition, there is a record for each person who is not a faculty member but who taught courses at any time during the year.

All individuals, paid or unpaid, who are identified by a Social Security Number or an institution-assigned identifier in the Course Sections Taught (ST) file, must have a record in the FD file.

Do not include in the FD file individuals for whom a Faculty Generic Identifier ("AGENCY," "ROTC," "SHARED," "VOLUNTEER," or "OTHER") is used in the ST file.

This file layout is for reporting FY2010, FY2011 and FY2012.

Submission Schedule

Data reflect activity during the previous fiscal year. For example, the December 2000 submission reflects the fiscal year that began July 1, 1999 and ended June 30, 2000. The window for this file is Oct 1 - Feb 3.

Capture Date

The capture date is June 30.

Relationship to Other File Submissions

A demographics record should exist for each instructor who has a payment record in the Faculty and Instructional Non-faculty Funding (FF) file and/or a record in the Course Sections Taught (ST) file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Faculty Identifier

Enter SSN or institution-assigned identifier.

Alphanumeric
9 characters 
Columns 1-9

Institution Assigned Identifier Switch

Enter Y if the identifier is assigned by the institution, and is not a federally assigned SSN. Enter N if the identifier is an SSN assigned by the federal government

Alphabetic 
1 character 
Column 10

Appointment Status

Enter a code from Appointment Status Codes

Alphanumeric
2 characters 
Columns 11-12

Tenure Status

Enter a code from Faculty Tenure Codes

Alphabetic 
2 characters 
Columns 13-14

Faculty Rank

Enter a code from Faculty Rank Codes

Alphabetic 
2 characters 
Columns 15-16

Work Category

Enter a code from Work Category Codes

Alphabetic 
2 characters 
Columns 17-18

Total Salary (I&G plus non-I&G)

Enter to the nearest dollar (no decimals) the total salary amount paid to the individual for the fiscal year

Numeric 
7 characters 
Columns 19-25

Total Fringe Benefits (I&G plus non-I&G)

Enter to the nearest dollar (no decimals) the total amount of the individual's fringe benefits accrued during the fiscal year

Numeric 
7 characters 
Columns 26-32

Annualized Base Salary

Enter to the nearest dollar (no decimals) annualized salary for salaried employees

Alphanumeric

7 characters

Columns 33-39

Highest Degree Earned

Enter a code from Highest Degree Codes

Alphabetic 
1 character 
Column 40

Year of Birth

Enter year in which the individual was born. Enter UNKN if the year is not known

Alphabetic 
4 characters 
Column 41-44

Sex

Enter one of the following: 
M - Male 
F- Female
N - Not Reported

Alphanumeric 
1 character
Columns 45

Hispanic/Latino Ethnicity

Enter Y if the employee is a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Otherwise, enter N

Alphabetic 
1 character
Column 46

American Indian or Alaska Native Race

Enter Y if the employee is a person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment. Otherwise, enter N

Alphabetic 
1 character
Column 47

Asian Race

Enter Y if the employee is 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. Otherwise, enter N

Alphabetic 
1 character
Column 48

Black or African American Race

Enter Y if the employee is a person having origins in any of the Black racial groups of Africa. Otherwise, enter N

Alphabetic 
1 character
Column 49

Native Hawaiian or Other Pacific Islander Race

Enter Y if the employee is a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Otherwise, enter N

Alphabetic 
1 character
Column 50

White Race

Enter Y if the employee is a person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Otherwise, enter N

Alphabetic 
1 character
Column 51

Unknown Race

Enter Y if the employee’s race and ethnicity is unknown. Otherwise, enter N. This category is used only if the employee did not select a racial/ethnic designation, and the postsecondary institution finds it impossible to place the employee in one of the aforementioned racial/ethnic categories.

Alphabetic 
1 character
Column 52

Nonresident Alien

Enter Y if the employee is a nonresident alien. Otherwise, enter N

Alphabetic 
1 character
Column 53

Country of Origin

For all employees reported as Nonresident Aliens, enter the employee's country of origin or citizenship (not the employee's birth country) as reported on their passport. Use the SEVIS codes. If country is unknown use 99. If the student is not a nonresident alien, use 98.i
Here is the list of codes:
http://regents.ohio.gov/hei/datasubdoc/vertables/ countrycodes.txt

Alphanumeric 
2 characters 
Columns 54-55

Academic Area Enter the CIP code of the primary program in which the faculty member teaches or conducts research. For an Unknown CIP code, please enter XXXXXX. Numeric 6 characters Columns 56-61

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N

Alphabetic 
1 character 
Column 62

Definitions and Descriptions of Data Fields

Faculty Identifier: This nine-digit alphanumeric field contains the faculty member's (or instructional non-faculty individual's) SSN or an institution-assigned identifier. All identifiers will be masked and assigned a Regents identifier.

Institution Assigned Identifier Switch: Identifiers assigned by other federal agencies such as the Internal Revenue Service are not SSNs. When the SE file is submitted the relationship between the Identifier and the Institution Assigned Identifier Switch will be tested. On June 25, 2011, the Social Security Administration changed the way SSNs were issued. The full details can be found here. For the purposes of HEI reporting, these SSNs cannot begin with 000, 666 and 900-999. In addition, an institutionally assigned identifier cannot match a federally assigned SSN at this institution. Each identifier must be unique.

Appointment Status: The length of employment indicated in the faculty contract or formal agreement as opposed to the schedule according to which salary checks might be issued. For individuals with more than one appointment, enter the one which corresponds to the primary responsibility reported in the Work Category field. Use the institution's definition of part time and full time to select the two-character code that indicates Full Time (9/10 month) (09), Full Time (11/12 month) (11), Part Time (PT), or Graduate Assistant (GA). Graduate Assistant includes graduate teaching assistants, graduate assistants, and graduate research assistants. Clinicals and other medical appointments are reported as either full time or part time.

Tenure Status: For faculty at tenure-granting institutions, indicate whether the faculty member is tenured (TE), tenure-track (but has not yet received tenure) (TT), or non-tenure-track (NT). Tenure-track implies that a faculty member is tenure eligible. For faculty at institutions which do not grant tenure, report NT. Do not leave the field blank. Faculty with continuing contracts are reported as tenured (TE). Adjuncts are reported as non-tenure-track (NT). HEI maintains an institution tenure-granting table, indicating whether an institution does or does not grant tenure to its faculty.

Faculty Rank: Using the categories below, report the latest rank held by full-time and part-time faculty during the fiscal year being reported. If an individual's rank changed during the year, report the ending rank.

  • Professor (PR): One who holds the rank of professor and is engaged in professional work related to the instructional, research, or public service function of the institution. This category should include the instructional assignment of a departmental chair with the faculty rank of professor.
  • Associate Professor (AP): One who holds the rank of associate professor and is engaged in professional work related to the instructional, research, or public service function of the institution. This category should include the instructional assignment of a departmental chair with the faculty rank of associate professor.
  • Assistant Professor (AS): One who holds the rank of assistant professor and is engaged in professional work related to the instructional, research, or public service function of the institution. This category should include the instructional assignment of a departmental chair with the faculty rank of assistant professor.
  • Instructor (IN): One who holds the rank of instructor and is engaged in professional work related to the instructional function of the institution.
  • Lecturer (LE): One who holds the rank of lecturer and is engaged in professional work related to the instructional function of the institution.
  • Other (OT): This category is used to designate faculty and non-faculty instructors of record for whom the aforementioned categories do not apply. Institutions which do not have ranks for part-time faculty will use this category.
  • No Academic Rank (NR): This category is used by institutions that do not have standard academic ranks.
  • Unknown (UK): It is expected that the Faculty Rank for all full-time individuals will be known and reported, using the categories above. Use this category only for individuals whose rank is not known at the time of reporting.

Work Category: Select the one work category which indicates the employee's primary responsibility. For individuals whose responsibilities are described by two of the categories below, enter the one in which more than 50 percent of the responsibilities occur. For individuals whose responsibilities are exactly 50 percent Executive, Administrative, and Managerial (EA) and 50 percent Faculty (FA), enter Faculty (FA) as the Work Category.

  • Executive, Administrative, and Managerial (EA): Report all persons whose assignments require primary (and major) responsibility for management of the institution, or a customarily recognized department or subdivision thereof. Assignments require the performance of work directly related to management policies or general business operations of the institution, department, or subdivision, etc. It is assumed that assignments in this category customarily and regularly require the incumbent to exercise discretion and independent judgment and to direct the work of others. Report in this category all officers holding titles such as president, vice president, dean, director, or the equivalent, as well as officers subordinate to any of these administrators with such titles as associate dean, assistant dean, executive officer of academic departments (department heads, or the equivalent) if their principal activity is administrative.
  • Faculty (Instruction/Research/Public Service) (FA): Report all persons whose specific assignments customarily are made for the purpose of conducting instruction, research, or public service as a principal activity (or activities), and who hold academic-rank titles of professor, associate professor, assistant professor, instructor, lecturer, or the equivalent of any of these academic ranks. If their principal activity is instructional, report in this category deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or the equivalent). Do not include student teachers or research assistants here, but report them in Instruction/Research Assistants.
  • Instruction/Research Assistants (IR): Report all students employed on a part-time basis for the primary purpose of assisting in classroom or laboratory instruction or in the conduct of research. These positions are typically held by graduate students having titles such as teaching assistant, teaching associate, teaching fellow, or research assistant. Exclude any student in the College Work-Study Program. Employees hired on a full-time basis (not students) are to be reported as Other Professionals.
  • Other Professionals (Support/Service) (OP): Report all persons employed for the primary purpose of performing academic support, student service, and institutional support activities, whose assignments would require either college graduation or experience of such kind and amount as to provide a comparable background. Include employees such as librarians, accountants, systems analysts, computer programmers, and coaches.
  • Technical and Paraprofessionals (TP): Report all persons whose assignments require specialized knowledge or skills which may be acquired through experience or academic work, such as offered in many two-year technical institutes, junior colleges, or through equivalent on-the-job training. Include computer programmers (with less than a bachelor's degree) and operators, drafters, engineering aides, junior engineers, mathematical aides, licensed practical or vocational nurses, dietitians, photographers, radio operators, scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical sciences), and similar occupational activity categories which are institutionally defined as technical assignments.
  • Clerical and Secretarial (CS): Report all persons whose assignments typically are associated with clerical activities or are specifically of a secretarial nature. Include personnel who are responsible for internal and external communications, recording and retrieval of data (other than computer programmers) and/or information and other paperwork required in an office, such as bookkeepers, stenographers, clerk-typists, office-machine operators, statistical clerks, payroll clerks, etc. Include also sales clerks such as those employed full time in the bookstore and library clerks who are not recognized as librarian.
  • Skilled Crafts (SC): Report all persons whose assignments typically require special manual skills and a thorough and comprehensive knowledge of the processes involved in the work, acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Include mechanics and repairers, electricians, stationary engineers, skilled machinists, upholsterers, carpenters, compositors, and typesetters.
  • Service/Maintenance (SM): Report all persons whose assignments require limited degrees of previously acquired skills and knowledge and in which workers perform duties which result in or contribute to the comfort, convenience, and hygiene of personnel and the student body or which contribute to the upkeep and care of buildings, facilities, or grounds of the institutional property. Include chauffeurs, laundry and dry cleaning operatives, cafeteria and restaurant workers, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, construction laborers, and security personnel.

Total Salary (I&G plus non-I&G): Enter to the nearest dollar (no decimals) the total salary amount paid to the individual during the fiscal year. I&G includes expenditures for Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance. Non-I&G includes expenditures for sponsored research and auxiliaries.

Racial/Ethnic Code: Colleges and universities are strongly encouraged to collect these data. However, in the event that the student chooses not to disclose his or her race or this datum is not otherwise available, unknown is an acceptable entry. These definitions and categories are prescribed by the U.S. Department of Education. View the crosswalk between the new and old racial/ethnic codes at race_ethnicity_crosswalk.pdf

Total Fringe Benefits (I&G plus non-I&G): Enter to the nearest dollar (no decimals) the total amount of the individual's fringe benefits accrued during the fiscal year. I&G includes expenditures for Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance. Non-I&G includes expenditures for sponsored research and auxiliaries.

Annualized Base Salary: For employees reported as Full Time (9/10 month) (09), Full Time (11/12 month) in the Appointment Status field, enter the base salary as provided in the employee's contract. Generally, this amount should be exclusive of additional part-time, summer, and overload assignments; also exclude research grants and administrative stipends. Salaries reported for 9-10 month employees should reflect service during two semesters, two trimesters or three quarters. The only time summer assignments should be included is if the faculty member is reported as Full Time (11/12) and summer is part of their contract. Annualized salaries should include pay for one year, even if the individual worked for less than one year. If a person worked for less than a year, is reported as a Full Time (9/10 month) appointment status, use the 9/10 month contract salary; if a person worked for less than a year, is reported as a Full Time (11/12 month) appointment status, use the 11/12 month contract salary. In some cases the annualized salary will be identical to the total salary. Do not include cents, but annualize to the nearest dollar. For example, a salary of $15,750 should be reported as 0015750.

  • For employees reported as Part Time (PT), or Graduate Assistant (GA) in the Appointment Status field, enter NA

Highest Degree Earned: The following categories reflect the highest degree earned:

  • Certificate (C): Requires completion of an organized program of study at the postsecondary level in at least one but less than two full-time equivalent academic years, or designed for completion in at least 30 but less than 60 credit hours, or in at least 900 but less than 1,800 contact hours. Includes industrial degrees and certificates, such as a master plumber's certificate.
  • Associate's Degree (A): An award that normally requires at least two but less than four years of full-time equivalent college work.
  • Bachelor's Degree (B): An award (baccalaureate or equivalent degree, as determined by the Secretary, U.S. Department of Education) that normally requires at least four but not five years of full-time equivalent college-level work. This includes all bachelor's degrees conferred in a five-year cooperative (work-study plan) program. Also, it includes bachelor's degrees in which the normal four years of course work are completed in three years.
  • Master's Degree (M): An award that requires the successful completion of a program of study of at least the full-time equivalent of one but not more than two academic years of work beyond the bachelor's degree.
  • Education Specialist (E): A post-master's degree that normally requires at least 30 semester or 45 quarter credit hours (one year of full-time graduate study) beyond the master's degree, but less than the doctoral degree. The specialist degree is recognized as a professional area of study designed to increase competency in a specific area of expertise. This degree is awarded in educational specializations such as curriculum, superintendency, central administration, principalship, higher education, human services, and educational psychology.
  • Doctoral Degree (D): The highest award a student can earn for graduate study. The doctoral (or doctor's) degree classification includes such degrees as Doctor of Education, Doctor of Juridical Science, Doctor of Public Health, and the Doctor of Philosophy degree in any field such as agronomy, food technology, education, engineering, public administration, ophthalmology, or radiology. For the Doctor of Public Health degree, the prior degree is generally earned in the closely related field of medicine or in sanitary engineering.
  • Professional Degree (P): The category of Professional Degree (P) contains the following degrees: M.D. (Doctor of Medicine); D.O. (Doctor of Osteopathy); O.D. (Doctor of Optometry); J.D. (Juris Doctor); LL.D. (Doctor of Law); D.D.S, (Doctor of Dental Science, Doctor of Dental Surgery); D.V.M. (Doctor of Veterinary Medicine).
  • None of the Above (N): Use this category to indicate that none of the previous categories describes the highest degree earned. If more than 10 percent of the submission records use this category, a warning or error may result during the data submission process.

Country of Origin: Report the country of origin for all employees reported as nonresident aliens.