Summer Separation
A Staff Summer Employment Separation (CL) Record may be reported for any staff member who was employed in the district at the end of the prior school year but separated from all employment with the district as of the current school year. If a staff member works even a single day of the current school year in the district, the CL Record may not be used to report separation.
Staff who separate over the summer may be reported with a full Staff Demographic (CI) Record and Staff Employment Record (CK) Record, or may be reported with a single CL Record. Note that if CI/CK Records are reported, all elements on those records must have values that are valid for the current school year. If a district reports a CL Record, then that staff member cannot also be reported with CI/CK Records.
If a staff member had multiple CK Records in the prior year and left over the summer, the district may report a single CL Record that matches only one of the CK Records on State Staff ID, Position Code, and Local Contract Code. The district may also report a CL Record for each prior year CK Record, matching on appropriate fields, but this is not required. As this record can only be used if all employment ends, ODE will assume that the staff member has separated from all positions if a single CL Record is reported.
Menu Path: EMIS > All > EMIS > EMIS Staff Report > click Summer Separation
The following items display on the Action Bar:
Load | Displays the Staff Summer Employment Separation Load page. |
Adding Summer Separation data
Select EMIS > All > EMIS > EMIS Staff Report to display the EMIS Staff Report page.
Click Summer Separation on the Action Bar to display the EMIS Staff Report Summer Separation page.
Click Add New.
Complete the fields in the Staff Summer Employment Separation Information (CL) section as needed. For details, refer to the Fields below.
Click OK to save the record.
Updating a Summer Separation record
Select EMIS > All > EMIS > EMIS Staff Report to display the EMIS Staff Report page.
Click Summer Separation on the Action Bar to display the EMIS Staff Report Summer Separation page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find.
In the List section, select the desired record.
Update the fields in the Staff Summer Employment Separation Information (CL) section as needed. For details, refer to the Fields below.
Click OK to save the record.
Deleting a Summer Separation record
Select EMIS > All > EMIS > EMIS Staff Report to display the EMIS Staff Report page.
Click Summer Separation on the Action Bar to display the EMIS Staff Report Summer Separation page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find.
In the List section, select the desired record.
Click Delete.
In the Confirmation Dialog, click Yes to delete the record.
Loading Summer Separation Data
Select EMIS > All > EMIS > EMIS Staff Report to display the EMIS Staff Report page.
Click Summer Separation on the Action Bar to display the EMIS Staff Report Summer Separation page.
In the EMIS Staff Report Summer Separation page, click Load on the Action Bar.
Enter the Summer Start Date and Summer End Date in the appropriate fields. For details, refer to the Fields below.
Click OK.
Summer Separation records will be created for employees who meet the following criteria:
The employee was terminated between those dates and has a termination date and code in their personnel record. Or, the employee has an EMIS Term Code and EMIS Term Data entered on the Ohio State Reports page which fall between the summer start and end dates. ( Human Resources > Entry & Processing > Employee > Employee Information > search for and select an employee > click OK to display the Employee Information detail page > click Payroll Information on the Action Bar, and then select State Required )
The employee has a CI/CK record for reporting period N of the previous fiscal year.
The employee does NOT have a CI/CK record for the current fiscal year.
Note
If data exceptions are found during the load, an Attention dialog box will display detailing where to find the load log. The default file name for this is estf_summerld.log.
Staff Summer Employment Separation Information (CL) section Fields
Field | Description |
|---|---|
Sort Type | Set to either 'CK' signifying that this is a Staff Employment Record or 'CL' signifying that it is a Staff Summer Employment Separation Record. |
Fiscal Year | Fiscal year for the separation as defined in the EMIS Profile. |
Reporting Period | Period of the fiscal year to be reported on as defined in the EMIS Profile. |
District IRN | Six digit state assigned Information Retrieval Number (IRN) assigned to the district. |
Employee Number | Unique seven-digit number identifying the employee. |
Social Security | Employee's Social Security number, including dashes. If you change the number, a Confirmation dialog displays. Click Yes to save the change or No to restore the original number. |
Last Name | Employee's last name. Hyphens are allowed, as in GILBERT-WELLS. |
First Name | Employee's first name. |
OH State Staff ID | Unique 2 letter, 7 number, statewide ID used to match a staff member's data to EMIS data from previous reporting periods and to the state certification and licensure database. The district can use the staff member's credential ID, Z-ID, or a local value determined by the district as long as the same value is used for each staff member across all record types. |
Position Code | Three digit code associated with the position assignment of the employee. |
Local Contract Code | The value for this element must match the value reported in the Local Contract Code (CK250) on the Staff Employment (CK) Record in the prior year-end for the position from which the staff member has separated. |
Separation Code | Code signifying reason that staff member left assigned position. Select: 1 Retirement |
Separation Date | Last date of employee of the staff member for the specific position. |