Personnel Management Information System (PMIS)
Data Dictionary
PPMS to PMIS
The Personnel Payroll Management System (PPMS) is a server based application used to facilitate the data
collection of faculty and staff in the community and technical colleges in the state of Washington. Each quarter
the colleges run their data through a program which translates the data into the Personnel Management
Information System (PMIS).
The PMIS data is then sent as a quarterly extract by each of the community and technical colleges to the State
Board for Community and Technical Colleges (SBCTC) during finals as per the MIS Reporting calendar. SBCTC
then engineers the data to add reporting indicators. This information is subsequently made available to the
community and technical colleges.
Reporting

PPMS--data is used for federal reporting for the National Center for Educational Statistics (NCES)
Integrated Postsecondary Education System (IPEDS)

PMIS--data system is used as a source for system and college level quarterly and annual aggregate
reporting such as the Fall Quarterly Report and the Academic Report
This data dictionary is meant to assist users in identifying field: format, definition, and values of the PMIS
system.
PMIS
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Personnel Management Information System (PMIS)
Data Dictionary
Table of Contents
(Note: table and crosswalk/lookup names are hyperlinks)
Tables
Employee ..................................................................................................................... 3
EmpYRQ .................................................................................................................... 10
Payroll ........................................................................................................................ 19
Program ..................................................................................................................... 24
Crosswalk/Lookup
Administrative_Function ........................................................................................ 30
College ....................................................................................................................... 31
Retirement Plan ........................................................................................................ 32
Race-Ethnicity ........................................................................................................... 33
PMIS
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Personnel Management Information System (PMIS)
Data Dictionary
Employee
This table contains one record per employee per college for each academic year. It is used for institutional
research and is derived from the PAYROLL, PROGRAM, and EMPYRQ tables using predetermined priorities
for analysis purposes. The table is replaced each quarter with the most recent record that exists in the
EMPYRQ Table. Data that usually does not change from quarter to quarter such as employee age, employee
name, retirement plan, gender, or race are replaced with the most current data. Calculated data elements such
as employee type priority, employee type indicator, fund source priority, fund source indicator, and
instructional program prioritized are updated based on the priority schema for that data element using data
from all of the quarters to date in that year. The SBCTC uses this table to look at employee status for the
academic year. It is also the source of demographic data for quarterly and academic year reporting.
EMP_ID (PK)
COLLEGE
(PK)
YEAR
AGE
AGE_
GROUP
PMIS
Data Type: Text
Size: 9
Allow Null: No
Definition: A nine-character identifier used to uniquely identify an employee. It is usually the social
security number.
Data Type: Text
Size: 3
Definition: A three-digit college or district code where the employee is working. PMIS includes codes for
the SBCTC (890) and CIS (895).
Crosswalk/Lookup: College
Data Type: Text
Size: 3
Allow Null: No
Definition: A three-character field identifying the academic year of the employment. The academic year
begins with Summer Quarter and ends with Spring Quarter.
Examples of Valid Codes:
990
1999-2000
A67
2006-2007
A01
2000-2001
A78
2007-2008
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: An employee’s age, this is calculated from the BIRTH_YEAR data element. It is the
employee’s age based on the difference between their reported birth year and calendar year.
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one-character code for grouping of employees by age ranges. Note: If age is less than 17 or
greater than 100, it is changed to null.
Valid codes:
A
Under 30
E
60-69
B
30-39
F
70-79
C
40-49
G
80-100
D
50-59
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BIRTH_
YEAR
CENSUS_
RACE
CENSUS_
HISP
DISABILITY
DISTRICT
EDUC_LVL
PMIS
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two digit birth year. It is used to compute age. The employee’s complete birth date is not
collected in the Data Warehouse.
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-character Census Race code. The codes correspond to standard categories used by
the federal government in the Census.
Crosswalk/Lookup: Race-Ethnicity
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-character Census Hispanic code. The codes correspond to standard categories used
by the federal government in the Census. If the Census Hispanic code is anything other than 999 or
blank, the Ethnic Origin code is 4 (Hispanic).
Crosswalk/Lookup: Race-Ethnicity
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A one-character code, which indicates whether an employee meets the Definition: of
disabled.
Valid codes:
1
Ambulatory
5
Multiple Disabilities
2
Visual
9
Other
3
Hearing Loss
Blank
No disability indicated
4
Mental/Psychological
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two-digit code for the community or technical college district. It is the first two characters
of the college data element.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character educational level of the employee.
Valid codes:
00
Not indicated
07
Associate Degree
01
No academic credentials
08
Bachelor’s degree
02
Grade school
09
Master’s degree
03
Some high school
10
Professional degree
04
High school diploma
11
Other doctorate
05
Trade certificate
12
Ph.D.
06
Some college
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Data Dictionary
EMP_TYPE_
PRIORITY
EMP_TYPE_
IND
EMP_YEAR
PMIS
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized employee type for the academic year for an employee (by college). This code is
necessary because employees have more than one employee type during a year and because some fulltime faculty is coded as part-time faculty when they teach in the summer.
Source: This is calculated from the Employee Type in the PROGRAM Table. For full-time faculty
(Employee Type F in the PROGRAM Table), if the Employment Status in the CLASS Table is not null, the
Employee Type Priority is 1 (Full-Time Teaching Faculty). Otherwise, the Employee Type Priority is 2
(Full-Time Non-Teaching Faculty). For part-time faculty (Employee Type P in the PROGRAM Table), if
the Employment Status in the CLASS Table is not null, the Employee Type Priority is 6 (Part-Time
Teaching Faculty). Otherwise, the Employee Type Priority is 7 (Part-Time Non-Teaching Faculty).
Valid Codes:
If an employee has more than one Employee Type in the quarter, they are prioritized in the
order listed below (1 being the highest priority).
1
Full-Time Teaching Faculty
5 Classified
2
Full-Time Non-Teaching Faculty
6 Part-Time Teaching Faculty
3
Administrative Exempt
7 Part-Time Non-Teaching Faculty
4
Exempt Professional/Technical
Data Type: Text
Size: 6
Allow Null: Yes
Definition:. A six-digit code, which shows the employee types for employees (by college) in a quarter.
Source: This is calculated from the Employee Type data element in the PROGRAM Table. It is an on/off
indicator, with a 1 for yes the employee was this type during the quarter, and a 0 for no the employee
was not this type during the quarter. For example, full-time faculty coded as part time in summer
quarter would be coded as 100010. A part-time faculty person in fall who is hired as full-time in spring
quarter (at the same college) would have the same code (100010).
Valid Codes:
Byte 1 Full-Time Faculty
Byte 2 Administrative Exempt
Byte 3 Exempt Professional/Technical
Byte 4 Classified
Byte 5 Part-Time Faculty
Byte 6 Other
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two-digit first year of employment for the employee at a college. Note: Do not use prior to
year 1996-97.
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Data Dictionary
ETH_ORIG
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one character code for race/ethnic origin.
Source: Derived from Census Race and Census Hispanic codes.
Crosswalk/Lookup: Race-Ethnicity
Valid Codes:
0
1
2
3
4
5
Null
EXP_
TEACHING_
SYS
EXP_CC
(do not use)
EXP_
OUTSIDE
(do not use)
PMIS
Other Race
Asian or Pacific Islander
African American
Native American
Hispanic
White
Not Reported
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: A number of years an employee has been teaching in the community and technical college
system regardless of employee type or employment status.
Source: It is calculated from the number of year-quarters teaching faculty appears in the data Warehouse
CLASS Table.
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: Experience in the community college system. A number of years an employee has been
teaching in the community college system from the college Professional Development History Screen.
History: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not been
required since 1993.
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: Experience outside of the community college system. A number of years an employee has
been teaching outside of the community college system from the college Professional Development
History Screen.
Examples of use: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not
been required since 1993.
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Data Dictionary
FUND_
SOURCE_
PRIORITY
FUND_
SOURCE_
IND
PMIS
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized fund source for the activity of each employee. It is based on the employee’s
Program Activity code, which is created from the account code. If an employee’s contract(s) includes
state supported and contracted supported effort, that employee is considered state. If an employee’s
contract(s) includes contract supported and community service/student funded effort, that employee is
considered contract.
Source: Derived during quarterly MIS reporting to SBCTC.
Examples of Use: This data element is used for enrollment reporting, Worker Retraining reporting, OFM
reporting, Distance Education reporting, Race and Hispanic origin enrollment reporting, University of
Washington Mobility report, Transfer Between Colleges pivot tables, and Very Recent High School Grad
report.
Valid Codes:
1
State Supported
2
Contract Funded
3
Student Funded/Community Service
Null Non-Reportable student such as an Unemployed Tuition Waiver
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-digit field, which shows the types of funding source priority. It is an on/off indicator,
1 indicating, yes the employee had this funding source in at least one quarter of the year, and 0, no the
employee never had this funding source. For example, if a faculty member is teaching state and contract
classes, the fund source indicator would be 110.
Byte 1
State Supported
Byte 2
Contract Funded
Byte 3
Community Service/Student Funded
Valid Codes:
1
Yes
0
No
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INSTR_
PROGRAM_
PRIORITY
MILITARY_
STAT
NAME
PMIS
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized instructional program for an employee teaching in the community and
technical college system (by college). It is created from the INSTR_PROGRAM_PRIORITY code in the
EMPYRQ Table. This code was created because a faculty member may teach in more than one program
area during the year, or even during the quarter at a particular college. A prioritization for the academic
year of the quarterly codes listed below.
For example, if an employee has an instructional program of J (100 Level Math) in Summer Quarter, an
instructional program of K (Other Math and Statistics) in Fall Quarter, an instructional program of K
(Other Math and
Statistics) in Winter Quarter, and an instructional program of N (Natural and Physical Science) in Spring
Quarter, that employee’s instructional program prioritized will be J because it is the first record that
appears (the MIN) in the list of codes.
Valid Codes:
A
ABE, Workplace Basics
I Developmental Math
B
Business/Accounting/DP/
J 100 Level Math (including vocational
Secretarial
Math)
C
English Composition (including
K Other Math and Statistics
vocational English)
D
Developmental English
L Humanities other than English
composition
E
English as a Second Language
M Mechanics and Engineering
F
Service Occupations
N Natural and Physical Science
G
GED and High School
O Other (PE, Career Awareness, Parent
Completion
Education)
H
Health Sciences
S Social Science
Data Type: Text
Size: 2
Allow Null: Yes
Definition: The two character code for an employee’s military status.
Valid Codes:
CV
Campaign Veteran
DC
Disable Campaign
VV
Vietnam Veteran
OV
Other Veteran
SV
Spouse of Deceased Veteran
DV
Disabled Veteran, Vietnam Era
DO
Disabled Veteran, Other Era
NI
Not Indicated
Blank
Not indicated
Data Type: Text
Size: 50
Allow Null: Yes
Definition: Employee Name. The employee name.
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Data Dictionary
NUM_
COLLEGES
PDU_
CURRENT
(do not use)
PDU_PREV
(do not use)
RETIRE_
PLAN
SEX
TENURE_
STAT
PMIS
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: A count of the number of colleges where an employee worked during a single quarter
during the year.
Source: In this table, A most current quarter record from the EMPYRQ Table. It is used to find out who
our “freeway fliers” are.
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: A number of professional development units for an employee from the college Professional
Development History Screen.
History: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not been
required since 1993.
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: A number of professional development units for an employee prior to the current number of
professional development units from the college Professional Development History Screen.
History: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not been
required since 1993.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: An employee’s retirement plan.
Crosswalk/Lookup: Retirement Plan
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one-character field identifying gender.
Source: Collected at time of employment
Valid Codes:
M Male
F Female
Blank Not reported
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This code indicates the tenure status of full-time faculty.
Valid codes:
T Tenure
R Term
P Tenure Track
S Special
D Deferred
I Instructional Support
Blank Tenure status does not
apply
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Personnel Management Information System (PMIS)
Data Dictionary
EMPYRQ
One record per employee per college per quarter in an academic year. An employee will have records in this
table for every quarter employed. The SBCTC uses this table to look at an employee’s status during a specific
quarter.
EMP_ID (PK)
COLLEGE
(PK)
YEAR
QUARTER
AGE
AGE_
GROUP
PMIS
Data Type: Text
Size: 9
Allow Null: No
Definition: A nine-character identifier used to uniquely identify an employee. It is usually the social
security number.
Data Type: Text
Size: 3
Definition: A three-digit college or district code where the employee is working. PMIS includes codes for
the SBCTC (890) and CIS (895).
Crosswalk/Lookup: College
Data Type: Text
Size: 3
Allow Null: No
Definition: A three-character field identifying the academic year of the employment. The academic year
begins with Summer Quarter and ends with Spring Quarter.
Examples of Valid Codes:
990 1999-2000
A67 2006-2007
A01 2000-2001
A78 2007-2008
Data Type: Text
Size: 1
Allow Null: No
Definition: A one digit field for the employee quarter within the academic year.
Valid Codes:
1 Summer
3 Winter
2 Fall
4 Spring
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: An employee’s age, this is calculated from the BIRTH_YEAR data element. It is the
employee’s age based on the difference between their reported birth year and calendar year.
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one-character code for grouping of employees by age ranges. Note: If age is less than 17 or
greater than 100, it is changed to null.
Valid codes:
A Under 30
E 60-69
B 30-39
F 70-79
C 40-49
G 80-100
D 50-59
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BENEFITS_
ELIG
BIRTH_
YEAR
CENSUS_
RACE
CENSUS_
HISP
CR_STATE
DISABILITY
PMIS
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one-digit field, which shows whether a part-time faculty member received health benefits
during a particular quarter. Part-time faculty must be employed 50% or more for two consecutive
quarters to be eligible for health benefits. This is not coded for other staff because full-time staff receives
benefits, as well as all part-time staff employed for 6 months for 50% or more of the time.
Valid Codes:
Y
Yes
N
No
Blank
No
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two digit birth year. It is used to compute age. The employee’s complete birth date is not
collected in the Data Warehouse.
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-character Census Race code. The codes correspond to standard categories used by the
federal government in the Census.
Crosswalk/Lookup: Race-Ethnicity
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-character Census Hispanic code. The codes correspond to standard categories used
by the federal government in the Census. If the Census Hispanic code is anything other than 999 or blank,
the Ethnic Origin code is 4 (Hispanic).
Crosswalk/Lookup: Race-Ethnicity
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: A number of credits an instructor is teaching that are state supported. It is calculated from the
CLASS Table. A faculty member may be paid as state supported and generate no state credits, or may
generate state credits but not be paid as state supported.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A one-character code, which indicates whether an employee meets the Definition: of
disabled.
Valid codes:
1 Ambulatory
5
Multiple Disabilities
2 Visual
9
Other
3 Hearing Loss
Blank
No disability indicated
4 Mental/Psychological
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Data Dictionary
DISTRICT
EDUC_LVL
EMP_STAT_
PMIS
EMP_STAT_
CLASS
PMIS
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two-digit code for the community or technical college district. It is the first two characters
of the college data element.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character educational level of the employee.
Valid codes:
00 Not indicated
07 Associate Degree
01 No academic credentials
08 Bachelor’s degree
02 Grade school
09 Master’s degree
03 Some high school
10 Professional degree
04 High school diploma
11 Other doctorate
05 Trade certificate
12 Ph.D.
06 Some college
Data Type: Text
Size: 1
Allow Null: Yes
Definition: An employment status for the employees reported in PMIS (by college).
Valid Codes:
1 Full-Time
7 Sabbatical
3 Part-Time
8 Sick Leave
Data Type: Text
Size: 1
Allow Null: Yes
Definition: An employment status of instructional employees in the CLASS Table. For employees with
only one employment status, this is reported. For employees with multiple contracts, it is the
employment status with the lowest number (the minimum).
Valid Codes:
1 Full-Time
5 Contracted Out
2 Moonlight
6 Volunteer
3 Part-Time
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EMP_TYPE_
PRIORITY
EMP_TYPE_
IND
EMP_YEAR
PMIS
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized employee type for the academic year for an employee (by college). This code is
necessary because employees have more than one employee type during a year and because some fulltime faculty is coded as part-time faculty when they teach in the summer.
Source: This is calculated from the Employee Type in the PROGRAM Table. For full-time faculty
(Employee Type F in the PROGRAM Table), if the Employment Status in the CLASS Table is not null, the
Employee Type Priority is 1 (Full-Time Teaching Faculty). Otherwise, the Employee Type Priority is 2
(Full-Time Non-Teaching Faculty). For part-time faculty (Employee Type P in the PROGRAM Table), if
the Employment Status in the CLASS Table is not null, the Employee Type Priority is 6 (Part-Time
Teaching Faculty). Otherwise, the Employee Type Priority is 7 (Part-Time Non-Teaching Faculty).
If an employee has more than one Employee Type in the quarter, they are prioritized in the order listed
below (1 being the highest priority).
Valid Codes:
1 Full-Time Teaching Faculty
5 Classified
2 Full-Time Non-Teaching Faculty
6 Part-Time Teaching Faculty
3 Administrative Exempt
7 Part-Time Non-Teaching Faculty
4 Exempt Professional/Technical
Data Type: Text
Size: 6
Allow Null: Yes
Definition: A six-digit code, which shows the employee types for employees (by college) in a quarter.
Source: This is calculated from the Employee Type data element in the PROGRAM Table. It is an on/off
indicator, with a 1 for yes, the employee was this type during the quarter, and a 0 for no, the employee
was not this type during the quarter. For example, full-time faculty coded as part time in summer quarter
would be coded as 100010. A part-time faculty person in fall who is hired as full-time in spring quarter (at
the same college) would have the same code (100010).
Valid Codes:
Byte 1 Full-Time Faculty
Byte 2 Administrative Exempt
Byte 3 Exempt Professional/Technical
Byte 4 Classified
Byte 5 Part-Time Faculty
Byte 6 Other
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two-digit first year of employment for the employee at a college. Note: Do not use prior to
year 1996-97.
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ETH_ORIG
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one character code for race/ethnic origin.
Source: Derived from Census Race and Census Hispanic codes.
Crosswalk/Lookup: Race-Ethnicity
Valid Codes:
0
1
2
3
4
5
Null
EXP_CC
(do not use)
EXP_OUTSID
E
(do not use)
FTE_PMIS
FTE_SMIS
PMIS
Other Race
Asian or Pacific Islander
African American
Native American
Hispanic
White
Not Reported
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: A number of years an employee has been teaching in the community college system from the
college Professional Development History Screen.
History: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not been
required since 1993.
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: A number of years an employee has been teaching outside of the community college system
from the college Professional Development History Screen.
Examples of use: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not
been required since 1993.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total full-time equivalent (FTE) for an employee reported in PMIS based on the sum of
FTEs in all contracts for that employee at that college during that quarter.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total full-time equivalent (FTE) for an employee reported in the CLASS Table.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee.
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Data Dictionary
FTE_STATE
FTE_CONTRA
CT
FTE_STUDEN
T
FTE_STATE_
DAY
FTE_STATE_
EVE
PMIS
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total state supported full-time equivalent (FTE) for an employee reported in the CLASS
Table.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 1 (State Supported) in
the CLASS Table.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total contract supported full-time equivalent (FTE) for an employee reported in the CLASS
Table.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 2 (Contract Supported)
in the CLASS Table.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total student supported (or community service) full-time equivalent (FTE) for an employee
reported in the CLASS Table.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 3 (Student Supported)
in the CLASS Table.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total state supported full-time equivalent (FTE) for an employee reported in the CLASS
Table teaching day classes.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 1 (State Supported) in
the CLASS Table, and a time/location code of 1,3,5,7, or 9 (day).
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total state supported full-time equivalent (FTE) for an employee reported in the CLASS
Table teaching evening classes.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 1 (State Supported) in
the CLASS Table, and a time/location code of 2,4,6,8, or 0 (evening).
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FTE_STATE_
ON_CAMPUS
FTE_STATE_
OFF_CAMPUS
FUND_
SOURCE_
PRIORITY
FUND_
SOURCE_
IND
PMIS
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total state supported full-time equivalent (FTE) for an employee reported in the CLASS
Table teaching classes on campus.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 1 (State Supported) in
the CLASS Table, and a time/location code of 1 or 2 (on-campus).
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total state supported full-time equivalent (FTE) for an employee reported in the CLASS
Table teaching classes off campus.
Source: It is calculated by matching the PMIS EMPYRQ Table with the CLASS Table in the data
Warehouse and summing the FTEF for each employee having a funding source of 1 (State Supported) in
the CLASS Table, and a time/location code of 3,4,5,6,7,8,9, or 0 (off-campus).
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized fund source for the activity of each employee. It is based on the employee’s
Program Activity code, which is created from the account code. If an employee’s contract(s) includes state
supported and contracted supported effort, that employee is considered state. If an employee’s contract(s)
includes contract supported and community service/student funded effort, that employee is considered
contract.
Source: Derived during quarterly MIS reporting to SBCTC.
Examples of Use: This data element is used for enrollment reporting, Worker Retraining reporting, OFM
reporting, Distance Education reporting, Race and Hispanic origin enrollment reporting, University of
Washington Mobility report, Transfer Between Colleges pivot tables, and Very Recent High School Grad
report.
Valid Codes:
1
State Supported
2
Contract Funded
3
Student Funded/Community Service
Null Non-Reportable student such as an Unemployed Tuition Waiver
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-digit field, which shows the types of funding source priority. It is an on/off indicator,
1 indicating, yes the employee had this funding source in at least one quarter of the year, and 0, no the
employee never had this funding source. For example, if a faculty member is teaching state and contract
classes, the fund source indicator would be 110.
Byte 1
State Supported
Byte 2
Contract Funded
Byte 3
Community Service/Student Funded
Valid Codes:
1
Yes
0
No
16 of 33
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Personnel Management Information System (PMIS)
Data Dictionary
INSTR_
PROGRAM
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Instructional Program.. A prioritized instructional program for an employee teaching in the
community and technical college system (by college). It is created from the
INSTR_PROGRAM_PRIORITY code in the EMPYRQ Table. This code was created because a faculty
member may teach in more than one program area during the year, or even during the quarter at a
particular college. A prioritization for the academic year of the quarterly codes listed below.
For example, if an employee has an instructional program of J (100 Level Math) in Summer Quarter, an
instructional program of K (Other Math and Statistics) in Fall Quarter, an instructional program of K
(Other Math and Statistics) in Winter Quarter, and an instructional program of N (Natural and Physical
Science) in Spring Quarter, that employee’s instructional program prioritized will be J because it is the
first record that appears (the MIN) in the list of codes.
Valid Codes:
A ABE, Workplace Basics
B Business/Accounting/DP/
Secretarial
C English Composition (including
vocational English)
D Developmental English
E
F
G
MILITARY_
STAT
NAME
NUM_
COLLEGES
PMIS
I
J
Developmental Math
100 Level Math (including vocational
Math)
K Other Math and Statistics
L Humanities other than English
composition
M Mechanics and Engineering
N Natural and Physical Science
O Other (PE, Career Awareness, Parent
Education)
S Social Science
English as a Second Language
Service Occupations
GED and High School
Completion
H Health Sciences
Data Type: Text
Size: 2
Allow Null: Yes
Definition: The two character code for an employee’s military status.
Valid Codes:
CV Campaign Veteran
DV Disabled Veteran, Vietnam Era
DC Disable Campaign
DO Disabled Veteran, Other Era
VV Vietnam Veteran
NI Not Indicated
OV Other Veteran
Blank Not indicated
SV Spouse of Deceased Veteran
Data Type: Text
Size: 50
Allow Null: Yes
Definition: The employee name.
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: A count of the number of colleges where an employee worked during a single quarter during
the year from the most current quarter record from the EMPYRQ Table. Used to find out who our
“freeway fliers” are.
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Personnel Management Information System (PMIS)
Data Dictionary
PDU_
CURRENT
(do not use)
PDU_PREV
(do not use)
RETIRE_
PLAN
SEX
TENURE_
STAT
YRQ
PMIS
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: A number of professional development units for an employee from the college Professional
Development History Screen.
History: Prior to 1993, it was required by the SBCTC for the Target Salary Survey.
Data Type: Decimal
Precision: 4
Scale: 1
Allow Null: Yes
Definition: A number of professional development units for an employee prior to the current number of
professional development units from the college Professional Development History Screen.
History: Prior to 1993, it was required by the SBCTC for the Target Salary Survey. This has not been
required since 1993.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Employee’s retirement plan.
Crosswalk/Lookup: Retirement Plan
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one-character field identifying gender collected at time of employment
Valid Codes:
M Male
F Female
Blank Not reported
Data Type: Text
Size: 1
Allow Null: Yes
Definition: This code indicates the tenure status of full-time faculty.
Valid codes:
T Tenure
R Term
I Instructional Support
P Tenure Track
S Special
Blank Tenure status does not apply
D Deferred
Data Type: Text
Size: 4
Allow Null: Yes
Definition: Concatenation of the year and quarter of the record. The first three characters are the year,
and the last character is the quarter.
Examples of Valid Values:
Academic Year
1989-90
1990-91
1999-00
2000-01
2009-10
2010-11
Quarter
(890)
(901)
(990)
(A01)
(A90)
(B01)
Summer
8901
9011
9901
A011
A901
B011
Fall
8902
9012
9902
A012
A902
B012
Winter
8903
9013
9903
A013
A903
B013
Spring
8904
9014
9904
A014
A904
B014
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Personnel Management Information System (PMIS)
Data Dictionary
PAYROLL
One record per employee per college per quarter per employee type per job class. If an employee is more than
one employee type, there will be multiple records for that employee at that college. FTE and salary information
are summed at this level regardless of the program activity code in the PROGRAM Table. The SBCTC uses this
table to look at payroll related information regardless of fund source (Program Activity Code).
EMP_ID (PK)
COLLEGE
(PK)
YEAR
QUARTER
EMP_TYPE
EMPL_STAT
PMIS
Data Type: Text
Size: 9
Allow Null: No
Definition: A nine-character identifier used to uniquely identify an employee. It is usually the social
security number.
Data Type: Text
Size: 3
Definition: A three-digit college or district code where the employee is working. PMIS includes codes for
the SBCTC (890) and CIS (895).
Crosswalk/Lookup: College
Data Type: Text
Size: 3
Allow Null: No
Definition: A three-character field identifying the academic year of the employment. The academic year
begins with Summer Quarter and ends with Spring Quarter.
Examples of Valid Codes:
990 1999-2000
A67 2006-2007
A01 2000-2001
A78 2007-2008
Data Type: Text
Size: 1
Allow Null: No
Definition: A one digit field for the employee quarter within the academic year.
Valid Codes:
1 Summer
3 Winter
2 Fall
4 Spring
Data Type: Text
Size: 1
Allow Null: No
Definition: A employee type for the employee’s activity (or contract) from PMIS.
Valid Codes:
C Classified
P Part-Time Faculty
E Exempt
L Para-Professional
F Full-Time Faculty
Data Type: Text
Size: 1
Allow Null: No
Definition: An employment status for the employee’s activity (or contract) from PMIS. There should be
no employment status codes of 7 or 8 in this table because only employees with actual activity are
reported here.
Valid Codes:
1 Full-Time
7 Sabbatical
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Personnel Management Information System (PMIS)
Data Dictionary
JOB_CLASS
ADMIN_
FUNC
PAY_RANGE
CON_UNIT
DISTRICT
EEO_CAT
PMIS
3 Part-Time
8 Sick Leave
Data Type: Text
Size: 6
Allow Null: No
Definition: A college assigned job class associated with an employee’s activity in PMIS. For classified
employees, this is their actual job class. For all other employees, the college assigns job class codes.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character administrative function code associated with an exempt employee’s activity
(in PMIS dataset Job-Class-M).
Crosswalk/Lookup: Admin_Func
Data Type: Text
Size: 4
Allow Null: Yes
Definition: A college assigned salary pay range associated with an employee.
Data Type: Number
Size: Long Integer
Allow Null: Yes
Definition: A number of work days for faculty or exempt employee contracts, excluding vacation or
holiday time. It is not coded for classified employees. The contract units convert to types of contracts as
follows:
Valid Codes:
9 month
160-185 days
10 month
186-205 days
11 month
206-224 days
12 month
225 days and up
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two-digit code for the community or technical college district. It is the first two characters
of the college data element.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A grouping of employees by the category of work assignment from the Job-Class-M dataset
in PMIS. The SBCTC generally does not use this code, as codes can vary from Employee Type.
Source: It is used for IPEDS staff and EEOC reporting to the federal government.
Valid Codes:
1 Executive, Administrative, Managerial
5 Technical and Paraprofessional
2 Faculty (instructional research)
6 Clerical and Secretarial
3 Instructional Research Assistant
7 Skilled Crafts
4 Professional, Non-Faculty
8 Service/Maintenance
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Personnel Management Information System (PMIS)
Data Dictionary
EMP_TYPE_C
AT
EMP_TYPE_
PRIORITY
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A code, which separates the Exempt Administrative employees from the Exempt
Professional/Technical employees. For Exempt Administrative employees, the code is A. For Exempt
Professional/Technical Employees, the code is E. For all other employees, this is their employee type.
Source: It is calculated in the re-engineering of PMIS at the SBCTC
Valid Codes:
A Administrative Exempt
L Paraprofessional
C Classified
O Para-Professional
E Exempt Professional/Technical
P Part-Time Faculty
F Full-Time Faculty
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized employee type for the academic year for an employee (by college). This code is
necessary because employees have more than one employee type during a year and because some fulltime faculty is coded as part-time faculty when they teach in the summer.
Source: This is calculated from the Employee Type in the PROGRAM Table. For full-time faculty
(Employee Type F in the PROGRAM Table), if the Employment Status in the CLASS Table is not null, the
Employee Type Priority is 1 (Full-Time Teaching Faculty). Otherwise, the Employee Type Priority is 2
(Full-Time Non-Teaching Faculty). For part-time faculty (Employee Type P in the PROGRAM Table), if
the Employment Status in the CLASS Table is not null, the Employee Type Priority is 6 (Part-Time
Teaching Faculty). Otherwise, the Employee Type Priority is 7 (Part-Time Non-Teaching Faculty).
Valid Codes:
If an employee has more than one Employee Type in the quarter, they are prioritized in the following order
(1 being the highest priority).
1 Full-Time Teaching Faculty
5 Classified
2 Full-Time Non-Teaching Faculty
6 Part-Time Teaching Faculty
3 Administrative Exempt
7 Part-Time Non-Teaching Faculty
4 Exempt Professional/Technical
FTE_
MOONLIGHT
FTE_REGULA
R
FTE_TOTAL
PMIS
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total of the FTES (full-time equivalent) full-time faculty and exempt employees, which are
over and above an employee’s regular assignment.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total FTES (full-time equivalent) for full-time faculty, part-time faculty, classified, and
exempt employees that are part of their regular assignment.
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: A total of the FTES (full-time equivalent) for full-time faculty and exempt employees
(including their moonlight assignment FTES). The total for part-time faculty and classified employees is
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Personnel Management Information System (PMIS)
Data Dictionary
FUND_SOUR
CE_
PRIORITY
FUND_SOUR
CE_
IND
INCREM_MO
JOB_CLASS_
DATE
JOB_TERM
PMIS
the same as FTE_REGULAR (no moonlight assignment).
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A fund source for the activity (or contract) of each employee. It is based on the employee’s
program activity code.
Valid Codes:
1
State Supported
2
Contract Funded
3
Student Funded/Community Service
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three digit field, which shows the type of funding source priority for an employee activity
(or contract). It is an on/off indicator, 1 indicating, yes the employee had this funding source during the
quarter, and 0, no the employee did not have this type of funding source during the quarter. The schema
for the data element is as follows:
Byte 1
State Supported
Byte 2
Contract Funded
Byte 3
Community Service/Student Funded
Valid Codes:
1
Yes
0
No
Data Type: Text
Size: 2
Allow Null: Yes
Definition: An increment month, or when an employee receives the next salary step increase. The codes
are the month codes in the format (1-12).
Data Type: Text
Size: 8
Allow Null: Yes
Definition: A date that an employee was assigned to a particular job. The format is YYMMDD.
Data Type: Number
Size: Integer
Allow Null: Yes
Definition: A number of months (1-12), including fractions (like 10.50), during which an employee’s
gross pay will be earned.
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Data Dictionary
JOB_TYPE
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A code assigned to each employee activity (or contract) used to describe the type of job it is.
Valid Codes:
01
Permanent
11
02
Probationary (Classified)
12
03
04
05
06
07
Trial Service (Classified)
Provisional (seldom used)
Emergency (seldom used)
Temporary (includes part-time faculty)
Seasonal (like grounds keepers who
work in the spring)
Intermittent (seldom used)
Courtesy (seldom used)
Acting (like acting president)
13
14
15
16
17
Replacement (replacement for staff on leave other
than faculty on sabbatical)
Sabbatical Replacement (replacement for faculty
on sabbatical)
Project
Interim
Business Unit Employee
Project Employment
In-training
18
19
20
Correction Facility
Transition Period
Development Assignment
08
09
10
SAL_REGULA
R
SAL_
MOONLIGHT
STEP
YRQ
PMIS
Data Type: Text
Size: 255
Allow Null: Yes
Definition: A salary for full-time faculty and exempt employees that is part of the regular assignment (a
yearly salary). Also, it is the salary that is part of the regular assignment for full-time quarterly faculty,
part-time faculty, and classified employees (a quarterly salary).
Data Type: Text
Size: 255
Allow Null: Yes
Definition: A portion of full-time faculty or exempt employee salary that is over and above their regular
assignment.
Data Type: Text
Size: 1
Allow Null: Yes
Definition: For classified employees, the step that they fall into in the salary pay range for their position.
Data Type: Text
Size: 4
Allow Null: Yes
Definition: Concatenation of the year and quarter of the record. The first three characters are the year,
and the last character is the quarter.
Examples of Valid Values:
Academic Year
1989-90
1990-91
1999-00
2000-01
2009-10
2010-11
Quarter
(890)
(901)
(990)
(A01)
(A90)
(B01)
Summer
8901
9011
9901
A011
A901
B011
Fall
8902
9012
9902
A012
A902
B012
Winter
8903
9013
9903
A013
A903
B013
Spring
8904
9014
9904
A014
A904
B014
23 of 33
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Personnel Management Information System (PMIS)
Data Dictionary
PROGRAM
One record per employee per college per quarter per employee type per job class per Program Activity Code. A
most detailed of the tables in the PMIS Database. This data comes from PMIS, dataset MIS-YRQ-D. If an
employee is assigned to more than one program activity code during a quarter, that employee will have
multiple records in the PROGRAM Table.
EMP_ID (PK)
COLLEGE
(PK)
YEAR
QUARTER
EMP_TYPE
EMPL_STAT
PMIS
Data Type: Text
Size: 9
Allow Null: No
Definition: A nine-character identifier used to uniquely identify an employee. It is usually the SSN
Data Type: Text
Size: 3
Definition: A three-digit college or district code where the employee is working. PMIS includes codes for
the SBCTC (890) and CIS (895).
Crosswalk/Lookup: College
Data Type: Text
Size: 3
Allow Null: No
Definition: A three-character field identifying the academic year of the employment. The academic year
begins with Summer Quarter and ends with Spring Quarter.
Examples of Valid Codes:
990 1999-2000
A67 2006-2007
A01 2000-2001
A78 2007-2008
Data Type: Text
Size: 1
Allow Null: No
Definition: A one digit field for the employee quarter within the academic year.
Valid Codes:
1 Summer
3 Winter
2 Fall
4 Spring
Data Type: Text
Size: 1
Allow Null: No
Definition: An employee type for the employee’s activity (or contract) from PMIS.
Valid Codes:
C Classified
P Part-Time Faculty
E Exempt
L Para-Professional
F Full-Time Faculty
Data Type: Text
Size: 1
Allow Null: No
Definition: An employment status for the employee’s activity (or contract) from PMIS. There should be
no employment status codes of 7 or 8 in this table because only employees with actual activity are
reported here.
Valid Codes:
1 Full-Time
7 Sabbatical
3 Part-Time
8 Sick Leave
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Personnel Management Information System (PMIS)
Data Dictionary
JOB_CLASS
PAC_CODE
Data Type: Text
Size: 6
Allow Null: No
Definition: A college assigned job class associated with an employee’s activity in PMIS. For classified
employees, this is their actual job class. For all other employees, the college assigns job class codes.
Data Type: Text
Size: 3
Allow Null: No
Definition: An employee’s assigned program activity code, which describes the area in which the
employee works and the funding source or account code for that assignment. See the end of this
document for a complete listing of codes.
Program activity codes that are considered:

instructional are 011, 014, 015, 111, 114, 115, V11, V14, and V15. Program activity codes often
included with instruction are 012, 112, V12, 013, 113, and V13.

state supported are 0??, V?? (excluding community service codes 014, 015, V14, and V15), 210,
25?, 410, 421, 431, and 130.

contract supported are 11? (excluding community service codes 114 and 115), 26?, and 27?.
Valid Codes:
Program
Area
Instruction
Public
Service
Primary
Support
Services
Libraries
Student
Services
Institutional
Support
Plant
Operations
And
Maintenance
Sponsored
Research
And
Programs
Program
PMIS
PA
C
Cod
e
11
12
13
31
Title
Instruction, Direct
Instruction, Supervision
Instruction, Research And Development
Community Service (Not Recommended)
14
15
Community Education
Community Education
41
42
Academic Computing Services
Ancillary Support Services
43
Academic Administration
51
61
62
81
82
Learning Resources
Basic Student Services
Educational Opportunities Program
Institutional Management
Fiscal Operations
63
Other Special Programs And Services
84
85
Logistical Services
Community Relations And
Development
83
91
General Support Services
Utilities And Other Fixed Costs
93
92
Maintenance And Janitorial Services
94
Operations And Maintenance
Support
Op & Maint. Support
100
110
111
112
113
114
115
123
125
143
Sponsor Resrch/Prgs
S/P Instruction
Instruction, Direct
Instruction, Supervision
Instruction, Research And Development
Community Education
Community Education
Individual Or Project Research
Working Capital
Academic Administration
131
132
133
134
137
138
141
142
Community Service
W4c-Cc Cost Recovery
W4c-Hess
W4c-Equip Reserve
W4c-Telecommunicate
W4c-Voc Tech Instit
Academic Computing Services
Ancillary Support Services
183
General Support Services
25 of 33
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Personnel Management Information System (PMIS)
Data Dictionary
Codes
Federal
Vocational
Funds
Capital
Improvemen
ts
Service
Operations
Auxiliary
Enterprises
REG_IND
ADMIN_
FUNC
PAY_RANGE
DISTRICT
PMIS
151
161
Libraries
Basic Student Services
184
185
Logistical Services
Community Relations And
Development
Op & Maint Support
Utilities And Other Fixed Costs
Maintenance And Janitorial Services
Operations And Maintenance
Support
162
163
170
181
Educational Opportunities Program
Other Special Programs And Services
Technical Colleges
Institutional Management
190
191
192
193
182
V11
V12
V13
V14
V15
V23
V25
V31
210
Fiscal Operations
Instruction, Direct
Instruction, Supervision
Instruction, Research And Development
Community Education
Community Education
Individual Or Project Research
Working Capital
Community Service
Capital Improvements
V41
V42
V43
V51
V61
V62
V63
V81
Academic Computing Services
Ancillary Support Services
Academic Administration
Learning Resources
Basic Student Services
Educational Opportunities Program
Other Special Programs And Services
Institutional Management
251
252
253
261
262
263
264
265
271
272
Motor Pool
Parking
Computer Services
Bookstore
Food Services
Residence
Student Activities
All Other Auxiliary Enterprises
Scholarships And Grants
Loans
254
255
256
273
279
280
290
300
410
420
Central Stores
Print Shop
Other Service Operations
Off Campus Work Study
Long Term Loan
Agency And Suspense
Endowments
Debt Service
SBCCE Only-Admin
SBCCE Only-Fed Grant
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates whether associated FTEF data is to be classified as Regular FTEF or Moonlight
FTEF. It comes directly from the MIS-YRQ-D data set.
Valid Codes:
R
Regular
M
Moonlight
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character administrative function code associated with an exempt employee’s activity
(in PMIS dataset Job-Class-M).
Crosswalk/Lookup: Admin_Func
Data Type: Text
Size: 4
Allow Null: Yes
Definition: A college assigned salary pay range associated with an employee.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two-digit code for the community or technical college district. It is the first two characters
of the college data element.
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Personnel Management Information System (PMIS)
Data Dictionary
EEO_CAT
EMP_TYPE_C
AT
EMP_TYPE_
PRIORITY
PMIS
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A grouping of employees by the category of work assignment from the Job-Class-M dataset
in PMIS. The SBCTC generally does not use this code, as codes can vary from Employee Type.
Source: It is used for IPEDS staff and EEOC reporting to the federal government.
Valid Codes:
1
Executive, Administrative, Managerial
2
Faculty (instructional research)
3
Instructional Research Assistant
4
Professional, Non-Faculty
5
Technical and Paraprofessional
6
Clerical and Secretarial
7
Skilled Crafts
8
Service/Maintenance
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A code, which separates the Exempt Administrative employees from the Exempt
Professional/Technical employees. For Exempt Administrative employees, the code is A. For Exempt
Professional/Technical Employees, the code is E. For all other employees, this is their employee type.
Source: It is calculated in the re-engineering of PMIS at the SBCTC
Valid Codes:
A
Administrative Exempt
C
Classified
E
Exempt Professional/Technical
F
Full-Time Faculty
L
Paraprofessional
O
Para-Professional
P
Part-Time Faculty
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A prioritized employee type for the academic year for an employee (by college). This code is
necessary because employees have more than one employee type during a year and because some fulltime faculty is coded as part-time faculty when they teach in the summer.
Source: This is calculated from the Employee Type in the PROGRAM Table. For full-time faculty
(Employee Type F in the PROGRAM Table), if the Employment Status in the CLASS Table is not null, the
Employee Type Priority is 1 (Full-Time Teaching Faculty). Otherwise, the Employee Type Priority is 2
(Full-Time Non-Teaching Faculty). For part-time faculty (Employee Type P in the PROGRAM Table), if
the Employment Status in the CLASS Table is not null, the Employee Type Priority is 6 (Part-Time
Teaching Faculty). Otherwise, the Employee Type Priority is 7 (Part-Time Non-Teaching Faculty).
Valid Codes:
If an employee has more than one Employee Type in the quarter, they are prioritized in the following
order (1 being the highest priority).
1 Full-Time Teaching Faculty
5 Classified
2 Full-Time Non-Teaching Faculty
6 Part-Time Teaching Faculty
3 Administrative Exempt
7 Part-Time Non-Teaching Faculty
4 Exempt Professional/Technical
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Personnel Management Information System (PMIS)
Data Dictionary
FUND_SOUR
CE_
CAT
FTE
PROGRAM
TEACHING_I
ND
YRQ
PMIS
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A fund source for the activity (or contract) of each employee. It is based on the employee’s
program activity code.
Valid Codes:
1 State Supported
2 Contract Funded
3 Student Funded/Community Service
Data Type: Number
Precision: 5
Scale: 2
Allow Null: Yes
Definition: The FTE associated with an employee’s program activity code.
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Program. A two-character program for an employee’s activity based on the Program Activity
Code.
Valid Codes:
01 Instruction
09 Plant Operations and Maintenance
04 Primary Support Services
FV Federal Vocational
05 Libraries
OC Other Codes
06 Student Services
CS Community Service
08 Institutional Support
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A code, which indicates whether or not an employee is teaching.
Source: It is based on the Program Activity Code and the Employee Type in PROGRAM.
Valid Codes:
N Non-Teaching
R Released Time
T Teaching
Data Type: Text
Size: 4
Allow Null: Yes
Definition: Concatenation of the year and quarter of the record. The first three characters are the year,
and the last character is the quarter.
Examples of Valid Values:
Academic Year
1989-90
1990-91
1999-00
2000-01
2009-10
2010-11
Quarter
(890)
(901)
(990)
(A01)
(A90)
(B01)
Summer
8901
9011
9901
A011
A901
B011
Fall
8902
9012
9902
A012
A902
B012
Winter
8903
9013
9903
A013
A903
B013
Spring
8904
9014
9904
A014
A904
B014
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Personnel Management Information System (PMIS)
Data Dictionary
CONT_UNIT
JOB_TERM
SALARY
PMIS
Data Type: Number
Size: Long Integer
Allow Null: Yes
Definition: The number of work days for faculty or exempt employee contracts, excluding vacation or
holiday time. It is not coded for classified employees. The contract units convert to types of contracts as
follows:
Valid Codes:
9 month
160-185 days
10 month
186-205 days
11 month
206-224 days
12 month
225 days and up
Data Type: Number
Size: Long Integer
Allow Null: Yes
Definition: A number of months (01-12), including fractions (like 10.50), during which an employee’s
gross pay will be earned.
Data Type: Number
Precision: 8
Scale: 2
Allow Null: Yes
Definition: A portion of a quarterly salary that can be attributed to a particular Program Activity Code.
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Last Revised: 07.07.2011
Personnel Management Information System (PMIS)
Data Dictionary
Administrative_Function
Crosswalk for Administrative Function.
ADMIN_
FUNC
Data Type: Text
Size: 2
Allow Null: Yes
Definition: A two character administrative function code associated with an exempt employee’s activity
(in PMIS dataset Job-Class-M).
Valid Codes:
Exempt
Area
Exempt Executive
Admin
Func
0
1
2
3
Exempt Management,
Academic
4
10
11
PMIS
7
Chief Student Affairs Officer
8
Vice President, Specific Function
9
16
17
18
19
20
Other Academic Administrator
Division/Department Chair
30
31
35
36
32
Chief Human Resources Officer
37
33
Director, Affirmative Action/Equal
Opportunity
Director of Development
38
Director, Information Systems
Director, Administrative
Computing
Chief Physical Plant/Facilities
Management Officer
Unassigned
44
45
46
43
Director, Admissions
Registrar
Director, Admissions and
Registration
Director, Student Financial Aid
50
51
60
61
62
63
64
65
Academic Computing Manager
Early Childhood Program Manager
Bookstore Manager
Telecommunications Manager
Budget Officer
College Information Officer
Computer Professional
Custodial Manager
59
34
Exempt Professional/
Technical, Academic
Exempt
Professional/Technical,
Admin Services
6
Chief Academic and Student
Services Officer
Chief Administrative Officer
Director, Institutional Research
(Assessment)
Director, Learning Resources Center
Director, Vocational Programs
Director, Evening and/or Extension
Programs
Chief Financial Officer
Comptroller/Director of Accounting
13
14
15
Exempt Management,
Student Services
District vice President or Vice
Chancellor
Chief Executive Officer, Single
Institution
Vice President or Vice Chancellor,
Single Institution
Chief Academic Officer
Associate Chief Academic Officer
Director of Library Services
5
Other Exempt Executive
Director, Academic Computing
Administrator, Grants and
Contracts
Director, Continuing Education
12
Exempt Management,
Administrative
Services
AdFu
Title
Chief Executive Officer
40
41
42
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39
49
70
71
72
73
74
75
Other Administrative Services
Administrator
Director, Student Counseling
Director, Student Activities
Associate Chief Student Services
Officer
Other Student Services
Administrator
Other Exempt
Professional/Technical
Food Service Manager
Editor
Purchasing Manager
Information Specialist
Architect
Engineer
Last Revised: 07.07.2011
Personnel Management Information System (PMIS)
Data Dictionary
66
67
68
Exempt
Professional/Technical,
Student Services
Exempt Support Staff
76
77
78
69
Buildings and Grounds Manager
Chief Accountant
Human Resources Associate
Director
Human Resources Professional
80
81
Counseling/Advising Specialist
Coordinator, Student Housing
83
89
82
90
Coordinator, Student Activities
Executive Assistant
92
91
Confidential Secretary to the Chief
Executive Officer
79
99
Parking Manager
Payroll Manager
Miscellaneous Other Program
Manager
Other Exempt
Professional/Technical,
Administrative Services
Coordinator, Student Placement
Other Exempt
Professional/Technical, Student
Services
Principal Assistant to an
Executive Head of a Major
Administrative or Academic
Division
Other Exempt Support Staff
NOTE: blanks or nulls should be
converted to code 99.
College
Crosswalk for College Codes.
COLLEGE
(PK)
PMIS
Data Type: Text
Size: 3
Definition: Definition: A three-digit code used to identify each community or technical college in the
state of Washington. College codes begin with the two-digit district code.
Valid Values:
280 Bates
090 Highline
065 Seattle Voc Institute
080
Bellevue
260 Lake Washington
070 Shoreline
250
Bellingham
130 Lower Columbia
040 Skagit Valley
180
Big Bend
030 Olympic
240 South Puget Sound
300
Cascadia
010 Peninsula
171 Spokane
120
Centralia
110 Pierce District
170 Spokane District
140
Clark
111 Pierce Fort Steilacoom
172 Spokane Falls
290
Clover Park
112 Pierce Puyallup
220 Tacoma
190
Columbia Basin
270 Renton
200 Walla Walla
230
Edmonds
062 Seattle Central
150 Wenatchee Valley
050
Everett
060 Seattle District
210 Whatcom
020
Grays Harbor
063 Seattle North
160 Yakima Valley
100
Green River
064 Seattle South
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Last Revised: 07.07.2011
Personnel Management Information System (PMIS)
Data Dictionary
Retirement Plan
Crosswalk for RETIRE_PLAN Codes.
RETIRE_
PLAN
Data Type: Text
Size: 2
Allow Null: Yes
Definition: An employee’s retirement plan.
Valid codes:
A1
A5
B1
B2
B3
B5
B6
B7
C1
C2
C3
C6
C7
C8
D1
D7
E1
E2
F3
F4
G1
PMIS
SD TRS3 5% ANY AGE
IB TRS3 5% ANY AGE
SD TRS3 5% UP TO 35
SD TRS3 6% 35-44
SD TRS3 7.5% 45+
IB TRS3 5% UP TO 35
IB TRS3 6% 35-44
IB TRS3 7.5% 45+
SD TRS3 6% UP TO 35
SD TRS3 7.5% 35-44
SD TRS3 8.5% 45+
IB TRS3 6% UP TO 35
IB TRS3 7.5% 35-44
IB TRS3 8.5% 45+
SD TRS3 7% ANY AGE
IB TRS3 7% ANY AGE
IB TRS3 10% ANY AGE
SD TRS3 10% ANY AGE
IB TRS3 15% ANY AGE
SD TRS3 15% ANY AGE
SD PERS3 5% ANY AGE
G5
H1
H2
H3
H5
H6
H7
I1
I2
I3
I6
I7
I8
J1
J7
K1
K2
M3
M4
NE
P0
IB PERS3 5% ANY AGE
SD PERS3 5% UP TO 35
SD PERS3 6% 35-44
SD PERS3 7.5% 45+
IB PERS3 5% UP TO 35
IB PERS3 6% 35-44
IB PERS3 7.5% 45+
SD PERS3 6% UP TO 35
SD PERS3 7.5% 35-44
SD PERS3 8.5% 45+
IB PERS3 6% UP TO 35
IB PERS3 7.5% 35-44
IB PERS3 8.5% 45+
SD PERS3 7% ANY AGE
IB PERS3 7% ANY AGE
IB PERS3 10% ANY AGE
SD PERS3 10% ANY AGE
IB PERS3 15% ANY AGE
SD PERS3 15% ANY AGE
NOT ELIGIBLE
RETIREES PERS
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P1
P2
PW
T0
T1
T2
T5
T6
T7
T8
TW
W1
W2
WA
WW
Z1
Z2
Z3
Z4
Z5
PERS1
PERS2
PERS3 WAITING
RETIREES WAITING
TIAA/CREF 10% RED
TIAA/CREF 10% DED
TIAA/CREF 5% RED
TIAA/CREF 5% DED
TIAA/CREF 7.5% RED
TIAA/CREF 7.5% DED
TIAA/CREF WAITING
WSTRS1
WSTRS2
WAIVED
WSTRS3 WAITING
RETIREES LEOFF1
RETIREES LEOFF2
RETIREES WSPRS
RETIREES SERS2
RETIREES SERS3
Last Revised: 07.07.2011
Personnel Management Information System (PMIS)
Data Dictionary
Race-Ethnicity
Crosswalk for Race and Ethnic Codes.
These codes crosswalk to Ethnic Origin as follows:
Ethnic
Census
Origin
Race
1 Asian or Pacific Islander
2 African American
3 Native American
4 Hispanic
600-699
870-934
001-599, 935-949
Any
- - - - - - - - - - - - - Census Hispanic - - - - - - - - - - - - Code
Description
Blank or 999
Blank or 999
Blank or 999
Not Blank and not 999
500-599
608 & 660
700-799
800 & 870
Blank or 999
Blank or 999
Blank or 999
Not Hispanic
Mexican American
Filipino and Guamanian
Cuban and Latin American
From Spain and the Caribbean
Not Hispanic
5 White
800-869
0 Other Race
700-799, 950-998
Blank
Blank
CENSUS_
Data Type: Text
RACE
Size: 3
Allow Null: Yes
Definition: A three-character code which corresponds to standard categories used by the federal
government in the Census.
Some of the most commonly used CENSUS_RACE codes are:
605 Chinese/Tibetan
612 Korean
900 Black, Tahitian
608 Filipino
619 Vietnamese
935 Eskimo
611 Japanese
872 African American
941 Aleut
CENSUS_
Data Type: Text
HISP
Size: 3
Allow Null: Yes
Definition: A three-character code which corresponds to standard categories used by the federal
government in the Census. If the Census Hispanic code is anything other than 999 or blank, the Ethnic
Origin code is 4 (Hispanic).
ETH_ORIG
Data Type: Text
Size: 1
Allow Null: Yes
Definition: A one character code for race/ethnic origin.
Source: Derived from the Census Race and Hispanic codes at time of entry.
History: Prior to 1991, “Other” was used at some colleges rather than “Unknown”. Effective Fall 1991,
ethnic origin is derived from Census Race and Census Hispanic codes. Prior to that time, colleges directly
input the ethnic origin code.
PMIS
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Last Revised: 07.07.2011