HOW TO UPLOAD DATA:
For the CUPA-HR Faculty in Higher Education Salary Survey
for Four-Year Colleges and Universities
The Upload Data option in Surveys Online (SOL) allows you to upload a file of salary data, saving you the effort
of manually entering a large quantity of data. The Upload Data option is for salary data only. Data on
Institutional Basics must still be entered manually in Surveys Online.
Step 1: Creating Your Data File to Upload
Accepted File Types:
•
•
Microsoft Excel (XLS)
Excel 2007's XLSX format is NOT supported
Comma separated values (CSV)
DOS, UNIX or Mac line endings are accepted
Set Up Rules:
•
Excel files should contain only a single worksheet. (If a file has multiple worksheets, only the first worksheet
will be uploaded.)
•
Do not use a header record or first row to identify the fields or columns in the file. (Using a header record
or first row will cause an error when uploading the file.)
•
2-digit, 4-digit OR 6-digit Classification of Instructional Programs (CIP) code data may be entered.
4-digit AND 6-digit CIP codes within one file cannot be uploaded together.
•
Salary data must be reported using the Department of Education’s Classification of Instructional Programs (CIP)
Codes. 4-digit OR 6-digit codes must be used for tenured/tenure-track faculty and 2-digit codes (reported as X.X or
XX.X) for non-tenure-track faculty. Acceptable CIP codes can be found at www.cupahr.org/surveys/participation.
Step 2A: Formatting Your Data in Excel
If you are using a CSV file format, refer to Step 2B on page 4.
We recommend that you enter data for your tenured/tenure-track (TT) faculty first, then for your non-tenure-track
teaching faculty (NT) and lastly for your non-tenure-track research faculty (NR). The record/row layout is the same for all
three groups.
RECORD/ROW LAYOUT IN EXCEL:
A
B
C
D
E
F
G
Tenure
Type
CIP Code
Faculty Rank
Number of
Incumbents
Annualized
Average Salary
Actual Low
Salary
Actual High
Salary
REPORTING TENURED / TENURE –TRACK FACULTY (TT)
Tenure/Tenure-Track faculty data are uploaded using either 4-digit or 6-digit CIP codes but not both. You enter these
codes in Column B.
Column C Coding for TT Faculty Rank: 1-Professor; 2-Associate Professor; 3-Assistant Professor; 4-New Assistant
Professor; 5-Instructor. Note: Data for New Assistant Professors should be reported twice – with all Assistant Professors
and then separately. Refer to Worksheets on Tenure Type and other detailed instructions at www.cupahr.org/surveys/participation
Example - If using 4-Digit CIP Codes:
*Note: In Excel, the CIP Code in Column B must be formatted as text.
In the First Row Above by column: A: TT – tenure-track type; B: CIP 4.02 – architecture; C: 2 – Associate Professor; D: 2 incumbents; E: $51,700 -annualized annual salary; F: $49,500 - actual low salary; G: $53,600 - actual high salary.
In the Second Row Above by column: A: TT – tenure-track type; B: CIP 9.04 – journalism; C: 3 – Assistant Professor; D: 1 incumbent; E: $52,500 - annualized annual salary. Because the number of incumbents is equal to 1, data are not entered for
columns F and G - actual low salary and actual high salary.
Example – If using 6-Digit CIP Codes
*Note: In Excel, the column for CIP Code must be formatted as text.
In the First Row Above by column: A: TT – tenure-track type; B: CIP 4.0201 – architecture; C: 1 – Professor; D: 1 incumbent; E: $70,000 - annualized annual salary. Because the number of incumbents is equal to 1, data are not entered for
columns F and G - actual low salary and actual high salary.
In the Second Row Above by column: A: TT – tenure-track type; B: CIP 9.0402 – broadcast journalism; C: 3 – Assistant
Professor; D: 4 - incumbents; E: $47,500 -annualized annual salary; F: $42,000 - actual low salary; G: $54,000 - actual high
salary.
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REPORTING NON-TENURE –TRACK FACULTY (NT OR NR)
Non-Tenure-Track faculty data are uploaded using the 2-digit CIP codes you will enter in Column B.
However, we are using modified codes for CIPs [49.] and [51.] as explained below. Because of this, for all but these
disciplines you must enter your 2-digit CIPs as either X.0 or XX.0. For the two exceptions, please use the modified codes
shown below.
Column C Coding for Non-Tenure-Track Teaching Faculty Rank (NT) 1-Teaching Professor; 2-Teaching Associate
Professor; 3-Teaching Assistant Professor; 4-Teaching Lecturer/Instructor
Column C Coding for Non-Tenure-Track Research Faculty Rank (NR): 1-Research Professor; 2-Research Associate
Professor; 3-Research Assistant Professor; 4-Research Scientist
Example for 2-Digit CIP Codes (entered as X.0 or XX.0 or XX.X):
*Note: In Excel, the column for CIP Code must be formatted as text.
In the First Row Above by column: A: NT – non-tenure-track teaching type; B: CIP 4.0 – architecture and related services;
C: 1 – Teaching Professor; D: 2 - incumbents; E: $50,000 - annualized annual salary; $40,000 - actual low salary; $60,000 actual high salary.
In the Second Row Above by column: A: NR – non-tenure-track research type; B: CIP 9.0 – communication, journalism
and related programs; C: 2 – Associate Teaching Professor; D: 1 - incumbent; E: $45,000 - annualized annual salary. Because
the number of incumbents is equal to 1, data are not entered for columns F and G - actual low salary and actual high salary.
Modified CIP Codes for Reporting Selected Disciplines for NT and NR Faculty
For CIP [49.], please report salary data only for 49.01 Air Transportation and enter it in the upload file at 49.1. The 4-year
faculty survey does not collect data for other disciplines in this CIP. In addition, because the health related professions CIP
[51.] are so varied, we thought it best to group them rather than report them as a single CIP. As such, please report salary
data for the groups shown below using the numbers listed in the second column.
CIP Code
49.01
51.04 & 51.05
51.12 & 51.14
51.20
51.22
51.23
51.24 & 51.25
Enter in Upload File as:
49.1
51.1
51.2
51.3
51.4
51.5
51.6
51.38 & 51.39
51.0
51.7
51.8
Discipline(s) Description
Air Transportation
Dentistry (DDS, DMD); Advanced Dentistry & Oral Science
Medicine (MD); Medical Clinical Sciences/Graduate Medical Studies
Pharmacy, Pharmaceutical Sciences and Administration
Public Health
Rehabilitation and Therapeutic Professions
Veterinary Medicine; Veterinary Biomedical and Clinical Sciences
Registered Nursing, Nursing Admin, Nursing Research & Clinical
Nursing; Practical Nursing, Vocational Nursing & Nursing Assistants
All Other Health Professions & Clinical Sciences Not Covered Above
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Step 2B: Formatting Your Data as CSV File
If you are using an Excel file format, refer to Step 2A on page 2.
We recommend that you enter data for your tenured/tenure-track (TT) faculty first, then for your non-tenure-track
teaching faculty (NT) and lastly for your non-tenure-track research faculty (NR). The record/row layout is the same for all
three groups.
RECORD LAYOUT FOR CSV FILES:
Tenure Type, CIP Code, Faculty Rank, Number of Incumbents, Annualized Average Salary, Actual Low Salary, Actual
High Salary
REPORTING TENURED / TENURE –TRACK FACULTY (TT)
Tenure/Tenure-Track faculty data are uploaded using either 4-digit or 6-digit CIP codes but not both. You enter these
numbers in CIP Code.
Coding for TT Faculty Rank: 1-Professor; 2-Associate Professor; 3-Assistant Professor; 4-New Assistant Professor; 5Instructor. Note: Data for New Assistant Professors should be reported twice – with all Assistant Professors and then
separately. Refer to Worksheets on Tenure Type and other detailed instructions at www.cupahr.org/surveys/participation
Examples for 4-Digit CIP Codes:
TT,4.02,2,2,51700,49800,53600
TT – tenure-track type; 4.02 – architecture; 2 – Associate Professor; 2 - incumbents; $51,700 - annualized annual salary;
$49,500 – actual low salary; $53,600 – actual high salary.
TT,9.04,3,1,52500,,
TT – tenure-track type; 9.04 – journalism; 3 – Assistant Professor; 1 - incumbent; $52,500 – annualized annual salary.
Because the number of incumbents is equal to 1, data are not entered for columns F and G - actual low salary and actual
high salary.
Examples for 6-Digit CIP Codes:
TT,4.0201,1,1,70000,,
TT – tenure-track type; 4.0201 – architecture; 1 – Professor; 1- incumbent; $70,000 - annualized annual salary. Because the
number of incumbents is equal to 1, data are not entered for columns F and G - actual low salary and actual high salary.
TT,9.0402,3,4,47500,42000,54000
TT – tenure-track type; 9.0402 – broadcast journalism; 3 – Assistant Professor; 4 - incumbents; $47,500 -annualized annual
salary; $42,000 – actual low salary; $54,000 – actual high salary.
REPORTING NON-TENURE –TRACK FACULTY (NT OR NR)
Non-Tenure-Track faculty data are uploaded using the 2-digit CIP codes you will enter in Column B.
However, we are using modified codes for CIPs [49.] and [51.] as explained below. Because of this, for all but
these disciplines you must enter your 2-digit CIPs as either X.0 or XX.0. For the two exceptions, please use the
modified codes shown below.
Coding for Non-Tenure-Track Teaching Faculty Rank (NT) 1-Teaching Professor; 2-Teaching Associate Professor; 3Teaching Assistant Professor; 4-Teaching Lecturer/Instructor
Coding for Non-Tenure-Track Research Faculty Rank (NR): 1-Research Professor; 2-Research Associate Professor; 3Research Assistant Professor; 4-Research Scientist
Examples for 2-Digit CIP Codes (entered as either X.0 or XX.0 or XX.X):
NT,4.0,1,2,50000,40000,60000
NT – non-tenure-track teaching type; 4.0 – architecture and related services; 1 – Teaching Professor; 2 - incumbents; $50,000
- annualized annual salary; $40,000 - actual low salary; $60,000 - actual high salary.
NR,9.0,2,1,45000,,
NR – non-tenure-track research type; 9.0 – communication, journalism and related programs; 2 – Associate Teaching
Professor; 1 - incumbent; $45,000 - annualized annual salary. Because the number of incumbents is equal to 1, data are not
entered for columns F and G - actual low salary and actual high salary.
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Modified CIP Codes for Reporting Selected Disciplines for NT and NR Faculty
For CIP [49.], please report salary data only for 49.01 Air Transportation and enter it in the upload file at 49.1. The 4-year
faculty survey does not collect data for other disciplines in this CIP. In addition, because the health related professions CIP
[51.] are so varied, we thought it best to group them rather than report them as a single CIP. As such, please report salary
data for the groups shown below using the numbers listed in the second column.
CIP Code
49.01
51.04 & 51.05
51.12 & 51.14
51.20
51.22
51.23
51.24 & 51.25
Enter in Upload File as:
49.1
51.1
51.2
51.3
51.4
51.5
51.6
51.38 & 51.39
51.0
51.7
51.8
Discipline(s) Description
Air Transportation
Dentistry (DDS, DMD); Advanced Dentistry & Oral Science
Medicine (MD); Medical Clinical Sciences/Graduate Medical Studies
Pharmacy, Pharmaceutical Sciences and Administration
Public Health
Rehabilitation and Therapeutic Professions
Veterinary Medicine; Veterinary Biomedical and Clinical Sciences
Registered Nursing, Nursing Admin, Nursing Research & Clinical
Nursing; Practical Nursing, Vocational Nursing & Nursing Assistants
All Other Health Professions & Clinical Sciences Not Covered Above
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Step 3: Data Set-Up Checklist for Validation of Upload Files

(Check each validation rule below before uploading your file.)
o
The three valid tenure types are: TT (Tenure/Tenure Track), NT (Non-Tenure Track) and NR (Non-Tenure Track
Researchers). Column A if using Excel; first field is using CSV.
The Department of Education’s Classification of Instructional Programs (CIP) Code (Column B or the second field
in the row) must be valid. In Excel, the CIP Code must be formatted as text. Acceptable CIP codes can be found
at www.cupahr.org/surveys/participation.
Make sure that the CIP codes entered for Tenure/Tenure Track Faculty (TT) are either 4-digits OR 6-digits, but not
both. For Non-Tenure Track Teaching (NT) and Research (NR), the CIP codes must be X.0, XX.0 or one of the
modified codes used for CIPs [49.] and [51.].
For each tenure type the following are valid faculty levels:
o Tenure/Tenure Track (TT): 1 (Professor), 2 (Associate Professor), 3 (Assistant Professor), 4 (New Assistant
Professor), 5 (Instructor).
o Non-Tenure Track (NT): 1 (Teaching Professor), 2 (Teaching Associate Professor), 3 (Teaching Assistant
Professor, 4 (Lecturer/Instructor).
o Non-Tenure Track Researchers: 1 (Research Professor), 2 (Research Associate Professor), 3 (Research
Assistant Professor), 4 (Research Scientist).
o Refer to Worksheets on Tenure Type instructions at www.cupahr.org/surveys/participation.
Make sure that the Number of Incumbents is greater than zero.
Is the Number of Incumbents equal to 1 for any position? If yes, then Actual Low Salary and Actual High Salary
cells should be empty.
Is the Number of Incumbents greater than 1 for any position? Then:
o The Actual Low Salary and Actual High Salary can NOT be left blank.
o The Actual Low Salary must be less than the Annualized Average Salary and should NOT contain any
decimal places, dollar signs or embedded commas. (Example: $40,000.00 should be entered as 40000)
o The Annualized Average Salary must be less than the Actual High Salary which should NOT contain any
decimal places, dollar signs or embedded commas. (Example: $40,000.00 should be entered as 40000)
Does the Number of Incumbents equal to 2? Then the average of the Actual Low Salary and Actual High Salary
must equal the reported Annualized Average Salary.
The Annualized Average Salary must be greater than zero and should NOT contain any decimal places, dollar
signs or embedded commas. (Example: $40,000.00 should be entered as 40000)
Check that each row has data for the Tenure Type, CIP Code, Number of Incumbents and Annualized Average
Salary. Delete any row without this information before you upload your file.
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o
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Step 4: Uploading Your File
1. Create the Upload File according to the directions in Step 2A or 2B for either Excel or CSV files.
2. Visit https://surveysonline.cupahr.org and log in using your Surveys Online username and password.
3. Go to the Surveys drop-down menu and select Survey Menu. Find the survey for Four-Year Faculty
Salaries for the year on which you are reporting and click on the Go button.
4. In the Survey Status section, check the box next to My institution will complete this survey. This
allows you to enter your data and will reveal the option to Upload Data.
5. In the Upload Data section, use the Browse button to find the file you wish to upload.
6. Select your file and click the Upload button.
7. Wait while your data are verified and imported.
8. A webpage will automatically open to indicate either that your file was imported without trouble, or
that there are one or more errors in the file that must be fixed.
9. If you have error(s) that must be fixed, review the Data Set-Up Checklist in either Step 2A or 2B
(depending on your file type), correct errors and upload your file again following Step 4.
10. When you have successfully uploaded your data, complete the Institutional Basics.
11. Your survey is NOT complete until you check the Survey Status box next to “My institution has
completed this survey.”
12. After you check this box, the Data Validation process will start automatically. Here, the system will
review your data for Fatal or Serious Problems. Please review the description of each problem carefully.
a. All Fatal Problems must be fixed.
b. All Serious Problems can either be fixed or noted as correct with an explanation via the Add a
Comment link.
Need Assistance? The CUPA-HR research department staff is available to help.
Simply contact us at [email protected].
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