Creating the IPEDS file

Use IPEDS Report (PA495) to create flat files for the S1 and EAP IPEDS reports.

An employee detail file, which supports the summary information in the S1 and EAP reports, can also be created. You can use this detail file for internal documentation.

Before you can run PA495 you should:

  • Ensure that the following fields are completed in Job Code (HR06.1):

    • Higher Education category

    • Higher Education subcategory (for Higher Ed Category 'Other Professionals')

    • Academic Rank

    • Tenure Eligible

  • Ensure that the following employee fields are logged to history on Data Item Attributes (HR10.1):

    • Termination Date

    • Total FTE

  • When an employee is rehired, the employee termination date is cleared out.

  • All reported employees have their employee pay rate recorded in US Dollars. PA495 does not perform currency conversion.

  • A 'Faculty Function' GL Attribute has been set up in Attribute (MX00.1) In addition, the Faculty Function Attribute value must be recorded for each appropriate Account/Subaccount.

Note: An employee's contract length and tenure status are stored on Position Code (PA02.1) in alpha position user fields. If you do not store this information in these fields, you use 'custom calculation' logic to determine the employee's contract length and tenure status.

To create the IPEDS file

  1. Access IPEDS Report (PA495).
  2. On the Main tab, use the following guidelines to enter field values::
    Company

    Select a company for the report.

    Processing Group

    If employees reported should be limited to those in certain process levels, then enter the processing group for the selected process levels.

    If a value is entered here, a range of process levels cannot be entered.

    Process Levels

    If employees from a range of process levels should be reported, enter the beginning process level. If a value is entered here, an ending value must also be entered; a processing group cannot be entered.

    IPEDS Unit ID

    Enter the IPEDS Unit ID which should be included in records in the S1 and EAP output files.

    Employee Positions As Of

    Type the date as of which Employee Positions from Multiple Positions and Jobs (PA13.1) are selected; for example, November 1, 2003. This is the set of positions for which employee payment history is selected.

    Payroll Period

    Type the first and last dates of this reporting period. Employees receiving payment during a specified period of time are included on this report, if the payment is associated with their employee position code.

    Pay Summary Group

    Enter the pay summary group value if employees should be included in the report. Employee should be included only if they have received payments for a pay summary group. If a value is entered, a pay class can not be entered.

    Pay Class

    If employees should be included in the report only if they've received payments for a pay class, enter the pay class value. If a value is entered, a pay summary group can not be entered.

    New Hire Period

    Type the first date and last date of the period for which full time new hires should be reported (e.g. July 1).

    Perform Custom Processing

    Enter a value to indicate whether custom processing should be performed. Custom logic can:

    • Determine which employee primary position is reported.

    • Modify the employee's full time status, gender, ethnicity, non-resident alien, salary, occupational category, research/graduate assistant status, tenure status, medical school status, faculty function, and new hire reporting flag.

  3. On the Rates tab, use the following guidelines to enter field values:
    Medical School Employee Group

    Select the employee group that identifies employees of the Medical School. (Medical School employees are reported separately in the IPEDS EAP report.) Employees in this group at the time the report is run will be reported as Medical School employees.

    Hourly Annual Hours

    For full time hourly salary class employees, enter the annual hours by which the employee's pay rate should be multiplied in order to calculate the reported salary. If this field is left blank, the employee's annual hours will be used.

    Maximum Hourly Rate

    Type the pay rate amount that represents the largest possible hourly pay rate. Any pay rates in excess of this amount will be reported as the annual salary.

    Full Time Minimum FTE

    Type the minimum Total FTE amount that is considered full time. Employees with a Total FTE equal to or greater than this amount will be considered full time.

    Note: This capability is provided for customers where the employee's salary class is hourly, but a level 2+ record holds an annual amount in the pay rate field and, the level 2+ record is the primary position.
  4. On the Ethnicity tab, use the following guidelines to enter field values::
    Default Gender

    If the employee record does not have a Gender code, indicate the Gender Code that should be used.

    Ethnicity (Nonresident Alient, Black Non-Hipsanic, American Indian or Alaska Native, Pacific Islander, Hispanic, White Non-Hispanic)

    Select the Ethnicity codes that determine how to report the employee in the corresponding Ethnic Category. An employee whose ethnicity doesn't match any of the entered values will be reported as "Ethnicity Unknown."

  5. On the Faculty tab, use the following guidelines to enter field values:
    Default Contract Length

    Type the default faculty contract length. The application will assign this value to faculty who don't meet the Contract Position Field criteria.

    Contract Position Field

    Type the alpha Position Code user field that indicates the length of the faculty contract. If a value is not entered in this field, the application will assume that all faculty have the default contract length.

    Less Than 9/10 Month

    Type the value for the Contract Position user field that indicates a less than 9/10 month contract.

    9/10 Month

    Type the value for the Contract Position user field that indicates a 9/10 month contract.

    11/12 Month

    Type the value for the Contract Position user field that indicates a 11/12 month contract.

    Tenure Position Field

    Type the alpha Position Code user field that indicates whether the employee is tenured for this position. If a value is not entered in this field, the program will assume that all faculty in tenure eligible job codes are tenured.

    Tenured

    Type the value for the Tenured Position user field that indicates whether the employee is tenured. Employees in tenure eligible jobs who do NOT have this position user field value will be considered as non- tenured, on track.

  6. On the Faculty Function tab, use the following guidelines to enter field values::
    Default Faculty Function

    Type the default value that describes the faculty employee's primary function. This default is used only if the account attribute mapping does not identify the function.

    Account Attribute

    Type the GL Account Attribute Name that identifies the IPEDS Faculty Function.

    Primarily Instruction

    Type the GL Account Attribute value that identifies a faculty function of 'Primarily Instruction'.

    Primarily Research

    Type the GL Account attribute value that identifies a faculty function of 'Primarily Research'.

    Primarily Public Service

    Type the GL Account attribute value that identifies a faculty function of 'Primarily Public Service'.

    Instruction, Research, Service

    Type the GL Account attribute value that identifies a faculty function of 'Primarily Public Service'.

  7. Use the Other Professionals to identify Instruction/Research Assistant and Graduate Assistant jobs. These jobs occur within the 'Other Professionals' Higher Education Category (which is defined on HR06.1). Therefore, on this tab, specific higher education subcategory values are mapped to the categories 'Instruction/Research Assistants' and 'Graduate Assistants'.
    Note:  Your organization defines higher education subcategory values; the Personnel Administration application does not provide a value list.

    Use the following guidelines to enter field values:

    Default Subcategory

    If an 'Other Professional' job code does not have a Higher Education subcategory, the value entered here is used. If no value is entered, then the program will report those jobs as 'Other Professionals'.

    Instruction, Research Assistants
    Note:  The job must also have a Higher Education subcategory of 'Other Professionals'.

    Type the Higher Education subcategory values that should be reported as 'Instruction/Research Assistant' on the S1 report.

    Graduate Assistants
    Note: The job must also have a Higher Education subcategory of 'Other Professionals'.

    Type the Higher Education subcategory values that should be reported as 'Graduate Assistant' on the EAP report.