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Reporting Staff data Collections. Overview. How staff data is used What data is reported How a staff member is classified How staff data is revised Verification and publication Reporting issues What’s coming. How is staff data used?. Department - PowerPoint PPT Presentation
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Reporting Staff data Collections
• How staff data is used
• What data is reported
• How a staff member is classified
• How staff data is revised
• Verification and publication
• Reporting issues
• What’s coming
Overview
Department• analysis of academic workforce
demographics• calculation of student to staff ratios
Universities• allocation of resources to
universities• academic workforce planning
How is staff data used?
• Fulltime and Fractional Fulltime
• Actual Casual
• Estimated Casual
Submissions
Reference date 31 March 2014
Substantive appointment
Current duties Academic organisational unit Academic support services Student services Public services General institution services Independent operation for a controlled entity
Full time & Fractional records
When staff have:
• more than one substantive appointment
• duties in more than one organisational unit
• duties in more than one work sector
Additional records required
Records excluded Full time & Fractional full time
• staff duties relate solely to TAFE
• staff in any independent operation which is not a controlled entity
Actual Casual• number of casual staff employed
from: 1 Jan 2013 to 31 Dec 2013
Estimate Casual • number of casual staff that will be
employed from:1 Jan 2014 to 31 Dec 2014
Casual Staff Submissions
What classifies your staff as full time?
• continuous employment• full range of duties performed on a
regular basis• hours worked equal specified hours
for full-time work• Leave entitlements
Full time staff
What classifies your staff as fractional full time
continuous employment full range of duties duties performed on a regular basis hours worked fraction of fulltime salary fraction of fulltime pro-rata leave entitlements
Fractional Full Time Staff
What classifies staff as casual?
• paid on an hourly or session basis
• no leave entitlements
• no continuous position• non-recurring labour
Casual staff
Revising staff data
How does the revision process work?
• Key elements
• Variation reason code
Key elements that identifya staff record
Person Id E401 Current
duties E408
Function E412
Appointment term
E505Work
contract E506
Current duties term
E507
Organisational unit
E510
Work sector E511
Reporting year/perio
d E415
Full time & Fractional full time record
Key elements
Gender E315
Current duties E509
Work sector E511
Function code E412
Reporting year /period
E415
Actual Casual record
Key elements
2 – revised
4 – deletion
5 – new record
Variation reason codes
Revising Estimated Casual data
• Add correct value in another submission
• Correct data will replace existing data
Estimated Casual
How to revise key elements
• Add staff record to submission with all values matching the original record
• Code E446 as 4 deleted• Submit
Step 1
Actual Casual and Full time and Fractional Full time
E315 – Gender code*
E314 – Date of birth
E513 – Full-time equivalence at reference date
E348 – Main language
E346 – Country of birth
E514 – Actual full time equivalence- prior year
Other elements
How to revise other elements
• Add staff record to submission with all key values matching the original record
Key elements
Actual Casual and Full time and Fractional Full time
Updating a value to a “no information” status for:
◦ Aboriginal or Torres Strait Islander - Element 316
◦ Highest qualification – Element 501
◦ Place of qualification – Element 502
To change these values please contact the department
Revision exceptions
Reporting issues Organisational Unit • consistent with student data
Highest qualification – E501
• Code 7 – includes Masters extended
Optional reporting
• Equivalent full-time annual salary - current duties – E423
◦Code - 000000 - Salary data not provided
• Language spoken at home code – E348
◦Code - 9999 – No Information
Verification ensuring quality in your published data
What is verification?
When do I verify my data?
Why do I verify my data?
Verification process
Activated
Start Verification
Verifying
Data RefreshingSigned off
Confirmation
checkbox
What’s new for staff verification
Staff Verification Reports
Look for significant changes to • Staff numbers• Work functions• Research functions• Classification level
No information• Highest Qualification• Indigenous status
Verifying your 2013 data
Tips to reduce your stress
• Check out all your highlighted variations
• Report revisions before sign off
• Refresh your reports if you revise your
data
• Sign off is final - your reports are locked!
• Statistical publications on staff data are released by 30 September each year
• Publications available at:https://education.gov.au/selected-higher-education-statistics-2013-staff-data
Higher Education Statistics
• Staff data due 30 June 2014
• VerificationStarts: 15 July 2014 Sign off: 15 August 2014
• Webinar – 13 June 2014Student HELP entitlement calculations
• New version of HEPCAT 3 July 2014
What’s next
Need help with reporting?
For all your data questions contactHEIMS Information Management
Section
Telephone: (02) 6240 7487
For all your policy queries
Policy and program managementAdministration of FEE-HELP and VET FEE-HELP
Financial estimates and paymentsHELP IT System (HITS)
ContactCommunications & Student Support Team