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:
EMIS Changes (change information for FY20 and beyond)
FY19 Change Information, posted June 12, 2019
FY18 Change Information, posted June 28, 2018
Special Section
|
Last Updated
|
| The information provided in this special section of the EMIS Manual overrides the reporting guidance found in the regular sections of the Manual. This special reporting is related to changes due to the COVID-19-related building closure. |
COVID-19-Related EMIS Reporting Guidance, version 1.2
- Grade three retained status
- CTE techical assessments
- Calenders
|
6/22/2020 |
1
|
General Information
|
FY20
|
FY21
|
|
1.1
|
EMIS Overview
|
5.2, 10/21/19 |
6.0, 7/1/20 |
| 1.1.1 |
EMIS Data Review & Verification and EMIS Data Appeals |
1.2, 7/1/19 |
1.3, 7/1/20 |
|
1.2
|
General Data Characteristics
|
5.0, 7/1/19 |
6.0, 7/1/20 |
| 1.3 |
Community School Funding |
2.2, 10/21/19 |
2.3, 7/1/20 |
2
|
Student Records
|
Record
|
FY20
|
FY21
|
| |
EMIS Manual Chapter 2 Element List |
|
|
|
|
2.1
|
Student Records Overview
|
N/A
|
6.4, 5/11/20 |
7.0, 7/1/20 |
| 2.1.1 |
Student Enrollment Overview |
N/A |
7.0, 10/9/19 |
7.1, 7/1/20 |
|
2.2
|
Student Demographic Record
|
GI
|
6.0, 10/10/19 |
7.0, 7/1/20 |
|
2.3
|
Student Demographic Record - Race Detail Record
|
GJ
|
6.0, 10/10/19 |
7.0, 7/1/20 |
|
2.4
|
Student Standing Record
|
FS
|
10.2, 1/16/20 |
11.0, 7/1/20 |
|
2.5
|
Student Attributes - Effective Date Record
|
FD
|
9.1, 4/10/20 |
10.0, 7/1/20 |
|
2.6
|
Student Attributes - No Date Record
|
FN
|
10.4, 6/30/20 |
11.0, 7/1/20 |
|
2.7
|
Student Acceleration Record
|
FB
|
4.3, 6/30/20 |
4.4, 7/1/20 |
|
2.8
|
Student Assessment Record
|
FA
|
10.0, 11/21/19 |
11.0, 7/1/20 |
| 2.8.1 |
Assessment Area Codes |
NA |
3.3, 6/23/20 |
4.1, 7/1/20 |
|
2.9
|
Student Program Record
|
GQ
|
10.5, 6/8/20 |
11.0, 7/1/20 |
|
2.10
|
Student Gifted Education Record
|
GG
|
5.3, 6/30/20 |
5.4, 7/1/20 |
|
2.11
|
Student Discipline Record
|
GD
|
6.0, 6/30/20 |
7.0, 7/1/20 |
|
2.12
|
CTE Workforce Development Follow-up Record
|
GV
|
6.0, 6/30/20 |
7.1, 8/17/20 |
|
2.13
|
Student Special Education Record
|
GE
|
6.3, 6/30/20 |
7.1, 7/2/20 |
|
2.14
|
Student Special Education Graduation Req Record
|
FE
|
6.3, 6/30/20 |
7.0, 7/1/20 |
|
2.15
|
Student Graduation - Core Summary Record
|
GC
|
6.3, 6/30/20 |
7.0, 7/1/20 |
|
2.17
|
Student Withdrawal Override Record
|
FC
|
6.0, 6/30/20 |
6.1, 7/1/20 |
|
2.18
|
Student Summer Withdrawal Record
|
FL
|
4.3, 6/30/20 |
4.4, 7/1/20 |
| 2.19 |
Student Contact Record |
FF |
4.3, 6/30/20 |
5.0, 7/1/20 |
| 2.20 |
Student Contact Address Record |
FG |
4.3, 6/30/20 |
5.0, 7/1/20 |
| 2.21 |
Student Transportation Record |
FP |
2.3, 6/30/20 |
2.4, 7/1/20 |
| 2.22 |
Student Truancy and Excessive Absence Record |
FT |
1.2, 6/30/20 |
2.0, 7/1/20 |
3
|
Staff Records
|
Record
|
FY20
|
FY21
|
| |
EMIS Manual Chapter 3 Element List |
|
|
|
|
3.1
|
Staff Records Overview
|
N/A
|
5.3, 7/8/19 |
5.4, 7/1/20 |
|
3.2
|
Reporting Contracted Staff
|
N/A
|
5.3, 7/8/19 |
5.4, 7/1/20 |
|
3.3
|
Staff Demographic Record
|
CI
|
6.1, 7/8/19 |
7.0, 7/1/20 |
|
3.4
|
Staff Employment Record
|
CK
|
7.1, 10/16/19 |
8.0, 7/1/20 |
|
3.5
|
Contractor Staff Employment Record
|
CJ
|
5.3, 7/8/19 |
5.4, 7/1/20 |
|
3.6
|
Contract Only Staff Record
|
CC
|
4.3, 7/8/19 |
4.4, 7/1/20 |
|
3.7
|
Staff Summer Employment Separation Record
|
CL
|
4.3, 7/8/19 |
4.4, 7/1/20 |
|
3.8
|
Staff Missing Override Record
|
CP
|
4.3, 8/12/19 |
4.4, 7/1/20 |
|
3.9
|
Position Codes
|
N/A
|
7.0, 8/12/19 |
8.0, 7/1/20 |
4
|
Course Records
|
Record
|
FY20
|
FY21
|
| |
EMIS Manual Chapter 4 Element List |
|
|
|
|
4.1
|
Course Records Overview
|
N/A
|
4.3, 3/31/20 |
4.4, 7/1/20 |
|
4.2
|
Course Master Record
|
CN
|
7.0, 3/13/20 |
8.0, 7/1/20 |
|
4.3
|
Staff Course Record
|
CU
|
6.0, 11/7/19 |
7.0, 7/1/20 |
|
4.4
|
Student Course Record
|
GN
|
6.1, 4/10/20 |
7.0, 7/1/20 |
|
4.5
|
Career-Technical Education Correlated Class Record
|
CV
|
5.5, 6/10/20 |
5.6, 7/1/20 |
|
4.6
|
Mapped Local Classroom Code Record
|
CM
|
4.3, 6/10/20 |
4.4, 7/1/20 |
|
4.7
|
Subject Codes
|
N/A
|
9.3, 12/20/19 |
10.0, 7/12/20 |
5
|
District/Building Records
|
Record
|
FY20
|
FY21
|
| |
EMIS Manual Chapter 5 Element List |
|
|
|
|
5.1
|
District/Building Records Overview
|
N/A
|
4.3, 4/1/20 |
4.4, 7/1/20 |
|
5.2
|
Grade Schedule
|
DL
|
4.3, 6/23/20 |
4.4, 7/1/20 |
|
5.3
|
Organization - General Information
|
DN
|
9.4, 3/26/20 |
10.1, 8/13/20 |
|
5.4
|
District Testing - Yearend
|
DT
|
4.3, 6/23/20 |
4.4, 7/1/20 |
6
|
Financial Records
|
Record
|
FY20
|
FY21
|
| |
EMIS Manual Chapter 6 Element List |
|
|
|
|
6.1
|
Financial Records Overview
|
N/A
|
5.2, 6/23/20 |
5.3, 7/1/20 |
|
6.2
|
Cash Record
|
QC
|
4.3, 6/23/20 |
4.4, 7/1/20 |
|
6.3
|
Expenditure Record
|
QC
|
6.1, 6/29/20 |
6.2, 7/1/20 |
|
6.4
|
Receipt Record
|
QC
|
4.3, 6/29/20 |
4.4, 7/1/20 |
|
6.5
|
Operational Unit (OPU) Description Record
|
QC
|
4.3, 6/29/20 |
4.4, 7/1/20 |
|
6.6
|
Capital Assets
|
QC
|
FINAL, 6/8/20 |
NA |
|
6.7
|
Miscellaneous Financial Records
|
QC
|
7.0, 6/29/20 |
7.1, 7/1/20 |
Last Modified: 8/17/2020 2:25:46 PM