Faculty & Academic Staff and Executive Management Position Creation and Equal Employment Opportunity Reporting Guidance

Background

To maintain eligibility for federal funds, Michigan State University is federally required to report on the number of positions by established occupational categories as well as the racial, ethnic and gender composition of these positions.  This type of reporting is called Equal Employment Opportunity (EEO) reporting and is a requirement for institutions receiving federal funds. EEO reporting is done on an annual basis as well as routinely throughout the year.

MSU has defined 7 different job categories for faculty, academic staff, and executive management jobs that translate to the federal job classifications used for federal reporting. These 7 job categories are listed in Table 1 below. Each job category represents a distinct EEO code.  Each person's EEO code is based on the job selected for their position. The table below includes examples for each job category. Please note the examples are not exhaustive. For a complete list of jobs within each category, visit the following web pages:

Administrative Titles
Academic Positions/Ranks

*The term ‘faculty’ denotes those holding the rank of instructor, assistant professor, associate professor and professor.

Employees Holding One Job and Federal Reporting Requirements

If an employee only holds one job, MSU reports this individual in this job category for EEO reporting.

Employees Holding More than One Job and Federal Reporting Requirements

If an employee holds two or more jobs, the job with the lowest EEO code is the one required for reporting and the one that must be assigned to the position as the primary job for Academic Management and Executive Management titles (EEO codes 10 and 20).

Other titles that are not Academic Management, Executive Management or on a Contract, and have an EEO code 30, should be secondary titles (ie: Director I, Director II, Co-Director, etc). For example: If a Specialist- outreach is the job, the title is Director I; Specialist-Outreach should be primary and Director I should be secondary.

For example, if a tenure system professor is also a chairperson, MSU is required to report this individual only once. Technically, this person holds two jobs. The tenure system professor job falls into EEO code 30, "Tenure System Faculty." However, MSU would report this individual in the EEO Code 20, "Academic Management" since it is the lowest EEO code.

Employees Holding More than One Jobs and HR/Payroll System Wizard Questions

A series of wizard questions are asked at the time of position creation. The purpose of these questions is to guide the user to identify which job should be created as the primary job for EEO reporting purposes. This is especially helpful when an employee holds multiple jobs (i.e., a tenure system professor and a chairperson).

The HR/Payroll System framework assigns an EEO category to an employee based on what job is listed as the primary job. When an employee holds multiple jobs (i.e., a tenure system professor and a chairperson), the job with the lowest EEO code (i.e., the chairperson job) is defined as the primary job. An employee can have only one primary job, but may have up to four additional jobs listed on their employee record. In this example, the primary job is the chairperson job and the tenure system professor job would become the secondary job.

The wizard questions guide the user to selecting the correct job as the primary job. For further information on the logic behind the wizard questions, please see the section below titled, 'HR/Payroll System Faculty, Academic Staff, and Executive Management Wizard Question Logic'

Employees with Administrative Titles

At MSU, there are three groups of administrative titles for faculty and academic staff. These three groups are:

•    Executive Management (EEO Code 10)
•    Academic Management (EEO Code 20)
•    Other Administrative Titles (No EEO Code)

To learn more about which administrative titles fall into which category, please visit Academic Titles.

For EEO reporting purposes, employees with certain administrative titles are reported into an "Officials and Managers" category. Jobs within the "Officials and Managers" category are administrative positions with policy making responsibilities. Executive Management and Academic Management administrative jobs are federally reported into the "Officials and Managers" category. Executive Management and Academic Management jobs have their own EEO codes for reporting purposes. It was determined that these positions encompass policy making responsibilities. Examples of these jobs are listed in Table 1.

The jobs listed under the "Other Administrative Titles" category do not get reported into the "Officials and Managers" federal category.  These jobs do not require significant policy making responsibilities. Examples of these jobs include assistant to the dean, assistant chairperson, and associate chairperson, director I and director II. Since this group of "Other Administrative Titles" doesn't have its own EEO code, individuals holding these jobs are reported into the EEO category based on their faculty rank or academic staff position and their faculty rank or academic staff position title should be listed as primary.

For example:

If a tenure system professor holds the administrative title of assistant chairperson, MSU is required to report this person only once. Technically, this person holds two jobs. The administrative title of assistant chairperson doesn't get reported into the "Officials and Managers" category. However, the tenure system professor job falls into EEO code 30, "Tenure System Faculty". MSU would report this individual in the "Tenure System Faculty" group, EEO code 30.

If a Ast Prof/Asc Prof/Professor- Fixed Term is the job, the title is Director II; Ast Prof/Asc Prof/Professor-Fixed Term should be primary and Director II should be secondary. MSU would report this individual in the "Fixed Term Faculty" group, EEO code 60. 

If a Specialist- outreach is the job, the title is Director I; Specialist-Outreach should be primary and Director I should be secondary. MSU would report this individual in the "Fixed Term Academic Staff" group, EEO code 70. 

HR/Payroll System Faculty, Academic Staff, and Executive Management Wizard Question Logic

A series of wizard questions are asked at the time of position creation in the HR/Payroll System. The purpose of these questions is to identify which job should be created as the primary job for EEO reporting purposes.

Please note that the wizard question and the allowable jobs and enterprise structures returned to the user may vary depending on the academic hiring waiver. For example, tenure system jobs will not be returned as an option when hiring someone utilizing waiver 1. Depending on the academic hiring waiver you have selected, you will be asked either of the following questions below:

First Question

Does this position have an Executive Management or an Academic Management Administrative Title?

•    If you answer yes, you will receive a list of executive management jobs (EEO Code 10) and  academic management jobs (EEO code 20). The job you select will become the primary job.
•    If you answer no, you will be asked question 2.

OR

Does this position have an Academic Management title?

•    If you answer yes, you will receive a list academic management jobs (EEO code 20). The job you select will become the primary job.
•    If you answer no, you will be asked question 2.

Second Question

Does this position have a paid or on-call rank/position?

•    If you answer yes, you will receive a list of jobs and paid enterprise structures applicable to the academic hiring waiver you have selected.  The job you select will become the primary job.
•    If you answer no, you will receive a list of other administrative titles or no pay jobs applicable to the academic hiring waiver you have selected. The job you select will become the primary job.