Contractor
Use the EMIS Staff Report - Contractor page to manage and maintain contractor and contractor staff records for Ohio EMIS reporting.
If errors are encountered during the Load data process, you can correct the source data on the General Information form of the EMIS Staff Report - Contractor page. After corrections, you must reload the data.
PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.
On the EMIS Staff Report - Contractor page, filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for records for more information.To add a record, select Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
Field descriptions
The General Information form of the EMIS Staff Report - Contractor page consists of the following tabs:
CJ and CC Information
The following table describes the fields on the CJ and CC Information tab on the General Information form of the EMIS Staff Report - Contractor page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Record Number | A system-generated unique identifier for each contractor record in the EMIS Staff Report. Used internally to distinguish individual records. | Calculated during the data load process. The calculated value represents a sequentially assigned unique identifier for the contractor record. The system retrieves the current maximum record number from the ohestaff_cont table and increments it by 1 for each new record inserted. |
Record Status | Indicates the current status of the contractor record. | Calculated during the data load process. The calculated value indicates the record's active status, which is automatically set to A (Active) for all newly loaded contractor records. |
Sort Type | Identifies the type of contractor record:
| Valid values:
Populated during the data load process. The field value is retrieved from the Sort Type column of the contractor CSV upload file. |
Fiscal Year | The Ohio fiscal year for which the contractor record applies. Used to associate the record with the appropriate EMIS reporting year. | Populated during the data load process. The field value is retrieved from the Fiscal Year column of the contractor CSV upload file. |
Reporting Period | The EMIS reporting period for the contractor record. | The valid value is L. Populated during the data load process. The field value is retrieved from the Reporting Period column of the contractor CSV upload file. |
District IRN | The six-digit Information Retrieval Number (IRN) assigned by the Ohio Department of Education to identify the reporting district. This is the district that is receiving the contracted services. | Populated during the data load process. The field value is retrieved from the District IRN field on the EMIS Profile page. This value is applied to all contractor records, regardless of the contents of the contractor CSV upload file. |
Employee Number | The district's internal employee number for the contracted staff member. Required for CJ (Contractor Staff) records to link the contractor to their employee record in the system. Not required for CC (Contract Only) records. | Populated during the data load process. The field value is retrieved from the Employee Number column of the contractor CSV upload file. |
EMIS Employee ID | The Ohio EMIS-assigned unique identifier for the staff member (also known as the State Staff ID). Required for CJ records to identify the individual in state reporting. Not required for CC records. | Populated during the data load process (with fallback logic). The field value is retrieved from the EMIS Employee ID column of the contractor CSV upload file. If blank for CJ records and an employee number is provided, the system defaults to the Staff State ID field value on the Personnel tab of the Employee Information page. |
Position Code | The three-character EMIS Position Assignment Code that identifies the type of work or role the contractor performs (e.g., teacher, aide, specialist). | Populated during the data load process. The field value is retrieved from the Position Code column of the contractor CSV upload file. The code is validated against the EMIS Assignment Codes page to ensure it exists. |
Position code description | The text description associated with the Position Code. This field is view-only. | Dynamically retrieved from the Description field on the EMIS Assignment Codes page when the record is displayed on this page. The lookup uses the Position Code value to find the matching description. |
Contracting District IRN | The six-digit IRN of the district or Educational Service Center (ESC) that employs the contracted staff member and provides them to the reporting district. Required for CJ (Contractor Staff) records to identify the source of the contracted employee. | Populated during the data load process. The field value is retrieved from the Contracting District IRN column of the contractor CSV upload file. |
FTE | The Full-Time Equivalency representing the proportion of a full-time position the contracted staff member works at the reporting district. A value of 1.00 indicates full-time; values less than 1.00 indicate part-time. Required for CJ records only. | Valid values are 0.00 to 9.99. Populated during the data load process. The field value is retrieved from the FTE column of the contractor CSV upload file. If the value is invalid, it defaults to 1. |
Local Contract Code | The district-defined code used to identify and group contractor records for local tracking and reporting purposes. This code helps districts organize their contracted staff and services. | Populated during the data load process. The field value is retrieved from the Local Contract Code column of the contractor CSV upload file. The code is validated to ensure it does not start with CJ followed by a digit (a reserved pattern). |
CC Information
The following table describes the fields on the CC Information tab on the General Information form of the EMIS Staff Report - Contractor page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Federal Tax ID | The nine-digit Federal Employer Identification Number (FEIN) assigned to the contracting company or organization by the IRS. Used to identify the contractor for tax and reporting purposes uniquely. Required for CC (Contract Only) records. | Populated during the data load process. The field value is retrieved from the Federal Tax ID column of the contractor CSV upload file. |
Contractor Name | The legal name of the company, organization, or entity providing contracted services to the district. Required for CC (Contract Only) records to identify the contracting company or organization. | Populated during the data load process. The field value is retrieved from the Contractor Name column of the contractor CSV upload file. |
Dollar Amount of Contract | The total monetary value of the contract for the current fiscal year. Represents the amount the district pays to the contractor for the services provided. Required for CC records. | Populated during the data load process. The field value is retrieved from the Contract Amount column of the contractor CSV upload file. |
Contract Start Date | The date on which the contractual agreement begins and the contractor starts providing services to the district. Required for CC records. | Populated during the data load process. The field value is retrieved from the Contract Start Date column of the contractor CSV upload file. |
Contract End Date | The date on which the contractual agreement concludes and the contractor stops providing services under the current contract terms. Required for CC records. | Populated during the data load process. The field value is retrieved from the Contract End Date column of the contractor CSV upload file. |
Hours Per Week | The average number of hours per week that services are provided under the contract. Used to quantify the scope of contracted services. Required for CC records. | Populated during the data load process. The field value is retrieved from the Hours Per Week column of the contractor CSV upload file. |
Position Fund Source | The EMIS funding source code indicating how the contracted position/service is funded. Required for CC records. | The valid values are A, B, F, G, H, I, J, L, N, O, P, S, T, X, and Y. Populated during the data load process. The field value is retrieved from the Position Fund Source column of the contractor CSV upload file. |
Based On Service Performed | Indicates whether the contract requires specific services to be performed as a condition of the agreement. | Calculated during the data load process (with default). The calculated value represents whether the contract requires specific services to be performed. If the Service Performed column of the contractor CSV upload file contains a value, that value is used. If the field is blank or not provided, the system defaults the value to N. |
Based On Work Hours | Indicates whether the contract requires a specific number of hours of services to be provided as a condition of the agreement. | Calculated during the data load process (with default). The calculated value indicates whether the contract requires a specific number of service hours. If the Work Hours column of the contractor CSV upload file contains a value, that value is used. If the field is blank or not provided, the system defaults the value to N. |
Based On Number Of People | Indicates whether the contract requires a specific number of individuals to be provided or served as a condition of the agreement. | Calculated during the data load process (with default). The calculated value represents whether the contract requires a specific number of individuals to be provided. If the Number of People column of the contractor CSV upload file contains a value, that value is used. If the field is blank or not provided, the system defaults the value to N. |