Skip to main content
Skip table of contents

EMIS Position Information

Use the EMIS Position Information page to store job class, pay rate, and pay cycle data. Information from 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 information must be set up 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 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.

  1. On the start page, select Human Resources.

  2. Select Entry & Processing, then from the Employee menu, select Employee Information.

  3. Enter the search criteria, then select Search. Alternatively, you can select Exclude Pending Employees and then select Search.

  4. Select the relevant employee record, then select Accept

  5. 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. In the File Name field, you can change the default file name. You can use the View Files page to download this file.

      • Select Screen to download the report in .pdf format.

      • Select Excel to download the report in .xls format. Select the required Excel Options.

        • Select OK.
          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 displays Add Pending.

  1. On the start page, select Human Resources.

  2. Select Entry & Processing, then from the Employee menu, select Employee Information.

  3. Enter the search criteria and select Search. Alternatively, you can select Only List Pending Employees, then select Search.

  4. Select the relevant employee record, then select Accept

  5. 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. In the File Name field, you can change the default file name. You can use the View Files page to download this file.

      • Select Screen to download the report in .pdf format.

      • Select Excel to download the report in .xls format. Select the required Excel Options.

        • Select OK.
          For more information about the Print option, refer to Print Reports.

Field descriptions

The EMIS Position Information page contains 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

EMIS Employee ID

The unique code assigned to the staff member.

The 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 class.

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 after the record is saved:

  • Position FTE

  • Length of Work Day (Hours)

  • Scheduled Work Days

  • Contracted Pay Amount/Rate

  • Start Date

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 code associated with the position assignment of the employee.

The value is retrieved from the EMIS Class Codes page.

Select Lookup to search for an EMIS position code.

Position Status

The employee's current employment relationship with the school board in that particular position.

Valid values:

  • C - Current position in the district

  • A - Contracted personnel - Agency

  • I - Contracted personnel - Individual

  • P - Leave of absence

  • U - No longer employed by district in this position

Position Location

The local building.

If a position location is selected, the value in the Building IRN field is retrieved from the EMIS Building IRN Codes page after the record is saved.

The values in the drop-down list are retrieved from the Location Table page.

Building IRN

The state-assigned six-digit Information Retrieval Number (IRN) of the building.

The value is retrieved from the EMIS Building IRN Codes page.

Select Lookup to search for an EMIS building IRN code.

Position FTE

The full-time equivalency of the position expressed as a percentage.

The value is retrieved from the Pay Rate Information page after the record is saved.

Special Education FTE

The total number of days the staff member is scheduled to work in the position during the year.

Funding Information section

The following table describes the fields in the Funding Information section of the EMIS Position Information page.

Field

Description

Percent 1 - 3

The percentage of funding for Fund Source 1 - 3.

The valid values are 1 – 100.

Fund Source percentages must add up to 100.

EMIS Fund 1- 3

The fund source for the assignment.

Valid values:

  • A - State Auxiliary Funds

  • B - Other State Funds

  • F - Special Education K12 Part-B IDEA Federal Grant Funds

  • G - Title I Funds

  • I - State Poverty-Based Assistance Funds, formerly DPIA

  • J - Federal Early Learning Initiative Program Funds

  • L - Local Funds and/or State Foundation Funds

  • N - TANF, Temporary Assistance to Needy Families

  • O - Other Federal Funds

  • P - Special Education PK Part B IDEA Federal Grant Funds

  • S - State Funds – Early Childhood Education Programs

  • T - Private/Tuition

  • U - State Unit Funding

  • X - Reading First Federal Grant Funds

  • Z - Preschool State Unit Funding

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

Primary EMIS Position

Indicates that this position record stores associated demographic information. An employee can have only one EMIS primary position record.

If this option is selected, you can enter information in the other fields in this section.

The EMIS staff load process uses this record for overrides, Longterm days, and the Early Childhood Education Qualification.

Demo (CI) Attendance Days Override

The value in this field overrides the attendance days value 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 updated to blank during the EMIS Clear Prior Year Attendance process.

Check to use this override value

Indicates whether the value in the Demo (CI) Attendance Days Override field will be used to override the attendance days value calculated during the Staff report load process.

This field is updated to unchecked during the EMIS Clear Prior Year Attendance process.

Demo (CI) Absence Days Override

The value in this field overrides the absence days value 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 updated to blank during the EMIS Clear Prior Year Attendance process.

Check to use this override value

Indicates whether the value in the Demo (CI) Absence Days Override field will be used to override the absence days value calculated during the Staff report load process.

This field is updated to unchecked during the EMIS Clear Prior Year Attendance process.

Demo (CI) Longterm Days

The number of long-term illness days.

This field is updated to blank during the EMIS Clear Prior Year Attendance process.

Demo (CI) Early Childhood

The Early Childhood Education Qualification status.

Valid values:

  • * - Not applicable

  • 1 - Associate’s

  • 2 - Bachelor’s

  • 3 - Enrolled Associate’s

  • 4 - Enrolled Bachelor’s

  • 5 - Enrolled Master’s

  • 6 - Master’s

Demo (CI) Principal Experience Years

The number of years of experience as a Principal.

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

Position Type

The type of employment with the school board.

Valid values:

  • R - Regular

  • T - Temporary

  • S - Supplemental

Type of Appointment

The classification of the staff member's position.

Valid values:

  • 1 - Certificated

  • 2 - Classified

  • 3 - Internship

  • 5 - Veteran

Length of Work Day (Hours)

The total hours worked during a normal day, excluding lunch.

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 after the record is saved.

Scheduled Work Days

The total number of days the staff member is scheduled to work in the position during the year.

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 after the record is saved.

This field is updated during the Update EMIS Position Salary process.

Contracted Pay Type

The type of contract pay.

Valid values:

  • H - Hourly rate

  • A - Annual salary

Contract Pay Amount/Rate

The pay rate for the position. Depending on the Contracted Pay Type field, this amount may be an hourly rate or an annual salary amount.

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 after the record is saved.

This field is updated during the Update EMIS Position Salary process.

Extended Service

The number of days or the full-time equivalency for which the supplemental salary is claimed.

Assignment Area

The six-digit code that specifies and defines the position.

Valid values:

  • 000000 - No assignment area applied

  • 99050 - Art Education K-8

  • 99140 - Title I Programs

  • 999350 - Food Services

  • 999365 - LEP Instructional Program

  • 999370 - General Education

  • 999380 - Gifted & Talented

  • 999412 - Preschool Special Educati

  • 999414 - Special Education K-12

  • 999418 - Physical Eduction K-8

  • 999520 - Maintenance/Const/Grounds

  • 999570 - Music Education K-8

  • 999725 - Vocational Sped Coordinat

  • 999790 - Transportation Services

  • 999800 - CT Programs/Pathways

  • 999805 - CT Ed-Apprenticeship Prog

  • 999895 - CT Asses Specialist SVCS

This field is required if the EMIS position requires an assignment code.

For more information about requirements and codes, refer to Section 3.4 of the EMIS Manual.

This field is validated against the Assignment Reported field on the EMIS Class Codes page.

Start Date

The date the staff member began work in this position.

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 after the record is saved.

Separation Reason

The reason the staff member left the position.

Valid values:

  • * - Not Applicable

  • 1 - Retirement

  • 3 - Employer Initiated

  • 4 - Test4

  • 5 - Resigned-Other OH Educ Job

  • 6 - Resigned - Out Of State

  • 7 - Resigned-Other

  • New Position In District

  • Deceased

The values in the drop-down list are retrieved from the Termination Code Table page.

Separation Date

The last date of employment of the staff member for the specific position.

Contract Code

The unique number assigned by the school district that differentiates between multiple contracts of a staff member within the same position code.

Grade Level Assigned : Low

The lowest grade in the range this staff member is assigned to teach or supervise.

Valid values:

  • ** - Not applicable

  • PS - Preschool

  • KG - Kindergarten

  • 01 - First Grade

  • 02 - Second Grade

  • 03 - Third Grade

  • 04 - Fourth Grade

  • 05 - Fifth Grade

  • 06 - Sixth Grade

  • 07 - Seventh Grade

  • 08 - Eighth Grade

  • 09 - Ninth Grade

  • 10 - Tenth Grade

  • 11 - Eleventh Grade

  • 12 - Twelfth Grade

The default is ** – Not applicable.

Grade Level Assigned : High

The highest grade in the range this staff member is assigned to teach or supervise.

Valid values:

  • ** - Not applicable

  • PS - Preschool

  • KG - Kindergarten

  • 01 - First Grade

  • 02 - Second Grade

  • 03 - Third Grade

  • 04 - Fourth Grade

  • 05 - Fifth Grade

  • 06 - Sixth Grade

  • 07 - Seventh Grade

  • 08 - Eighth Grade

  • 09 - Ninth Grade

  • 10 - Tenth Grade

  • 11 - Eleventh Grade

  • 12 - Twelfth Grade

The default is ** – Not applicable.

Qualified Paraprofessional

Indicates if the staff member is a qualified paraprofessional under the No Child Left Behind Act.

Valid values:

  • * - Not Applicable

  • N - Does not meet definition

  • Y - Meets definition

Do not report to EMIS

Indicates whether the position is excluded from EMIS reporting.

Recalculate Salaries

Use this option to recalculate salaries for the employee's selected EMIS position to match current pay rates.

  1. On the EMIS Position Information page, select an EMIS Position record in the List section.

  2. Select Recalculate Salaries.

  3. Select the Destination for the report:

    • Select File to save the report in .rpt format. In the File Name field, specify a file name.
      The default file name is emisupdpos.rpt.

    • Select Screen to save the report in .pdf format.
      The default file name is emisupdpos_<5-digit number>.pdf.

  4. Select OK.

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.