Faculty & Instructional Non-faculty Demographics (FD) File, Revised August 20, 2012, for reporting in FY2013 and beyond

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

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 ST file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Faculty Identifier

Enter SSN or institution-assigned identifier. This nine-digit alphanumeric field contains the faculty member's (or instructional non-faculty individual's) SSN or an 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

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). Appointment status is 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. 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.

Alphanumeric
2 characters 
Columns 11-12

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).

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. 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.

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. 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

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 at http://regents.ohio.gov/hei/datasubdoc/vertables/countrycodes.txt. If country is unknown use 99. If the student is not a nonresident alien, use 98.i

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

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.

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.

HEI Code

Rank

Description

PR

Professor

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.

AP

Associate Professor

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.

AS

Assistant Professor

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.

IN

Instructor

One who holds the rank of instructor and is engaged in professional work related to the instructional function of the institution.

LE

Lecturer

One who holds the rank of lecturer and is engaged in professional work related to the instructional function of the institution.

OT

Other

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.

NR

No Academic Rank

This category is used by institutions that do not have standard academic ranks.

UK

Unknown

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 that indicates the employee's primary responsibility.

HEI Code

IPEDS Category

SOC Major/Minor Group Elements and Detailed Occupations

MA

Management Occupations

11-0000 Management Occupations

BF

Business and Financial Operations Occupations

13-0000 Business and Financial Operations Occupations

CE

Computer, Engineering, and Science Occupations

15-0000 Computer and Mathematical Occupations
17-0000 Architecture and Engineering Occupations
19-0000 Life, Physical, and Social Science Occupations

CL

Community Service, Legal, Arts, and Media Occupations

21-0000 Community and Social Service Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, Sports, and Media Occupations

PI

Primarily Instruction

25-1000 Postsecondary Teachers

RI

Instruction combined with research and/or public service (I/R/PS)

PR

Primarily Research

PS

Primarily Public Service

GT

Graduate assistants - teaching

25-1191 Graduate teaching assistants

GR

Graduate assistants - research(I/R/PS)

GA

Graduate assistants - other

AT

Archivists, Curators, and Museum Technicians

25-4010 Archivists, Curators, and Museum Technicians

LI

Librarians

25-4020 Librarians

LT

Library Technicians

25-4030 Library Technicians

NT

Other Teaching and Instructional Support Occupations

25-2000 Pre-school, Primary, Secondary, and Special Education School Teachers
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and Library Occupations

HO

Healthcare Practitioners and Technical Occupations

29-0000 Healthcare Practitioners and Technical Occupations

SO

Service Occupations

31-0000 Healthcare Support Occupations
33-0000 Protective Service Occupations
35-0000 Food Prep and Serving Related Occupations
37-0000 Building and Grounds Cleaning and Maintenance Occupations
39-0000 Personal Care and Service Occupations

SA

Sales and Related Occupations

41-0000 Sales and Related Occupations

OS

Office and Administrative Support Occupations

43-0000 Office and Administrative Support Occupations

NM

Natural Resources, Construction, and Maintenance Occupations

45-0000 Farming, Fishing, and Forestry Occupations
47-0000 Construction and Extraction Occupations
49-0000 Installation, Maintenance, and Repair Occupations

PT

Production, Transportation, and Material Moving Occupations

51-0000 Production Occupations
53-0000 Transportation and Material Moving Occupations

MS

Not applicable in IPEDS because IPEDS collects data on civilian staff only

55-0000 Military Specific Occupations

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

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.
  • For more examples see the case law page.

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.

Edit and Load Specifications

Revised December 19, 2007

 

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

011

Blank records not allowed

If the record is blank, do not run edit checks for this file on this record

013

The Delete Switch is not Y or N

If Delete Switch is not Y and not N

018

Invalid Social Security Number

If the Institution Assigned Identifier Switch is N and the Delete Switch is N and the Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Identifier are zeros, OR if the Institution Assigned Identifier Switch is N and the Delete Switch is N and the Identifier is numeric in each character position and the first three digits are 666 or 900 or above

021

The Social Security Number is not numeric

If Institution Assigned Identifier Switch is N and Faculty Identifier is not numeric

022

The Institution Assigned Identifier Switch is not Y or N

If Institution Assigned Identifier Switch is not Y and not N

025

The Year of Birth is not numeric or UNKN

If Year of Birth is not numeric in each character position and not UNKN

026

The Racial/Ethnic code is not in the Racial/Ethnic Codes table

If Racial/Ethnic code, submission year, and spring term do not match a Racial/Ethnic code, year, and term in the Race/Ethnicity table

035

There are non-blank characters beyond the allotted record length for this file

If there are non-blank characters beyond the allotted record length for this file

300

The Faculty Identifier is blank or not left justified

If the Faculty Identifier is blank in the first character position

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Identifier Switch is Y and the Faculty Identifier is in the Institution SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Identifier Switch is N and the Faculty Identifier is in the Institution SSN table for this institution and the table row has the Institution Assigned Switch as Y

310

The Sex code is not in the Sex Code table

If Sex code and submission year and spring term do not match a Sex code and year in the Sex table

311

The Appointment Status is not in the Appointment Status table

If Appointment Status and submission year do not match an Appointment Status code and Year in the Appointment Status table and the Appointment Status code and submission year for this submission do not match an Appointment Status code, year, and submission code in the Appointment Status Exceptions table

315

The Tenure Status is not provided

If Tenure Status is blank

316

The Tenure Status is not in the Faculty Tenure table

If Tenure Status and submission year do not match a Faculty Tenure code and year in the Faculty Tenure table

317

Institutions which do not grant tenure must report NT for Tenure Status

If Error 316 did not occur and the combination of Tenure Status and Institution Code is not in the Faculty/Institution Tenure table for this institution and year

321

The Faculty Rank is not in the Faculty Rank table

If Faculty Rank and submission year do not match a Faculty Rank code and year in the Faculty Rank table

322

The combination of Appointment Status and Faculty Rank is not in the Appointment Status Faculty Rank table

If Error 311 and Error 321 did not occur, and the combination of Appointment Status and Faculty Rank is not in the Appointment Status Faculty Rank table

326

The Highest Degree Earned is not in the Faculty Degree table

If Highest Degree Earned and submission year do not match a Highest Degree Earned code and year in the Faculty Degree table

327

The Total Salary is not numeric

If Total Salary is not numeric

328

The Total Fringe Benefits is not numeric

If Total Fringe Benefits is not numeric

335

There is more than one record for the individual in the Faculty Demographics submission file

If the same Faculty Identifier and value in the Delete Switch occur in more than one record in the Faculty Demographics submission file

336

The individual already has a row in the Faculty Demographics table

If the Delete Switch is N and there is a row in the Faculty Demographics table with the same Faculty Identifier (Regents ID), Main Campus or Institution Code, and Year, and if there is not a record in this submission file for the same Faculty Identifier with the Delete Switch set to Y

337

There is not a row for the individual in the Faculty Demographics table

If the Delete Switch is Y and there is not a row in the Faculty Demographics table with the same Faculty Identifier (Regents ID), Institution Code, and Year

338

There is not a row with the same values for the individual in the Faculty Demographics table

If Error 337 did not occur, and if the Delete Switch is Y and there is not a row in the Faculty Demographics table with the same Faculty Identifier (Regents ID), Institution Code, Year, Appointment Status, Tenure Status, Faculty Rank, Work Category, Total Salary, Total Fringe Benefits, Highest Degree Earned, Year of Birth, Sex, and Race/Ethnicity

386

The Work Category code is not in the Work Category table

If Work Category code and submission year do not match a Work Category code and year in the Work Category table

915

Annualized Salary is either not NA or is not numeric

If Annualized Salary is not NA or not numeric

917

Annualized Salary is required for all records with appointment status of Full-time 09 or Full-time

If Annualized Salary is NA AND Appointment Status is not GA or PT

A01

The Year of Birth indicates that the individual is less than 20 years of age or more than 100 years of age

If Year of Birth is numeric and (current year minus Year of Birth is less than 20 or more than 100)

A78

Annualized Base Salary is less than $200

If Annualized base salary is numeric and less than $200, AND appointment status is full time, and NOT PT or GA

A79

Total Salary is less than $200

If Total Salary is numeric and less than $200

A83

The Faculty ID in the Course Sections Taught table is not in either the Faculty Demographics table or in the FD file submission

If faculty identifier is in the Course Sections Taught table for campuses of this institution, for any term within the fiscal year, and if the Faculty Identifier is not in the Faculty Generic Identifier table for any term within the fiscal year, and the Faculty Identifier is neither in the Faculty Demographics table for this institution and fiscal year nor in this Faculty Demographics submission file with a delete switch of N

B89

NA should be submitted for Annualized Base Salary for a GA or PT record. Next year this will result in an error.

If Appointment Status is GA or PT and Annualized Base Salary is numeric

1BI

The combination of Work Category and Appointment Status is invalid.

If Error 311 and Error 386 did not occur, and the combination of Work Category and Appointment Status is not in the Appointment Status Work Category table

1BW

Hispanic/Latino Ethnicity is invalid

If Hispanic/Latino Ethnicity is not Y or N

1BX

American Indian or Alaska Native Race is invalid

If American Indian or Alaska Native Race is not Y or N

1BY

Asian Race is invalid

If Asian Race is not Y or N

1BZ

Black or African American Race is invalid

If Black or African American Race is not Y or N

1CB

Native Hawaiian or Other Pacific Islander Race is invalid

If Native Hawaiian or Other Pacific Islander Race is not Y or N

1CD

White Race is invalid

If White Race is not Y or N

1CE

Unknown Race is invalid

If Unknown Race is not Y or N

1CF

Nonresident Alien is invalid

If Nonresident Alien is not Y or N

1CG

The country code is invalid or is not ‘99’ (unknown) or is not '98' (not applicable for students who are not non resident aliens)

If country code is not in the country code verification table or is not 99 (for unknown code) or 98 (for country code not required)

1CH

The CIP code for the academic area for the faculty member is not in the subject code verification table

Invalid CIP code

1CI

At least one race/ethnicity selection must be chosen

If all race/ethnicity selections are N

1CJ

Individual cannot have a known and unknown race/ethnicity

If a known and unknown race/ethnicity code are selected