Florida
College System
Chapter 5
2010-11 Annual Personnel Reports
(APR)
May 1, 2010
Section 5.0 – Annual Personnel Reports Data Dictionary
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Florida College System
Annual Personnel Reports
2010-11 Reporting Year
Chapter 5 - Table of Contents
SECTION 5.1 - DOCUMENTS AND PROCEDURES ........................................................................................ 5
Annual Personnel Data Base Data Submission Dates............................................................................... 7
Sample Instructions to Retrieve Annual Personnel Reports ..................................................................... 9
Procedures and Definitions ..................................................................................................................... 10
SECTION 5.2 - APR DATA ELEMENT DICTIONARY ................................................................................. 13
APR – Data Element ALPHABETICAL Listing ................................................................................... 16
APR – Data Element NUMERICAL Listing .......................................................................................... 17
Number: 0010 ........................................................................................................................................ 18
Name: Reporting Institution............................................................................................................... 18
Number: 0015 ........................................................................................................................................ 19
Name: Term Identifier........................................................................................................................ 19
Number: 0020 ........................................................................................................................................ 20
Name: Person Identification Number ................................................................................................ 20
Number: 0030 ........................................................................................................................................ 21
Name: Last Name ............................................................................................................................... 21
Number: 0031 ........................................................................................................................................ 22
Name: First Name .............................................................................................................................. 22
Number: 0032 ........................................................................................................................................ 23
Name: Middle Initial .......................................................................................................................... 23
Number: 0035 ........................................................................................................................................ 24
Name: Gender .................................................................................................................................... 24
Number: ................................................................................................................................................ 25
Name: Ethnic Origin .......................................................................................................................... 25
Number: 0050 ........................................................................................................................................ 27
Name: Citizenship .............................................................................................................................. 27
Number: 0060 ........................................................................................................................................ 28
Name: Date Hired at Institution ........................................................................................................ 28
Number: 0070 ........................................................................................................................................ 29
Name: Terms/Semesters Employed .................................................................................................... 29
Number: 0080 ........................................................................................................................................ 30
Name: Temporary Employment ......................................................................................................... 30
Number: 0090 ........................................................................................................................................ 31
Name: Full-Time/Part-Time .............................................................................................................. 31
Number: 0095 ........................................................................................................................................ 32
Name: Exempt from Public Records .................................................................................................. 32
Number: 0100 ........................................................................................................................................ 33
Name: Annual Salary ......................................................................................................................... 33
Number: 0110 ........................................................................................................................................ 34
Name: Date of Birth ........................................................................................................................... 34
Number: 0120 ........................................................................................................................................ 35
Name: Position Title (College Title) .................................................................................................. 35
Number: 0130 ........................................................................................................................................ 36
Name: Activity/Occupational Activity Code ...................................................................................... 36
Number: 0150 ........................................................................................................................................ 40
Name: Rank........................................................................................................................................ 40
Number: 0160 ........................................................................................................................................ 41
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Name: Degree .................................................................................................................................... 41
Number: 0170 ........................................................................................................................................ 42
Name: Leave Type.............................................................................................................................. 42
Number: 0180 ........................................................................................................................................ 43
Name: Tenure Status .......................................................................................................................... 43
Number: 0185 ........................................................................................................................................ 44
Name: Faculty Status ......................................................................................................................... 44
Number: 0190 ........................................................................................................................................ 45
Name: Tenure Date ............................................................................................................................ 45
Number: 0225 ........................................................................................................................................ 46
Name: EAM Indicator ........................................................................................................................ 46
Number: 0235 ........................................................................................................................................ 47
Name: Race – White........................................................................................................................... 47
Number: 0240 ........................................................................................................................................ 48
Name: Race – Black/African American ............................................................................................. 48
Number: 0245 ........................................................................................................................................ 49
Name: Race – Asian ........................................................................................................................... 49
Number: 0250 ........................................................................................................................................ 50
Name: Race – American Indian/Alaskan Native ................................................................................ 50
Number: 0255 ........................................................................................................................................ 51
Name: Race – Native Hawaiian/Pacific Islander .............................................................................. 51
Number: 0260 ........................................................................................................................................ 52
Name: Ethnicity – Hispanic/Latino.................................................................................................... 52
Machine Record Format – APR Staff ..................................................................................................... 53
Machine Record Format – APR Fringe Benefits .................................................................................... 54
Sample Instructions to Send Annual Personnel Reports File.................................................................. 55
SECTION 5.3 - APR VERIFICATION REPORTS SELECTION CRITERIA ................................................... 56
Exceptions Report ................................................................................................................................... 58
IPEDS Part A – Salaries and Tenure of Full-Time Instructional Faculty Survey................................... 59
IPEDS Fall Staff Survey ......................................................................................................................... 60
College Employee Headcounts by Gender and Ethnicity ....................................................................... 64
Annual Salaries – Full-Time Instructional Personnel by Degree ............................................................ 65
Annual Salaries (Converted) Full-Time Instructional Personnel by Degree .......................................... 66
Average Salaries by Semesters Employed and Converted Semester Employed Full-Time Instructional
Personnel ................................................................................................................................................. 67
Average Salaries by Activity/Occupational Activity Full-Time Personnel ............................................ 68
IPEDS Employees by Assigned Position ................................................................................................ 69
Non-Instructional Personnel with Tenure or On-Track for Tenure ........................................................ 71
Section 5.0 – Annual Personnel Reports Data Dictionary
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Section 5.1 Documents and Procedures
Section 5.1 – Documents and Procedures
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Florida College System
Annual Personnel Reports
2010-11 Reporting Year
Annual Personnel Data Base Data Submission Dates
2010-11 Reporting Year
I.
Data Submission Dates – 2010-11 Reporting Year
October 4, 2010
Submission Period Start Date. Colleges begin submitting data.
October 18, 2010
Due Date – Colleges must load by this date.
October 19, 2010
If data has not been loaded, CCTCMIS contacts College Reports
Coordinators by letter with a copy to the College President.
November 1, 2010
End of Submission Period. Annual Personnel Reports data must be
loaded by this date. Database is closed out for the year.
November 2, 2010
Certification Form is due to CCTCMIS no later than this date.
If data has not been loaded, the Division of Accountability, Research,
and Measurement (ARM) contacts the College President by letter with a
copy to the College Reports Coordinator.
November 3, 2010
If Certification Form has not been received, the Division of
Accountability, Research, and Measurement (ARM) contacts the College
President by letter with a copy to the College Reports Coordinator.
November 4, 2010 through
November 15, 2010
Data Verification Period. If errors are found resubmission of data will
be allowed only with a request signed by the College President.
November 16, 2010
Annual Close. No resubmission of data or a supplemental file will be
accepted.
Section 5.1 – Documents and Procedures
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The following reports are generated for every data submission and are available on a one day turnaround basis. There are also
PDF versions of the data verification reports that maybe downloaded from Northwest Regional Data Center (NWRDC) from
Library name: CC##.APR.APPDYYYY.
Report Description
File Name
FNAM
Exceptions Listing
CCxx.APR.EXCPLST.TPDyyyy
EXCPLST
IPEDS-SA Part A Salaries and Tenure of
Full-time Instructional Faculty Survey
CCxx.APR.RSALTEN.TPDyyyy
RSALTEN
IPEDS-S Fall Staff Survey
CCcxx.APR.RFALLIPS.TPDyyyy
RFALLIPS
College Employees – Headcount by
Ethnicity and Gender
Cxx.APR.RHDETGEN.TPDyyyy
RHDETGEN
Report of Annual Salaries Full-time
Instructional Personnel by Degree
CCxx.APR.RSALDEG.TPDyyyy
RSALDEG
Report of Annual Salaries (Converted)
Full-time Instructional Personnel by
Degree
CCxx.APR.RSALDEGC.TPDyyyy RSALDEGC
Average Salary by Semesters Employed –
Full-time Instructional Personnel
CCxx.APR.RAVGSAL.TPDyyyy
RAVGSAL
Average Salary by Activity/Occupational
Activity – Full-time Instructional
Personnel
CCxx.APR.RSALOCC.TPDyyyy
RSALOCC
Employee by Assigned Position
CCxx.APR.RIPEDEAP.TPDyyyy
RIPEDEAP
Non-Instructional Employees Tenured or
Non-Tenured but on Track
CC.APR.TENURECK.TPDyyyy
TENURECK
IPEDS Fringe Benefits of Instructional
Faculty
CCxx.APR.APPFBEN.TPDyyyy
APPFBEN
COMPFREQ
*Comparative Frequencies Report
Where yyyy = the ending year of the submission process. For example, the Fall 2001 submission was sent in the 2001-02 submission year, therefore the files would have the
year of 2002.
* Only generated as a PDF file
Section 5.1 – Documents and Procedures
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Sample Instructions to Retrieve Annual Personnel Reports
WS-FTP
TEXT file
Host_Name:
Host_Type:
User_ID:
Password:
Account:
*Remote Host:
Local PC:
Transfer Mode:
NWRDC.FSU.EDU
IBM MVS
Your NWRDC Userid
Your NWRDC Password
NWRDC IP Address
'CCcc.APR.fnam.TPDyyyy'
Your local Directory
ASCII
PDF File
Host_Name:
Host_Type:
User_ID:
Password:
Account:
*Remote Host:
Local PC:
Transfer Mode:
NWRDC.FSU.EDU
IBM MVS
Your NWRDC Userid
Your NWRDC Password
NWRDC IP Address
'CCcc.APR.APPDyyyy(fnam)'
Your local Directory
Binary
*NOTES:
1.
2.
Single Quotes are required for the NWRDC "Remote Host" parameter.
The entire directory of PDF files can be downloaded together.
DOS/VSE/POWER
* $$ JOB JNM=DECCccRJ,XDEST=NWR,LDEST=Nnn.Rrr,PWD=ppppp
//DECCccRJ JOB (DECCcc,,,ll),'your-name',TIME=(,10)
//XCOPY EXEC PGM=IEBGENER
//SYSPRINT DD SYSOUT=A
//SYSUT1 DD DSN=CCcc.APR.fnam.Tttyyyy,DISP=OLD
//SYSUT2 DD SYSOUT=A
//SYSIN DD DUMMY
(DOS/POWER CARD)
(NWR JOB CARD)
RJE Workstation Emulator or OS/MVS/JES2
//DECCccRJ JOB (DECCcc,,,ll),'your-name',TIME=(,10)
/*ROUTE XEQ NWR
/*PASSWORD ppppp
/*ROUTE PRINT Nnn.Rrr
//XCOPY EXEC PGM=IEBGENER
//SYSPRINT DD SYSOUT=A
//SYSUT1 DD DSN=CCcc.APR.fnam.Tttyyyy,DISP=OLD
//SYSUT2 DD SYSOUT=A
//SYSIN DD DUMMY
Where:
cc =
nn =
rr =
ppppp =
ll =
tt =
yyyy =
fnam =
(NWR JOB CARD)
your college number (1-28)
your printer node
your printer remote
your password
sysout lines in thousands
term (i.e. TP)
year (i.e. 2006)
For the Verification reports use the FNAM parameter listed on the Annual
Personnel Reports Certification forms.
NOTES: You may change SYSOUT=A on SYSUT2 to SYSOUT=B to separate the output, as A is for
the printer and B is for the cardpunch.
Section 5.1 – Documents and Procedures
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Procedures and Definitions
Purpose
The APR was designed in accordance with the Public Law 88-352, Title VII Section 709(c) of the Civil
Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972, including 20 United
States Code 1121e-1, General Education Provisions Act, Section 406(b) as amended.
APR Staff filename:
CCxx.APR.STAFF.TPDyyyy
where xx college number, and yyyy is the ending year of the submission process
Record Types
The APR has only one (1) record type.
Due Dates
Annual Personnel Reports record type will be reported once a year after October 1.
Data Base Criteria
Include all college employees on the payroll of the institution as of October 1. Do not include terminated
employees. Do not include instructors that are not employees of the college. Include adjunct instructors
who attend orientation and are paid but are not hired to teach. Also include temporary
replacements/substitutes (short term) who are paid through payroll.
Each employee must have only one record. This record will contain employee personal information,
position information, and salary. If an employee is engaged in two or more separate activities, the
employee should be reported according to his or her Primary Activity. The college should determine
what constitutes the Primary Activity. Salary will be the annual contracted amount that will be paid to the
employee.
In the 2010-11 submission year, due to the changes necessary to implement the Office of Management
and Budget’s (OMB) 1997 Standards for Maintaining, Collecting, and Presenting Federal Data on Race
and Ethnicity, the Data Element Ethnic Origin (DE 0040) was deleted from the Annual Personnel Reports
Record format. CCTCMIS staff will keep the Ethnic Origin on the Annual Personnel Reports Database
and use it for the IPEDS reporting conversion.
Fringe Benefits
Fringe Benefits, for the Full-time Instructional Faculty reported on the APR, are reported for the IPEDS
Human Resource Survey. Fringe benefits are collected for full-time instructional staff on 9/10- and
11/12-month contracts/teaching periods.
The number covered for Fringe Benefits is edited against the APR. Verification reports will be at
NWRDC at CCxx.APR.FBERRLST.TPDyyyy and CCxx.APR.FBERRSUM.TPDyyyy where xx is your
college number, and yyyy is the ending year of the submission process.
APR Fringe Benefit filename:
CCxx.APR.BENEFITS.TPDyyyy
where xx college number, and yyyy is the ending year of the submission process
The APR Fringe Benefit submission is concurrent to the APR Staff submission.
An APR submission is required for Fringe Benefit file to process.
NOTE: Benefit file load failure will not prevent the APR Staff Database Load.
Fringe benefits should be reported only for those salaried full-time instructional staff classified as
Primarily instruction or Instruction combined with research and/or public service on the EAP, full-time
non-medical page, AND who are on 9/10-month and 11/12-month contracts/teaching periods.
Contract Length
1 - 9/10-month contract/teaching period
2 - 11/12-month contract/teaching period
Report the projected fringe benefit expenditures, which will be paid by the institution, state and/or local
government, to full-time instructional staff during the full academic year. Report the number of
instructional staff covered (except for the tuition plan (dependents only) benefit) and the total
expenditures for each benefit. (Refer to the tuition plan benefit below for more details.)
Fringe benefits are defined as cash contributions, in the form of supplementary or deferred compensation,
other than salary. The employee’s contribution should be excluded when determining the dollar value of
fringe benefits. Expenditures should be reported to the nearest dollar. When reporting expenditures for a
fringe benefit, the number of persons receiving the benefit should also be reported.
NOTE: The number covered in the Fringe Benefits cannot exceed the number reported for the
Full-Time Instructional Faculty except for Tuition plan (dependents only). For selection criteria,
please see: IPEDS Part A – Salaries and Tenure of Full-Time Instructional Faculty Survey Selection
Criteria.
Types of Fringe Benefits Fringe Benefit Type
1 - Retirement plans (other than Social Security) - Vested within 5-years
2 - Retirement plans (other than Social Security) - Vested after 5-years
3 - Medical/dental plans
4 - Group life insurance
5 - Other insurance benefits (cafeteria plan, etc.)
6 - Guaranteed disability income protection
7 - Tuition plan (dependents only) -- Unrestricted
8 - Tuition plan (dependents only) -- Restricted
9 - Housing plan -- Unrestricted
10 - Housing plan -- Restricted
11 - Social Security taxes
12 - Unemployment compensation
13 - Worker's compensation
14 - Other benefits in kind with cash options
Complete IPEDS HR Instructions at: http://nces.ed.gov/ipeds/web2000/WinterDataItems.asp
Section 5.2 – APR Data Element Dictionary
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Section 5.2 APR Data Element Dictionary
Section 5.2 – APR Data Element Dictionary
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Annual Personnel Reports
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Introduction
The Annual Personnel Reports System was created to meet Federal and State requirements for reporting
personnel information.
Identifying Changes
Beginning in the 2005-06 reporting year, substantive
changes will be indicated by utilizing Microsoft Word's
'track changes' feature.
For notebook printing purposes, all deleted text is hidden.
New and/or edited text is green and underlined. (See
figure shown to the right.)
Deletions cannot be seen in the PDF file. However, to
view the deleted text, open the Word file on the Annual
Reports Workshop CD and change Hidden to
Strikethrough.
(NOTES: Instructions are for Word 2000.)
Table of Annual Personnel Reports Data Base Elements
Annual Personnel Reports has only one record type. The key fields are designated by an asterisk (*) on
the table of data elements.
Section 5.2 – APR Data Element Dictionary
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APR – Data Element ALPHABETICAL Listing
DATA ELEMENT
NUMBER
Occupational Activity Code
Annual Salary
Citizenship
Date Hired at Institution
Date of Birth
Degree
EAM Indicator
Ethnic Origin
Ethnicity – Hispanic/Latino
Exempt from Public Records
Faculty Status
First Name
Full-Time/Part-Time
Gender
Last Name
Leave Type
Middle Initial
Person Identification Number
Position Title (College Title)
Race – American Indian/Alaskan Native
Race – Asian
Race – Black/African American
Race – Native Hawaiian/Pacific Islander
Race – White
Rank
Reporting Institution (OPEID Code)
Temporary Employment
Tenure Date
Tenure Status
Terms/Semesters Employed
0130
0100
0050
0060
0110
0160
0225
0260
0095
0185
0031
0090
0035
0030
0170
0032
0020 *
0120
0250
0245
0240
0255
0235
0150
0010 *
0080
0190
0180
0070
NOTES:
1.
Key Data Elements are identified by an asterisk (*).
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APR – Data Element NUMERICAL Listing
NUMBER
DATA ELEMENT
0010 *
0020 *
0030
0031
0032
0035
Reporting Institution (OPEID Code)
Person Identification Number
Last Name
First Name
Middle Initial
Gender
Ethnic Origin
Citizenship
Date Hired at Institution
Terms/Semesters Employed
Temporary Employment
Full-Time/Part-Time
Exempt from Public Records
Annual Salary
Date of Birth
Position Title (College Title)
Occupational Activity Code
Rank
Degree
Leave Type
Tenure Status
Faculty Status
Tenure Date
EAM Indicator
Race – White
Race – Black/African American
Race – Asian
Race – American Indian/Alaskan Native
Race – Native Hawaiian/Pacific Islander
Ethnicity – Hispanic/Latino
0050
0060
0070
0080
0090
0095
0100
0110
0120
0130
0150
0160
0170
0180
0185
0190
0225
0235
0240
0245
0250
0255
0260
NOTES:
1.
Key Data Elements are identified by an asterisk (*).
Section 5.2 – APR Data Element Dictionary
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Description of Data Element:
Number: 0010
Name: Reporting Institution
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
OPEID Code. The Office of Postsecondary Education Identification Code is an unstructured number
unique for each institution. The assignment of this number to reporting units for data processing purposes
will be done following the guidelines provided for its use by the National Center for Education Statistics.
TABLE VALUES:
001470
001500
001471
001472
001475
001477
001484
001485
001490
007870
Brevard
Broward
Central Florida
Chipola
Daytona
Edison
Fla CC at Jax
Florida Keys
Gulf Coast
Hillsborough
001493
001501
001502
001504
001506
001508
001510
001512
010652
001513
Indian River
Lake City
Lake-Sumter
Manatee
Miami Dade
North Florida
NorthWest Fla
Palm Beach
Pasco-Hernando
Pensacola
001514
001523
001528
001519
001520
001522
001533
006750
Polk
St. Johns River
St. Petersburg
Santa Fe
Seminole
South Florida
Tallahassee
Valencia
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC 9 (07)
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Description of Data Element:
Number: 0015
Name: Term Identifier
Data Element is Used in the Following Reports:

EDIT
Description:
Code indicating the Academic Term within the reporting year.
TABLE VALUES:
4CCYY
Annual Submission
Where:
CC is the century and
YY is the last two digits of the second year of the reporting year.
i.e. Report 1998 for the reporting year of 1997-98
NOTES:
1.
APR is an Annual Submission. Term = 4
Edit:
1.
Missing, invalid, or non-numeric
Critical
PHYSICAL DESCRIPTION: PIC 9 (05)
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Description of Data Element:
Number: 0020
Name: Person Identification Number
Data Element is Used in the Following Reports:

N/A
Description:
This is a unique nine-digit number. Social Security number may be used.
Edit:
1.
2.
3.
Missing or non-numeric
All zeroes
Duplicate within college
Critical
Critical
Critical
PHYSICAL DESCRIPTION: PIC 9(09)
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Description of Data Element:
Number: 0030
Name: Last Name
Data Element is Used in the Following Reports:

N/A
Description:
Last name of person. Required for full-time non-temporary non-terminated personnel.
Edit:
1.
2.
Missing and (Full-Time/Part-Time (DE 0090) EQ "F" and Temporary
Employment (DE 0080) EQ "N")
Duplicate Last Name and First Name (DE 0031) and Middle Initial (DE
0032) and DOB (DE 0110) and Gender (DE 0035) and Ethnic Origin
PHYSICAL DESCRIPTION: PIC X(18)
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Description of Data Element:
Number: 0031
Name: First Name
Data Element is Used in the Following Reports:

N/A
Description:
First name of person.
Edit:
1.
2.
Missing and (Full-Time/Part-Time (DE 0090) EQ "F" and Temporary
Employment (DE 0080) EQ "N")
Duplicate First Name and Last Name (DE 0030) and Middle Initial (DE
0032) and DOB (DE 0110) and Gender (DE 0035) and Ethnic Origin
PHYSICAL DESCRIPTION: PIC X(15)
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Description of Data Element:
Number: 0032
Name: Middle Initial
Data Element is Used in the Following Reports:

N/A
Description:
Middle initial of person.
Edit:
1.
Duplicate Middle Initial and Last Name (DE 0030) and First Name (DE
0031) and DOB (DE 0110) and Gender (DE 0035) and Ethnic Origin
PHYSICAL DESCRIPTION: PIC X(01)
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Description of Data Element:
Number: 0035
Name: Gender
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
The gender of the person.
TABLE VALUES:
M
F
X
Male
Female
Unknown or Not Reported
NOTES:
1.
Table value of ‘X’ will not be reported on the IPEDS reports.
Edit:
1.
2.
Missing or invalid
Duplicate Gender and First Name (DE 0031) and Last Name (DE 0030) and
Middle Initial (DE 0032) and DOB (DE 0110) and Ethnic Origin
PHYSICAL DESCRIPTION: PIC X(01)
Section 5.2 – APR Data Element Dictionary
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Description of Data Element:
Name: Ethnic Origin
Number:
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
Ethnic Origin of the employee generated from DE 0235 to DE 0260 based on IPEDS reporting
specifications.
TABLE VALUES:
W
White (not of Hispanic origin): A person having origins in any of the original peoples of Europe,
the Middle East, or North Africa.
B
Black (not of Hispanic origin): A person having origins in any of the black racial groups of
Africa.
H
Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or Central American, or
other Spanish culture or origin, regardless of race. The term “Spanish origin” can be used in
addition to “Hispanic or Latino”.
A
Asian (not of Hispanic origin): A person having origins in any of the original peoples of the Far
East, Southeast Asia, the Indian subcontinent including, for example, Cambodia, China, India,
Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.
I
American Indian or Alaskan Native (not of Hispanic origin): A person having origins in any of
the original peoples of North and South America (including Central America), and who maintain
tribal affiliation or community attachment.
M
Multi-Racial (not of Hispanic origin): A combination of two or more races.
P
Native Hawaiian or Other Pacific Islander (not of Hispanic origin): A person having origins in
any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
X
Unknown/Not Reported
Edit:
1.
Duplicate Ethnicity and First Name (DE 0031) and Last Name (DE 0030)
and Middle Initial (DE 0032) and DOB (DE 0110) and Gender (DE 0035)
PHYSICAL DESCRIPTION: PIC X(01)
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PHYSICAL DESCRIPTION: PIC X(01)
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Description of Data Element:
Number: 0050
Name: Citizenship
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
A code to indicate the type of citizenship.
TABLE VALUES:
A
C
P
X
Non-resident alien
Citizen of the United States
Permanent resident alien
Unknown or not reported
NOTES:
1.
Table values of “P” and “X” will not be reported on the IPEDS reports.
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC X(01)
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Annual Personnel Reports
2010-11 Reporting Year
Description of Data Element:
Number: 0060
Name: Date Hired at Institution
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
This is primarily to indicate new employees or employees who are rehired following termination at the
institution. Do not enter a new date for those returning from a leave of absence.
TABLE VALUES:
Format MMDDCCYY as follows:
MM
DD
CC
YY
Month
Day
Century
Year
(01 thru 12)
(01 thru 31)
(19 or 20)
(00 thru 99)
Edit:
1.
Missing or invalid range
Critical
PHYSICAL DESCRIPTION: PIC 9(08)
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Description of Data Element:
Number: 0070
Name: Terms/Semesters Employed
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
Required for full-time employees only.
Enter the number of Terms/Semesters employed, rounded to the closest one-half term/semester. Note that
one decimal place is implied. Thus, report "30" for 3-term employees, "25" for those employed for 2.5
terms/semesters, etc.
If the employee's contract is expressed in months instead of terms/semesters, use the following
equivalency table to convert from months to terms/semesters:
TABLE VALUES:
Terms/Semesters
Employed
2
2.5
3
Months
Employed
9
10
11-12
For contracts of less than 9 months, convert the period of employment to the appropriate number of
terms/semesters employed. For example, a faculty member with a four-month contract (employed during
the fall term) would have "10" reported for this data element, indicating employment for 1.0
term/semester.
The valid range of values is: 00, 05, 10, 15, 20, 25, and 30.
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC 9(02)
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Description of Data Element:
Number: 0080
Name: Temporary Employment
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
The term of employment is temporary. Termination date established at time of hire.
TABLE VALUES:
Y
N
Yes
No
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC X(01)
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Description of Data Element:
Number: 0090
Name: Full-Time/Part-Time
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
A full-time employee is one who occupies a position requiring a normal schedule of approximately 40
hours per week and who receives all benefits accorded such employees.
TABLE VALUES:
F
P
Full-Time
Part-Time
Edit:
1.
2.
Missing or invalid
EQ ‘P’ and Annual Salary(DE 0100) > $100,000
PHYSICAL DESCRIPTION: PIC X(01)
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Informational
CREATE/CHANGE DATE: 04/01/2009
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Annual Personnel Reports
2010-11 Reporting Year
Description of Data Element:
Number: 0095
Name: Exempt from Public Records
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
Code to identify employees exempted from Public Records per F.S. 119.07.
TABLE VALUES:
Y
N
This person is exempt from Public Records
This person is not exempt from Public Records
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC X (01)
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Description of Data Element:
Number: 0100
Name: Annual Salary
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
Required for full-time employees only.
Enter the salary paid to the employee for the period of time reported in Terms/Semesters Employed (DE
0070). Round the annual salary to the nearest whole dollar.
NOTES:
1.
CCYY is the current APR reporting year.
Edit:
1.
2.
Missing or non-numeric
EQ 0 and Full Time/Part Time (DE 0090) EQ 'F' and Leave Type (DE
0170) LT 3
PHYSICAL DESCRIPTION: PIC 9(06)
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Description of Data Element:
Number: 0110
Name: Date of Birth
Data Element is Used in the Following Reports:

State Reports
Description:
Legal date of birth.
Required for full-time non-temporary personnel. Code the default value of all zeros (000000000) for
part-time and/or temporary personnel if the information is not available.
The person’s age should not be greater than 99 or less than 15.
TABLE VALUES:
Format MMDDCCYY as follows:
MM
DD
CC
YY
Month
Day
Century
Year
(01 thru 12)
(01 thru 31)
(19 or 20)
(00 thru 99)
Edit:
1.
2.
3.
4.
Missing or invalid range
EQ 00000000 and Full-Time/Part-Time (DE 0090) EQ 'F' and Temporary
Employment (DE 0080) EQ 'N'
The person's age is LT 15 or GT 99
Duplicate DOB and Last Name (DE 0030) and First Name (DE 0031) and
Middle Initial (DE 0032) and Gender (DE 0035) and Ethnic Origin
PHYSICAL DESCRIPTION: PIC 9(08)
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Critical
Informational
Critical
CREATE/CHANGE DATE: 02/17/2006
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Florida College System
Annual Personnel Reports
2010-11 Reporting Year
Description of Data Element:
Number: 0120
Name: Position Title (College Title)
Data Element is Used in the Following Reports:

N/A
Description:
Position title, if any, used by the college to identify a position. It may be up to 25 characters long.
Required for full-time, non-temporary, non-terminated personnel.
Edit:
1.
Missing and (Full-Time/Part-Time (DE 0090) EQ 'F' and Temporary
Employment (DE 0080) EQ "N")
PHYSICAL DESCRIPTION: PIC X(25)
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Description of Data Element:
Number: 0130
Name: Activity/Occupational Activity Code
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
A two-digit code to indicate the employee's Occupational Activity Classification. These classifications
are defined in the Accounting Manual for Florida’s Public Colleges.
TABLE VALUES:
01
Executive - All persons who exercise primary college-wide responsibility for the management of
an institution. Assignments must require the performance of work directly related to management
policies and require the incumbent to customarily and to regularly exercise discretion,
independent judgment, and to direct the work of major divisions of college employees and
functions. Examples of positions included in this category are: President, Executive VicePresident, Vice President, Provost or Campus President (if college-wide authority), and Dean (if
college wide authority and if levels between Dean and President do not exist).
02
Instructional Staff - All persons whose specific assignments customarily are made for the purpose
of conducting instruction, academic research, curriculum development, or public service as a
principal activity (or activities), and who may hold academic-rank titles of Professor, Associate
Professor, Assistant Professor, Instructor, Adjunct Instructor, Lecturer, or the equivalent of any
one of these academic ranks.
Instructional personnel on sabbatical leave will be included at their regular salary. Replacement
for these personnel should not be reported. Instructional personnel on leave without pay should
not be reported; full-time replacement for these should be included.
03
Instructional Support - This personnel category includes those persons who provide direct
managerial support to instructional departments or divisions while devoting a smaller portion of
their time (from 0% to less than 50%) to instructional/teaching duties. If instructional duties
comprise 50% or more of their work schedule, they should be classified under the Instructional
Staff category. If less than 50%, prorate 10% of the position and salary to Instructional Staff per
course taught, per year.
04
Librarian/Counselor - If instructional duties comprise 50% or more of their work schedule, they
should be classified under the Instructional Staff category. Otherwise, prorate 10% of their
position and salary to Instructional Staff per course taught, per year.
05
Teaching Assistant/Associate - Teaching Assistant/Associate assists Department Chairperson,
PHYSICAL DESCRIPTION: PIC 9(02)
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Faculty, or other Professional Staff members in the college performing any combination of the
following duties: develops teaching materials, such as syllabi and visual aids; prepares and gives
examinations; assists in student conferences; and/or grades examinations and papers.
06
Professional Support - Individuals employed for the purpose of performing academic support,
student services, and institutional support activities. Includes employees such as Department
Heads, Coordinators, Accountants, Student Services Professionals, Systems Analysts,
Programmers, Coaches, Lawyers, Dietitians, and Pharmacists. Also includes management of the
institution but may assist the EAM staff. Excludes Supervisors who have executive or collegewide responsibilities in these specialist/support areas; they are reported as Executive,
Administrative, and Managerial Staff.
07
Clerical and Secretarial - Includes those persons whose assignments typically are associated with
clerical activities or are specifically of a secretarial nature. Include personnel who are responsible
for internal and external communications, recording and retrieval of data (other than Computer
Programmers) and/or information, and other paper work required in an office, such as
Bookkeepers, Stenographers, Clerk Typists, Office Machine Operators, Statistical Clerks, Payroll
Clerks, etc. Also include Sales Clerks, such as those employed full-time in the bookstore, and
Library Clerks who are not recognized as Librarians.
08
Technical and Paraprofessionals - Includes those persons whose assignments require specialized
knowledge or skills which may be acquired through experience or academic work such as is
offered in many Two-Year Technical Institutes, Florida Colleges, or through equivalent On-TheJob Training. Include Computer Operators, Drafters, Engineering Aides, Junior Engineers,
Mathematical Aides, Licensed Practical or Vocational Nurses, Dietitians, Photographers, Radio
Operators, Scientific Assistants, Technical Illustrators, Technicians (Medical, Dental, Electronic,
Physical Sciences), and similar occupational-activity categories but which are institutionally
defined as Technical Assignments.
May also include persons who perform some of the duties of a professional or technician in a
supportive role, which usually requires less formal training and/or experience than normally
required for professional or technical status.
09
Skilled Crafts - Includes those persons whose assignments typically require special manual skills
and a thorough or comprehensive knowledge of the processes involved in the work acquired
through on-the-job training and experience, apprenticeship, or formal training programs. Include
Mechanics and Repairers, Electricians, Stationary Engineers, Skilled Machinists, Carpenters,
Compositors, and Typesetters.
10
Service/Maintenance - Includes persons whose assignments typically consist of Janitorial,
Custodial, Grounds, Transportation, and other semi-skilled or unskilled labor activities.
11
Student Assistants - Includes students who render services for on-campus experience or as
Student Assistants and are paid from state funds.
NOTES:
1. Refer to the Accounting Manual for Florida’s Public Colleges for the GL Codes. On the
following page is a listing of the two-digit Occupational Activity Code table values with their
PHYSICAL DESCRIPTION: PIC 9(02)
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corresponding GL Codes.
Valid Activity Code/GL Code Combinations
52004
53000-53099
53100-53199
53200-53299
53500-53599
55000-55099
56004
56500-56599*
01 - Executive
51000-51099
51400-51499*
51500-51599*
55000-55099*
02 - Instructional Staff
52000
52001
52005-52099*
52100-52199
52200-52299
52400-52499
52501-51599*
56000
56001
56007-56099
56100-56199
07 - Clerical and Secretarial
53300-53399*
54000-54099*
54100-54199*
54500-54599*
56500-56599*
57000-57099*
08 - Technical and Paraprofessionals
53300-53399*
54000-54099*
54100-54199*
54500-54599*
56006*
57000-57099*
03 – Instructional Support
51100-51199
51400-51499*
51500-51599*
52005*
55000-55099*
56005
09 - Skilled Crafts
54000-54099*
54100-54199*
54500-54599*
57000-57099*
04 - Librarian/Counselor
52002
52003
56002
56003
10 - Service/Maintenance
54000-54099*
54100-54199*
54501-54599*
57000-57099*
05 - Teaching Assistant/Associate
52300-52399
52501-52599*
56006*
11 - Student Assistants
58200-58299
58300-58399
06 – Professional Support
51200-51299
51400-51499*
51500-51599*
* GL Code occurs under more than one Activity Code.
PHYSICAL DESCRIPTION: PIC 9(02)
Section 5.2 – APR Data Element Dictionary
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Edit:
1.
2.
3.
4.
5.
6.
Missing or invalid
NE 2 and Rank (DE 0150) LT 9
EQ 2 and Rank (DE 0150) EQ 9
NE 1, 2, 3, 4, and Leave Type (DE 0170) EQ 1
NE 06 and EAM Indicator (DE 0225) EQ Y
Occ Activity (DE 0130) EQ 02 and Faculty Status (DE 0185) EQ N
PHYSICAL DESCRIPTION: PIC 9(02)
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Informational
Informational
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Annual Personnel Reports
2010-11 Reporting Year
Description of Data Element:
Number: 0150
Name: Rank
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
Academic Rank - Of the persons classified as Instructional Employees, indicate those who hold an
academic rank such as Professor, Associate Professor, Assistant Professor, Senior/Master Instructor,
Instructor, or Lecturer.
Indicate "No Academic Rank" if such is the case.
TABLE VALUES:
1
2
3
4
5
6
7
8
9
Professor
Associate Professor
Assistant Professor
Senior/Master Instructor
Instructor
Lecturer
No Academic Rank
Other
Not Applicable
NOTES:
1.
Code 9 (Not Applicable) for non-instructional employees.
Code 7 (No Academic Rank) for instructional employees if all teaching faculty are always coded
with the same table value.
2.
Table values of 4-Senior/Master Instructor and 5-Instructor will both be counted as an Instructor
for IPEDS.
Edit:
1.
2.
3.
Missing or invalid
LT 9 and Activity/Occupational Activity Code (DE 0130) NE 2
EQ 9 and Activity/Occupational Activity Code (DE 0130) EQ 2
PHYSICAL DESCRIPTION: PIC 9(01)
Section 5.2 – APR Data Element Dictionary
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Informational
Informational
CREATE/CHANGE DATE: 07/01/2000
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Annual Personnel Reports
2010-11 Reporting Year
Description of Data Element:
Number: 0160
Name: Degree
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
A code to denote the highest academic degree the employee holds.
TABLE VALUES:
1
2
3
4
5
6
7
8
Doctorate
Specialist/Advanced Masters
Masters
Bachelors
Associate
Less than Associate
Other
Unknown/Not applicable
NOTES:
1.
Except for instructional personnel, the Division will not assume that the degree is used for
employment eligibility.
2.
“Specialists and advanced masters degrees. (Ed.S., Adv.M.)These represent study beyond the
masters degree but less than the doctoral degree. They are most often offered in education, but
may be available in a number of areas. They may be either a course-type or thesis-type program
and may or may not require a comprehensive exam.”
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC 9(01)
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Description of Data Element:
Number: 0170
Name: Leave Type
Data Element is Used in the Following Reports:

N/A
Description:
The type of leave an employee is taking (if applicable).

Sabbatical Leave - Leave granted for a specified period of time with or without pay for
professional development/growth.

Leave of Absence - Leave with or without pay granted for a specified period of time. This leave
is approved prior to the taking, except in emergency situations.
TABLE VALUES:
0
1
2
3
Not Applicable
Sabbatical
Leave of Absence with pay
Leave of Absence without pay
Edit:
1.
2.
Missing or invalid
EQ 1 and Activity/Occupational Activity Code (DE 0130) NE 1, 2, 3, 4
PHYSICAL DESCRIPTION: PIC 9(01)
Section 5.2 – APR Data Element Dictionary
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CREATE/CHANGE DATE: 07/01/2000
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Annual Personnel Reports
2010-11 Reporting Year
Description of Data Element:
Number: 0180
Name: Tenure Status
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
A code to denote the tenure status of the employee.

Tenure –

Non-Tenured (on track) – Indicate employees who are not yet tenured, but are in positions that
may lead to consideration for tenure.

Other –
Indicate those employees who hold tenure.
Indicate employees who are not in positions which may lead to tenure.
TABLE VALUES:
1
2
3
Tenured
Non-Tenured (on track)
Other
Edit:
1.
2.
Missing or invalid
EQ 1, Full Time/Part Time (DE 0090) = F, and Tenure Date (DE 0190) EQ
00000000
PHYSICAL DESCRIPTION: PIC 9 (01)
Section 5.2 – APR Data Element Dictionary
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2010-11 Reporting Year
Description of Data Element:
Number: 0185
Name: Faculty Status
Data Element is Used in the Following Reports:


IPEDS – Fall Staff Report
IPEDS – Employees by Assigned Position Report (EAP)
Description:
The code to track the employees of the college who have Faculty Status.
Faculty are those persons identified by the institution as such and typically those whose initial
assignments are made for the purpose of conducting instruction, research, or public service as a principal
activity (or activities). They may hold academic rank titles of Professor, Associate Professor, Assistant
Professor, Instructor, Lecturer, or the equivalent of any of those academic ranks. Faculty may also
include the Chancellor/President, Provost, Vice Provosts, Deans, Directors, or the equivalent, as well as
Associate Deans, Assistant Deans, and Executive Officers of academic departments (chairpersons, heads
or the equivalent).
The designation as “faculty” is separate from the activities to which employees may be currently
assigned.
IPEDS requires identification of Faculty Status for all employees by Tenure Status. Non-instructional
Faculty with Tenure Status are to be reported as Administrative (01), Instructional Support (03),
Librarian/Counselor (04), or Professional Support (06) Occupational Activity Codes.
TABLE VALUES:
Y
N
Person has Faculty Status
Person does Not have Faculty Status
Edit:
1.
2.
3.
Missing or invalid
EQ Y and Occupational Activity Classification (DE 0130) EQ 5, 7, 8, 9, 10, or 11
Faculty Status (DE 0185) EQ N and Occ Activity (DE 0130) EQ 02
PHYSICAL DESCRIPTION: PIC x (01)
Section 5.2 – APR Data Element Dictionary
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Description of Data Element:
Number: 0190
Name: Tenure Date
Data Element is Used in the Following Reports:

N/A
Description:
The date that tenure is granted.
TABLE VALUES:
Format MMDDCCYY as follows:
MM
DD
CC
YY
Month
Day
Century
Year
(01 thru 12)
(01 thru 31)
(19 or 20)
(00 thru 99)
NOTES:
1.
If Tenure Status (DE 0180) EQ 2 or 3, enter ‘00000000’.
Edit:
1.
2.
Missing or invalid range
LT Date Hired at Institution (DE 0060)
Critical
Critical
3.
EQ 00000000, Full Time/Part Time (DE 0090) = F, and Tenure Status (DE 0180)
EQ 1
Critical
PHYSICAL DESCRIPTION: PIC 9(08)
Section 5.2 – APR Data Element Dictionary
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Description of Data Element:
Number: 0225
Name: EAM Indicator
Data Element is Used in the Following Reports:


IPEDS Reports
Equity Reports
Description:
An indicator to identify employees that should be counted in the category of Executive, Administrative,
and Managerial (EAM) for IPEDS Fall Staff Survey, IPEDS Employees by Assigned Position report, and
College Employee Headcount by Gender and Ethnicity report.
TABLE VALUES:
Y
N
Yes (An employee who has an activity code = 06 and should be counted as an EAM)
No (Code for all other employees)
NOTES:
1.
Include only employees with an Activity Code (DE0130) – 06 that have a General Ledger Code
between 51200 and 51299 (inclusive).
Edit:
1.
2.
Missing or invalid
EQ Y and Activity – Occupational Activity Code (DE 0130) NE 06
PHYSICAL DESCRIPTION: PIC X(01)
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Description of Data Element:
Name: Race – White
Number: 0235
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
The code to indicate if the employee has origins in any of the original people of Europe, the Middle East,
or North Africa.
TABLE VALUES:
Y
N
X
Yes
No
Unknown, race was not reported by the employee
NOTES:
1.
This race code may be coded yes even if others are also yes.
Edit:
1.
2.
Missing or invalid
'X' and (DE0240) thru (DE0255) not equal 'X'
PHYSICAL DESCRIPTION: PIC X(1)
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Description of Data Element:
Name: Race – Black/African American
Number: 0240
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
The code to indicate if the employee has origins in any of the black racial groups of Africa.
TABLE VALUES:
Y
N
X
Yes
No
Unknown, race was not reported by the employee
NOTES:
1.
This race code may be coded yes even if others are also yes.
Edit:
1.
2.
Missing or invalid
'X' and (DE0235) thru (DE0255) not equal 'X'
PHYSICAL DESCRIPTION: PIC X(1)
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Description of Data Element:
Name: Race – Asian
Number: 0245
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
The code to indicate if the employee has origins of the original people of the Far East, Southeast Asia, or
the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, the
Philippines Islands, Thailand, and Vietnam.
TABLE VALUES:
Y
N
X
Yes
No
Unknown, race was not reported by the employee
NOTES:
1.
This race code may be coded yes even if others are also yes.
Edit:
1.
2.
Missing or invalid
'X' and (DE0235) thru (DE0255) not equal 'X'
PHYSICAL DESCRIPTION: PIC X(1)
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Description of Data Element:
Name: Race – American Indian/Alaskan Native
Number: 0250
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
The code to indicate if the employee has origins in any of the original people of North and South America
(including Central America), and who maintains tribal affiliation or community attachment.
TABLE VALUES:
Y
N
X
Yes
No
Unknown, race was not reported by the employee
NOTES:
1.
This race code may be coded yes even if others are also yes.
Edit:
1.
2.
Missing or invalid
'X' and (DE0235) thru (DE0255) not equal 'X'
PHYSICAL DESCRIPTION: PIC X(1)
Section 5.2 – APR Data Element Dictionary
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Description of Data Element:
Name: Race – Native Hawaiian/Pacific Islander
Number: 0255
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
The code to indicate if the employee has origins in any of the original people of Hawaii, Guam, Samoa, or
other Pacific Islands.
TABLE VALUES:
Y
N
X
Yes
No
Unknown, race was not reported by the employee
NOTES:
1.
This race code may be coded yes even if others are also yes.
Edit:
1.
2.
Missing or invalid
'X' and (DE0235) thru (DE0255) not equal 'X'
PHYSICAL DESCRIPTION: PIC X(1)
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Description of Data Element:
Name: Ethnicity – Hispanic/Latino
Number: 0260
Data Element is Used in the Following Reports:

IPEDS Reports
Description:
The code to indicate if the employee is of Cuban, Mexican, Puerto Rican, South or Central American, or
other Spanish culture or origin, regardless of race.
TABLE VALUES:
Y
N
X
Yes
No
Unknown, ethnicity was not reported by the employee
Edit:
1.
Missing or invalid
Critical
PHYSICAL DESCRIPTION: PIC X(1)
Section 5.2 – APR Data Element Dictionary
Version 19.0
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Machine Record Format – APR Staff
Field Characteristics
A
Alphabetic Only
A/N Alphanumeric
N
Numeric Only
DE#
From/To
Size
R
L
0010
0020
0030
0031
0032
0035
1-6
7-15
16-33
34-48
49
50
6
9
18
15
1
1
Field
Char
N, R
N, R
A/N, L
A/N, L
A/N, L
A
0050
0060
0070
0080
0090
0100
0110
0120
0130
52
53-60
61-62
63
64
65-70
71-78
79-103
104-105
106
107
108
109
110
111-118
119
120
121
122
123
124
125-128
129
130-142
143
144
145-149
150
1
8
2
1
1
6
8
25
2
1
1
1
1
1
8
1
1
1
1
1
1
4
1
13
1
1
5
1
A
N
N
A
A
N, R
N
A
N, R
A/N
N
N
N
N
N, R
A
A
A
A
A
A
A/N
A
A/N
A
A
N,R
A/N
0150
0160
0170
0180
0190
0235
0240
0245
0250
0255
0260
0225
0095
0185
0015
Right justified with leading zeroes
Left justified
Field Description
Reporting Institution (OPEID Code)
Personnel Identification Number
Last Name
First Name
Middle Initial
Gender
Filler
Citizenship
Date Hired at Institution
Terms/Semesters Employed
Temporary Employment
Full-Time/Part-Time
Annual Salary
Date of Birth
Position Title (College Title)
Activity – Occupational Activity Code
FILLER
Rank
Degree
Leave Type
Tenure Status
Tenure Date
Race – White
Race – Black/African American
Race – Asian
Race – American Indian/Alaskan Native
Race – Native Hawaiian/Pacific Islander
Ethnicity – Hispanic/Latino
FILLER
EAM Indicator
FILLER
Exempt From Public Records
Faculty Status
Term/Year Identifier
FILLER
Shaded Fields Are Unique Key Elements
PHYSICAL DESCRIPTION: PIC X(1)
Section 5.2 – APR Data Element Dictionary
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Machine Record Format – APR Fringe Benefits
Field Characteristics
A Alphabetic Only
A/N Alphanumeric
N Numeric Only
DE# From/To
Size
0010
R
L
1-6
7-7
8-9
10-15
6
1
2
6
Field
Char
N, R
N, R
N, R
N, R
16-27
12
N, R
Field Description
Reporting Institution (OPEID Code)
Contract Length
Fringe Benefit Type
Number of Full Time Instructional faculty covered
Note: This must not exceed the number reported on the
APR for FT Instructional Salaries (Except for Tuition Plan).
Projected Expenditures
PHYSICAL DESCRIPTION: PIC X(1)
Section 5.2 – APR Data Element Dictionary
Version 19.0
Right justified with leading zeroes
Left justified
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Sample Instructions to Send Annual Personnel Reports File
WS-FTP:
Text File
Host_Name:
Host_Type:
User_ID:
Password:
Account:
Remote Host:
Local PC:
Transfer Mode:
NWRDC.FSU.EDU
IBM MVS
Your NWRDC Userid
Your NWRDC Password
NWRDC IP Address
‘CCcc.APR.STAFF.TPDyyyy’
Your local Directory
ASCII
NOTES:
1.
Single Quotes are required for the NWRDC “Remote Host” parameter.
2.
You need to set up the logical record length with the site command.
3.
For detailed instruction refer to Chapter 2, Section 2.2 - “Data Submission Procedures.”
DIS/VSE/POWER:
* $$ JOB JNM=DECCccRJ,XDEST=NWR,LDEST=Nnn.Rrr,PWD=ppppp
//DECCccRJ JOB (DECCcc,,,ll),'your-name',TIME=(,10)
//PRLIB JCLLIB ORDER=DCC.COLLEGE.PROCLIB
//XMITSTP EXEC RJE141,PROJ=APR,CNUM=cc,FNAM=STAFF,
//
YEAR=yyyy,TERM=PD,LRECL=150,BLKSZ=1500,
//
SPACE='(TRK,(15,1),RLSE)'
RJE Workstation Emulator or OS/MVS/JES2
//DECCccRJ JOB (DECCcc,,,ll),'your-name',TIME=(,10)
/*ROUTE XEQ NWR
/*PASSWORD ppppp
/*ROUTE PRINT NnnRrr
//PRLIB JCLLIB ORDER=DCC.COLLEGE.PROCLIB
//XMITSTP EXEC RJE141,PROJ=APR,CNUM=cc,FNAM=STAFF,
//
YEAR=yyyy,TERM=PD,LRECL=150,BLKSZ=1500,
//
SPACE='(TRK,(15,1),RLSE)'
Where:
cc
nn
rr
ppppp
ll
yyyy
=
=
=
=
=
=
your college number (1-28)
your printer node
your printer remote
your password
SYSOUT lines in thousands
year (i.e., 2002)
(DOS/POWER CARD)
(NWR JOB CARD)
(NWR JOB CARD)
Section 5.3 APR Verification Reports
Selection Criteria
Florida College System
Annual Personnel Reports
2010-11 Reporting Year
Exceptions Report
This Exceptions Report displays the frequency of table values or ranges for Data Elements.
0110
0035
0050
0060
0070
0080
0090
0130
0150
0160
0170
0180
0190
0225
0235
0240
0245
0250
0255
0260
Date of Birth by ranges
Gender
Ethnic Origin
Citizenship
Date Hired at Institution by ranges
Terms/Semesters Employed
Temporary Employment
Full-Time/Part-Time
Activity - Occupational Activity Code
Rank
Degree
Leave Type
Tenure Status
Tenure Date by ranges
EAM Indicator
Race-White
Race-Black/African American
Race-Asian
Race-American Indian/Alaskan Native
Race-Native Hawaiian/Pacific Islander
Ethnicity-Hispanic/Latino
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IPEDS Part A – Salaries and Tenure of Full-Time Instructional Faculty Survey
Criteria:
SELECTION:
College
Gender
Terms/Semesters Employed
Annual Salary
Rank
Tenure Status
DE 0010
DE 0035
DE 0070
DE 0100
DE 0150
DE 0180
Where:
1.
2.
3.
4.
5.
6.
Activity/Occupational Activity Code is Instructors
Full-Time/Part-Time is Full-Time
Temporary is No
Terms/Semesters Employed is greater than zero
Annual Salary is greater than zero
Leave Type is not Leave of Absence without pay
DE 0130 = 02
DE 0090 = F
DE 0080 = N
DE 0070 > 0
DE 0100 > 0
DE 0170 < 3
PROCESSES AND CALCULATIONS:
1. Calculate the count of non-duplicated, non-terminated, non-temporary, full-time Instructors by
terms/semesters employed, gender, and rank.
2. Sum the Annual Salary by Terms/Semesters Employed, Gender, and Rank.
3. List the headcounts and accumulated Annual Salary from Step 1 and Step 2.
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IPEDS Fall Staff Survey
Criteria:
SELECTION:
College
Gender
Ethnic Origin
Citizenship
Date Hired at Institution
Full-Time/Part-Time
Temporary Employment
Terms/Semesters Employed
Annual Salary
Activity/Occupational Activity
Rank
Tenure Status
EAM Indicator
DE 0010
DE 0035
DE 0050
DE 0060
DE 0090
DE 0080
DE 0070
DE 0100
DE 0130
DE 0150
DE 0180
DE 0225
Where:
1.
2.
3.
Occupational Activity Code is not Student Assistants
Leave Type is not Leave of Absence without pay
Gender is not Unknown/Not Reported
DE 0130 < 11
DE 0170 < 3
DE 0035 = F, M
PROCESSES AND CALCULATIONS:
1. Calculate the count of non-duplicated, non-terminated, Full-Time employees, by
Terms/Semesters employed by Occupational Activity Groups, by Salary intervals, and by Ethnic
Origin and Gender.
Activity/Occupational Activity Groups
Included Activity Codes
Executive, Administrative, and Managerial
01, 03, and 06’s with EAM ‘Y’
Other Professionals
04, 06
Technical and Paraprofessional
05, 08
Secretarial and Clerical
07
Skilled Crafts
09
Service/Maintenance
10
2. Calculate the count of non-duplicated, non-terminated, Full-Time Instructional Faculty by Rank
and Tenure Status, by Ethnic Origin and Gender.
3. Calculate the count of non-duplicated, non-terminated, Part-Time and New Hire * employees by
Activity/Occupational Activity Groups, by Ethnic Origin and Gender.
4. List the headcounts from Step1, Step 2, and Step 3.
* New Hires are persons hired as of the beginning of the Fiscal Year (March 1st)
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* The Annual Equity Reports uses the Fall Staff Survey Report Selection Criteria and selects
College Number (DE 0010), Gender (DE 0035), Ethnic Origin (DE 0040), Citizenship (DE 0050),
Full-Time/Part-Time (DE 0090), Temporary Employment (DE 0080), Activity/Occupational
Activity (DE 0130), Tenure Status (DE 0180), EAM Indicator (DE 0225) where:
1. Occupational Activity Code is not Student Assistants
2. Leave Type is not Leave of Absence without pay
3. Gender is not Unknown/Not Reported
DE 0130 < 11
DE 0170 < 3
DE 0035 = F, M
The Executive, Administrative and Managerial counts consist of non-duplicated, non-terminated
Full-Time Employees with Occupational Activities of 01, 03; and any Employee with an EAM
indicator of ‘Y’ and an Occupational Activity of 06.
Instructional Faculty counts consist of non-duplicated, non-terminated Full-Time Employees with
Occupational Activities of 02.
Tenured Instructional Faculty counts consist of non-duplicated, non-terminated Full-Time
Employees with Occupational Activities of 02 and Tenure Status of 1.
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General
The IPEDS Fall Staff Survey report is a report that shows the fall count of Full Time and Part Time
employees by Terms Employee, Occupational Activity and Tenure Status. This verification report is built
automatically after the college has successfully passed the edit process and their data is loaded into the
APR tables. All employees are not included in the report. The employees whose activity code is not
Student Assistants, Leave Type is not Leave of Absence without pay, and those whose Gender is not
unknown/reported.
All the verification reports have:
1) The Florida College Name or College Number.
2) The Run Date: The date the report was built.
3) The Run Time: The time the report was built.
Report Description
There are sections of the IPEDS Fall Staff Survey verification report, which are:
1) Fall staff count of Full-Time faculty Salary Ranges by Terms Employed, Ethnicity and Gender.
2) Fall staff count of Full-Time employees Salary Ranges by Activity/Occupational Activity
Groups, Ethnicity and Gender.
3) Fall staff count of Part-Time employees Occupational Activity by Ethnicity and Gender.
4) Fall staff count of Full-Time Faculty Tenure Status by Rank, Ethnicity and Gender.
5) Fall staff count of New Hires (As of July 1st – September 30th) Occupational Activity by Ethnicity
and Gender.
IPEDS Fall Staff Survey Report Definition of Column Headers
DE 0100 Salary Range – The various salary categories.
Ethnic Origin White Non-Hispanic - The employee has origins in any of the original people of Europe,
the Middle East, or North Africa.
Ethnic Origin Hispanic – The employee is of Cuban, Mexican, Puerto Rican, South or Central American,
or other Spanish culture or origin, regardless of race.
Ethnic Origin Non-Resident Aliens – The employee is not a US resident.
Ethnic Origin Black Non-Hispanic – The employee has origins in any of the black racial groups of
Africa.
Ethnic Origin American Indian or Alaskan Native – The employee as origins in any of the original
people of North and South American (including Central America), and who maintains tribal affiliation or
community attachment.
Ethnic Origin Asian or Pacific Islander - The employee has origins of the original people of the Far East,
Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea,
and Malaysia The Pacific Islander has origins of the Philippines Islands, Thailand, Vietnam Guam,
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Samoa, or other Pacific Islands.
Ethnic Origin Ethnic Unknown – The employee’s ethnicity is unknown.
DE 0035 Total Female – The total female employees which includes all ethnicities.
DE 0035 Total Male – The total male employees which includes all ethnicities.
*Note: Employees with unknown Gender are not included.
IPEDS Fall Staff Survey Report Definition of Row Headers
DE 0080 Terms Employed – The number of terms/semesters employed rounded to the closed one-half
term/semesters.
DE 0130 Occupational Activity – A code to indicate the employee’s Occupational Activity Classification.
DE 0180 Tenure Status – A code to indicate the tenure status of the employees.
Totals – Is the grand total for each row.
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College Employee Headcounts by Gender and Ethnicity
Criteria:
SELECTION:
College
Gender
Ethnic Origin
Full-Time/Part-Time
Temporary Employment
Terms/Semesters Employed
Activity/Occupational Activity
DE 0010
DE 0035
DE 0090
DE 0080
DE 0070
DE 0130
Where:
1.
2.
3.
Occupational Activity Code is not Student Assistants
Leave Type is not Leave of Absence without pay
Ethnic Origin is not Unknown/Not Reported
4.
Gender is not Unknown/Not Reported
DE 0130 < 11
DE 0170 < 3
Ethnic Origin = M, P, W,
B, H, A, I
DE 0035 = F, M
PROCESSES AND CALCULATIONS:
1. Convert Occupational Activities 01 and 03 to Executive/Administrative/Managerial category,
convert activities 04 and 06 to Professional, and convert activities 05 and 08 to
Technical/Paraprofessionals. Calculate the count of non-duplicated, non-terminated, FullTime/Part-Time employees by Occupational Activity (Terms/Semesters Employed for
Instructional) by Gender and Ethnic Origin.
2. Calculate the headcount percentages for Ethnic Origins of Black, Hispanic, and Other Minorities
(Asian or Pacific Islanders and American Indian or Alaskan Native), by Occupational Activity
(Terms/Semesters Employed for Instructional) by Full-Time and Part-Time.
3. List the headcounts and percentages from Step1 and Step 2.
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Annual Salaries – Full-Time Instructional Personnel by Degree
Criteria:
SELECTION:
College
Terms/Semesters Employed
Annual Salary
Activity/Occupational Activity
Degree
DE 0010
DE 0070
DE 0100
DE 0130
DE 0160
Where:
1.
2.
3.
4.
5.
Occupational Activity Code is Instructors
Full-Time/Part-Time is Full-Time
Temporary is No
Leave Type is not Leave of Absence without pay
Annual Salary is greater than zero
DE 0130 = 02
DE 0090 = F
DE 0080 = N
DE 0170 < 3
DE 0100 > 0
PROCESSES AND CALCULATIONS:
1. Calculate the count of non-duplicated, non-terminated, non-temporary Full-Time Instructors by
Terms/Semesters Employed by Degree by College.
2. Sum and calculate the mean Annual Salary by Terms/Semesters Employed and Degree by
College.
3. List the headcounts and mean Annual Salaries from Step1 and Step 2.
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Annual Salaries (Converted) Full-Time Instructional Personnel by Degree
Criteria:
SELECTION:
College
Terms/Semesters Employed
Annual Salary
Activity/Occupational Activity
Degree
DE 0010
DE 0070
DE 0100
DE 0130
DE 0160
Where:
1.
2.
3.
4.
5.
Occupational Activity Code is Instructors
Full-Time/Part-Time is Full-Time
Temporary is No
Leave Type is not Leave of Absence without pay
Annual Salary is greater than zero
DE 0130 = 02
DE 0090 = F
DE 0080 = N
DE 0170 < 3
DE 0100 > 0
PROCESSES AND CALCULATIONS:
1. Calculate Converted Annual Salary to 2.0 Term/Semester Equivalent.
a. If 3.0 Terms/Semesters Employed, multiply Salary by .818.
b. If 2.5 Terms/Semesters Employed, multiply Salary by .919.
c. Less than 2.0 Terms/Semesters Employed are not converted.
2. Sum and calculate the average Converted Annual Salary by Degree by College.
3. Calculate the count of non-duplicated, non-terminated, non-temporary, Full-Time Instructors by
Degree by College.
4. List the headcounts and average Converted Annual Salaries from Step 2 and Step 3.
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Average Salaries by Semesters Employed and Converted Semester Employed
Full-Time Instructional Personnel
Criteria:
SELECTION:
College
Terms/Semesters Employed
Annual Salary
DE 0010
DE 0070
DE 0100
Where:
1.
2.
3.
4.
5.
Occupational Activity Code is Instructors
Full-Time/Part-Time is Full-Time
Temporary is No
Leave Type is not Leave of Absence without pay
Annual Salary is greater than zero
DE 0130 = 02
DE 0090 = F
DE 0080 = N
DE 0170 < 3
DE 0100 > 0
PROCESSES AND CALCULATIONS:
1. Calculate Converted Annual Salary to 2.0 Term/Semester Equivalent.
a. If 3.0 Terms/Semesters Employed, multiply Salary by .818.
b. If 2.5 Terms/Semesters Employed, multiply Salary by .919.
c. Less than 2.0 Terms/Semesters Employed are not converted.
2. Sum and calculate the average Annual Salary by Semesters Employed, and average Converted
Annual Salary by College.
3. Calculate the count of non-duplicated, non-terminated, non-temporary Full-Time Instructors by
Semesters Employed and by Converted 2.0 Term/Semester Equivalent by College.
4. List the headcounts, average Annual Salaries, and average Converted Annual Salaries from Step
2 and Step 3.
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Average Salaries by Activity/Occupational Activity Full-Time Personnel
Criteria:
SELECTION:
College
Terms/Semesters Employed
Annual Salary
DE 0010
DE 0070
DE 0100
Where:
1.
2.
3.
4.
Full-Time/Part-Time is Full-Time
Temporary is No
Leave Type is not Leave of Absence without pay
Annual Salary is greater than zero
DE 0090 = F
DE 0080 = N
DE 0170 < 3
DE 0100 > 0
PROCESSES AND CALCULATIONS:
1. Sum and calculate the average Annual Salary by Activity/Occupational Activity by College.
2. Calculate the count of non-duplicated, non-terminated, non-temporary Full-Time Instructors by
Activity/Occupational Activity by College.
3. List the headcounts and average Annual Salaries from Step 1 and Step 2.
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IPEDS Employees by Assigned Position
Criteria:
SELECTION:
College
Gender
Ethnic Origin
Citizenship
Date Hired at Institution
Full-Time/Part-Time
Temporary Employment
Terms/Semesters Employed
Annual Salary
Activity/Occupational Activity
Rank
Tenure Status
Faculty Status
EAM Indicator
DE 0010
DE 0035
DE 0050
DE 0060
DE 0090
DE 0080
DE 0070
DE 0100
DE 0130
DE 0150
DE 0180
DE 0185
DE 0225
Where:
1.
2.
3.
Occupational Activity Code is not Student Assistants
Leave Type is not Leave of Absence without pay
Gender is not Unknown/Not Reported
DE 0130 < 11
DE 0170 < 3
DE 0035 = F, M
PROCESSES AND CALCULATIONS:
Enumerate the non-duplicated, non-terminated, Full-Time and Part-Time employees, by
Activity/Occupational Activity Groups, Faculty Status, and Tenure.
Activity/Occupational Activity Groups
Executive, Administrative, and Managerial
Instructional Staff
Other Professionals
Technical and Paraprofessional
Secretarial and Clerical
Skilled Crafts
Service/Maintenance
Included Activity Codes
01, 03, and 06’s with EAM ‘Y’
02
04, 06
05, 08
07
09
10
If by institutional definition, an employee has faculty status (DE 0185 = 'Y'), categorize the
employee according to his/her tenure status. If the employee does not have faculty status (DE
0185 = 'N'), count as without faculty status.
Faculty Status is only applicable to persons whose Occupational activity is Primarily Instructional
(02), Executive/ Administrative/Managerial (01), and Other Professionals (04, 06).
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Tenure Status
Tenured
Non-Tenured On-Track
Non-Tenured Not-On-Track
Non-Faculty
Section 5.3 – APR Verification Reports
Version 19.0
Included Tenure Codes
1
2
3
1, 2 or 3
70
Faculty Status Code
Y
Y
Y
N
May 1, 2010
Florida College System
Annual Personnel Reports
2010-11 Reporting Year
Non-Instructional Personnel with Tenure or On-Track for Tenure
Criteria:
SELECTION:
College
Terms/Semesters Employed
DE 0010
DE 0070
Where:
1.
2.
3.
Occupational Activity Code is Non-Instructors
Leave Type is not Leave of Absence without pay
Tenure Status
DE 0130 NE 02
DE 0170 < 3
DE 0180 = 1, 2
PROCESSES AND CALCULATIONS:
1. List the PSNID, Name, Position Title, and Tenure Status of non-instructional personnel with
tenure status of 1 or 2.
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