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CUPA-HR Salary Surveys: Big News, Helpful Hints

and Data How-To’s

Ray B. “Chip” Sizemore, Ph.D. Director of Research CUPA-HR

Maria Calcagno, Ph.D. Research Manager CUPA-HR

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• Review structure and content of this year’s surveys – including what's new

• Review data collection and reporting schedules

• Demonstrate how to complete the surveys

• Demonstrate how to use DataOnDemand, our real-time data analysis tool, to obtain custom cuts of data

• Answer your questions

Today’s objectives

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Why participation in surveys important

• Provide critical benchmarking data needed by all institutions

• Help your institution: - Keep its salaries and benefits competitive - Recruit/retain the most qualified staff & faculty

• Enable your institution to compare itself directly to groups of peer and aspiration institutions

• Discounted pricing for results – discount greatest for CUPA-HR member participants

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Surveys redesigned in 2012-13 to address

• Perception of “administrator” bloat in higher ed – of too many managers versus staff

• Increasing importance of non-tenure track faculty

• Disappointing response to 2-year faculty survey

• Piecemeal evolution of surveys over many years – structure, positions and questions

• New IPEDS requirement for institutions to report all jobs using the Bureau of Labor Statistics’ Standard Occupational Classification system – SOC codes

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Output of redesign

• Two restructured staff surveys that clearly distinguish administrators & professionals

• Modified 4-year faculty survey that collects salary data separately for tenured/tenure-track faculty and non-tenure track faculty

• Simpler 2-year faculty survey

• Resource tool to help institutions with new IPEDS SOC reporting requirement

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Framework for new staff surveys • Based on UNC system Job Categories Model (J-CATS)

- J-CATS groups staff positions into 9 job categories

- Positions mapped to SOC codes – and to positions in CUPA-HR staff surveys

• Some aspects of J-CATS modified but new staff surveys use same job categories and also include SOC crosswalks for all survey positions - currently 600 - Crosswalks facilitate IPEDS reporting

- J-CATS Guidelines can help institutions categorize positions not surveyed - CUPA-HR members have access to these guidelines

- Crosswalks found only in worksheets and position descriptions – surveys do not collect data by SOC code

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There are seven salary surveys

• Administrators

• Professionals

• Non-Exempt Staff (new)

• Faculty at 4-Year Institutions (full-time)

• Per-Course-Faculty at 4-Year Institutions (new)

• Faculty Department Heads at 4-Year Institutions (new)

• Faculty at 2-Year Institutions . . . - includes Per-Course-Faculty and Department Heads

(new)

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Administrators survey

• Replaced Administrative Compensation Survey

• 25 positions deleted, 75 moved to Professionals survey; many jobs retitled as “Chief”

• Added questions on executive benefits for 7 senior positions; discontinued Exec Total Comp Survey

• Covers 191 positions that manage the institution or major divisions, functions and departments within it

• For each position, respondents asked to report number of incumbents and annualized 12-month salary

• If single incumbent position, also asked to report years-in-position, gender and ethnicity

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Professionals survey • Replaced Mid-Level Admin & Prof Salary Survey

• Rate structure data no longer collected; 44 positions deleted, 27 new positions added last year, 14 this year

• Covers 289 positions that perform professional-level work in specific functional areas; may supervise others, but also serve as functional experts

- FLSA exempt, bachelors or equivalent, may require terminal degree/licensure

• For each position, respondents asked to report number of incumbents, average, low and high annualized 12-month salary

• If single incumbent position, also asked to report years-in-position, gender and ethnicity

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Non-exempt staff survey

• New survey – covers 118 FLSA non-exempt positions – i.e. hourly positions, eligible for overtime

• Annualized salary reported as the amount earned working 2080 hours in 12 months without overtime

• Follow data collected for each position:

- Number of incumbents

- Average salary of incumbent(s)

- Salary of lowest paid incumbent

- Salary of highest-paid incumbent

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Position descriptions with crosswalks Crosswalks to SOC, Census and Vets 100 codes makes both IPEDS and EEO/AA reporting easier

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4-year faculty survey

• Replaced National Faculty Salary Survey

• Pay practices questions eliminated

• Collects 9/10 month salary data for full-time faculty

• Data collected separately by discipline and rank for:

- Tenured/tenure-track faculty

- Non-tenure-track teaching faculty

- Non-tenure-track research faculty

• 4-digit CIP codes used to define disciplines. Institutions can also upload 6-digit CIPs

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2-year faculty survey

• Replaced Two-Year Colleges Faculty Salary Survey

• Pay practices questions eliminated; data no longer collected by level of education, rank or discipline/rank

• Collects salary data by discipline only – provides common point of comparison for any pay structure

• 2-digit CIP codes used to define most disciplines; a select number of 4-digit CIP codes also used

• New this year – also collects salary data for Per Course Faculty and Department Heads

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Per-course-faculty • New survey for 4-year institutions; new section of 2-year

faculty survey. Replaces Adjunct Faculty Survey

• Per-Course-Faculty are hired to teach specific courses and are paid on a course-by-course basis

• Data collected by CIP code discipline – only 3 questions asked: - Total number of per course faculty teaching - Total number of credit hours being taught - Total amount of compensation that will be paid

• SOL then calculates for each discipline: - Average number of per course faculty employed - Average number of credit hours being taught - Average compensation per credit hour

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Faculty department heads

• New survey for 4-year institutions; new section of 2-year faculty survey

• Data collected by CIP code

- Academic rank (4-year survey only)

- Base 9/10 month salary

- Salary supplement? If yes – amount

- Summer salary coverage? If yes – number of months

- Course relief provided? If yes – number of courses

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Alignment with IPEDS to facilitate completion

• Surveys use same reporting dates for data as IPEDS

- Fall Enrollment: your official reporting date or Oct 15

- Faculty and staff size: Nov 1

- Salary data: Nov 1

• But also provide some flexibility

- If above dates not possible, use a date no earlier than Sep 15 and no later than Nov 1

• Budget size question in Institutional Basics changed this year - institutions now asked to provide:

- Total expenses reported to IPEDS in the 2012-13 Spring Finance Survey

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Data collection and reporting schedules

• Surveys open: October 15, 2013*

• Surveys close: January 28, 2014*

• DOD opens: February 6, 2014*

• Reports published: Mid-Feb to Mid-Apr

* Per-Course-Faculty and Department Heads surveys open on Feb 4 and close on Mar 11; DOD opens Mar 18

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HOW TO COMPLETE A SALARY SURVEY

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Survey process web-based • SurveysOnLine (SOL) - ID and Password protected

• Can control which surveys a user can access

• Users can see last year’s submissions for Administrators and Professionals surveys

• Each survey has real-time and server-side validations to help ensure accuracy of data input

• All “errors” flagged – if serious or fatal must be annotated or corrected before submitting survey

• Back-end data scrubbing tools allow us to more easily identify surveys with possible errors

• SOL tools allow us to make results available quicker

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• Pre-loaded – Institution name and Unit ID code – Structure type: single unit or system – Carnegie Classification – 2010 – Affiliation: Public or Private - Ind, Relig, For-Profit – Level of Instruction: undergrad, graduate or both – Metropolitan Statistical Area (MSA) – NCAA Division – Census Region – Standard Federal Region (new)

• Collected once for all surveys – Total expenses (preloaded if 2012 IPEDS data available) – Student enrollment – Faculty size – Unionized staff or faculty

Institutional data pre-loaded & collected

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1. Login to SurveysOnLine (SOL) with your UN and PW

2. Bring up Survey Menu

3. Click “Go” next to survey you want to complete

4. Check “My institution will complete this survey”

5. Open a survey section, enter data, save before leaving

6. Repeat Step 5 for each section until done

7. Check “My institution has completed this survey” to submit your survey

8. If errors identified, fix or annotate and re-submit

Your completed survey is now stored in SOL

Data entry - eight step process

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Login to SOL home page

• Highlight Surveys in menu at top

• Click on Survey Menu

• Upcoming Survey Deadlines shown; also Messages

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Surveys menu page – open survey

• Click Go next to the survey you want to complete

• Click “review Inactive Surveys” to view closed surveys or print your input

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Survey menu - check “will complete”

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Open Survey Section to Enter Data

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Enter data – save before closing

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Custom building your 4-yr faculty surveys

• 1st step in 4-yr faculty surveys is to select the disciplines you want to report on – SOL then builds your survey

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Upload option

• An uploading data option is available for all Salary Surveys.

• Upload instructions are available at http://www.cupahr.org/surveys/worksheets.aspx

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HOW TO USE DATA-ON-DEMAND (DOD)

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• Survey reports – National level results published electronically as

locked PDF documents

• DataOnDemand (DOD) – SOL based real-time data analysis system

• Special studies – Custom analyses of data conducted by CUPA-HR

research staff using DOD

• All reporting complies with Department of Justice “Safe Harbor” guidelines

Three ways to access survey results

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• Allows users to conduct own analyses while protecting confidentiality of data – available for all surveys

• Current and prior 10 years of data available – except for newer surveys

• Provides comprehensive set of pre-defined salary reports in HTML, Excel or PDF; other analytical tools also available

• Requires annual institutional subscription; no additional charge for up to 6 users - 2014 DOD opens Feb 6

• Subscription good from date of purchase until Jan 31, 2015 – regardless of when you purchase

DataOnDemand (DOD)

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1. Login to Surveys-On-Line (SOL) with your UN and PW

2. Bring up Data-On-Demand Menu

3. Click on “Comparison Groups”

4. Select from Public Groups or create Personal Groups

5. Check box next to each group you want to use and save – must be checked to show in report drop-down window

6. Click on “All Survey Reports” in DOD menu

7. Select the report you want, enter required information and select “Go to Report” to run

Output can be HTML, Excel or PDF

DOD - seven step process

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Create new group from scratch: Step 1

• Click on New Group from Scratch button

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• Enter partial name of first school in group

• List of possible institutions will appear

• Select one wanted by checking box

• Search for each remaining school in group

Create new group from scratch: Step 2

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Create new group from scratch: step 3

• When done name, save

• Minimum group size 8 schools

• Each group must differ by 3 from all other groups created by your users; even deleted groups

• Until used a group can be modified without restriction

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Create new group from scratch: step 4

• New group saved under “Your Personal Groups”

• Press down arrow to share group with other DOD users at your school

• To add your school to a group press + sign; to remove press – sign

• Public Groups – created by CUPA-HR National Office

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• Click on New Group Wizard

Create new group with wizard: step 1

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Create new group with wizard: step 2 Specify selection criteria, search, name and save – Both basic and expanded Carnegie classes available

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Run DOD reports

• Click DataOnDemand in menu bar; select option

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DOD reports - salary surveys Report Name Admin Prof N-E 4Yr Fac 2Yr Fac

Multi-Position/-Discipline* (reports standard deviation – new**) X X X X X Single-Position/-Discipline* X X X

Ordinal Rank X X X X

Trend (Multi-position) X X

Multi-Position Demographic X X

Combined Positions (new) X X

Rank Order of Positions by Years-in-Position (new) X X

Aggregate X

2-Digit Index/4-Digit Index X

6-Digit Multi-Position X

Multi-Discipline for T/TT & NTT Teaching Combined (new) X

Rank Order of Disciplines by Salary - within rank (new) X

Rank Order of Dis by % of Faculty at Given Rank - within rank (new) X

Per Course Faculty (new) X X

Faculty Department Head (new) X X

**Faculty report only for 2013-14 *Aging option available

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• Multi-Position: salaries for all positions or disciplines

• Single-Position: salary for one position or discipline

• Ordinal Rank: anonymous listing of salaries entered by each institution for all positions/disciplines

• Aging: ages salaries based on elapsed time since Nov 1

• Trend: % change in staff salaries over time (Admin, Prof)

• Multi-Position Demographic: salaries by gender and minority status (Admin, Prof)

• Aggregate: rollup of 4-digit CIP salaries to 2-digit level

• Index: overall salary by rank and overall salary by discipline (2- or 4-digit) – calculation for comparison group uses a faculty distribution that is the same as your own institution

Choosing which basic DOD report to run

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Select report

• Can access only if report underlined

• Many reports have the option of using un-weighted or weighted data

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• Most DOD reports have un-weighted / weighted option

• Un-weighted data gives equal weight to each institution – Use if you want to know what other institutions are

paying for a given position

• Weighted data gives equal weight to each incumbent – Use if you want to know what incumbents are earning

in a given position – Can be overly influenced by a few institutions with large

numbers of incumbents paying high or low – If using weighted data, look at results un-weighted also

Note: To comply with DOJ Safe Harbor, weighted data not reported if one institution represents more than 25% of a position’s incumbents

Un-weighted versus weighted data

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Un-weighted versus weighted data

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Multi-position report • Admin, Prof and N-E

Surveys

• HTML output - can select positions; default are those your institution reported

• Excel output - get all positions, no choice

• Output can be un-weighted or weighted;

• Option to select Add’l Percentiles

• Report highlights large salary differences; can change parameters

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Multi-position report table • Minimum and Maximum salary is the “average” of reported low or

high salaries – single position report shows actual low and high

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Ordinal rank report

• Admin, Prof, N-E and Faculty Surveys

• Anonymous listing of salaries submitted by each institution by position or discipline by rank; average also provided

• Output can be un-weighted or weighted

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Ordinal rank report table

• Highlighted salary is that of the focus institution

• Can use “Sorted List” analytical tool to obtain same data for one position

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Faculty multi-discipline report

• Salaries by discipline and rank for 4-digit CIP codes

• Output can be un-weighted or weighted

• Option to select Add’l Percentiles

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Faculty multi-discipline report table

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Faculty 2-digit index report

• Calculates overall salary, salary by rank and salary by discipline

• Comparison group numbers based on faculty distribution of focus institution

• Allows apples-to-apples comparison

• 4-digit index report also available

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Faculty 2-digit index report table

• Overall Index: salary for all ranks and disciplines combined

• Salary by rank, all disciplines combined

• Salary by discipline, all ranks combined

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Two-year faculty report table

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For online tutorials and DOD User‘s Guide go to:

http://www.cupahr.org/surveys/tutorials.aspx

http://www.cupahr.org/surveys/dod-users.aspx

Tutorials and DOD user’s manual

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The final word

DON’T BE A BYSTANDER – YOUR

PARTICIPATION IN THE SURVEYS

IS EXTREMELY IMPORTANT!

P.S. HR and IR should talk!