The Ohio EMIS Staff Vacancy Report is part of the Ohio Education Management Information System (EMIS) staff reporting requirements. Beginning in FY2026, Ohio introduced the Staff Vacancy (CR) Record to collect information about unfilled staff positions in public education agencies. The report helps the Ohio Department of Education and Workforce monitor workforce shortages and staffing needs across the state.
The Staff Vacancy Report is used to:
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Identify positions that remain vacant during the school year.
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Measure educator and staff shortages across Ohio districts and schools.
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Support statewide workforce planning and policy decisions.
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Provide consistent vacancy data for traditional districts, community schools, STEM schools, joint vocational school districts (JVSs), and educational service centers (ESCs).
Districts report positions that:
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Were intended to be filled during the school year.
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Remained vacant for any period during the reporting cycle.
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Meet Ohio's EMIS vacancy reporting criteria.
The vacancy must be reported regardless of whether the position was eventually filled later in the year.
Importance of Accurate Reporting
Accurate vacancy reporting helps Ohio:
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Quantify teacher and staff shortages.
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Identify hard-to-fill positions and geographic staffing challenges.
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Inform educator recruitment and retention initiatives.
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Support state and federal workforce reporting requirements.
Menu path
From the EMIS menu, select EMIS Staff Vacancy Report.
Submission period
The Staff Vacancy (CR) Record is reported during the Staff and Course (L) Collections.
|
Collection |
Reporting Requirement |
|---|---|
|
Initial Staff and Course (L) Collection |
Submit Staff Vacancy records for qualifying vacant positions. |
|
Final Staff and Course (L) Collection |
Update and resubmit Staff Vacancy records as required. |
The Ohio Department of Education and Workforce specifically requires vacancy reporting in both the Initial and Final Staff and Course (L) Collections.
Typical Annual Reporting Cycle
Although exact collection opening and closing dates are published annually in the EMIS Data Collection Calendar, districts generally follow this cycle:
|
Period |
Activity |
|---|---|
|
July–October |
Initial Staff and Course reporting window. |
|
November–June |
Ongoing maintenance of staff and vacancy data. |
|
Spring/Early Summer |
Final Staff and Course collection and verification. |
Districts should always refer to the current EMIS Collection Calendar for the official submission and correction deadlines for the fiscal year.
Selection rule
The Staff Vacancy Report collects data that districts manually prepare and import; there are no selection rules that automatically retrieve records. The district is responsible for populating the Excel import template with the vacancy data they wish to report to ODEW.
This report is independent of the Position Control module because:
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Not all Ohio districts utilize the Position Control module.
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EMIS Staff Information is currently maintained outside the Position Control module.
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Certain data elements required for vacancy reporting may not be available in Position Control.
Prerequisites
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Enter valid information on the EMIS Profile page.
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Prepare the import file.