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

HEIMS.datacollections@education.gov.au

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

TSEnquiries@education.gov.au