DEEWR Staff Data Submissions

What is in the DEEWR Staff Data Collection?

The full detail of the DEST Staff Data Collection is available on the web at DEEWR Staff Help.

The Staff Help File contains specifications used in compiling data to meet DEEWR requirements, and in interpreting and analysing data from the collection. The source of the staff data collection is the PeopleSoft HR Payroll System and other associated sources. From 2004, the univesity has included staff employed in controlled entities that are not included in the PeopleSoft HR payroll system, eg ARI Pty Ltd. From 2004 the university has also identified the breakdown of Elder School of Music into Higher Education and VET work sectors as required by DEEWR.

What is outside the scope of the DEEWR Staff Data Collection?

The scope of staff data collected in the PeopleSoft HR payroll system is wider than that in the DEEWR staff data collection. For example, the university does not include data for research scholars, title holders, visiting staff not on our payroll or staff on leave-without-pay on the 31st March of the reference year, or staff who are engaged 100% in the VET music sector.

DEEWR Staff Help

This document provides an overview of the following aspects of the DEEWR Staff Help:-

1. Statistical collections undertaken by DEEWR
2. Data required by DEEWR
3. Compliance with the requirements
4. Confidentiality of information about staff
5. Responsibility for the integrity of the data
6. Useful sections of the DEEWR Staff Help

1. Statistical Collections Undertaken by DEEWR

The DEEWR Staff data is an annual statistics collection. Through it DEEWRcollects data on staff resources for full-time, fractional full-time and casual staff in all those universities in Australia receiving funding from the Commonwealth.

Through this collection DEEWR gathers data relating to :-

1. Full-time and Fractional Full-time Staff numbers and FTEs, including information about each member of staff and the duties being performed. The data relate to 31st March of a reference year, and
2. Casual Staff, including aggregated information about the actual casual staff resources expended in the calendar year prior to a reference year.

The Department's collection will enable the Agency to meet many of the information needs which relate to its legislated functions and will serve requirements of the Affirmative Action (Equal Employment Opportunity for Women) Act 1986, relating to the provision by institutions of statistics required in public reports.

In preparing data for the Full-time and Fractional Full-time Staff file (referred to as the FT/FFT Staff file) the reference date is to be taken as at 31 March. The data comprise a "snapshot" taken at 31 March of the year in which the file is to be provided to the Department.

In preparing data for the Casual Staff file the reference date is to be taken as 31 December of the year prior to the year in which the file is to be provided to the Department.

2. Data Required by DEEWR

FT/FFT FILE

FT/FFT staff data records are to be included in the file in respect of people:

• who are members of staff at the reference date; and
• who have an effective substantive appointment at the reference date; and
• who have current duties at the reference date which require them to undertake full- time work or fractional full-time work in either:
  • an academic organisational unit, an academic support services organisational unit, a services or administrative organisational unit, or
  • an independent operation, but only if it is a controlled entity.

Records are NOT to be included in the file in respect of full-time equivalence expended by a member of staff in any independent operation which is not a controlled entity.

Records are to be included in the file in respect of members of staff whose duties relate solely to higher education or to both higher education and TAFE, with the full-time equivalence expended in relation to work undertaken in both types of work sector being reported. No data are to be included in the file in respect of staff whose duties relate solely to TAFE.

CASUAL FILE

Casual staff data records are to be included in the file in respect of casual staff FTEs accumulated over the calendar year prior to the reference year where the duties required the staff to undertake casual work in either:

• an academic organisational unit, an academic support services organisational unit,
• a services or administrative organisational unit, or
• an independent operation, but only if it is a controlled entity.

Casual FULL-TIME EQUIVALENCE (FTE) for a full year

The full-time equivalence for a full year for casual staff is calculated from the total hours worked, depending on the whether the type of work performed is

• lecturing,
• supervising or conducting demonstrations, tutorials or workshops,
• marking or
• other.

3. Compliance with the Requirements

One of the conditions under which grants for operating purposes are provided to a higher education institution is that the institution must provide statistical information in respect of the provision of higher education by the institution (see s18(1)(g) of the Higher Education Funding Act 1988).

4. Confidentiality of Information About Staff

DEEWR recognises staff data which relate to individual members of staff are provided to it on a confidential basis. However, data including staff identification codes may be provided to State and Territory authorities which are responsible for the coordination of higher education.

Within DEEWR, access to unit record data which include staff identification codes will be restricted to authorised officers who have an officially sanctioned need for access. This access will relate to staff responsible for processing the data received and staff responsible for undertaking detailed analysis of the unit record data.

DEEWR will use staff data to generate aggregated datasets in which staff identification codes are not included and where data for selected elements are aggregated. These aggregated datasets will be made available to requesting institutions, agencies and individuals.

The need for and specifications of a number of the elements in the collection have been determined after consultations between the Department and the Affirmative Action Agency. The Department's collection will enable the Agency to meet many of the information needs which relate to its legislated functions and will serve requirements of the Affirmative Action (Equal Employment Opportunity for Women) Act 1986, relating to the provision by institutions of statistics required in public reports.

5. Responsibility for the Integrity of the Data

The responsibility for ensuring the integrity of the data collected rests with the institution.

6. Useful Sections of the DEEWR Staff Help

Information in the DEEWR STAFF HELP includes:

• Glossary: provides definitions of technical words or terms referred to in the manual
• Data Element Dictionary: provides listings of the elements which are to appear in files, and definitions of the elements.
• File Specifications: provides details about the order, type, structure and scope of the files.