Steps to Adjust EEO-5 ClassificationsNote: Be sure to complete the following fields located on the Employment screen in the Employee File for all the employees to be included on the EEO-5 Survey report before completing the steps below: Gender field, Ethnicity field, EEO-5 Classification field, and Races List. If desired, use the Adjust EEO-5 Classifications option to complete or adjust the EEO-5 Classification field for a group of employees.
Steps to Adjust EEO-5 Classifications
From the Payroll screen, select the Government Reporting menu and then EEO-5 Survey.
At the EEO-5 Survey screen, click the Report Options tab and complete the information.
Enter the number (up to 7 digits) assigned to your school district by the Equal Employment Opportunity Commission in the District ID field.
Enter the 4-digit year of the calendar year date to generate in the Reporting Year field. The default year as based on the most recent even-numbered year for the current computer date will appear, but can be changed.
Enter the name of your school district in the District Name field. The name can be up to 30 characters long.
Note: Initially, the organization name as shown in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the address for your school district in the Street Address field. The address can be up to 30 characters long.
Note: Initially, the address as entered in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
The city, state, and zip code for where your school district is located (as entered in the System File) appears in the City, State, and Zip Code fields and cannot be changed. If needed, change the city, state, and/or zip code in the System File to update the information in these fields.
Enter the name of the county where your school district is located in the County Name field. The name can be up to 25 characters long.
Note: Initially, the county as entered in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the number of schools operated within your school district in the Total Schools field. The number can be up to 8 digits long.
Enter the number of annexes operated within your school district in the Number of Annexes field. The number can be up to 8 digits long.
Enter the total enrollment at your school district as of October 1 in the Enrollment field. The number can be up to 8 digits long.
Select the Authority Withheld field to exclude the information for your organization (the totals in Column A in Part II) from being included in the published information by the National Center for Education Statistics. A checkmark will appear in the box if the field is selected.
Complete the Certifying Official section with the information for the person responsible for submitting the EEO-5 Survey report.
Enter the job title for the person in the Title field. The title can be up to 35 characters long.
Enter the first and last name of the person in the Name field. The name can be up to 35 characters long.
Enter the phone number (excluding the dashes) of the person in the Telephone Number field. The phone number can be up to 10 digits long.
Enter the email address for the person in the Email Address field. The email address can be up to 40 characters long and must follow the proper format of "username@example.com".
The payroll batches with a Last Worked Date greater or equal to September 1 and less than or equal to October 31 of the year specified in the Reporting Year field (above) appear in the Payroll Batches List. Select the desired payroll calculation batches from the Payroll Batches List to include when generating the report by clicking the box for the Selected column to the left of the desired record. A checkmark will appear in the box if the record is selected. To select all the payroll batches, click the Select All button located above the Payroll Batches List. If desired, change the filters to modify the records displayed here.
Tip: According to the instructions for the EEO-5 Survey report, include the payroll period closest to October 1 of the reporting year.
Click the Save button.
Click the Pay Groups tab to select the pay groups to include on the report.
Note: The pay groups defined (within the Pay Group File) to be included on the EEO-5 Survey are selected by default, but can be changed if needed; if changes are made here, the changes will also be reflected in the Pay Group File.
To select a pay group, click the box under the Selected column to the left of the pay group ID. A checkmark will appear in the box if the pay group is selected.
To select all of the pay groups, click the Select All button located above the Pay Groups List.
Click the Save button.
Click the View Data tab to view the information on the report and check if there are any errors for employees without the gender, classification, or race and ethnicity assigned.
The employees in the selected pay groups who were included in the specified payroll batches appear in the Report Data List under the applicable columns for ethnicity, race, and gender for the classifications in the appropriate sections (A. Full Time Staff, B. Part Time Staff, and C. New Hires Full-Time). To view the details of the employees included in a particular classification, click the plus sign (+) to the left of the classification description.
Note: Employees with a Hire/Rehire Date (as entered in the Employee Dates List on the Employment screen in the Employee File) between July 1 and October 1 of the reporting year and assigned to one of the applicable classifications will appear in both the A. Full Time section and the C. New Hires Full-Time section.
Employees without the gender or race and ethnicity assigned will display in the line for their assigned classification with an error icon in the Unknown column; to view the employees causing the errors, click the plus sign (+) to the left of the classification description.
Employees without the classification assigned will display at the bottom of the Report Data List in the Unassigned section (the Unassigned section only appears if there are employees not assigned to a classification); to view the employees causing the errors, click the plus sign (+) to the left of the line for the Unassigned category.
All errors must be resolved by updating the fields in the Employee File for the applicable employees (changes cannot be made for employees directly within the EEO-5 Survey option).
If desired, to export the data into a file in order to open and print the report (such as in Microsoft® Excel), complete the Export Grid option (accessed from the File menu).
Note: The file created with the Export Grid option is not the file to submit to the federal government as it is not using the correct required file format/layout.
The EEO-5 Survey report can then be generated to paper (to keep as a hard copy) and to a file (to submit to the federal government).
Printing to Paper:
From the EEO-5 Survey screen, select the Reports menu and then the desired report: EEO-5 Survey Report - Detail or EEO-5 Survey Report - Summary.
Tip: To print a report showing the details for the employees, or view a report of those employees with errors, print the EEO-5 Survey Report - Detail (select the Report Selection Description of No Race, Ethnicity, or Classification to view only the employees with errors). To print a report showing the subtotals for each column for each classification and section, print the EEO-5 Survey Report - Summary.
Creating a File:
Complete the Create Report File option.
After the report is printed and the file created, click the X in the upper right-hand corner to close the screen.