Learn how to complete your Workplace Profile as part of your Gender Equality Report. This step-by-step guide supports employers through the reporting process.
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Please note:
- There are two types of Workplace Profile templates that can be used for this section of your report. You only need to complete one. The templates are available at Workplace Profile templates.
- If you are uploading multiple Workplace Profile files for your submission group, you must use the same template type for all uploads.
- The data fields (columns A to J) listed below are the same in both template types.
Refer to Reporting changes for information about any recent changes to the Gender Equality Report.
Column A
Employee ID
The Employee ID column is a voluntary field. If your organisation has internal codes or identifiers unique to each employee, you may wish to use these to help you prepare your data file.
- These identifiers can be useful to keep track of who is on the profile. They will assist you in identifying or explaining any queries that arise relating to data provided for a particular employee or employee group.
- Employee ID information does not appear on any report or summary document that WGEA provides after you have submitted your data. They are for your use only and are not used by the WGEA.
Column B
Employing ABN
The Employing ABN column is a mandatory field. It refers to the Australian Business Number (ABN) of the organisation that employs each respective employee.
- You must enter the 11-digit ABN number without any spaces for each employee.
- Corporate groups: if your submission covers more than 1 ABN you will need to ensure that all ABNs you have confirmed as employing staff appear across your file(s) for this section.
Column C
Occupational category
The Occupational category column is a mandatory field. You must indicate each employee's four-digit occupational category using the Australian and New Zealand Standard Classification of Occupation (ANZSCO) codes.
ANZSCO is a standardised list of occupations and provides a basis for the standardised collection, analysis and dissemination of occupation data for Australia and New Zealand. ANZSCO codes can be either at a broad, ‘major group’ level or at a specific occupation level.
At a minimum, you must enter one of the following four-digit major group codes for each employee:
- 0001 – Managers
- 0002 – Professionals
- 0003 – Technicians and Trades Workers
- 0004 – Community and Personal Service Workers
- 0005 – Clerical and Administrative Workers
- 0006 – Sales Workers
- 0007 – Machinery Operators and Drivers
- 0008 – Labourers.
Listing a specific occupational code is voluntary. You can find a full list of ANZSCO codes at the Occupational categories tab of the Workplace Profile.
Example
A primary school teacher can be entered as one of the following ANZSCO categories:
- 0002 – Professional
- 0024 – Educational professional
- 0241 – School teacher
- 2412 – Primary school teacher.
In this example ‘0002’ for Professional can be entered at a minimum. It is voluntary to provide a more detailed ANZSCO code, for example 0024, 0241 or 2412.
Column D
Manager category
In the Workplace Profile, the Manager category column is a mandatory field for all employees recorded as Managers under the Occupational category column (i.e. ANZSCO major group 0001 and relevant sub-groups).
- A manager occupation is one of 0001, 001X, 01XX, or 1XXX (where X is any numeral). The first number that is not a zero must be a one.
- If you have entered one of the above values into column C you must use a Manager category for the employee in column D.
- The Manager category column should be left blank for all non-manager employees.
Managers must be categorised against one of WGEA's six standardised categories:
- CEO – Chief Executive Officer or Agency/Department head (or equivalent)
- HOB – Head of business (for use in corporate groups only)
- KMP – Key Management Personnel
- GM – Other executives and general managers
- SM – Senior managers
- OM – Other managers
- OSM – Overseas reporting manager
Information on each of this categories is provided below.
When categorising managers:
- Use the manager category that best reflects the responsibilities of each role. This may differ to formal/internal job titles.
- You do not need to use every manager category in your Workplace Profile.
- Heads of Business (HOB) is a category that can only be used in corporate group submissions. Where a subsidiary CEO is not equivalent to a head CEO, the ‘HOB’ category is used instead.
- If an employee holds more than one role, use the manager category that best reflects their substantive/main role (i.e. the job or position that attracts entitlements and/or spend the most time working in).
- If an employee changed roles during the reporting year, use the category they belonged to on the snapshot date.
- A manager does not need to have people reporting to them to be defined as a manager.
When categorising managers:
- Use the manager category that best reflects the responsibilities of each role. This may differ to formal or internal job titles.
- You do not need to use every manager category in your Workplace Profile.
- Head of Business (HOB) is a category that can only be used in corporate group submissions. Where a subsidiary CEO is not equivalent to a head CEO, the HOB category is used instead.
- If an employee holds more than one role, use the manager category that best reflects their substantive/main role. This will be the job or position that attracts entitlements and/or the one the employee spends the most time working in.
- If an employee changed roles during the reporting year, use the category they belonged to on the snapshot date.
- A manager does not need to have people reporting to them to be defined as a manager.
Supervisors
A supervisor is not necessarily a manager.
- Classify all supervisors using alternative non-manager occupational categories if they do not fit into any of the manager categories outlined below.
Managers from labour hire organisations
Do not include a casual or temporary employee from a labour hire organisation that has been placed in your organisation as a manager, even if they work as a manager for the host employer. They are employees of the labour hire organisation and should be reported by their actual employer.
| Category | Role description |
| Chief Executive Officer (CEO) or equivalent | Your CEO is the highest-ranked leader within your organisation or corporate structure. This includes anyone acting in the role. You may know them by a different title, such as:
It is now mandatory for employers to provide remuneration data for the CEO or equivalent. |
| Head of Business (HOB) | HOB refers to:
A standalone (single ABN) organisation must not use the HOB manager category, as this will result in a data validation error. It is now mandatory for employers to provide remuneration data for any HOB. |
| Key Management Personnel (KMP) | In line with Australian Accounting Standards Board AASB124, KMPs have the authority and responsibility for planning, directing and controlling the activities of an entity, directly or indirectly. This includes any director (executive or otherwise) of that entity.
|
| Other Executives and General Managers (GM) | GMs (other executives and general managers) are responsible for a department or business unit within an entity. In large organisations, they may not take part in organisation-wide decisions with the CEO. Alternatively, they may take part in those decisions to share expertise or develop projects but not have the entity-level or corporate group authority that would make them a KMP.
|
| Senior Managers (SM) | SMs are responsible for one or more functions, departments or outcomes for an entity. They are likely to take part in both the strategic and operational sides of management, including resourcing, budget and assets (capital expenditure). Some of their decisions need approval from a higher-level manager.
|
| Other Managers (OM) | OMs are responsible for operational functions and overseeing day-to-day work. They may be responsible for strategies, policies and plans to meet business needs for their areas of work. They often manage time, financial and other resources, and assets such as facilities or IT infrastructure. They may also coordinate different functions or people. Line managers belong to this category, but supervisors do not.
|
| Overseas Manager (OSM) | OSM is for use only for a KMP within a global corporate group who:
If a KMP reports overseas but is not more senior than the CEO/equivalent, categorise them using a different manager category from this list.
|
Manager category – Commonwealth public sector employers
This table can be used to map APSED codes with WGEA's standardised Manager Categories.
| APSED code | Classification | WGEA manager category | Manager category input |
| 60 65 | APS Trainee APS Graduate | nil | nil |
| 1 2 3 4 5 6 | APS Level 1 APS Level 2 APS Level 3 APS Level 4 APS Level 5 APS Level 6 | nil | nil |
| 7 | Executive Level 1 | Other Managers | OM |
| 8 | Executive Level 2 | Senior Managers | SM |
| 9 | Senior Executive Band 1 | Executive and General Managers | GM |
| 10 | Senior Executive Band 2 | Key Management Personnel | KMP |
| 11 | Senior Executive Band 3 | Head of Business | KMP |
| 12 | Senior Executive Band 1 Equivalent | Executive and General Managers | GM |
| 13 | Senior Executive Band 2 Equivalent | Key Management Personnel | KMP |
| 14 | Senior Executive Band 3 Equivalent | Head of Business | HOB |
| 51 | Agency Head | Chief Executive Officer or equivalent | CEO |
Column E
Gender
- It is mandatory to provide the gender of employees who are female (‘F’) or male (‘M’).
- If an employee does not identify as either female or male, they can be voluntarily added to the profile as non-binary ('X’). That is, it is not a mandatory requirement to report employees who do not identify as either female or male.
Non-binary employees
'Non-binary’ is a data category for people whose gender identity is exclusively neither female nor male. It covers a diverse set of gender identities that may sit between or beyond the female–male binary. A non-binary person might identify as gender fluid, trans-masculine, trans-feminine, agender, or bigender.
- If an employee does not wish to disclose their gender you should not include them in the Workplace Profile or Workforce Management Statistics submission.
- However, if you do populate an employee into the Profile or Statistics sheet you must record their gender as one of female ‘F’, male ‘M’ or non-binary ‘X’.
Column F
Graduate or apprentice
Graduate/apprentice is a mandatory field to complete if the employee is either a graduate or apprentice.
You must indicate whether each employee is:
- a graduate (G): use this for employees who are employed as part of a formal graduate program
- an apprentice (A): use this only for employees who are apprentices. This does not include trainees.
A formal graduate program gives recent graduates the opportunity to work in a professional context in their chosen industry and to receive intensive training.
If the employee is neither a graduate nor an apprentice, the cell in this column should be left blank.
Column G
Employment status
Employment status is a mandatory field. You must categorise employees as full-time (FT), part-time (PT) or casual (CE). These values can be selected in the drop-down menu in the cell of column G.
| Employment status | Definition |
| Full-time (FT) | An employee engaged to work the minimum number of hours a week that your organisation defines as full-time. Their hours are guaranteed and reasonably predictable. Organisations have different definitions of full-time hours, including 37.5, 38 or 40 hours a week. |
| Part-time (PT) | An employee engaged to work less than the minimum number of hours a week that your organisation defines as full-time.
|
| Casual employee (CE) | An employee who usually works irregular hours, has no guaranteed hours, and doesn’t get paid sick or annual leave. They can usually end employment without notice, unless a registered agreement, award or employment contract requires it. |
Column H
Employment type
Employment type is a mandatory field. You must categorise employees as permanent, contract or casual. These values can be selected in the drop-down menu of the cell in column H.
| Employment type | Definition |
| Permanent | Someone you employ on a permanent or ongoing basis, either full-time or part-time, with access to permanent employee benefits and entitlements. |
| Contract | Someone you employ on a fixed-term or non-ongoing contract, either full-time or part-time. |
| Casual | Someone who usually works irregular hours, has no guaranteed hours, and doesn’t get paid sick or annual leave. They can usually end employment without notice, unless a registered agreement, award or employment contract requires it. |
An employee in the ‘Casual’ category in Column H must also be categorised as ‘CE’ in Column G – Employment status.
Column I
Year of birth
'Year of birth' is a mandatory field in the Workplace Profile. Employers must provide the year of birth for each employee as a 4-digit number.
Column J
Postcode
Postcode is a mandatory field in the Workplace Profile. It is a four-digit number that refers to the postcode of an employee’s primary workplace location.
- For reporting purposes, workplace means a physical location under the control of the employer. It does not mean a remote workplace such as a home address.
- If an employee attends multiple employer-controlled locations for work, enter the postcode of the workplace where they spend most of their time.
Example
Employee X spends 28 hours a week working in postcode 0000 and 10 hours a week working in postcode 1111. You would enter 0000 as the postcode of their primary workplace location.
- If an employee’s duties do not require attendance at a physical location controlled by the employer, or the employee works remotely (e.g. from home) most of the time, enter the postcode of the location the employee would attend if attending a physical location under control of the employer.
- If your workforce is fully distributed (i.e. there is no local or central office), enter the postcode of your organisation’s primary registered business address.