•
How staff data is used
•
What data is reported
•
How a staff member is classified
•
How staff data is revised
•
Verification and publication
•
Reporting issues
•
What’s coming
Department
•
analysis of academic workforce
demographics
•
calculation of student to staff ratios
Universities
• allocation of resources to
universities
• academic workforce planning
•
Fulltime and Fractional Fulltime
•
Actual Casual
•
Estimated Casual
Reference date 31 March 2014

Substantive appointment

Current duties
 Academic organisational unit
 Academic support services
 Student services
 Public services
 General institution services
 Independent operation for a controlled entity
When staff have:
• more than one substantive
appointment
• duties in more than one
organisational unit
• duties in more than one
work sector
•
staff duties relate solely to
TAFE
•
staff in any independent
operation which is not a
controlled entity
Actual Casual
•
number of casual staff employed
from:
1 Jan 2013 to 31 Dec 2013
Estimate Casual
•
number of casual staff that will be
employed from:
1 Jan 2014 to 31 Dec 2014
What classifies your staff as full time?
•
continuous employment
•
full range of duties performed on a
regular basis
•
hours worked equal specified hours
for full-time work
•
Leave entitlements
What classifies your staff as fractional full time
 continuous employment
 full range of duties
 duties performed on a regular basis
 hours worked fraction of fulltime
 salary fraction of fulltime
 pro-rata leave entitlements
What classifies staff as casual?
• paid on an hourly or session basis
• no leave entitlements
• no continuous position
• non-recurring labour
Revising staff data
• Key elements
• Variation reason code
Key elements that identify
a staff record
Person Id E401
Reporting
year/period E415
Work sector E511
Current duties
E408
Key
elements
Organisational
unit E510
Function E412
Appointment
term E505
Current duties
term E507
Work contract
E506
Gender
E315
Reporting year
/period
E415
Key
elements
Function code
E412
Current duties
E509
Work sector
E511
 2 – revised
 4 – deletion
 5 – new record
• Add correct value in
another submission
• Correct data will replace
existing data
Estimated Casual
Actual Casual and Full time and Fractional Full time
• Add staff record to
submission with all values
matching the original
record
• Code E446 as 4 deleted
• Submit
Step 1
Step 2
• Create a new staff
submission and report the
staff record with the
correct data for key
elements
• Code E446 as 5 additional
record
• Submit
E315 – Gender code*
E314 – Date of birth
E513 – Full-time equivalence at reference date
E348 – Main language
E346 – Country of birth
E514 – Actual full time equivalence- prior year
Actual Casual and Full time and Fractional Full time
Correct data
• Add staff record
to submission
with all key
values matching
the original
record
Key elements
• Code E446 as 2
revised
• Add correct
value for key
element to be
revised
• Submit
Variation
Reason
Updating a value to a “no information” status for:
◦ Aboriginal or Torres Strait Islander - Element 316
◦ Highest qualification – Element 501
◦ Place of qualification – Element 502
To change these values please contact the department
Organisational Unit
• consistent with student data
Highest qualification – E501
• Code 7 – includes Masters extended
Optional reporting
• Equivalent full-time annual salary - current duties – E423
◦ Code - 000000 - Salary data not provided
• Language spoken at home code – E348
◦ Code - 9999 – No Information
What is verification?
When do I verify my data?
Why do I verify my data?
Signed off
Data
Refreshing
Verifying
Start
Verification
Activated
Confirmation
checkbox
Look for significant changes to
•
•
•
•
Staff numbers
Work functions
Research functions
Classification level
No information
• Highest Qualification
• Indigenous status
•
Check out all your highlighted variations
•
Report revisions before sign off
•
Refresh your reports if you revise your
data
•
Sign off is final - your reports are locked!
•
Statistical publications on staff data are
released by 30 September each year
•
Publications available at:
https://education.gov.au/selected-higher-education-statistics-2013-staff-data
•
Staff data due 30 June 2014
•
Verification
Starts:
Sign off:
•
15 July 2014
15 August 2014
Webinar – 13 June 2014
Student HELP entitlement calculations
•
New version of HEPCAT 3 July 2014
For all your data questions contact
HEIMS Information Management
Section
HEIMS.datacollections@education.gov.au
Telephone: (02) 6240 7487
 Policy
and program management
 Administration of FEE-HELP and VET FEE-HELP
 Financial estimates and payments
 HELP IT System (HITS)
Contact
Communications & Student Support Team
TSEnquiries@education.gov.au