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

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Banner Human Resources/ Position Control Release June 2012 Banner, Colleague, PowerCAMPUS, Luminis and Datatel are trademarks of Ellucian or its affiliates and are registered in the U.S. and other
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Banner Human Resources/ Position Control Release June 2012 Banner, Colleague, PowerCAMPUS, Luminis and Datatel are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, DegreeWorks, fsaatlas, Course Signals, SmartCall, Recruiter, MOX, ILP, and WCMS are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question. In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will guarantee compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. Prepared by: Ellucian 4375 Fair Lakes Court Fairfax, Virginia United States of America Revision History Publication Date June 2012 Summary New version that supports Banner Human Resources/Position Control IPEDS processing. Banner Human Resources/Position Control Contents Chapter 1 Overview Chapter 2 IPEDS Winter Data Collection Setup Nation Code Validation (STVNATN) Citizen Type Code Validation (STVCITZ) Installation Controls (GUAINST) Position Control Installation Rules (NTRINST) Regulatory Race Validation (GTVRRAC) Race Rules (GORRACE) Employer Rules (PTREMPR) IPEDS Specific Employment Category Inquiry (PTIECIP) Standard Category Code Inquiry (PTIESOC) Position Classification (NTRPCLS) Position Definition (NBAPOSN) Rank Code Validation (PTVRANK) Tenure Code Rule (PTRTENR) Chapter 3 IPEDS Winter Data Collection Identification (PPAIDEN) June 2012 Banner Human Resources/Position Control Contents International Information (GOAINTL) Employee Jobs (NBAJOBS) Understanding the IPEDS Reporting Indicator Employee (PEAEMPL) Primarily instruction credit, non-credit, or combination credit and non-credit Primarily research Primarily public service Instruction combined with research and public service Graduate assistants Faculty Action Tracking (PEAFACT) Chapter 4 Creating the Winter Data Collection Report IPEDS Report (PERIPDS) How data in Banner HR is reported Appendix A IPEDS HR Report Parts of the IPEDS Report Mapping to Banner HR data Appendix B Setup Checklist Tables Establish employee information Troubleshooting Banner Human Resources/Position Control June 2012 Contents 1 Overview The Integrated Post Secondary Education Data System (IPEDS) Survey is a required report submitted to the Bureau of the Census IPEDS/National Center for Education Statistics/IPEDS on a biennial basis. Annual reports are accepted, but biennial reports are required. The reports are completed to reflect the staff population as of November 1 of odd-numbered years (for example, 2013, 2015, 2017). Reports are submitted in the early months of the next year. The as of and submission dates can vary for each reporting year and are specified in the Release Guides for IPEDS reporting for each year. Each year, the format, included data, and sections of the report can change. The IPEDS Survey must be submitted to the National Center for Education Statistics (NCES) using the Web. The NCES Web site supplies forms on which you can enter data or import a file to upload the data to the site. For more information regarding the screens and instructions for IPEDS reporting, use the following site: https://surveys.nces.ed.gov/ipeds/visresults.aspx Information regarding changes for the Reporting year can be found at the following site: https://surveys.nces.ed.gov/ipeds/viewcontent.aspx?contentid=22 There are many IPEDS reports, for example, Institutional Finances, Enrollment, Graduation Rates, and Financial Aid. This document is only pertinent to the IPEDS Winter Data Collection, which is relevant to HR reporting. June 2012 Banner Human Resources/Position Control Overview 6 Banner Human Resources/Position Control June 2012 Overview 2 IPEDS Winter Data Collection Setup The following forms are used to set up rules and validation forms used with IPEDS reporting. Nation Code Validation (STVNATN) Enter the MMREF Code on the Nation Code Validation (STVNATN) form for any and all United States Nation Codes used by your institution. These codes are used by Banner Human Resources for year-end and IPEDS reporting. The MMREF Code entered must be the same code that is published by the Social Security Administration (SSA) for W-2, W-2PR and 1042-S reporting. Citizen Type Code Validation (STVCITZ) Verify that citizenship codes have been completed on the Citizen Type Code Validation (STVCITZ) form. Installation Controls (GUAINST) Verify that the nation code is completed on the Installation Controls (GUAINST) form. The nation code used must be one that has the MMREF code populated on the Nation Code Validation (STVNATN) form. IPEDS Winter Data Collection reporting is required for U.S. based clients only. Position Control Installation Rules (NTRINST) Verify that the location is set to United States on the Position Control Installation Rules (NTRINST) form. The system validates that the location is United States. This value is no longer used in IPEDS reporting, however, it continues to be used in other Equal Employment Opportunity (EEO) and regulatory reporting. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup Regulatory Race Validation (GTVRRAC) Verify that the Regulatory Race Validation (GTVRRAC) form is populated. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Race Code Description 1 American Indian or Alaska Native Y 2 Asian Y 3 Black or African American Y 4 Native Hawaiian or Other Pacific Islander Y 5 White Y Required System Indicator Race Rules (GORRACE) Complete the Race Rules (GORRACE) form, which allows you to create and maintain institution-defined race codes that are used on personal information forms throughout Banner. Ensure your institution-defined race codes are mapped to the Regulatory Race codes, for proper reporting purposes. Employer Rules (PTREMPR) Complete the information on the Employer Rules (PTREMPR) form. This information is used in the key/pair upload file that is sent to the National Center for Education Statistics (NCES) for IPEDS Winter Data Collection. It is also used in other Equal Employment Opportunity (EEO) reporting. IPEDS Specific Employment Category Inquiry (PTIECIP) Verify that the Employment Categories have been loaded on the IPEDS Specific Employment Category Inquiry (PTIECIP) form. These employment categories are used to identify and categorize employees correctly on the IPEDS Winter Data Collection. 8 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup The values that should be loaded are listed below. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Employment Category Description 1 9 Month Faculty 2 10 Month Faculty 3 11 Month Faculty 4 12 Month Faculty 5 Other Full Time 6 Part Time 7 Unreported Standard Category Code Inquiry (PTIESOC) Verify that the Standard Categories have been loaded on the Standard Category Code Inquiry (PTIESOC) form. The 2010 Standard Classification (SOC) system is used by federal statistical agencies to classify workers and jobs into occupational categories for the purpose of collecting, calculating, analyzing, and disseminating data. The SOC is designed to reflect the current occupational structure of the United States; it classifies all occupations in which work is performed for pay or profit. The SOC covers all jobs in the national economy, including occupations in the public, private, and military sectors. All Federal agencies that publish occupational data for statistical purposes are required to use the SOC to increase data comparability across Federal programs. State and local government agencies are strongly encouraged to use this national system to promote a common language for categorizing and analyzing occupations. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup To facilitate classification and presentation of data, the SOC is organized in a tiered system with four levels, ranging from major groups to detailed occupations. There are 23 major groups, broken into 97 minor groups. Each minor group is broken into broad groups, of which there are 461. There are, at the most specified level, 840 detailed occupations. Detailed occupations in the SOC with similar job duties, and in some cases skills, education, and/or training, are grouped together. Each worker is classified into only one of the 840 detailed occupations based on the tasks he or she performs. For IPEDS Winter Data Collection, only selected SOC values are used for reporting. The table delivered contains the required SOC values and reporting categories. Some employees, usually faculty members, must be further evaluated to determine which reporting category they fall in. Some SOC categories can be associated with employees who are instructional faculty while others may be categorized as staff members. These employees need to be reported in the Winter Data Collection in different categories. There are duplicate code values in the table for these instances, with differing descriptions. The process that generates the IPEDS Winter Data Collection (PERIPDS) looks at all the variables for these specific values to report employees in the correct reporting category with these particular SOC categories. The following values should be loaded. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Standard Category Description Management Occupations 5, Business and Financial Operations Occupations 5, Computer and Mathematical Occupations 5, Architecture and Engineering Occupations 5, Life, Physical, and Social Science Occupations 5, Community and Social Service Occupations 5, Legal Occupations 5, 6 Valid Employment Category Arts, Design, Entertainment, Sports, and Media Occupations 5, Postsecondary Teachers 1, 2, 3, 4, 5, Graduate teaching assistants 5,6 10 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup Standard Category Description Archivists, Curators, and Museum Technicians 1, 2, 3, 4, 5, Librarians 5, Library technicians 5, 6 Valid Employment Category Pre-school, Primary, Secondary, and Special Education School Teachers 5, Other Teachers and Instructors 5, Other Education, Training, and Library Occupations Health Care Practitioners and Technical Occupations 5, 6 5, Health Care Support Occupations 5, Protective Service Occupations 5, Food Prep and Serving Related Occupations 5, Building and Grounds Cleaning and Maintenance Occupations 5, Personal Care and Service Occupations 5, Sales and Related Occupations 5, Office and Administrative Support Occupations 5, Farming, Fishing, and Forestry Occupations 5, Construction and Extraction Occupations 5, Installation, Maintenance, and Repair Occupations 5, Production Occupations 5, Transportation and Material Moving Occupations 5, 6 June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup Position Classification (NTRPCLS) Complete the IPEDS required data, employment category and SOC, on the Position Classification (NTRPCLS) form. There is a relationship between the employment category and the SOC. If you attempt to assign a SOC to an employment category that does not have the proper relationship, the system will generate a message indicating an error. If you have positions where the employee should not be reported to NCES, the employment category of 7 should be assigned. Listed below is the relationship between the employment category and the SOC. Review this table to understand how the employment category is associated with the SOC. Standard Category Description Management Occupations 5, Business and Financial Operations Occupations 5, Computer and Mathematical Occupations 5, Architecture and Engineering Occupations 5, Life, Physical, and Social Science Occupations 5, Community and Social Service Occupations 5, Legal Occupations 5,6 Valid Employment Category Arts, Design, Entertainment, Sports, and Media Occupations 5, Postsecondary Teachers 1,2,3,4,5, Graduate teaching assistants Archivists, Curators, and Museum Technicians 1,2,3,4,5, Librarians 5, Library Technicians 5, Pre-school, Primary, Secondary, and Special Education School Teachers 5,6 12 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup Standard Category Description Other Teachers and Instructors 5,6 Valid Employment Category Other Education, Training, and Library Occupations Health care Practitioners and Technical Occupations 5,6 5, Health care Support Occupations 5, Protective Service Occupations 5, Food Prep and Serving Related Occupations 5, Building and Grounds Cleaning and Maintenance Occupations 5, Personal Care and Service Occupations 5, Sales and Related Occupations 5, Office and Administrative Support Occupations 5, Farming, Fishing, and Forestry Occupations 5, Construction and Extraction Occupations 5, Installation, Maintenance, and Repair Occupations 5, Production Occupations 5, Transportation and Material Moving Occupations 5,6 Position Definition (NBAPOSN) Complete the IPEDS required data, employment category and SOC, on the Regulatory tab of the Position Definition (NBAPOSN) form. When adding a new position, this information is defaulted to the position from the Position Classification (NTRPCLS) form. Occasionally, you could need to override the IPEDS data at the position level. The relationship between the employment category and SOC is validated at the position level. Review the table above to ensure you understand the valid relationships between employment categories and SOC codes. June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection Setup If you have positions where the employee should not be reported to the NCES, the employment category of 7 should be assigned. Rank Code Validation (PTVRANK) Validate that the Rank Code Validation (PTVRANK) form is populated. The values that should be loaded are listed below. This form is an inquiry form and the data cannot be changed. If changes are necessary, the required updates will be provided, or instructions will be provided as to how to change the table. Rank Description 1 Professor 2 Associate Professor 3 Assistant Professor 4 Instructor 5 Lecturer 6 Other Faculty 9 Non-Standard Academic Ranking Tenure Code Rule (PTRTENR) The Tenure Code Rule (PTRTENR) form enables you to define tenure codes and tie them to an EEO Tenure Status used in IPEDS Winter Data Collection reporting. Use this form to associate a tenure review and review dates with a specific tenure code. These rules are applied when the specific tenure code is selected on the Faculty Action (PEAFACT) form. You must assign a tenure status with each code. The following values are acceptable statuses: Ineligible Non-Tenured On Track Tenured Without Faculty Status Without Faculty Status should be used to report employees whose primary purpose is instruction, research, or public service, and do not have faculty status with respect to tenure. Be sure the Tenure Code and Tenure Status match when using Without Faculty Status. 14 Banner Human Resources/Position Control June 2012 IPEDS Winter Data Collection Setup 3 IPEDS Winter Data Collection The following forms are used to establish employee information used with IPEDS reporting. Identification (PPAIDEN) Complete the citizenship, ethnicity, and race data on the Identification (PPAIDEN) form. Generally, employees complete the race and ethnicity information using the Race and Ethnicity Survey component of Self-Service Banner, if your institution utilizes this capability. If an employee chooses not to report race or ethnicity, or does not complete the survey, and your institution does not collect the information in any other way, that employee is reported as Race and ethnicity unknown on the Winter Data Collection. If an employee chooses the Ethnicity option as Hispanic, and selects no race, that employee is reported as Hispanic/Latino on the Winter Data Collection. Two or more races is acceptable as a reportable race. An employee is reported with two or more races if multiple races are selected that do not map to the same regulatory race category. If an employee chooses the Ethnicity option as Hispanic and selects one or more races, that employee is reported as Two or more races on the Winter Data Collection. Citizenship codes are mapped on the Citizen Type Validation (STVCITZ) form. Be sure you verify if the codes you are choosing are qualified as a Citizen or not. Continue reading for more information on citizen distinction. Nonresident Alien is one of the reportable races. Banner HR does not have a race equal to this on the Regulatory Race Validation (GTVRRAC) form, so the qualification of a nonresident alien is derived as follows: Citizenship Code entered on this PPAIDEN form is a value that is setup as a non-citizen on the STVCITZ form and the Alien Registration Number field is blank on the International Information (GOAINTL) form. The IPEDS definition of a Nonresident Alien is as follows: June 2012 Banner Human Resources/Position Control IPEDS Winter Data Collection A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. Note Nonresident aliens are to be reported separately, in the boxes provided, rather than included in any of the seven racial/ethnic categories. Resident aliens and other eligible (for financial aid purposes) noncitizens who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident alien status and who hold either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian are to be reported in the appropriate racial/ethnic categories along with United States citizens. Therefore, if a non-citizen employee is NOT to be considered a Nonresident Alien, they must have proof as stated above AND have an Alien Registration Number field on the GOAINTL form. As long as the Alien Registration Number field is entered, the employee is listed in one of the accepted race categories. International Information (GOAINTL) Enter the Alien Registration Number on the International Information (GOAINTL) form if the employee has a non-citizen code on the PPAIDEN form, but should be listed in one of the accepted race categories on the IPEDS Survey. Employee Jobs (NBAJOBS) Review the IPEDS reporting indicator on the Employee Jobs (NBAJOBS) form when assigning an employee to a specific position. The IPEDS reporting indicator is displayed on the Base Jobs tab of the NBAJOBS form when the HR system is installed, the employer infor
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