Employee Demographic Information - Data Collection and Use

DuckWeb, the University of Oregon’s on-line information system, provides an opportunity for employees to voluntarily provide demographic information, which includes veterans status, disability, ethnicity and race, gender identity and sexual orientation.

Why does the UO collect this information?

The university collects demographic information from employees on a voluntary basis in compliance with federal and state laws and requirements mandated by the State of Oregon Higher Education Coordinating Commission.

Additionally, these are key characteristics that help inform the university’s understanding of its community in support of the UO’s commitment to improve equity, inclusion, and diversity.

We celebrate the diversity of our campus community, and we are committed to enabling every member of our community to flourish and contribute.

How can I review, update, or change my record?

Your information is available for review in DuckWeb. The following instructions help you navigate DuckWeb to access your information:

Veterans Status, Disability, and Ethnicity and Race
Log in to DuckWeb, then:

  • From the personal information tab, select “personal information application” from the menu.
  • Scroll down the page to “additional details” section.
  • Make edits and updates as needed using the pencil icon.


Gender Identity and Sexual Orientation
Log in to DuckWeb using your UO ID and PAC, then:

  • Navigate to the employee information tab.
  • Select the gender identity/sexual orientation menu item.
  • Login again using your Duck ID and password to access the digital form.
  • Select your answer from the available options in the dropdown list. Refer to the glossary below for definitions and descriptions.
    The categories listed are designated by the State of Oregon Higher Education Coordinating Commission.
    • Answer not listed: Select “Identity not listed,” then specify in the field provided.
    • Prefer not to respond: Select “Prefer not to answer.”
  • Once you have finished, select the close button to exit the form.

Important Note: DuckWeb is undergoing changes as part of the university’s Banner upgrade. Once you navigate to your information from the employee information or personal information tabs, you can toggle between the two categories of information using the four square menu icon in the left corner. This main menu provides you access to your employee and personal information and their sub menu items.

Please email Human Resources at hrinfo@uoregon.edu with questions, comments or concerns.

Who has access to my information?

Unit level data (your name associated with your responses) will be available to limited staff in offices that are responsible for data collection for the institution -- primarily the Office of Human Resources, Payroll Office, and Institutional Research. When data is provided through a paper process, HR and payroll representatives will have access to the data through the collection process. When data is provided through a paper process, HR and payroll representatives will have access to the data through the collection process.

Your individual responses will not be accessible by general university departments. Aggregate information (percentages and category totals) will be available to administrative departments at the institution, and reported to the state or federal agencies to meet compliance requirements.

How does the UO use this information?

At this time, the information will only be used for aggregate reporting within the campus and once requested, to the state. No individual information is to be shared with other offices at this time, until further discussion has taken place. If the policy on information sharing changes, you will be contacted with the updated sharing policy and the opportunity to change or remove your responses. Again, these questions are optional, and your responses completely voluntary.

Who do I contact for more information?

Please email Human Resources at hrinfo@uoregon.edu with questions or for further assistance.

Gender Identity & Sexual Orientation Information

Collecting gender identity and sexual orientation information is required by Oregon Senate Bill 473. The university is collecting the following information on a voluntary basis in order to comply with state law and requirements mandated by the State of Oregon Higher Education Coordinating Commission (HECC):

  • Legal sex designation*: The UO is required to collect this data in order to comply with federal reporting including IPEDS reporting, student employment, international student status and the granting of federal financial aid. If you are an employee or federal aid recipient your designation must match your sex designation with the Social Security office. If you are an international student your designation must match the sex designation on your passport.
  • Gender*: The UO recognizes that gender is not limited to, nor always congruent with, the categories available in legal sex designation.
  • Sexual orientation*: Along with other biographical information such as race, collecting sexual orientation allows the UO and the state of Oregon to analyze important information related to employee success and retention rates of communities of employees. This allows us to advocate for resources and provide appropriate services at the UO.

*The categories listed for all three questions were designated by HECC.

Information shared on the new employee information form will not be used in employment decisions.

Gender Identity and Sexual Orientation Glossary of Terms

Agender1- not identifying with any gender, the feeling of having no gender

Androgyne3- A person whose biological sex is not readily apparent. 2. A person who is intermediate between the two traditional genders. 3. A person who rejects gender roles entirely. 

Bisexual4- An umbrella term for people who experience sexual and/or emotional attraction to more than one gender (pansexual, fluid, omnisexual, queer, etc).

Gay3- The adjective used to describe people whose enduring physical, romantic and/or emotional attractions are to people of the same sex.

Gender queer or Gender fluid4- An identity commonly used by people who do not identify or express their gender within the gender binary.

Gender/gender identity4- One’s internal sense of being male, female, neither of these, both, or other gender(s).

IPEDS– Integrated Post-Secondary Education Data System used by the National Center for Education Statistics to collect and analyze data related to education in the U.S.

Legal Sex Designation- the sex that is indicated on government issued ID, such as a passport, driver’s license or social security registration.

Lesbian5- A woman whose enduring physical, romantic and/or emotional attraction is to other women.

LGBTQQIAPP+4- A collection of identities short for lesbian, gay, bisexual, trans, queer, questioning, intersex, asexual, aromatic, pansexual, polysexual (sometimes abbreviated to LGBT or LGBTQ+).

Pansexual4- Capable of being attracted to many/any gender(s).

Queer4- A term for people of marginalized gender identities and sexual orientations who are not cisgender and/or heterosexual. This term has a complicated history as a reclaimed slur.

Same-gender loving4- A term sometimes used by members of the African-American/Black community to express an alternative sexual orientation without relying on terms and symbols of European descent.

Sex5- refers to a person’s biological status and is typically categorized as male, female, or intersex.

Sexual orientation4- A person’s physical, romantic, emotional, aesthetic, and/or other form of attraction to others.

Straight/Heterosexual5- An adjective used to describe people whose enduring physical, romantic and/or emotional attraction is to people of the opposite sex.

Transgender4- An umbrella term for people whose gender identity differs from the sex they were assigned at birth. The term transgender is not indicative of gender expression, sexual orientation, hormonal makeup, physical anatomy, or how one is perceived in daily life.

Trans man4- Trans man generally describes someone assigned female at birth who identifies as a man.

Trans woman4- Trans woman generally describes someone assigned male at birth who identifies as a woman.


1 Genderqueer and Non-Binary Identities &Terminology. Genderqueer Identitieshttp://genderqueerid.com/gq-terms
 2 LGBTQ+ Definitions. Trans Students Educational Resources.http://www.transstudent.org/definitions
GLAAD Media Reference Guide - Lesbian / Gay / Bisexual Glossary Of Terms.https://www.glaad.org/reference/lgbtq
4LGBTQI Terminology. LGBT Resource Center at UC Riverside 2003-2004. https://www.mvc.edu/files/Allies_Terminology.pdf
5Definition of Terms: Sex, Gender, Gender Identity, Sexual Orientation. American Psychological Association. https://www.apa.org/pi/lgbt/resources/sexuality-definitions.pdf