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Everything You Wanted To Know About EMIS Staff Reporting and Then Some! 

The June newsletter contains several articles on EMIS staff reporting.  Because these articles are pretty detailed, we provided links below so you can easily click on a specific topic.  So much good information about EMIS reporting for staff!

New Employees

When creating a new employee, many times the only fields that districts populate are ones that will allow them to process payroll.  If you are a district that would like all fields populated correctly for both payroll and EMIS processing, did you know there are report definitions available that can be imported to help determine if all required EMIS fields have been populated when creating a new employee?  They are located under the 'Report Definitions' section under Redesign Shared Training and Implementation Documents and include the following:  

• New Employee EMIS Demographic Data Report- Assists in verifying that all required EMIS elements are populated on the Employee record.
• New Employee EMIS Positions Report- Assists in verifying that all required EMIS elements are populated on the Position record.
• New Employee EMIS Active Contract Compensation Report- Assists in verifying that all required EMIS elements are populated on the Contract Compensation record.
• New Employee Active/Inactive Non Contract Compensation Report- Assists in verifying that all required EMIS elements are populated on the Non Contract Compensation record.

The reports definitions that can be downloaded and then imported via Reports>Report Manager grid. There is a parameter (under Query Options) setup that will allow for specific employee numbers to be entered. 

Record Verification

There are also reports available that can be ran before the EMIS reporting period collections begin. These reports can be used to verify all necessary EMIS data is populated for all EMIS reportable employees before an EMIS staff collection is processed to help eliminate possible missing EMIS element errors. The following report definitions are also available in the Redesign Shared Training and Implementation Documents under the 'Report Definitions' section.

• EMIS Demographic Data Report- Assists in determining if EMIS elements required from the Employee records are populated
• EMIS Active Positions Report- Assists in determining if the EMIS elements from an Active Position record are populated.
• EMIS Inactive Positions Record- Assists in determining if the EMIS elements from the Inactive Position record are populated.
• EMIS Active Contract Compensation Report- Assists in determining if the EMIS elements necessary from the Active Contract Compensation records are populated.
• EMIS Inactive Contract Compensation Report- Assists in determining if the EMIS elements necessary from the Inactive Contract Compensation records are populated.
• EMIS Active Non-Contract Compensation Report- Assists in determining if the EMIS elements necessary from the Active Non-Contract Compensation records are populated.
• EMIS Inactive Non-Contract Compensation Report- Assists in determining if the EMIS elements necessary from the Inactive Non-Contract Compensation records are populated.

Employee Separation

If an employee has left the district or left a position to take a new position within the district, it will need to be entered on the Separation Date and Separation Reason fields on the Position record.

If an employee left the district and was not reported as separated (left over summer months) then that employee will need to be reported as separated in the new fiscal year and this record must remain unarchived for the entire fiscal year.

Long Term Illness Days

• This element is only reported during the Final Staff/Course (L) Collection.  It is not needed for anyone holding a 800-899 position code.
• Here is a link to the EMIS Manual for Long Term Illness Days reporting
• A long-term illness must be 15 consecutive work days or more, regardless of whether or not the staff member is paid (or unpaid) during his/her absence.
• Absences reported as long term illness days also need to be present on the Attendance record as an absence for proper EMIS reporting to take place.
• After the final L reporting window closes a Mass Change definition can be used to blank out the Long Term Illness Days. (please contact ITC about Mass Change definitions)
  • *Note* - Since all long term illness days needs to be removed no filtering is required on the data.
  • If you have Mass Change access, go to Core>Employee click on the Mass Change tab under Load Definition click on down arrow and then click on Clear Employee Long Term Illness.
  • Click on the Execution bubble and then click Submit Mass Change
  • *Note* - If you do not have access to the Mass Change option, contact your ITC for assistance.

New Fiscal Year

• After the previous EMIS fiscal year end window L closes, the EMIS Reporting Configuration needs to be changed to the new fiscal year.
  • *Note* -Consult with your ITC regarding changing the year.
• If you are to make the modification go to System>EMIS Reporting Configuration and change the Fiscal Year (ex. 2021) to the new Fiscal Year (ex. 2022) and click Save
  • *Note*- Currently Final Period L is scheduled to close on August 6, 2021 (this could change)

Years of Experience

It is important to update the years of experience at the beginning of each new fiscal year. These elements are reported in both the Initial and Final Staff Course L reporting periods.

• Authorized Years of Experience-is reported only for certified/licensed employees. It is extremely important to update this element each year. In some cases this element is used for funding purposes. It is also used to determine eligibility for the National Board Certification exam. Non-authorized experience (i.e., teaching service in a college, a university, or a related institution, including the Peace Corps) is not to be included. However, it can be reported in the Total Experience Years Element.
  • A new teacher would have “0” authorized teaching experience years in both the Initial and Final Staff/Course (L) Collections of the current school year (20-21).  This number would then be updated to “1” during the following year’s reporting (21-22)
• Total Years of Experience-Indicates the total number of years of all certificated/licensed educational service (authorized and non-authorized) in elementary schools, secondary schools, colleges, universities, and any other public or nonpublic educational institutions (including the Peace Corps). This element is reported only for certified/licensed employees. Include active military service years up to the maximum allowable five years.
• Principal Years of Experience-Indicates the total number of years of certificated/licensed educational service as a school leader, serving as a principal or assistant principal, or with the duties and responsibilities typical of those two positions, in Ohio or in other states, in the following types of organizations: public schools, including vocational schools, state supported schools, STEM schools, community schools, and ODE-licensed preschools, and in chartered, nonpublic schools, such as independent private schools, or parochial schools.
• A Mass Change definition can be used for this to update years of Authorized and Total Experience. Normally it is recommended to manually update the Principal Years of Experience for those specific employees who qualify with this experience type. If the Increment Experience definition is not available in Mass Change on Employee  it can be imported in from the Redesign Shared Training and Implementation Documents  under the Mass Change Definitions section.  
  • *Note* If you do not have access to the Mass Change option contact your ITC for assistance. 
  • After the Increment Experience file has been saved to your desktop or a folder of your choosing go to Employee>Mass Change tab and click on the Import Definition button and find the file. It will then appear under the Definition Name field. Click Save. The definition is now available under the Load Definition section in Mass Load.
  • You will then want to filter the Employee data so that only the records you wish to update years of experience for are listed (ex- Last Paid Date)
  • Click on the Mass Change tab
  • Choose the Increment Experience definition under the Load Definition section.
  • Select Execution Mode. Click Submit Mass Change.

Creating EMIS Contract and Contractor records

Contract Only Staff (CC) records are to be reported for the Initial and Final Staff/Course L collection periods.

• This is a link to the EMIS Manual Contract Only Staff documentation- ODE EMIS Guide Section 3.6 Contract Only Staff (CC) Records
• CC reporting is for staff contracted from a non-EMIS reporting entity. Contract examples include: transportation, custodial or food services. For these types of contracts, individual staff information is not needed. Districts must report at least one record per contractor, contract, position code, and fund source. Report all contracts that were in effect at any point during the fiscal year (July 1 – June 30).
• CC records can be created by going into Core>EMIS Entry>EMIS Contracted Service (CC)
• When all CC record have been created an extract file can be created for loading into the EMIS data collector. To create the extract file while in the EMIS Contracted Service (CC) tab, click on the Extract CC Data tab. Save the file to your desktop or a folder of your choosing and then securely send it to your EMIS coordinator or upload the data to the data collector.

Contractor Staff Employment (CJ)  records are to be reported for the Initial and Final Staff/Course L collection periods.

• This is a link to the EMIS Manual Contractor Staff Employment  ODE EMIS Guide Section 3.5 Contractor Staff Employment (CJ) Record
• A Contractor Staff Employment (CJ) record is required to be reported by each contractor for each staff member providing services or teaching a course. The contractor (in many cases an ESC) must be an EMIS reporting entity. The term “contract” refers to an agreement with another entity or individual to provide services. The nature of the contract may range from a formal written document to a general agreement between district leaders.
• The term “contractor” refers to the entity with which the resident/educating district is contracting. A contractor may be a reporting entity, i.e., an ESC or another school district. The term “contracting district” refers to the resident/educating district.
• In order to report CJ records the EMIS Contractor Module needs to be turned on. This can be done by going to System>Module and click on the + button next to EMIS Contractor Module.  *Note* - Please contact your ITC for assistance.
• Go to Core>EMIS Entry>EMIS Contactor (CJ) to create CJ records.
• When all CJ record are created, an extract file can be created for loading into the EMIS data collector. To create the extract file while in the EMIS Contractor (CJ) tab, click on the Extract CJ Data tab. Save the file to your desktop or a folder of your choosing and then securely send it to your EMIS coordinator or upload the data to the data collector.

Changing Reportable to EMIS Flag on Compensation (optional)

The Reportable to EMIS flag on the Compensation records for the prior fiscal year can be mass changed to false if the district wishes to do so.

• A Mass Change definition can be used to accomplish the change. If the EMIS=false definition is not available in Mass Change on Compensations,  it can be imported from the Redesign Shared Training and Implementation Documents under the Mass Change Definitions section.   *Note* If you do not have access to the Mass Change option, contact your ITC for assistance.
• After the EMIS=false file has been saved to your desktop or a folder of your choosing, go to Compensations>Mass Change tab and click on the Import Definition  button and find the file. It will then appear under the Definition Name field. Click Save. The definition is now available under the Load Definition section in Mass Load.
• You will then want to filter the Compensation data so that only the records you wish to change for 20-21 are appearing.  Filter on Compensation Start Date, Label, Description (anything that help you define it was a compensation for 20-21.)
• Click on the Mass Change tab
• Choose the EMIS=false definition under the Load Definition section.
• Select Execution Mode. Click Submit Mass Change.

Archiving Prior Fiscal Year Compensations

After the previous fiscal year end window has closed, it is necessary to archive the old compensation records. This will then restrict them from pulling into the payroll processing (Future/Current Compensation selection area) and also stop them from pulling into EMIS.

• A Mass Change definition can be used for this. If the Archived Employee definition is not available in Mass Change on Compensations  it can be imported in from the Redesign Shared Training and Implementation Documents under the Mass Change Definitions section.  *Note* If you do not have access to the Mass Change option contact your ITC for assistance.
• After the Archived Employee file has been saved to your desktop or a folder of your choosing, go to the Compensations>Mass Change tab and click on the Import Definition button and find the file. It will then appear under the Definition Name field. Click Save. The definition is now available under the Load Definition section in Mass Load.
• You will then want to filter the Compensation data so that only the records you wish to change for 20-21 are appearing.  Filter on Compensation Start Date, Label, Description (anything that help you define it was a compensation for 20-21.)
• Click on the Mass Change tab
• Choose the Archived Employee definition under the Load Definition section.
• Select Execution Mode. Click Submit Mass Change.

EMIS Checklists

There are EMIS checklists available in the documentation-

• FINAL L REPORTING USPS-R EMIS CHECKLIST
• Staff and Course (L) Collection Checklist