HR - Add Regional (Race/Ethnicity) Information

This procedure describes how to add employee Ethnic Codes on the Person data/Regional tab.

  • This document does not apply to UW-Madison and is intended for users from other UW campuses. UW-Madison users should refer to documentation intended for their campus.

Procedure At-a-Glance

Category: Human Resources – Person Data
Audience: Human Resources Professionals, Affirmative Action Officers
Overarching Process: Add a Person
Navigation: Workforce Administration > Personal Information > -Add a Person > ~Regional tab
Workforce Administration > Personal Information > Modify a Person ~Regional tab
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description

To record demographic information for federal and state reporting.

Process Inputs

  • Employee Data from Self-Identification Form

Process Outputs

  • Race and ethnicity data for analysis and reporting

Process Considerations

An employee may add or change Ethnic Codes using Self-Service.

Exceptions (including first-year considerations)


Procedure Steps

To perform this procedure, please follow these steps:

NOTE: Information contained on the Regional tab is considered sensitive and not all staff will have access to this employee data.
  1. If you are not creating the person record but are only entering the data from the employee self-identification form, check to see if the employee record exists in HRS using HR - Search for Existing Person in HRS.
  2. If you are creating a New employee follow the steps in HR - Add a Person

  3. If you are modifying an Existing employee Navigate to Workforce Administration > Personal Information > Modify a Person

    Modify a Person menu path

  4. Enter the EmplID for the employee, or search by Name, Last name

    Find an Existing Employee on the Personal Information page

  5. Select the employee from the search results

    Sample results on the bottom of the screen including EmplID and name

  6. Click on the 'Regional' Tab

    Regional tab near the top of the screen

  7. Accept the default value of USA in the Regulatory Region field.
  8. If the employee checks "yes" for the question "Is your ethnicity Hispanic/Latino?", click on the magnifying glass look-up (Lookup Tool icon) for ethnic group and select "HISPA" for Hispanic/Latino.

  9. If the employee checks "no" for the question "Is your ethnicity Hispanic/Latino?", select the value corresponding to the races checked on the form.

    Ethnic Group field with the magnifying glass pointed out

  10. If more that one race is checked, then add a row and select the appropriate code. You may add as many additional rows as needed. You may click on View All to see all the rows at one time. Do not click the Primary Check box. This is not being used by UW.

    Sample Person with two Ethnic Group rows of HISPA (Hispanic/Latino) and BLACK (Black/African American)

  11. If the "Is your ethnicity Hispanic/Latino?" question is not answered and no race is checked, select "NSPEC" for Not Specified.
  12. To enter Disability and Veterans Information, see HR - Add Disability and Veterans Information.

Related Policies

  • N/A

Related Jobaids

Related Forms

Keywords:race, ethnicity, self identification form, affirmative action, equal employment, IPEDS reporting, veterans data, Wisconsin reporting requirements, ethnic code, heritage   Doc ID:16784
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-05 19:00 CDTUpdated:2016-06-24 09:32 CDT
Sites:Human Resource System (HRS)
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