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Repository for Administrative Data and Reports

Employee Demographics

Last Updated

Non-duplicating headcount of UW-Madison employees by department with demographic characteristics.

Report URL
Data Cookbook URL (requires authorization)
Data Domain(s)
Employee Record
Access Restrictions
Employee Record Data Internal
Data Source Information
HRS/EPM, InfoAccess
Update Schedule
Data is updated annually in January.
Responsible Office
Data, Academic Planning & Institutional Research
Important Notes

This data visualization provides information about demographic characteristics of UW-Madison employees. Data is based on non-duplicating headcounts of faculty and staff. Individuals with two or more positions are counted only once. School/College/Division is assigned based on the primary department of the position.

Faculty with zero-dollar appointments are included. Individuals who hold both Faculty and Limited positions are counted as Faculty.

LTEs, Fellows, Trainees, hourly Academic Staff and Academic Staff and University Staff with zero-dollar appointments are excluded. Data on Graduate Students is available beginning in 2011.

Minority is defined as those individuals who identify as Black or African American, American Indian or Alaska Native, Native Hawaiian or Pacific Islander, Hispanic or Latino/Latina, Asian or Asian American, or two or more races. Individuals who decline to report race/ethnicity are counted as non-Minority. Minority and non-Minority include individuals who are non-resident aliens.

Minority (non-Asian) is defined as those individuals who identify as Black or African American, American Indian or Alaska Native, Hispanic or Latino/Latina, or two or more races.

Changes to Federal rules for the collection and reporting of race/ethnicity are reflected in the data for 2010 and later years. A two-part question asks first about Hispanic heritage and then about race. Unlike previous years, individuals may choose to report more than one race. Individuals who report Hispanic heritage are counted as Hispanic, regardless of race. Those who report two or more races and do no indicate Hispanic are reported in the two or more races category.


Name Functional Definition Data Domains
Department (Academic Structure)

An entity approved by academic governance to serve at least one of three academic purposes: serve as the academic home for a plan, serve as the academic home of a subject, or serve as a faculty tenure home. The status of an academic organization as academic owner is established through faculty/shared governance approval process; each plan and subject has one academic organization designated as an academic owner. Academic organizations are tied to the budgetary UDD (A####).

Academic Planning, Employee Record
Department (UDDS)

A two-character numeric designation for each department (academic or budgetary) within a Division (UDDS). Department is the fourth and fifth characters of a UDDS.

University of Wisconsin - Madison
Division (Academic)

An academic group of the University, defined in Faculty Policies & Procedures Chapter 3 and led by a dean or director who reports to the provost, that serves as a school, college or like unit. Each academic program code has an academic division assigned.

Academic Planning
Division (UDDS)

A two-character numeric designation for each school/college or non-academic division within a Unit (UDDS). Division is the second and third characters of a UDDS.

University of Wisconsin - Madison
Employment Class

A classification system used to group employees with common attributes; examples: FA = Faculty, SH = Student Hourly, CP = University Staff, etc.

Employee Record
Race/Ethnicity (Federal)

The methodology specified by the federal government for classifying individuals' self-reported race/ethnicity into a single race/ethnicity category. An individual who self-reports as Hispanic ethnicity is classified as Hispanic even if other racial identities are provided. Individuals who do not self-report as Hispanic are classified in their single race category if only one race was provided, or in a "2 or more races" category if more than one race is provided. Student race/ethnicity only applies to domestic (non-international) students.

Employee Record, Student Record