(AUS) Reporting DETYA for the Australian Higher Education Sector

This chapter provides an overview of the Department of Education, Training and Youth Affairs (DETYA) reporting process and discusses how to:

Set up DETYA reporting codes.
Generate DETYA reports data.

Understanding DETYA Reporting

DETYA requires regular reporting from the Australian Higher Education sector. The required annual reports are the Full Time and Fractional Staff Report and the Casual Report. Noncompliance with these requirements might cost the institution DETYA grants.

Both reports must be submitted annually by June 26. The reference date for the Full Time and Fractional Staff Report is March 31. The reference date for the Casual Report is December 31 of the preceding year.

Understanding DETYA Calculations and Reference Dates

The categories used by the system are full-time staff, fractional staff, and casual staff. Each category and how it is calculated within the system are discussed below.

Full-Time Staff

A full-time staff member performs a job function in one work sector and one organizational unit under a full-time work contract. A staff member, who at the reference date has a full-time work contract in respect of their current duties, has a full-time equivalence at the reference date of 1.00 or 100%.

Fractional Staff

A staff member working under a full-time work contract but dividing work between different functions or different work sectors could still have a full-time equivalence of 1.00 when all functions or sectors are added. Fractional staff members generally work part-time. However, a fractional staff member could work 60% in one sector and 40% in another.

A staff member working under a fractional full-time work contract has a full-time equivalency based on the ratio between the number of agreed normal work hours and the number of normal work hours required of staff having the same classification type and level but with a full-time work contract.

For example, if a person with a fractional full-time work contract has normal work hours of 30 hours per week while the normal hours for that classification type and level are 40 hours per week, then the full-time equivalency would be 0.75 or 75%. Normal work hours exclude paid or unpaid overtime work hours. If a fractional full time staff member works 40 hours per week despite having a contract defining the standard hours as 30, the employee still has a full time equivalency of .75 or 75%.

Casual Staff

The calculations for full-time equivalence for a full year for a member of staff or group of members of staff with a casual work contract depend on the job function. These legislative guidelines should be followed to determine what full-time employee (FTE) data to enter for each staff member. This information is entered on the Job Data - Job Information page.

Job Function - Lecturing

Determine the total number of “contact” hours (excluding associated hours spent in preparation and marking) for the person or persons during the full year.
Divide that number by nine to give an equivalent number of weeks worked.
Divide the equivalent number of weeks worked by N, where N is the number of teaching weeks in a full year for your organization.

Job Function - Supervising, conducting demonstrations, tutorials, or workshops

Determine the total number of “contact” hours (excluding associated hours spent in preparation and marking) for the person or persons during the full year.
Divide that number by 25 to give an equivalent number of weeks worked.
Divide the equivalent number of weeks worked by N, where N is the number of teaching weeks in a full year, excluding any summer school period.

Job Function - Research, marking (as a single activity), or other work

Determine the total number of paid hours for the person or persons during the full year.
Divide that number by 35 to give an equivalent number of weeks worked.
Divide the equivalent number of weeks worked by 52.

Setting Up DETYA Reporting Codes

To set up DETYA reporting, use the Classification Codes AUS (DETYA_CURR_CLS) and Organization Unit AUS (DETYA_ORG_UNT) components.

This section discusses how to:

Maintain classification codes.
Maintain organizational units.

For the purposes of DETYA reporting, you must complete two tables to define employee classifications and organizational units.

Pages Used to Set Up DETYA Reporting Codes

Page Name	Object Name	Navigation	Usage
Classification Codes	DETYA_CLSN_AUS	Workforce Development, Faculty Events, Define Faculty Events Data, Classification Codes AUS, Classification Codes Set Up HRMS, Product Related, Workforce Development, Faculty Events, Classification Codes AUS, Classification Codes	Define classification codes specific to DETYA reporting.
Organization Unit	DETYA_ORGUNIT_AUS	Workforce Development, Faculty Events, Define Faculty Events Data, Organization Unit AUS, Organization Unit Set Up HRMS, Product Related, Workforce Development, Faculty Events, Organization Unit AUS, Organization Unit	Define organizational units specific to DETYA reporting.

Page Name

Object Name

Navigation

Usage

Classification Codes

DETYA_CLSN_AUS

Workforce Development, Faculty Events, Define Faculty Events Data, Classification Codes AUS, Classification Codes

Set Up HRMS, Product Related, Workforce Development, Faculty Events, Classification Codes AUS, Classification Codes

Define classification codes specific to DETYA reporting.

Organization Unit

DETYA_ORGUNIT_AUS

Workforce Development, Faculty Events, Define Faculty Events Data, Organization Unit AUS, Organization Unit

Set Up HRMS, Product Related, Workforce Development, Faculty Events, Organization Unit AUS, Organization Unit

Define organizational units specific to DETYA reporting.

Maintaining Classification Codes

Access the Classifications Codes page.

Classification Group Code

Select the appropriate classification group corresponding to the code being defined. The group code defines the level of work being performed. DETYA defines these groups and the corresponding codes. Options are Abv Sr Lec (above senior lecturer), Level A, Level B, Level C and Non Acad (non academic).

Maintaining Organizational Units

Access the Organization Unit page.

Effective Date, Description and Short Description

Define the information for each organizational unit.

Generating DETYA Reports Data

DETYA (Department of Education, Training and Youth Affairs) guidelines require reports to be submitted annually by June 26. These reports gather information about staff from the department data and job data components.

Pages Used to Generate DETYA Reports

Page Name	Object Name	Navigation	Usage
DETYA Data Generation	DETYA_PROCESS	Workforce Development, Faculty Events, Manage DETYA Information AUS, Create DETYA, DETYA Data Generation	Generate the permanent and casual DETYA data. This process saves the data to a temporary table. The details can be viewed or modified on the DETYA Inquiry page. Select the end date for the report.
DETYA File Creation	DETYA_FILE	Workforce Development, Faculty Events, Manage DETYA Information AUS, Create DETYA File, DETYA File Creation	Generate the electronic file for the Permanent or Casual report after running the data generation process. Confirm that the correct report is running. After running the report, review the error log. Use the DETYA Inquiry page to make any changes.
DETYA Inquiry	DETYA_PRCS_INQ	Workforce Development, Faculty Events, Manage DETYA Information AUS, Review DETYA, DETYA Inquiry	Update DETYA reporting information by individual employees, by employee ID, employee record number, or name. Changes made to this page will be picked up by the DETYA File Creation process but not updated at the employee level (for example, job, personal data, or education). If any changes are made to this page, the DETYA File Creation process needs to be rerun.