Use the EMIS Staff Report - Load page to load Ohio EMIS staff demographic (CI records) and employment (CK records) data from HR/Payroll tables into the EMIS reporting tables. This automated process eliminates manual data entry by fetching employee information directly from the district's HR system.
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On the EMIS Staff Report page, select Load.
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Refer to the Field descriptions and enter or select the required load criteria.
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Select Load, and then Yes.
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If data for the selected criteria is loaded, select Yes to delete and reload the data.
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Save the Load Summary report file and select OK.
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If certain conditions are met, one of the following reports is created:
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Save the report file and select OK.
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If errors are encountered, save the Load Error log and select OK.
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Navigate to the file location.
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Inspect the files. Update data if necessary.
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Repeat these steps until no errors are encountered and all required data is loaded.
Field descriptions
The following table describes the fields on the EMIS Staff Report - Load page.
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Field |
Description |
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Reporting Period |
The current EMIS Staff reporting period. Determines which reporting period the loaded records will be associated with. The field value is retrieved from the Staff Reporting Period field on the EMIS Profile page. This field is view-only. |
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Start Date |
The start date of the current reporting period. Used as a reference for the date range during which employee data is evaluated for loading. The field value is retrieved from the Staff Start Date field on the EMIS Profile page. This field is view-only. |
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End Date |
The end date of the current reporting period. Used as a reference for the date range during which employee data is evaluated for loading. The field value is retrieved from the Staff End Date field on the EMIS Profile page. This field is view-only. |
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Fiscal Year |
The current EMIS Staff fiscal year. All loaded records will be created for this fiscal year. The field value is retrieved from the Staff Fiscal Year field on the EMIS Profile page. This field is view-only. |
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Clear All Reporting Period Records for Fiscal Year |
Indicates whether to delete all existing EMIS staff demographic and/or employment records for the specified fiscal year and reporting period before loading new data, regardless of employee selection criteria. |
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Clear Only Reporting Period Records for Start/End Dates of Fiscal Year |
Indicates whether to delete only existing records that match the specified load criteria (such as selected employees or date ranges) before loading new data, preserving other records. |
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Staff Demographics Records |
Indicates whether to load only CI (Staff Demographic) records that contain personal information such as name, SSN, birth date, education level, ethnicity, and years of experience. |
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Staff Employment Records |
Indicates whether to load only CK (Staff Employment) records that contain position-related information, such as position code, building IRN, FTE, salary, and fund sources. |
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Both Demographic and Employment Records |
Indicates whether to load both CI (Staff Demographic) and CK (Staff Employment) records in a single load process. This is the default selection. |
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Calculate Attendance |
Enables attendance/absence calculation for the staff extract. When selected, the extract calculates each employee's Attend Days, Absence Days, and Long Term Days for the reporting period (from payroll days worked, paid holidays, and leave/attendance history). When cleared, the extract omits these three values entirely. Selecting this checkbox enables the Sick Leave Bank Date, Attendance Start/End Date, and Non-EMIS Attendance Start/End Date fields. |
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Sick Leave Bank Date |
A date field used to identify a specific leave/attendance record whose hours should be excluded from the absence-days calculation (treated as a sick leave bank contribution rather than an absence). This field is displayed only for districts with both required district configuration settings enabled. During the extract, any attendance record whose start and stop date match this date has its hours subtracted from the calculated absence days. |
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Attendance Start Date |
The start of a date range of attendance/leave records to exclude from the absence-days calculation. Displayed only for districts using the applicable configuration setting. |
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Attendance End Date |
The end of the same exclusion date range as Attendance Start Date. Any leave record falling within the start/end range is subtracted from the absence-days total. Displayed only for districts using the applicable configuration setting. |
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Non-EMIS Attendance Start Date |
Similar to the Attendance Start Date field, but displayed instead of the Attendance Start Date field for districts that do not use the applicable configuration setting. Specifically, leave records in this range with remarks beginning "NON-EMIS" are excluded from the absence-days total. |
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Non-EMIS Attendance End Date |
The end of the same "Non-EMIS" exclusion date range as Non-EMIS Attendance Start Date. Displayed instead of the Attendance End Date field for districts that do not use the applicable configuration setting. |
OH EMIS Staff Sick/Non-EMIS Leave Report
The OH EMIS Staff Sick/Non-EMIS Leave Report serves as an audit/verification report generated during the EMIS Staff data load.
Specifically, it is used to:
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Document attendance days excluded from EMIS reporting:
During the load, two categories of days are subtracted from an employee's calculated absence days before the data is submitted to EMIS:-
Banked Leave Days: Absence days credited to the Sick Leave Bank on the specified Sick Leave Bank Date.
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Non-EMIS Days: Absence days within the attendance date range where the attendance record's Remarks field is marked NON-EMIS (applies to GHIL custom districts).
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Provide a record of adjustments for review:
The report lists each affected employee's number, name, Sick Leave Bank Date, total Banked Leave Days, and total Non-EMIS Days, along with grand totals. This gives administrators visibility into which employees had days excluded and how many. -
Support district-level verification before submission:
Because these exclusions directly affect the attendance and absence day counts reported to the Ohio Department of Education via EMIS, the report lets HR/payroll staff confirm the correct days were excluded before the data export is finalized.
In short, it provides transparency and supports reconciliation. It shows exactly which sick bank and non-EMIS leave days were removed from the EMIS attendance calculation during the load, so the district can verify the adjustments are accurate before submitting state data.
The OH EMIS Staff Sick/Non-EMIS Leave Report is created if certain conditions are met:
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In the Load Options section, Both Demographic and Employment Records must be selected.
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In the Other Options section, select Calculate Attendance and select dates in the following fields:
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Sick Leave Bank Date
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Attendance Start Date
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Attendance End Date
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This causes the report to be produced automatically at the conclusion of the load.
The default file name is EMIS Staff Banked Leave_<MMDDYYYY_hhmmss>.pdf.
OH EMIS Staff Non-EMIS Attendance Report
The OH EMIS Staff Non-EMIS Attendance Report is automatically produced as part of the EMIS Staff extract when Calculate Attendance is checked, generated only for districts that do not have both of the legacy district configuration settings enabled (FCHIL00326898 and FCHDS00278692) — i.e., districts using the newer Non-EMIS Attendance Start/End Date fields rather than the older attendance/sick-leave-bank setup.
This verification/audit report shows, for every employee, how many attendance/leave days were excluded from their calculated EMIS absence-days total because the leave record fell within the entered Non-EMIS Attendance Start/End Date range and its remarks began with "NON-EMIS". It lets the district confirm exactly which non-reportable attendance was subtracted before the absence/attendance figures were sent to EMIS.
If the district has no non-EMIS leave records for the selected date range (nothing to report), the extract raises a "No Records" error instead of generating an empty report. For districts that do have both legacy settings enabled, this report is replaced by the equivalent "OH EMIS Staff Sick/Non-EMIS Leave Report", which additionally shows the Sick Leave Bank Date and banked leave days.
The OH EMIS Staff Non-EMIS Attendance Report is created if certain conditions are met:
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In the Load Options section, Both Demographic and Employment Records must be selected.
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In the Other Options section, select Calculate Attendance and select dates in the following fields:
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Non-EMIS Attendance Start Date
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Non-EMIS Attendance End Date
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This causes the report to be produced automatically at the conclusion of the load.
The default file name is EMIS Staff Non_EMIS Leave Report_<MMDDYYYY_hhmmss>.pdf.