TECHNICAL LETTER HR/EHDB Page 2 of 5

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2 Page 2 of 5 Changes to the IPEDS-HR Survey As described in HR letter , IPEDS-HR reporting requirements were significantly changed beginning with the 2012/13 reporting cycle. The major change was that employees must be reported in categories that align with the 2010 Standard Occupational Classification (SOC) system published by the National Bureau of Labor Standards. The alignment required the establishment of new occupational groupings that follow the coding structure used in the SOC system. Employees are now classified primarily based on the broad fields in which they work rather than on educational and skill levels. Systemwide Human Resources has assigned SOC values to all reportable faculty and staff classifications, as well as all MPP job codes. Campuses are not responsible for assigning SOC values. The primary occupational grouping for IPEDS HR reporting will be derived from the assigned SOC value. The Process Systemwide Human Resources has again partnered with other systemwide offices including CMS, IT Administrative Systems and Information Security to develop a secure process to produce an IPEDS HR data extract file for each campus and the Chancellor s Office in CMS Baseline. The fields included in the file were identified based on the information required by the IPEDS HR Survey, as well as information necessary for validation of the records. The final extract file will be securely transmitted to Systemwide Human Resources via an Oracle database. Systemwide Human Resources will produce an individualized summary file for each campus and the Chancellor s Office and will submit the survey results through the IPEDS web site. In preparation for submission of the survey, campus data in Oracle/PeopleSoft must be accurate, complete, and current as of October 31, 2014, and each campus must run the process in Final Mode on October 31, 2014 by 5 p.m. In addition, each campus is required to test the IPEDS process in both the test and production environments in Final Mode. (Refer to the Timelines section below for specific details.) Data Cleanup Activities Each campus will be responsible for auditing its data in Oracle/PeopleSoft to ensure accuracy of the IPEDS HR data extract. The IPEDS HR extract can be rerun in preliminary mode as many times as necessary. Each time the extract is generated, the existing data in the table will be overwritten. A trace file is provided to indicate if there are employee job records with validation errors. All validation errors must be corrected or it will not be possible to generate the final file. It is critical that each campus IPEDS HR extract be run without error and in Final Mode by October 31. Only finalized files will be picked up by the automated data transfer process. All data review and cleanup must be complete no later than the close of business on October 31, 2014 at 5:00 p.m. Because the IPEDS HR Survey reports on individuals who are employed by the university as of November 1, 2014, if the campus chooses to run the Oracle/PeopleSoft IPEDS HR process in Final Mode prior to October 31, the campus must re-run the process again in Final Mode on October 31. In order to evaluate the accuracy of campus files, Systemwide Human Resources will compare selected data to information in CIRS/PIMS. Therefore, it is imperative that transactions be keyed in both systems and campus data in PIMS and in Oracle/PeopleSoft be in sync by October 31. Data Fields Please refer to Attachment A for a complete listing of the fields and data validations required in the IPEDS HR data extract. Campuses must adhere to the instructions provided in this technical letter when reviewing data for accuracy. Key data fields for the selection criteria and process are noted below: Original Hire (Start) Date: This field is used to identify new hires. For IPEDS HR reporting, new hires are defined as those individuals newly hired at the campus between July 1, 2014 and October 31, 2014, and still employed on November 1, For this field, the Original Hire (Start) Date must be the first date that the employee was appointed/hired into an employment

3 Page 3 of 5 relationship at the respective campus and for which an official employment history record(s) has been established, excluding A98 and A54 Appointments. 2 Employee (Empl) Class: Must be correct. Employee (Empl) Status: Must be correct. Department: For instructional employees, the 3-character department code used for the Oracle/PeopleSoft IPEDS HR process must correspond to the 3-character department code from Item 702 in PIMS, Part A 3. Refer to the instructions for Item 702, Part A, in the PIMS manual. Retirement Code: The Retirement Code on the employee s job record must be accurate. Retreat Rights: A field to track individuals who have rights to tenure as faculty unit employees was added to CMS Baseline to assist in meeting the requirements of the IPEDS HR Survey. The field identifies those individuals (primarily academic administrators) who have been awarded tenure in a faculty position on a campus and in an academic department but who currently hold an administrative appointment. These are individuals who either previously earned tenure in a faculty position on the campus or were awarded tenure at the time of appointment pursuant to Article of the collective bargaining agreement between the CSU and the California Faculty Association. The field is limited to those holding rights to a tenured faculty position and is not intended to be used to track staff members who have right of return in the event of layoff by virtue of having held permanence in another class. Campuses must update this field for all active employees who currently have faculty rights. Note the department code must correspond to the 3-character department code from item 702 in PIMS, part A, as described above. Non Resident Alien (NRA): For IPEDS HR reporting purposes, the Non Resident Alien (NRA) field will be populated with either Y (Yes) for non-resident aliens or N (No) for all others. NRA status is determined in a two-step analysis. The program first looks at the Citizenship Country of the selected employee. If the Country is not USA, the program will evaluate the Visa Types. If either AR1 or IAT is listed as the Visa Type, the NRA field will be set to N ; for all other visa types, it will be set to Y. US SOC Code: This field reports the CSU-assigned US SOC code. US SOC codes are assigned by job code for all staff and faculty classifications. For MPP positions, the US SOC code is assigned by CSU Job Title. The first two digits of the US SOC code specify the major group; the next two specify the minor group. The fifth digit indicates the broad occupation, while the sixth digit indicates the detailed occupation. Example: job code 0800 (Public Affairs/Communications Specialist) has been assigned the US SOC code The major group is (Arts, Design, Entertainment, Sports, and Media Occupations). The minor group is (Media and Communication Workers). The broad occupation ( ) and detailed occupation ( ) are the same in this case (Public Relations Specialist). IPEDSSCODE: Each of the primary occupational groups to be reported to IPEDS has been assigned a one letter code to facilitate selection. Example: the IPEDSSCODE for Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations has been assigned a value of A. This group includes all occupations in the major group as well as all occupations in the major group (Community and Social Service Occupations) and the major group (Legal Occupations). 2 This excludes students appointed via PIMS A98 transactions and all employees appointed via Special Payment (A54) transactions. Current data cleanup for this field in both systems (Oracle/PeopleSoft and PIMS) is limited to the scope of employees used by the IPEDS HR data extract program. A future data cleanup activity will occur for all other employees. PIMS Item 921- Employment Date will be redefined and records updated accordingly. Additional information will be provided in a future HR communication. 3 A future data cleanup activity will occur for Part B. Additional information will be provided in a future HR communication.

4 Page 4 of 5 Business Unit: The validation for Business Unit is done on the Run Control and is required to run the program. HR Campus Code: This field replaces the COSAR campus code used in the 2011/12 cycle. For most campuses this field will be the same as the COSAR campus code. Date of Birth: Used for reporting in the annual Profile of CSU Employees. Highest Educational Level: Used for reporting in the annual Profile of CSU Employees. Business Process Guide A revised Business Process Guide (BPG) has been published for the IPEDS HR process that provides additional detail regarding campus data cleanup and program validation criteria. The BPG is available on the CMS website. Security Protocols Due to the nature of the sensitive data extracted from Oracle/PeopleSoft to populate the IPEDS HR data extract, stringent protocols for secure data transmission from the campus production environments to Systemwide Human Resources is used in the IPEDS HR process. For an overview of the secure data transmission process, refer to Attachment B. Campuses must follow CSU Systemwide Information Security Policies ( and comply with applicable regulations regarding the use, access, and management of sensitive data. Campuses can obtain the CSU Data Classification Standard from their campus Information Security Officer (ISO). Timelines CSU campuses may be subject to significant financial penalties if IPEDS reporting deadlines are not met. The timeline and information noted below will ensure the CSU meets the required deadlines. August 21: Technical details regarding the IPEDS 2014/15 CMS Baseline changes were shared on the monthly Human Resources User s Group (HUG) Workforce Administration teleconference call. September 4: A teleconference will be scheduled with the IPEDS HR campus contacts as identified per HR The project background, process and key data cleanup activities will be reviewed. September 8-12: Campuses test the IPEDS HR process in development (test) mode, review the fields and selection, carry out data cleanup as necessary and run the process in final mode in order to allow for a test of the secure data transfer. October 13 31: Campus reviews IPEDS HR data for accuracy and completeness. October Each campus must test the IPEDS HR process in its production database. 2. A test file must be generated in Final Mode by this date. Test files are picked up and loaded into the systemwide Oracle database. October 20-24: Systemwide HR validates campus test data. October 24: A follow up teleconference call will be scheduled with IPEDS HR campus contacts to review the results of the campus testing process. October All data reported by the IPEDS HR data extract must be accurate. 2. All employment transactions must be entered in Oracle/PeopleSoft by 5:00 p.m. 3. Campus data in PIMS and Oracle/PeopleSoft must be in sync by 5:00 p.m. 4. The IPEDS HR data extract must be run in Final Mode on this date. November 3: Finalized IPEDS HR data extracts will be automatically uploaded into the Oracle database to be used by Systemwide HR for preparation of campus reports. November 5 19: Systemwide HR verifies files are complete and reviews data for major problems or discrepancies compared to the PIMS October 31 snapshot.

5 Page 5 of 5 November 20, March 25, 2015: Systemwide HR prepares individual campus reports. Campus IPEDS HR report files will be uploaded to the IPEDS website by March 25, March 26, April 8, 2015: IPEDS HR campus keyholders log on to IPEDS website to review the campus IPEDS Human Resources Survey screens. If you find any errors or have any questions about the submitted data, please contact Academic Human Resources at CO. April 22, 2015: Uploaded campus IPEDS HR reports are locked. Each campus is sent a copy of their individualized summary report. Questions regarding modifications to CMS Baseline may be addressed to Tammy Hines, Sr. Manager, CMS Systemwide HR, at tammy.hines@calstate.edu. Other questions regarding the IPEDS HR reporting effort should be addressed to Qinzhu Zhang, Senior Research & Systems Analyst, at qzhang@calstate.edu. MM/TH/ck

6 ATTACHMENT A Attachment A The following table lists the names of fields in the IPEDS HR data extract in Oracle/PeopleSoft. This list is provided to identify potential need for campus data cleanup. The field descriptions and associated system and/or program validations are noted below. Field # Field Name Field Description/ Validation 1 BUSINESS_UNIT BUSINESS_UNIT Validation: done on the Run Control 2 EMPLID EMPLID 3 EMPL_RCD Employee Record Number (ERN) 4 EFFDT Transaction Effective Date 5 CSU_IPEDS_DATE Report Date (IPEDS reporting period) 6 CSU_HR_Code Campus Code 7 REPORT_RUN_DATE System Date (run date) 8 NATIONAL_ID Social Security Number Validation: Cannot be or XXXXXXXXX 9 LAST_NAME Last Name 10 FIRST_NAME First Name 11 SEX Gender 12 ETHNIC_GROUP Ethnic Group 13 CSU_NRA_YN Non-Resident Alien Y/N must be Y or N 14 CSU_RETREAT_RIGHTS Retreat Rights Y/N needed, employee will have N as default 15 CSU_ACAD_ORG Retreat Rights character text section Validation: If Retreat Rights = Y then there must be school code in this field minimally. 16 ANNUAL_RT Annual Salary (FT Base Salary) Validation: Greater than zero 17 CSU_AGENCY Agency 18 CSU_UNIT Unit 19 JOBCODE Class (Job Code) 20 CSU_SCO_SERIAL Serial

7 ATTACHMENT A Field # Field Name Field Description/ Validation 21 GRADE Range (Academic Rank) 22 CSU_PIMS_AA_CD Affirmative Action Code PIMS 23 CSU_APPT_DUR Appointment Duration 24 CSU_PROB_CD Probation Code 25 FTE FTE 26 CSU_ACT_RSN Action/Action Reason 27 ORIG_HIRE_DT Employment Date (Original Hire Date) 28 CSU_RET_CD Employer Retirement Account Code 29 CSU_ER_HLTH_ANN Employer Health Amount (Annualized) 30 CSU_ER_DNTL_ANN Employer Dental Amount (Annualized) 31 CSU_ER_VISN_ANN Employer Vision Amount (Annualized) 32 CSU_ER_FLEX_ANN Employer Flex Cash Amount (Annualized) 33 CSU_ER_LIFE_ANN Employer Life Amount (Annualized) 34 CSU_ER_LTD_ANN Employer LTD Amount (Annualized) 35 UNION_CD Union Code 36 CSU_PPT_DEPT_CD Department Code 37 ERROR_FLAG Error Y/N - 38 CSU_FINAL_LOAD Finalized Validation: Cannot have any validation errors 39 IPEDSSCODE IPEDS One-Character Code 40 US_SOC_CD SOC code No validation 41 FLSA_Status FLSA Status

8 ATTACHMENT A Field # Field Name Field Description/ Validation 42 DESCRSHORT Short description for the PS_JOB.EMPL_CLASS code 43 BIRTHDATE Full date of birth 44 HIGHEST_EDUC_LVL Highest Educational Level the employee has obtained

9 ATTACHMENT B Attachment B IPEDS HR Secure Data Extract Process Flow The diagram below depicts the activity and CSU entities involved in the overall System-wide IPEDS HR process. IPEDS Production Data Transfer Campus Production Database PeopleSoft Shell Database ITS Administrative Systems Academic HR Audit & Correct Field Values Run IPEDS Extract in Preliminary Mode YES Review Trace File Consolidated View of 24 Campus Tables ( Final only ) Need to correct? NO Update Oracle Table for Hyperion reporting Run IPEDS Extract in Final Mode Review Data through Hyperion Contact Campus for Clarification Audit & Correct Field Values Individual Summary Campus Report submitted to Government Agency