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Edition: 25 November 2000
E.8 SCOPE OF THE STAFF FTE FILE
8.1 General principles
The Staff FTE File is to
contain records which report FTE in respect of
each record in the Staff Profile File.
The FTE to be reported is that applicable
during the Collection Year.
8.2 Number of records
There will be at least one
matching record in the Staff FTE File for each record in the Staff Profile File (the matching value would be in
terms of Element 037 (Staff number)
concatenated with Element 039 (Personnel
category).
The number of records in the Staff FTE File
will depend on the number of members of staff reported in the Staff Profile
File, and to whether or not:
(a) the person was working in more
than one personnel category,
and/or
(b) the person was working in more
than one programme category, and/or
(c) (if the programme category code
reported through Element 044 (Staff
programme) is 010 or 020) the programme in which duties are being performed can
be coded to more than one CESM category through Element
045 (Staff programme CESM).
In many cases there will be more than one
record in the Staff FTE File for each record in the Staff Profile File.
However, there will be only one record with a
particular value for Element 037 (Staff
number), concatenated with Element 039
(Personnel category), concatenated with Element
044 (Staff programme), concatenated with Element 045 (Staff programme CESM).
8.3 Elements to be reported in the Staff
FTE File
The elements for which data
are to be reported in records in the Staff FTE File are listed in the section
describing the structure of the flat
ASCII files to be prepared by institutions.
Of particular importance is Element 043 (Staff FTE value) (see the Data Element Dictionary for the base elements). The FTE for a
staff member must be reported in terms of the following combination of
elements:
(a) Element 037 (Staff
number).
(b) Element 039 (Personnel
category).
(c) Element 044 (Staff
programme).
(d) Element 045 (Staff
program CESM).
If a person has an appointment involving only
one personnel category, is working in only one staff programme category, and
the work for the programme involves only one CESM category, then all their FTE
can be reported in one record.
However, if a person has more than one
personnel category, and/or works in more than one staff programme category,
and/or one or more of the programme/s worked on are in more than one CESM
category, then the FTE will need to be split and reported in separate
records. However, the sum of FTEs
reported in such records would add to 1.0 for a permanent staff member with a
full-time appointment.
Where staff have
"joint appointments" the
FTE to be reported in record/s in the Staff FTE File is to comprise only that
portion relating to work undertaken for the institution.
8.4 Links to other files
The data in records in the
Staff FTE File will be linked in the National database to data in records in
the Staff Profile File through Element 037 (Staff
number) concatenated with Element 039
(Personnel category). This relationship
is described in section 7.4 of the
description of the scope of the Staff Profile File.
8.5 Submissions of the Staff FTE File
There will be only one
submission of the Staff FTE File. This
submission will be made at the same time as the submission of the Staff Profile
File.