EMIS Position Information
Use the EMIS Position Information page to add, update, and delete EMIS position records for employees. This page allows users to define detailed position data for each employee that will be reported to Ohio EMIS. The data entered on this page is used to generate CK (Staff Employment) records for Ohio EMIS state reporting.
The data on this page is loaded into the EMIS Staff Report module during the Staff Report load process; it is not exported directly into an EMIS file. For details, refer to the EMIS Staff Report Page. This data must be populated for each employee reported to EMIS. It can continue year to year. For details on the EMIS Employee Positions Report, refer to the EMIS Employee Positions Report.
Before generating EMIS Staff reports, enter valid information on the EMIS Position Information page.
Enter information for regular employees
On the Employee Information page, the Pending Status for a regular employee is blank.
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the Search Criteria and select Search. Alternatively, you can select Exclude Pending Employees and then select Search.
Refer to Search for records for more information.Select the relevant employee record and select Accept.
Select Actions, then select EMIS Position Information. If records are incomplete, select OK and complete the missing information.
To add a record, select Add new. Refer to the Field descriptions and enter valid information in the required fields. Select Accept.
To edit a record, select the record and then select Accept. Update the information and select Accept.
To delete a record, select the record and then select Delete. Select Yes.
To generate a report, select Print, and then select a Destination:
Select File to create the report in .rpt format. The default file name is emisempl.rpt. You can change the default file name.
Select Screen to download the report in .pdf format. The default file name is emisempl_<####>.pdf.
Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is emisemplrpt<####_#####>.xlsx.
Select OK.
Download the .rpt file from the View Files page.
Save the .pdf or .xlsx file.
For more information about the Print option, refer to Print Reports.
Enter information for pending employees
Pending employees require additional information to complete the employee record. On the Employee Information page, the Pending Status on the record is set to Add Pending.
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the search criteria and select Search. Alternatively, you can select Only List Pending Employees, then select Search.
Select the relevant employee record, then select Accept.
Select OH EMIS Employee Positions. If records are incomplete, select OK and complete the missing information.
To add a record, select Add new. Refer to the Field descriptions and enter valid information in the required fields. Select Accept.
To edit a record, select the record and then select Accept. Update the information and select Accept.
To delete a record, select the record and then select Delete. Select Yes.
To generate a report, select Print, and then select a Destination:
Select File to create the report in .rpt format. The default file name is emisempl.rpt. You can change the default file name.
Select Screen to download the report in .pdf format. The default file name is emisempl_<####>.pdf.
Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is emisemplrpt<####_#####>.xlsx.
Select OK.
Download the .rpt file from the View Files page.
Save the .pdf or .xlsx file.
For more information about the Print option, refer to Print Reports.
Field descriptions
The EMIS Position Information page consists of the following sections:
Position Information section
The following table describes the fields in the Position Information section of the EMIS Position Information page.
Field | Description | Data source and Valid values |
|---|---|---|
EMIS Employee ID | The unique nine-character EMIS employee identifier assigned to the employee for state reporting purposes. This field is used to identify the employee across all EMIS records. | The field value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page. If you update the Staff State ID field value, you must update this field with the same value. |
Job Class | The local job classification code. Used to associate the EMIS position with a local payroll job classification for salary recalculation purposes. | If a job class is selected, the values in the following fields are retrieved for the corresponding EMIS position from the Pay Rate Information page when the record is saved:
The Contracted Pay Type field value is calculated. The values in the drop-down list are retrieved from the Job Class page. |
EMIS Position | The three-character EMIS position assignment code. Defines the employee's role/position type for EMIS reporting. Select the Lookup icon to search for and select an EMIS position code. | The field value is retrieved from the EMIS Class Code field on the EMIS Class Codes page, based on the selected Job Class. |
Position Status | Indicates the employee's current status in this position. | Valid values:
The default is C - Current position in the district. |
Position Location | The local building/location code. Maps to the employee's physical work location within the district and is used to default the Building IRN value. | Retrieved from the Location field on the Personnel tab of the Employee Information when adding a new position. If a Position Location is selected, the corresponding value in the Building IRN field is retrieved from the EMIS Building IRN Codes page when the record is saved. The values in the drop-down list are retrieved from the Location Table page. |
Building IRN | The six-character state-assigned Building IRN (Information Retrieval Number) to which this employee is assigned. This is the official state building identifier reported to EMIS. Select the Lookup icon to search for and select an EMIS building IRN code. | Retrieved from the Location field on the EMIS Building IRN Codes page based on the Position Location. |
Position FTE | The employee's Full-Time Equivalent for this position, entered as a decimal value. Represents the portion of a full-time position the employee works in this assignment. | The valid values are 0.00-1.00. Retrieved from the FTE field on the Pay Rate Information page for an active payrate matching the employee and selected Job Class. |
Special Education FTE | The employee's Special Education FTE for this position, entered as a decimal value. Represents the portion of time the employee spends on special education duties within this position. | The valid values are 0.00-1.00. Defaults to 0.00 when adding a new position record. |
Funding Information section
The following table describes the fields in the Funding Information section of the EMIS Position Information page.
Field | Description | Data source and Valid values |
|---|---|---|
Percent 1 - 3 | The percentage of funding from each fund source for this position. Up to three fund source percentages can be entered (Percent 1, Percent 2, Percent 3). The total of all three percentages must equal 100%. The first Percent field defaults to 100 when a new position is added. | The valid values are 0–100. |
EMIS Fund 1- 3 | The EMIS fund source code indicating how the position is funded. Up to three fund sources can be specified to split funding across multiple sources. The first EMIS Fund field defaults to L - Local Funds and/or State Foundation Funds when a new position is added. | Valid values:
|
Attendance Overrides and Longterm Days section
The following table describes the fields in the Attendance Overrides and Longterm Days section of the EMIS Position Information page.
Field | Description | Data source and Valid values |
|---|---|---|
Primary EMIS Position | Indicates whether this position is the employee's primary EMIS position. Only one position per employee can be marked as the primary position. The primary position is used to attach demographic attendance and absence days to the CI (Staff Demographic) record. When this option is selected, the other fields in this section are enabled. The EMIS Staff report’s load process uses this record for overrides, Longterm days, and the Early Childhood Education Qualification. | The field defaults to checked for the employee's first EMIS position and defaults to unchecked for subsequent positions. |
Demo (CI) Attendance Days Override | The override value for the employee's attendance days on the CI (Staff Demographic) record that is calculated during the Staff report load process. For more information about how attendance days are calculated, refer to EMIS absence calculation for districts calculating leave in hours. This field is cleared during the EMIS Clear Prior Year Attendance process. | Not applicable |
Check to use this override value | Indicates that the Attendance Days Override value should be used on the CI record instead of the attendance days value calculated during the Staff report load process. This field is cleared during the EMIS Clear Prior Year Attendance process. | The field defaults to unchecked. |
Demo (CI) Absence Days Override | Override value for the employee's absence days on the CI (Staff Demographic) record that is calculated during the Staff report load process. For more information about how absence days are calculated, refer to EMIS absence calculation for districts calculating leave in hours. This field is cleared during the EMIS Clear Prior Year Attendance process. | Not applicable |
Check to use this override value | Indicates that the Absence Days Override value should be used on the CI record instead of the absence days value calculated during the Staff report load process. This field is cleared during the EMIS Clear Prior Year Attendance process. | The field defaults to unchecked. |
Demo (CI) Longterm Days | The number of longterm illness/absence days for the employee to be reported on the CI (Staff Demographic) record. Longterm days are tracked separately from regular absence days. This field is updated to blank during the EMIS Clear Prior Year Attendance process. | Not applicable |
Demo (CI) Early Childhood | The employee's level of early childhood education qualification. | Valid values:
|
Demo (CI) Principal Experience Years | The number of years of principal experience for the employee. This value is reported on the CI (Staff Demographic) record for employees in principal positions. | Not applicable |
Contract Data and Miscellaneous section
The following table describes the fields in the Contract Data and Miscellaneous section of the EMIS Position Information page.
Field | Description | Data source and Valid values |
|---|---|---|
Position Type | Indicates the type of position for this employee. | Valid values:
|
Type of Appointment | Indicates the employee's appointment classification. | Valid values:
|
Length of Work Day (Hours) | The number of hours in the employee's scheduled work day for this position. Used for EMIS reporting and FTE calculations. | If a Job Class is selected in the Position Information section, the value in this field is retrieved for the corresponding EMIS position from the Hours/Day field on the Pay Rate Information page when the record is saved. |
Scheduled Work Days | The total number of days the employee is scheduled to work during the contract period for this position. Used for calculating attendance percentages and EMIS reporting. This field is updated during the Update EMIS Position Salary process. | If a Job Class is selected in the Position Information section, the value in this field is retrieved for the corresponding EMIS position from the Days Worked field on the Pay Rate Information page when the record is saved. |
Contracted Pay Type | Indicates how the employee is compensated for this position. Valid values:
| If a Job Class is selected in the Position Information section, the value in this field is retrieved for the corresponding EMIS position from the Pay Rate Information page when the record is saved. |
Contract Pay Amount/Rate | The employee's contracted compensation for this position. Depending on the Contracted Pay Type field, this amount may be an hourly rate or an annual salary amount. This field is updated during the Update EMIS Position Salary process. | If a Job Class is selected in the Position Information section, the value in this field is retrieved for the corresponding EMIS position from the Annual Salary field on the Pay Rate Information page when the record is saved. |
Extended Service | The number of extended service days beyond the employee's regular contract days. Used to track additional days worked outside the standard contract period. | The default is 0. |
Assignment Area | The six-digit EMIS assignment area code indicating the subject area or functional area of the employee's assignment. This field is required if the EMIS position requires an assignment code. This field is validated against the Assignment Reported field on the EMIS Class Codes page. | The values in the drop-down list are retrieved from the EMIS Assignment Codes page. For more information about requirements and codes, refer to Section 3.4 of the EMIS Manual. |
Start Date | The date the employee began working in this position. Required for EMIS reporting to track employment history. | If a Job Class is selected in the Position Information section, the value in this field is retrieved for the corresponding EMIS position from the Start Date field on the Pay Rate Information page when the record is saved. |
Separation Reason | The EMIS separation reason code indicating why the employee left or will leave this position. Used for tracking turnover and EMIS reporting. | Valid values:
The values in the drop-down list are retrieved from the Termination Code Table page. |
Separation Date | The date the employee separated or will separate from this position. Required when a Separation Reason is entered. | Not applicable |
Contract Code | A unique identifier for this position record within the employee's EMIS positions. Used to distinguish between multiple positions for the same employee. This field is view-only. | The field value is calculated during the add process. The system retrieves the maximum existing contract code from the ohemis_position table for the employee and increments it by 1. |
Grade Level Assigned : Low | The lowest grade level the employee is assigned to teach or serve in this position. | Valid values:
The default is ** – Not applicable. |
Grade Level Assigned : High | The highest grade level the employee is assigned to teach or serve in this position. | Valid values:
The default is ** – Not applicable. |
Qualified Paraprofessional | Indicates whether the employee meets the definition of a qualified paraprofessional under ESEA/ESSA requirements. | Valid values:
|
Do not report to EMIS | Indicates whether to exclude this position from EMIS reporting. When this option is selected, this position record will not be included in the EMIS Staff export files. Useful for positions that should be tracked locally but not reported to the state. | The default is unchecked. |