Maintain Demographic Data

Use the Demographic tab of the EMIS Staff Report page to view, add, edit, and maintain CI (Staff Demographic) records for Ohio EMIS reporting. These records contain personal, educational, and service information about each staff member that must be submitted to the Ohio Department of Education.

If errors are encountered during the Load data process, you can correct the source data on the Demographic tab of the EMIS Staff Report page. After corrections, you must reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

On the EMIS Staff Report page, filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for Records for more information.
  - To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Add Record.
  - To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.

Field descriptions

The Demographic tab of the EMIS Staff Report page contains the following sections:

General Information section

The following table describes the fields in the General Information section of the Demographic tab of the EMIS Staff Report page.

All of the fields in this section are view-only.

Field

Description

Load logic - Data source and Valid values

Record Number

A system-generated unique sequential identifier for each demographic record within the fiscal year and reporting period. Used internally to distinguish records and maintain data integrity.

This field is view-only.

Calculated during the data load process.

The calculated value represents a sequential unique identifier assigned to each demographic record within the fiscal year and reporting period. It is determined by finding the maximum existing record number in the ohestaff_demo table for the current fiscal year and reporting period, then incrementing by 1 for each new record inserted.

Record Status

Indicates the current state of the demographic record.

This field is view-only.

The valid value is A.

Calculated during the data load process.

The calculated value represents the record's active status. It is always set to A for all newly loaded demographic records.

Sort Type

The record type identifier that indicates the EMIS data category.

This field is view-only.

The valid value is CI.

Calculated during the data load process.

The calculated value represents the record type identifier. It is always set to the constant value CI to indicate this is a Staff Demographic record.

Fiscal Year

The state fiscal year for which the demographic data is being reported. Corresponds to the school year ending in that calendar year and determines which reporting cycle the data belongs to.

This field is view-only.

Populated during the data load process.

Retrieved from the Staff Fiscal Year field on the EMIS Profile page.

Reporting Period

The EMIS collection period for the data submission.

Determines when the demographic data is reported to the Ohio Department of Education.

This field is view-only.

The valid value is L.

Populated during the data load process.

Retrieved from the Staff Reporting Period field on the EMIS Profile page.

District IRN

The six-digit Information Retrieval Number that uniquely identifies the school district to the Ohio Department of Education. Used to associate all staff demographic records with the reporting district.

This field is view-only.

Populated during the data load process.

Retrieved from the District IRN field on the EMIS Profile page.

Personal Information section

The following table describes the fields in the Personal Information section of the Demographic tab of the EMIS Staff Report page.

Field	Description	Load logic - Data source and Valid values
Employee Number	The employee’s identification (ID) number. Select Lookup to search for and select an employee number.	Populated during the data load process. Retrieved from the Employee Number field on the Employee Information page.
Social Security Number	The employee's Social Security Number. This field is view-only.	Populated during the data load process. Retrieved from the Social Security field on the Employee Information page.
OH State Staff ID	The nine-character Ohio State Staff Identifier (also known as Credential ID) assigned by the Ohio Department of Education. Used as the primary state-level identifier for staff reporting.	Populated during the data load process, with a default calculation. Retrieved from the Staff State ID field on the Personnel tab of the Employee Information page. If the source field is null or empty, the value defaults to ZZZZZZZZZ to indicate an invalid/missing ID.
EMIS Employee ID	The EMIS-assigned unique identifier for the staff member used in state-level data submissions. Typically matches the OH State Staff ID and serves as the key field for linking staff records within the statewide EMIS database.	Populated during the data load process. Retrieved from the Staff State ID field on the Personnel tab of the Employee Information page.
Last Name	The employee’s last name.	Populated during the data load process. The field value is retrieved from the Last Name field on the Employee Information page.
First Name	The employee’s first name.	Populated during the data load process. The field value is retrieved from the First Name field on the Employee Information page.
Middle Name	The employee’s middle name.	Populated during the data load process. The field value is retrieved from the Middle Name field on the Employee Information page.
Name Suffix	The employee’s name suffix.	Populated during the data load process. The field value is retrieved from the Name Suffix field on the Employee Information page.
Date of Birth	The employee's date of birth.	Populated during the data load process. The field value is retrieved from the Birth Date field on the Employee Information page.
Racial/Ethnic Category	The race or ethnicity of the employee.	Valid values: W - White, Non-Hispanic B - Black or African American (Non-Hispanic) H -Hispanic/Latino A - Asian I - American Indian or Alaska Native P -Native Hawaiian or Other Pacific Islander M -Multiracial N - Not Specified Calculated during the data load process. The calculated value represents the employee's EMIS racial/ethnic classification derived from multiple sources. If the Ethnicity on the Race/Ethnicity tab of the Employee Information page is set to H - Hispanic or Latino, the value is H. Otherwise, the system checks the Race Code Table page. If the employee has more than one race recorded, the value is set to M. If the employee has a single race, the EMIS race code is retrieved by cross-referencing the race code against the State Code on the Race Code Table page. If no valid race is found, the value defaults to N.
Gender	The employee's gender.	Valid values: M - Male F - Female Populated during the data load process. The field value is retrieved from the Sex at Birth field on the Employee Information page.

Education Information section

The following table describes the fields in the Education Information section of the Demographic tab of the EMIS Staff Report page.

Field

Description

Load logic - Data source and Valid values

Education Level

The EMIS degree type code representing the employee's highest level of education attained.

Used to report staff qualifications to the state.

Valid values:

0 - Non-degree
1 - Associate
2 - Bachelors
3 - Masters
4 - Education Specialist
5 - Doctorate
6 - Other
7 - Less than High School Diploma
8 - High School Diploma
9 - GED Diploma

Calculated during the data load process.

The calculated value represents the employee's highest EMIS degree type code. The system queries the records on the Degree Data page to find the degree marked as Highest, then cross-references the degree type code with the Degree Table page to retrieve the corresponding State Degree Code.

If no employee degrees exist, the value defaults to 0. If degrees exist but none can be matched to the Degree Table page, an error is logged.

DegreeType Description

The description of the Education Level code.

Calculated during the data load process.

The calculated value describes the Education Level code.

It is derived by looking up the Education Level field value and retrieving the corresponding description.

Semester Hours

The total number of semester hours of college credit the employee has earned across all degree programs.

Used for salary schedule placement and qualification verification.

The valid values are 000-999.

Calculated during the data load process.

The calculated value represents the total semester hours of college training for the employee. It is computed by summing the Credits from all records on the Degree Data page.

If no degree records exist or the sum is null, the value defaults to 0.

Early Childhood Education

Indicates the employee's level of early childhood education qualification.

Required for staff working with preschool and early childhood programs. |

Valid values:

**- Not applicable
1 - Associate's in Early Childhood Education, Child Development, or Approved Related Field
2 - Bachelor's in Early Childhood Education, Child Development, or Approved Related Field
3 - Enrolled in an Associate's Degree program in Early Childhood Education, Child Development, or Approved Related Field
4 - Enrolled in a Bachelor's Degree program in Early Childhood Education, Child Development, or Approved Related Field
5 - Enrolled in a Master's or higher Degree program in Early Childhood Education, Child Development, or Approved Related Field
6 - Master's or higher in Early Childhood Education, Child Development, or Approved Related Field

Populated during the data load process, with a default calculation.

The field value is retrieved from the Demo (CI) Early Childhood field of the primary position record on the EMIS Position Information page. If the source field is null, empty, or set to 0, the value defaults to **- Not applicable.

Service Information section

The following table describes the fields in the Service Information section of the Demographic tab of the EMIS Staff Report page.

Field	Description	Load logic - Data source and Valid values
Attendance Days	The total number of days the employee was present and working during the reporting period.	Calculated during the data load process. The calculated value represents the number of days the employee was present at work. It is computed by first retrieving the scheduled work days from the Days Worked field of the employee's primary pay rate on the Pay Rate Information page, then subtracting the Absence Days - Total value. If Check to use this override is selected for the Demo (CI) Attendance Days Override field on the EMIS Position Information page for the primary position, the override value from that record is used instead of the calculated value. This field is only populated when the Calculate Attendance option is selected on the EMIS Staff Report - Load page. Otherwise, it remains blank.
Absence Days - Total	The total number of days the employee was absent during the reporting period for any reason.	Calculated during the data load process. The calculated value represents the total number of days the employee was absent. If Check to use this override is selected for the Demo (CI) Absence Days Override field on the EMIS Position Information page, the override value from that record is used. Otherwise, the value is calculated by summing the leave hours from the Attendance/Leave History records for the reporting period, excluding vacation, meeting, and miscellaneous leave codes as configured on the EMIS Profile page, and converting the result to days. This field is only populated when the Calculate Attendance option is selected on the EMIS Staff Report - Load page. Otherwise, it remains blank.
Long Term Illness	The number of absence days specifically attributed to long-term illness (consecutive absences exceeding a configured minimum threshold).	The valid values are 000.0 to 999.9. Populated during the data load process, with a default calculation. The field value is retrieved from the Demo (CI) Longterm Days field from the primary position record on the EMIS Position Information page. If the source field is null, the value defaults to 0. This field is only populated when the Calculate Attendance option is selected on the EMIS Staff Report - Load page. Otherwise, it remains blank.
Authorized Experience Years	The total years of teaching/service experience that are authorized and recognized for salary schedule placement purposes within Ohio.	The valid values are 00 to 99. Populated during the data load process, with a default calculation. The field value is retrieved from the Years in State field on the Employee Information page. If the source field is null, the value defaults to 0.
Total Experience Years	The employee's total years of professional experience across all employers and locations (not just Ohio-authorized).	The valid values are 00 to 99. Populated during the data load process, with a default calculation. The field value is retrieved from the Years in Total field on the Employee Information page. If the source field is null, the value defaults to 0.
Principal Experience Years	The number of years the employee has served as a principal.	The valid values are 00 to 99. Values outside this range generate a warning in the load log. Populated during the data load process. The field value is retrieved from the Demo (CI) Principal Experience Years field on the EMIS Position Information page.