# Set up your data for IPEDS HR processing

## To use the `produce_hr_report` function, your data must be in the format described below

> - One row per person
> - One IPEDS Unitid per file
> - Columns with values and types as described below (additional columns are allowed)

### Note

Starting in the 2022-2023 reporting cycle, we only report New Hires who are still 11/1 Current Employees. In other words, everyone in your starting data should have a CurrentEmployee flag of 1. In future years, we may drop the requirement of the CurrentEmployee column since it no longer carries valuable information. For this year, we have left it to avoid further structural changes.

Column Name | Column Type | Acceptable Value - Definition
--- | --- | ---
Unitid | Character or Numeric | (relevant unitid; xxxxxx)
EmpId | Character or numeric | (any unique identifier for each employees)
RaceEthnicity | Numeric | 1 - Nonresident alien 2 - Hispanic/Latino 3 - American Indian or Alaska Native 4 - Asian 5 - Black or African American 6 - Native Hawaiian or Other Pacific Islander 7 - White 8 - Two or more races 9 - Race and ethnicity unknown
Gender | Numeric | 1 - Men 2 - Women
Rank | Numeric | 1 - Professors 2 - Associate professors 3 - Assistant professors 4 - Instructors 5 - Lecturers 6 - No academic rank (Faculty) 7 - Not faculty
Tenure | Numeric | 1 - Tenured 2 - On tenure track 3 - Multi-year contract or employment agreement. Not on Tenure Track or no tenure system 4 - Annual contract or employment agreement. Not on Tenure Track or no tenure system 5 - Less than annual contract or employment agreement. Not on Tenure Track or no tenure system 6 - Without faculty status 7 - Indefinite duration (continuing or at-will) contract or employment agreement. Not on Tenure Track or no tenure system
IsMedical | Numeric | 0 - Not medical school staff 1 - Medical school staff
NewHire | Numeric | 0 - Not a new hire 1 - New Hire
CurrentEmployee | Numeric | 0 - Not a current employee (e.g. a new hire who is not employed on 11/1 of the reporting year) 1 - Current employee
FtPt | Character | F - Full Time P - Part Time
Salary | Numeric | xxxxxxx.xx (or just xxxxx): should be the value corresponding with Months (see below)
Months | Numeric | 8 - Annual salary covers less than 9 months 9 - Annual salary covers 9 months 10 - Annual salary covers 10 months 11 - Annual salary covers 11 months 12 - Annual salary covers 12 months 99 - Any other situation/employee which will not be reported and is not included above
OccCategory3 | Numeric | 1 - Primarily Instruction - exclusively credit 2 - Primarily Instruction - exclusively not-for-credit 3 - Primarily Instruction - Combined credit/not-for-credit 4 - Instruction/research/public service 5 - Research Staff 6 - Public Service Staff 7 - Archivists, Curators, and Museum Technicians (25-4010) 8 - Librarians and Media Collections Specialists (25-4020) 9 - Library Technicians (25-4030) 10 - Student and Academic Affairs and Other Education Services Occupations (25-2000 + 25-3000 + 25-9000) 11 - Management Occupations (11-0000) 12 - Business and Financial Operations Occupations (13-0000) 13 - Computer, Engineering, and Science Occupations (15-0000 + 17-0000 + 19-0000) 14 - Community, Social Service, Legal, Arts, Design, Entertainment, Sports, and Media Occupations (21-0000 + 23-0000 + 27-0000) 15 - Healthcare Practitioners and Technical Occupations (29-0000) 16 - Service Occupations (31-0000 + 33-0000 + 35-0000 + 37-0000 + 39-0000) 17 - Sales and Related Occupations (41-0000) 18 - Office and Administrative Support Occupations (43-0000) 19 - Natural Resources, Construction, and Maintenance Occupations (45-0000 + 47-0000 + 49-0000) 20 - Production, Transportation, and Material Moving Occupations (51-0000 + 53-0000) 22 - Teaching Assistants, Postsecondary (25-9044) 23 - Graduate Assistant Research 24 - Graduate Assistant Other

Notes

- In OccCategory3, `21` is used for an intermediate total and is not a value in the upload file
- OccCategory3 values will be recoded in `prep_hr_data_frame` into all necessary rollups, including instructional staff (values 1-4)