EMIS Manual

General Information

The Department provides the EMIS Manual as a uniform and consistent source of reporting instructions for EMIS data in accordance with Ohio Revised Code Section 3301.0714. Included in the Manual are data definitions, requirements, and reporting procedures to assist districts with the submission, review, validation, and correction of data.

The EMIS staff in the Office of Data Quality and Governance work with Department business owners and leadership as well as external stakeholders to create and update this Manual.
There are multiple factors that potentially result in Manual updates, including any of the following:

  • Ohio law
  • Federal law
  • Ohio Administrative Code
  • ODE policies
  • EMIS/ODE systems design
  • Errors found in the manual
 

Current EMIS Manual

Links to the most recent .pdf version of each section of the EMIS Manual are listed in the tables below, along with the date on which the document was posted. The sections are divided into the following general content areas:

Below each content area's table, there is a link to a .pdf that includes all sections from that content area for the prior fiscal year. It is important to note that—in rare instances—the sections contained within these documents may not be those most recently published for the given fiscal year. Be sure to make note of the posted date of the combined document compared to the posted dates for the individual sections in the tables below. Refer to the individual files in the tables for the most up-to-date versions of all sections.
 

1

General Information

FY17

FY18

1.1
EMIS Overview
3.0,6/16/17 4.0,12/8/17
1.1.2 EMIS Data Review & Verification and EMIS Data Appeals    
1.2
General Data Characteristics
3.0,6/16/17  
1.3 Community School Funding 1.1,9/13/17  

2

Student Records

Record

FY17

FY18

2.1
Student Records Overview
N/A
5.0,6/9/17
 
2.1.1 Student Enrollment Overview N/A 4.0,6/13/17  
2.2
Student Demographic Record
GI
5.0,6/23/17
 
2.3
Student Demographic Record - Race Detail Record
GJ
5.0,6/23/17
 
2.4
Student Standing Record
FS
7.0,6/15/17
 
2.5
Student Attributes - Effective Date Record
FD
6.0,6/13/17
 
2.6
Student Attributes - No Date Record
FN
7.0,6/13/17 8.0,8/22/17
2.7
Student Acceleration Record
FB
4.0,6/27/17
 
2.8
Student Assessment Record
FA
7.1,6/30/17  
2.9
Student Program Record
GQ
7.0,6/16/17  
2.10
Student Gifted Education Record
GG
5.0,6/27/17
 
2.11
Student Discipline Record
GD
4.0,6/29/17
 
2.12
CTE Workforce Development Follow-up Record
GV
4.0,6/29/17
 
2.13
Student Special Education Record
GE
6.0,7/5/17
 
2.14
Student Special Education Graduation Requirement Record
FE
6.0,7/5/17
 
2.15
Student Graduation - Core Summary Record
GC
6.0,7/5/17
 
2.16
Graduation-Only Test Record
GP
Final,5/31/17
 
2.17
Student Missing Withdrawal Override Record
FC
4.0,5/4/17
 
2.18
Student Summer Withdrawal Record
FL
4.0,7/7/17
 
2.19 Student Contact Record FF 4.0,7/7/17  
2.20 Student Contact Address Record FG 4.0,7/13/17  
2.21 Student Transportation Record FP 2.0,7/13/17  
2.22 Student Truancy and Excessive Absence Record FT NA  
 

3

Staff Records

Record

FY17

FY18

3.1
Staff Records Overview
N/A
5.0,7/13/17  
3.2
Reporting Contracted Staff
N/A
5.0,7/14/17  
3.3
Staff Demographic Record
CI
5.0,7/14/17  
3.4
Staff Employment Record
CK
5.0,6/16/17  
3.5
Contractor Staff Employment Record
CJ
5.0,7/17/17  
3.6
Contract Only Staff Record
CC
4.0,7/18/17  
3.7
Staff Summer Employment Separation Record
CL
4.0,7/24/17  
3.8
Staff Missing Override Record
CP
4.0,7/24/17  
3.9
Position Codes
N/A
5.0,6/13/17  

4

Course Records

Record

FY17

FY18

4.1
Course Records Overview
N/A
4.0,7/26/17  
4.2
Course Master Record
CN
5.0,6/13/17  
4.3
Staff Course Record
CU
5.0,7/26/17  
4.4
Student Course Record
GN
5.0,8/30/17  
4.5
Career-Technical Education Correlated Class Record
CV
5.0,8/30/17  
4.6
Mapped Local Classroom Code Record
CM
4.0,8/30/17  
4.7
Subject Codes
N/A
6.1,6/9/17 7.0,12/5/17

5

District/Building Records

Record

FY17

FY18

5.1
District/Building Records Overview
N/A
4.0,9/12/17  
5.2
Grade Schedule
DL
4.0,9/12/17  
5.3
Organization - General Information
DN
6.0,6/9/17  
5.4
District Testing - Yearend
DT
4.0,9/12/17  

6

Financial Records

Record

FY17

FY18

6.1
Financial Records Overview
N/A
4.0,5/3/17  
6.2
Cash Record
QC
4.0,9/13/17  
6.3
Expenditure Record
QC
4.0,9/13/17  
6.4
Receipt Record
QC
4.0,9/13/17  
6.5
Operational Unit (OPU) Description Record
QC
4.0,9/13/17  
6.6
Capital Assets
QC
4.0,9/13/17  
6.7
Miscellaneous Financial Records
QC
4.0,9/13/17  

7

Five-Year Forecast Records

Record

FY17

FY18

7.1
Five-Year Forecast Overview
N/A
3.0,9/12/17  
7.2
Five-Year Forecast Record
QF
3.0,9/12/17  
7.3
Five-Year Forecast Notes Record
QN
3.0,9/12/17  

Special Collection Requests

§ Title Record FY14 FY2015

8

Special Collection Records Only

 

All

E

X

8.1
Special Collections Overview
N/A
1.0
 
 
8.1.1
E-Transcript Records Overview
N/A
1.0
 
 
8.1.2
Student Record Exchange Overview
N/A
1.0
 
 
8.4 Staff Relationship Record CH 1.0    
8.5 Staff Contact Record CD 1.0    
8.6 Student Course Academic Performance History Record FH 1.1    
8.7 Student Academic Performance Summary Record FJ 1.0    
8.8 Student Attendance Summary Record FK 1.0    
8.9 Student Contact Supplemental Record FM 1.0    

Other Record Types Included in special collections

2.2 Student Demographic Record GI 2.0    
2.3 Student Demographic Record - Race Detail Record GJ 2.0    
2.4 Student Standing Record FS 4.1    
2.5 Student Attributes- Effective Date Record FD 3.0    
2.6 Student Attributes - No Date Record FN 4.2    
2.8
Student Assessment Record
FA    
2.9
Student Program Record
GQ 4.1    
2.10
Student Gifted Education Record
GG 2.0    
2.13
Student Special Education Record
GE 3.2    
2.14
Student Special Education Graduation Requirement Record
FE 3.0    
2.15
Student Graduation Core Summary Record
GC 2.0    
2.19 (8.2) Student Contact Record FF 1.0 2.0 2.0
2.20 (8.3) Student Contact Address Record FG 1.0 2.0 2.0
3.3
Staff Demographic Record
CI 2.0    

 

Last Modified: 12/7/2017 5:39:00 PM