UA ALL APTS SEN

DATA VIEW NAME

UA_ALL_APTS_SEN

OVERVIEW

APTS_SEN displays general and sensitive information for all appointments past, present and future that Fall within your authorization. Care must be taken to ask for the correct appointment time periods. This view does not show a history of rate and title changes, only the most current data will be displayed. Each department associated with the appointment will be shown. Therefore, it is possible to have more than one record per appointment. This view also contains highly sensitive information that should only be made available to authorized University faculty and staff. The sensitive data includes things such as heritage and gender. This data view uses UDDS code to limit the records returned based on your authorization.

LOAD FREQUENCY

The data in this view is refreshed every weekend.

DATA CUSTODIAN

Human Resources Office
Contact: Catharine Derubeis

AUTHORIZATION

You must receive approval to access data from the data custodian. For information about how to get authorized for InfoAccess data views, connect to InfoAccess Home Page

SPECIAL CONSIDERATIONS

None.

QUESTIONS

Contact: Division of Information Technology Help Desk
Phone: 264-HELP (4357)

LAST UPDATED

04/94 Project to standardize the data view documentation.
10/97 Div_Affiliation no longer used – will contain blanks
06/98 Changed the length of the TOTAL_APPT_PERCENT to PS3.4
Added 3 new fields, TOTAL_PERCENT_LIV, NET_PERCENT and
SERVICE_STATUS.
04/01 Added visa information to the end of the view –
VISA_BEGIN_DATE, VISA_EXP_DATE, VISA_PURPOSE, VISA_TYPE, WORK_AUTH_EXP_DATE, WORK_AUTHORIZATION
11/01 Added ‘Marked for Conversion’ field to end of the view. C4J.
12/01 Removed 3 fields: Work_authorization, Student_pay_ctgry & Rate_chg_reason. C4J.
05/07 – Added ‘Working Title’ and ‘CBC_Completed_Date’ C4J.
10/07 – Data Custodian change.
10/07 – Updated Service Status definition C4j.
2/09 – Added Dept_Eff_Date and Dept_End_Date fields c4j
11/09 – Removed Vietnam_Veteran, Disabled_Veteran and Handicapped fields.
Also, Heritage Codes are now expanded to include 1 through 7 as valid values.c4j
11/11 Data Custodian Change C4j

DATA FORMATS

The codes following the field names in this document define the field. The different types are:

A – Alphanumeric field. This indicates the field may contain letters and/or numbers. The number following is the field length. For example: a field defined as A5 could contain ‘E10LN’.

PS – Packed-Signed field. This indicates the field may contain only numbers. The number following is the field length. If two digits with a decimal point in between are present the first indicates the number of positions before the decimal point and the second the number of digits after the decimal point. For example: a field defined as PS4.2 would be in the format 9999.99 whereas PS6 would be in the format 999999.

Column Name	Format	Description
PERSON_NAME	A30	The name currently used by the person.
PERSON_ID	A8	A unique number assigned to a person. It is always the same.
APPT_ID	A8	A unique number assigned to each appointment. A person may hold more than one appointment.
APPT_DEPT	A11	The basic unit of personnel administration. Each employee belongs to one or more appointment departments.
DEPT_EFF_DATE	A8	The begin date of employment or personnel association in this department
DEPT_END_DATE	A8	The end date of employment or personnel association in this department.
APPT_MAJOR_DEPT	A11	This is the department that coordinates the appointment. This department assumes responsibility for coordinating personnel decisions.
APPT_MAJOR_UNIT	A1	This is a breakdown of the APPT_MAJOR_DEPT field. It is the first character of the UDDS code.
APPT_MAJOR_DIV	A2	This is a breakdown of the APPT_MAJOR_DEPT field. It is the second two characters of the UDDS code.
APPT_MAJOR_DEP	A2	This is a breakdown of the APPT_MAJOR_DEPT field. It is the fourth and fifth characters of the UDDS field.
APPT_MAJOR_SUBDEPT	A2	This is a breakdown of the APPT_MAJOR_DEPT field. It is the sixth and seventh characters of the UDDS field.
DEPT_PERCENT	PS1.6	This Field was incorporated from DB2-Catalog on 91-01-02 Description: The percentage of full-time for an appointment within an appointment department. This represents the proportion of full-time appointment for which this department is responsible on an on-going basis. It provides the payroll/accounting edit for ensuring that all funding amounts have been entered. Supports budget calculations, and may be used to determine eligibility for fringe benefits. This percentage remains constant through temporary changes in funding sources or temporary leaves without pay. Departments that provide short-term funding but assume no personnel responsibility (e.g., graduate school research committee) need not be linked to an appointment as an appointment department with a percent appointment department. If hours authorized entered, percent appointment department is computed: percent = hours authorized / 80.0 (biweekly) or percent = hours authorized / 176.0 (monthly) Edit: 0 to 1.0 UW-Madison: For initial appointments, edit against the PVL or CERT
TOTAL_APPT_PERCENT	PS1.6	This is the total percentage of an appointment. The value of this field will be repeated on each appointment/department record listed.
INIT_APPT_PERCENT	PS1.6	The percentage of full-time for an appointment at the time of the appointment add. Do not use this element for reporting appointment FTE. Use summary or appointment department percent at a point in time.
BEGIN_APPT_ACTION	A2	The official action that took place to begin this appointment. Valid values are: 01 = new appointment 02 = original appointment 03 = promotion 04 = transfer 05 = reinstatement 06 = restoration 07 = demotion 08 = rehire
BEGIN_APPT_REASON	A2	The reason the appointment began. Valid values are: blank – does not apply 01 return from layoff or other involuntary break in service 02 in lieu of layoff – chosen by employer 03 in lieu of layoff – chosen by employee 04 Voluntary – use with demotion only 05 Involuntary-use with demotion or transfer only 06 Displacement/Bumping – use with transfer or emotion only 07 Permissive – use with transfer only 08 Contractual – use with transfer only 09 Disciplinary – use with transfer or demotion only 10 Due to appeal – use with restoration or reinstatement only 11 Due to enrollment and/or staff fluctuations 12 Due to unexpected resignation 13 Due to changes or reduction in course offerings 14 To replace TAs on leave of absence 15 To fill a position left vacant by reassignment of As 16 Noncompletion of probationary period ( Restoration only)
APPT_EFF_DATE	A8	The start date of the appointment. In the format ccyymmdd.
END_APPT_CODE	A2	The official action that took place upon the ending of this appointment. Valid codes are: 01 = resignation 02 = retirement 03 = nonrenewal 04 = layoff 05 = death 06 = fixed-term terminal 07 = dismissal 99 = cancelled
END_APPT_REASON	A2	The reason the appointment ended. Some reasons are specific to certain actions. Valid codes are: 01 = voluntary 02 = involuntary 03 = probationary 04 = program redirection 05 = funding reduction 06 = in lieu of dismissal for cause 07 = abandonment 08 = no reason 09 = health blank – does not apply
APPT_END_DATE	A8	The date the appointment ends. This is the last day the appointment is in active status. This field may be blank. This field should be used to narrow down the data returned for most queries against this view.
FUNDING_RSPNSBLTY	A1	This field describes the level of funding responsibility of the university system that may be related to salary or stipend. It does not indicate whether the university is reimbursed for payments made. Valid values are: 0 University holds no funding responsibility. 1 University has sole responsibility 2 University shares responsibility
GUARANTEED_LENGTH	PS1.1	The specific period of time stated for the length of the appointment.
EXT_APPT_LOC	A1	The location of the next appointment that fringe benefits earned in this appointment can be transferred to.
PRIOR_APPT_LO	A1	The location of the prior appointment that qualified the employee for fringe benefits that may be transferred to this appointment.
RECRUITMENT_NMBR	A7	The number that had been assigned to the vacancy listing or recruitment record that was used when this appointment was established.
REC_PRSNL_OFFICE	A3	The personnel office that was responsible for approving or establishing the recruitment for the appointment.
RECRUITMENT_SYSTEM	A4	The personnel system that connects the vacancy listing or recruitment information that was used as a record of approvaL or a source of data when this appointment was established.
PRIOR_APPT_TYPE	A2	The type of prior appointment that qualifies the employee for fringe benefits which may be transferred to this appointment.
PRIOR_APPT_BREAK	A1	Indicates whether there was a break in the state service between the employee’s prior appointment and this appointment.
BIRTHDATE	A8	The employee’s date of birth in the format ccyymmdd.
GENDER	A1	The gender in the format M or F.
HERITAGE_CODE	A1	Racial/Ethnic heritage of employee. Valid values are: 1 – Black 2 – Asian 3 – Native American 4 – Hispanic 5 – White 6 – Hawaiin 7 – 2 or more Races Blank – Unknown
SENIORITY_DATE	A8	The adjusted date of civil service employment within the State of WI. In the format ccyymmdd.
CBC_COMPLETED_DATE	A8	Last date a Criminal Background Check (CBC) was completed for this appointment. A history of CBC completed dates is not retained. Various policies dictate when a CBC must be done, however the IADS programs do not enforce any of these rules. The only edit is to verify the entered value is a valid date format. This field is entered/changed via IADS transactions APPT and APCHGA. It is viewed on APPI (pg 2.)
SOC_SEC_NUMBER	A9	The number assigned by the social security administration.
APPOINTMENT_TYPE	A2	Identifies the major personnel categories for this appointment. Valid codes are: AS – academic staff CJ – classified project CP – classified permanent ET – employees in training FA – faculty LI – limited appointment OT – other SA – student assistant SH – student help
TITLE_EFF_DATE	A8	The date the approved title became effective. In the format ccyymmdd.
TITLE_NAME	A21	The current title name.
TITLE_CODE	A5	Used to identify the official University System title or WI Civil Service title for the appointment.
TITLE_CHG_REASON	A2	The reason for the title change. Valid values are: 01 reclassification 02 reallocation or reorganization 03 promotion or progression 04 error correction 21 appointment type conversion’ 24 educational attainment 25 temporary change in duties 28 historical entry 29 restructuring coding scheme 30 due to appeal 31 activating a backup appointment
WORKING_TITLE	A30	Optional. This is the title description/name for the appointment. When entered, it is expected this field will provide a better, or more descriptive, name than the official title name associated with the appointment’s 5-byte title code. This field is entered/changed via IADS transactions APPT and APCHGA. It is viewed on APPI (pg 2).
APPT_BASE_RATE	PS8.3	For each appointment, this is the amount expressed in a standardized form. The University agrees to pay the employee for the work done in the appointment. It should be noted that the amount in this field is not necessarily the amount actually paid to the employee.
RATE_EFF_DATE	A8	The date the salary base rate is effective. In the format ccyymmdd.
RATE_OVER_MAX	A1	Indicates if the appointment rate is approved to be above the pay range maximum, or if the appointment is red circled upon eligible personnel actions. Valid values are: Y rate is approved R red circled S above max, but in supplemental range
RATE_UNDER_MIN	A1	Indicates the appointment is approved to be below the pay range defined. Valid values are: Y – approved to be below minimum.
SALARY_BASIS	A1	Contains the pay basis for this appointment. Valid values are A annual B ten month C academic year H hourly L lump
CONTINUITY_STATUS	A2	Describes the continuity of the appointment. Valid codes are: 01 – ongoing 02 – fixed terminal 03 – fixed renewable 04 – limited 05 – acting/provisional 06 – rolling horizon 07 – interim
CONT_EFF_DATE	A8	The date the continuity status is effective. In the format ccyymmdd.
DIV_AFFILIATION	A1	For the time being this field is no longer used. it will contain spaces.
EXECUTIVE_PLAN	A1	Identifies the executive plan rules that apply to the appointment. Valid values are C – career executive plan – classified W – UW system executive plan Y – State of Wi legislative plan
CONTRACT_EFF_DATE	A8	The date the contract begins. In the format ccyymmdd.
CONTRACT_END_DATE	A8	The day the contract ends. In the format ccyymmdd.
FLSA_STATUS	A1	Exemption status from the wages and Hours provisions of the Fair Labor Standards Act for overtime pay of time and a half or compensatory time. Valid values are E – exempt N – non-exempt Z – not covered
LIMITED_APPT_PTR	A8	Points to the limited appointment that this backup/concurrent appointment is associated with. If this field contains a value, it will be a valid appointment id. It will indicate that this appointment is a backup appointment and the id number in this field will point to a limited appointment.
SSN_REQUIRED	A1	Indicates if a social security number is required. Valid values are Y or N.
APPT_MONITOR	PS1.1	This is the projected length used for planning and/or monitoring purposes. This must be used for classified project appointments (which cannot exceed 4 years), and may be helpful for other types of appointments, (e.g. clinical), regular TAs. Valid values include: ‘0’ = no projected length Any other value less than 10 years.
LOADDATE	A8	The date the data was extracted from the live files. In the format ccyymmdd.
EXT_AFFILIATION	A2	Identifies the type of affiliation that is associated with this appointment. The affiliation source may be related to funding responsibility for the appointment. Valid Values: 01 = Campus related agency 02 = External agency (Government or non-profit) 03 = Clinical/Hospital Affiliation 04 = Inter-institutional contractual agreement (interchange) 05 = Inter-governmental personnel temporary interchange 06 = UW Medical Foundation 09 = Other
TOTAL_PERCENT_LV	PS3.4	This field is the sum of the department leave percents.
NET_PERCENT	PS3.4	This field is computed by subtracting leave percent from appointment percent. Net percent is never less than zero, even if a leave percent exists in a period of time without an appointment percent.
SERVICE_STATUS	A1	DESCRIBES THE SERVICE STATUS OF THE APPOINTMENT 1 – Emeritus. Indicates that emeritus (honorary) status was granted upon retirement from a faculty, academic staff or permanent classified appointment. The status carries into any subsequent appointment with the same set of duties. 2 – Distinguished Service.(No longer available) Indicates that distinguished service status was granted upon retirement from a non-instructional academic staff appointment. The status carries into any subsequent appointment with the same set of duties after a qualifying number of years of service. 3 – Certificate of appreciation.(No longer available) Indicates that this status was granted upon retirement from a classified appointment after a qualifying number of years of service. 4 – Rehired Annuitant. Indicates that an employee is hired into a new appointment after s/he retired from a previous appointment.
VISA_BEGIN_DATE	A8	The first day of the visa period. If the alien is to be employed before this date, written permission must be obtained from the appropriate University Personnel Office. Format is YYYYMMDD.
VISA_EXP_DATE	A8	The last day of the VISA period. If the alien is to be employed past this date, written permission must be obtained from the appropriate University Personnel Office. Format is YYYYMMDD.
VISA_PURPOSE	A1	The primary purpose specified for admittance to this country. Tax treaty rules for the country of citizenship may differentiate between those individuals whose primary purpose is to be a student, teacher, or researcher. Example: If a student is admitted on a J1 VISA and then gets a job as a teaching assistant, the primary purpose is still ‘student’ and not ‘teaching’. Valid Values: R = Research (exchange visitor) S = Student T = Teaching (exchange visitor) Blank = other
VISA_TYPE	A2	Identifies the type of VISA held by employees who are not U.S. citizens. Note: This is a sensitive element. In addition, it needs to be checked for accuracy with the office of foreign students and faculty, and payroll. Each VISA carries with it certain restrictions and/or privileges with respect to whether the person holding it is allowed to be employed, the nature of the job and tax and fringe benefit requirements.
WORK_AUTH_EXP_DATE	A8	The last day the work authorization is valid. The person must not be employed past this date. Not required for VISA types RF (refugee) or PR (permanent resident) Format is YYYYMMDD.
MARKED_FOR_CONVERSION	A1	Indicates whether a particular appointment should be converted from classified to unclassified or from unclassified to classified. Valid values are: Blank = appointment is not marked to conversion 1 = to be converted to classified 2 = to be converted to unclassified
EXTRACT_DATE_TIME	Date	The System generated date when the data was last refreshed. Format: mm/dd/ccyy.