EMIS Staff Report

The Ohio EMIS Staff Report is part of Ohio’s Education Management Information System (EMIS) and captures detailed information about school employees working in public school districts, community schools, STEM schools, and Educational Service Centers (ESCs). It focuses on who is employed, in what role, and under what conditions.

What the Staff Report includes

• Staff demographics: identifiers, gender, race/ethnicity

• Employment details: hire date, employment status, contract type, full-time/part-time status

• Positions and assignments: job classifications, subjects taught, grade levels, and work locations

• Licensure and credentials: educator licenses, permits, and endorsements

• Compensation indicators: contract days, salary, and FTE (not full payroll detail)

Why Staff reporting matters

• Supports state and federal accountability and compliance.

• Validates staff qualifications for instructional and support roles.

• Drives funding calculations and workforce analysis.

• Feeds report cards, audits, and federal reports (e.g., ESSA, IDEA).

EMIS absence calculation for districts calculating leave in hours

This does not apply to districts that calculate leave in days.

For records that match the following process, this is how they will load when EMIS Staff Report records are loaded:

1. The software checks the EMIS Profile and Human Resources Leave Code table for any hourly leave codes applicable to the EMIS absence calculation. In the EMIS Profile, Excluded Absences are not used. In the Leave Code table, codes flagged as EMIS Hourly Leave Code are used.

2. For matching leave codes, the hours per day from the employee's primary EMIS Position (in EMIS Position Information) are used. One position must be selected as the Primary EMIS Position, and the Length of Work Day (Hours) must be completed for that position.

3. The software checks the Employee Information Leave banks for leave codes applicable to EMIS absence calculation. If those codes are hourly, the software calculates the number of absence days for each leave code as (leave taken / hours per day). If they are not hourly, they are not divided.

4. The absence days are totaled and then subtracted from the attendance days (from the Payrate Days Worked field) to get the correct attendance days.

Use the EMIS Staff Report page to manage and submit staff data to Ohio's Education Management Information System (EMIS).

Menu path

From the EMIS menu, select EMIS Staff Report.

Submission period

Refer to EMIS Data Collection Calendars for more information.

Selection rules

The EMIS Staff Report selects employees based on the following rules:

• The Rpt to EMIS field value on the Payroll Information - State Required page is Y.

• The Do not report to EMIS field on the EMIS Position Information page is cleared.

• Position Date Range:

  • The position must be active within the reporting period.

  • The Position start date must be on or before the EMIS reporting period end date.

  • The Position separation date must be null or on/after the EMIS reporting period start date.

• Employees hired after the reporting period end date are excluded.

• Records that have been manually locked are skipped.

• Records with maintenance code 'D' (deleted) are bypassed.

Prerequisites

Complete the EMIS prerequisites procedures.