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.
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the search criteria, then select Search. Alternatively, you can select Exclude Pending Employees and then select Search.
Select the relevant employee record, then 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. 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.
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. 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:
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:
|
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:
|
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:
|
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:
|
Type of Appointment | The classification of the staff member's position. Valid values:
|
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:
|
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:
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:
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:
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:
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:
|
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.
On the EMIS Position Information page, select an EMIS Position record in the List section.
Select Recalculate Salaries.
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.
Select OK.