Maintain Employment Data
Use the Employment tab of the EMIS Staff Report page to view, add, edit, and maintain CK (Staff Employment) records for Ohio EMIS reporting. These records contain position-specific information for each staff member's job assignment, including position details, funding sources, contract data, and miscellaneous employment attributes.
An employee can have multiple CK records (one for each position they hold), whereas they typically have only one CI demographic record.
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:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for Records for more information.Select the ellipsis in the Actions column and then select Edit.
Select the Employment tab and then select Add Record. Refer to the Field descriptions and enter valid information in the required fields.
Select Add Record.
Field descriptions
The Employment tab of the EMIS Staff Report page contains the following section and tabs:
General Information section
The following table describes the fields in the General Information section of the Employment tab of the EMIS Staff Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Record Number | A system-generated unique sequential identifier for each employment record within the fiscal year and reporting period. Used internally to distinguish records. | Calculated during the data load process. The calculated value represents a sequential unique identifier assigned to each employment record. It is determined by finding the maximum existing record number in the ohestaff_employ table for the current fiscal year and reporting period, then incrementing by 1 for each new record inserted. |
Sort Type | The record type identifier that indicates the EMIS data category. | The valid value is CK. Calculated during the data load process. The calculated value represents the record type identifier. |
Fiscal Year | The state fiscal year for which the employment data is being reported. Corresponds to the school year ending in that calendar year. | Populated during the data load process. The field value is retrieved from the Staff Fiscal Year field on the EMIS Profile page. |
Reporting Period | The EMIS collection period for the data submission. Determines when data is reported to the Ohio Department of Education. | Populated during the data load process. The field value is 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. | Populated during the data load process. The field value is retrieved from the District IRN field on the EMIS Profile page. |
Employee Number | The employee’s identification (ID) number. This field is view-only. | Populated during the data load process. The field value is 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. The field value is retrieved from the Social Security field on the Employee Information page. |
EMIS Employee ID | The Ohio state-assigned unique identifier for the staff member, used to track individuals across districts and years in the statewide EMIS system. | Populated during the data load process. The field value is retrieved from the EMIS Employee ID field on the EMIS Position Information page. |
Employee Name | The employee’s name. The format is Last name, First name. | Calculated during the data load process. The calculated value represents a display-only concatenation of the employee's name. It is derived by combining the Last Name and First Name fields from the Employee Information page in the format "Last Name, First Name". |
Lock Record | Indicates whether the record is locked to prevent it from being deleted or overwritten during subsequent data load operations. Allows preservation of manually entered or corrected records. | Calculated during the data load process. The calculated value represents the record's protection status. It is unchecked for all newly loaded records. If this option is selected, it indicates the record is locked and will be preserved during subsequent data loads. If a record already exists with Lock Record selected, it is skipped during the load process, and the existing locked record is retained. |
Position Data tab
Use the Position Data tab to manage the core job assignment information for an employee's position. This data defines where the employee works, their role, employment status, and full-time equivalent allocation.
The following table describes the fields on the Position Data tab of the Employment tab of the EMIS Staff Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Position Assignment Code | The three-character EMIS classification code that identifies the employee's job role. Must be a valid code from the EMIS Position Information page. | Populated during the data load process. The field value is retrieved from the Position Code field on the EMIS Position Information page. |
Position Status | Indicates the employee's current status in the position. | Valid values:
Populated during the data load process. The field value is retrieved from the Position Status field on the EMIS Position Information page. |
Start Date | The date the employee began working in this specific position assignment. Used for determining reporting period eligibility and tracking position history. | Populated during the data load process. The field value is retrieved from the Start Date field on the EMIS Position Information page. |
Building IRN | The six-digit Information Retrieval Number identifying the school building or facility where the employee primarily performs their duties for this position. | Populated during the data load process. The field value is retrieved from the Building IRN field on the EMIS Position Information page. |
Position FTE | The Full-Time Equivalent value representing the portion of a full-time position this assignment represents. A value of 1.00 indicates full-time; 0.50 indicates half-time. | The valid values are 0.00 to 1.00. Populated during the data load process. The field value is retrieved from the Position FTE field on the EMIS Position Information page. |
Special Education FTE | The portion of the Position FTE explicitly dedicated to special education services. Cannot exceed the Position FTE value. Used for federal special education reporting. | The valid values are 0.00 to 1.00. Populated during the data load process. The field value is retrieved from the Special Education FTE field on the EMIS Position Information page. |
Fund Source tab
Use the Fund Source tab to manage information about an employee's position funding. It allows districts to report up to three different funding sources with their corresponding percentages, which must total 100% for a complete position allocation.
The following table describes the fields on the Fund Source tab of the Employment tab of the EMIS Staff Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Percentage 1 | The percentage of the position's funding attributed to the primary fund source. This is required and typically represents the largest portion of position funding. All percentages should add up to 100%. | The valid values are 0 to 100. Populated during the data load process. The field value is retrieved from the Percent 1 field on the EMIS Position Information page. |
EMIS Fund 1 | The primary EMIS fund source code identifying how this portion of the position is financed. Required when Percent 1 is entered. | Valid values:
Populated during the data load process. The field value is retrieved from the EMIS Fund 1 field on the EMIS Position Information page. |
Percentage 2 | The percentage of the position's funding attributed to the secondary fund source. Used when a position is funded from multiple sources. | Populated during the data load process. The field value is retrieved from the Percent 2 field on the EMIS Position Information page. |
EMIS Fund 2 | The secondary EMIS fund source code identifying the second funding stream for the position. Required when Percent 2 is entered. | Valid values:
Populated during the data load process. The field value is retrieved from the EMIS Fund 2 field on the EMIS Position Information page. |
Percentage 3 | The percentage of the position's funding attributed to the tertiary fund source. Used when a position is funded from three different sources. | Populated during the data load process. The field value is retrieved from the Percent 3 field on the EMIS Position Information page. |
EMIS Fund 3 | The tertiary EMIS fund source code identifying the third funding stream for the position. Required when Percent 3 is entered. | Valid values:
Populated during the data load process. The field value is retrieved from the EMIS Fund 3 field on the EMIS Position Information page. |
Contract Data tab
Use the Contract Data tab to manage employment contract and compensation information for a staff member's position. This data defines the nature of the position, the type of appointment, work schedule, and pay structure, all of which are required for Ohio EMIS reporting.
The following table describes the fields on the Contract Data tab of the Employment tab of the EMIS Staff Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Position Type | Classifies the nature of the position assignment. | Valid values:
Populated during the data load process. The field value is retrieved from the Position Type field on the EMIS Position Information page. |
Type of Appointment | Indicates the employee's appointment classification. | Valid values:
Populated during the data load process. The field value is retrieved from the Appointment Type field on the EMIS Position Information page. |
Length of Work Day (Hours) | The number of hours the employee is scheduled to work each day in this position. Used for calculating hourly leave conversions and determining full-time equivalency. | The valid values are 0.00 to 24.00. Typical values range from 3.00 to 8.00 hours. Populated during the data load process. The field value is retrieved from the Hours Per Day field on the EMIS Position Information page. |
Scheduled Work Days | The total number of days the employee is contracted to work during the fiscal year in this position. | The valid values are 0 to 356. Common values include 185 for teachers, 220 for 11-month staff, and 260 for 12-month employees. Populated during the data load process. The field value is retrieved from the Scheduled Days field on the EMIS Position Information page. |
Contracted Pay Type | Defines the compensation method. | Valid values:
Populated during the data load process. The field value is retrieved from the Pay Type field on the EMIS Position Information page. |
Contracted Pay Amount/Rate | The compensation value based on the pay type. For Annual Salary (A), this is the total annual salary. For Hourly Rate (H), this is the per-hour pay rate. | Populated during the data load process. The field value is retrieved from the Amount/Rate field on the EMIS Position Information page. |
Extended Service | The number of additional days beyond the standard contract that the employee is scheduled to work, such as for curriculum development, summer school, or pre-service training. A value of 0 indicates no extended service. | Populated during the data load process. The field value is retrieved from the Extended Service field on the EMIS Position Information page. |
Miscellaneous tab
Use the Miscellaneous tab to manage additional employment attributes required for Ohio EMIS reporting that don't fit into the other categories. This includes assignment areas, separation information, certification status, local contract codes, grade levels, and participation in professional development.
The following table describes the fields on the Miscellaneous tab of the Employment tab of the EMIS Staff Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Assignment Area | The EMIS assignment area code that describes the subject area or specialty for the position. Identifies what the employee is assigned to teach or support. | Populated during the data load process. The field value is retrieved from the Assignment field on the EMIS Position Information page. |
Separation Reason | The EMIS termination/separation reason code explaining why an employee left or is leaving the position. Required when the Separation Reason is not *. Left blank for employees currently active in the position. | Valid values:
Populated during the data load process, with a default calculation. The field value is retrieved from the Separation Code field on the EMIS Position Information page. If the source field is null or empty, the value defaults to * - Not Applicable. |
Separation Date | The date the employee separated or will separate from this position. Required when the Separation Reason is not *. Left blank for employees currently active in the position. | Populated during the data load process. The field value is retrieved from the Separation Date field on the EMIS Position Information page. |
Certification Application | Indicates whether the employee has applied for a teaching certificate or license. | Valid values:
Calculated during the data load process. The calculated value indicates a default status with no pending certificate application. It is always set to * - Not Applicable for all loaded records. |
Local Contract Code | The employee's local contract code. This is a user-defined code used by the district for local tracking purposes. | Populated during the data load process. The field value is retrieved from the Contract Code field on the EMIS Position Information page. |
Grade Level Assigned: Low | The lowest grade level to which the staff member is assigned. | Valid values:
Populated during the data load process. The field value is retrieved from the Grade Level Low field on the EMIS Position Information page. |
Grade Level Assigned: High | The highest grade level to which the staff member is assigned. | Valid values:
Populated during the data load process. The field value is retrieved from the Grade Level High field on the EMIS Position Information page. |
HQPD Activity | Indicates the teacher's participation in a Highly Qualified Professional Development (HQPD) activity. | Valid values:
Calculated during the data load process. The calculated value indicates the employee's participation status in High-Quality Professional Development based on their position. If the Position Assignment Code is 230 (Teacher), the value is set to Y. For all other position codes, the value is set to blank. |
Qualified Paraprofessional | Indicates whether the employee meets federal qualifications for paraprofessionals. | Valid values:
Populated during the data load process. The field value is retrieved from the Qualified Paraprofessional field on the EMIS Position Information page. |