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 1.6
  • Disability Condition option 16 (Section 2.5)
  • Grade three retained status (Section 2.6)
  • CTE technical assessments (Section 2.8)
  • FY20 3-8 Alt Assess scores reportable in FY21 (Section 2.8)
  • Industry Credential CB38 (Section 2.8.1)
  • CTSO program code (Section 2.9)
  • Substitutes as Teachers of Record (Section 3.1)
  • Calendars (Section 5.3)
 02/01/2021
 

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 (3/29/2021)      
2.1
Student Records Overview
N/A
 6.4, 5/11/20 7.1, 03/18/21
2.1.1 Student Enrollment Overview N/A 7.0, 10/9/19 7.3, 05/20/21
2.2
Student Demographic Record
GI
 6.0, 10/10/19 7.1, 11/01/20
2.3
Student Demographic Record - Race Detail Record
GJ
 6.0, 10/10/19 7.0, 07/01/20
2.4
Student Standing Record
FS
 10.2, 1/16/20 11.3, 05/20/21
2.5
Student Attributes - Effective Date Record
FD
 9.1, 4/10/20 10.1, 09/22/20
2.6
Student Attributes - No Date Record
FN
 10.4, 6/30/20 11.2, 05/20/21
2.7
Student Acceleration Record
FB
 4.3, 6/30/20 4.4, 07/01/20
2.8
Student Assessment Record
FA
 10.0, 11/21/19 11.7, 05/20/21
2.8.1 Assessment Area Codes NA 3.3, 6/23/20 4.5, 05/20/21
2.9
Student Program Record
GQ
 10.5, 6/8/20 11.5, 02/09/21
2.10
Student Gifted Education Record
GG
 5.3, 6/30/20 5.4, 07/01/20
2.11
Student Discipline Record
GD
 6.0, 6/30/20 7.1, 09/22/20
2.12
CTE Workforce Development Follow-up Record
GV
 6.0, 6/30/20 7.4, 01/15/21
2.13
Student Special Education Record
GE
 6.3, 6/30/20 7.1, 07/02/20
2.14
Student Special Education Graduation Req Record
FE
 6.3, 6/30/20 7.0, 07/01/20
2.15
Student Graduation - Core Summary Record
GC
 6.3, 6/30/20 7.3, 03/31/21
2.17
Student Withdrawal Override Record
FC
 6.0, 6/30/20 6.2, 10/06/20
2.18
Student Summer Withdrawal Record
FL
 4.3, 6/30/20 4.4, 07/01/20
2.19 Student Contact Record FF 4.3, 6/30/20 5.0, 07/01/20
2.20 Student Contact Address Record FG 4.3, 6/30/20 5.0, 07/01/20
2.21 Student Transportation Record FP 2.3, 6/30/20 2.4, 07/01/20
2.22 Student Truancy and Excessive Absence Record FT 1.2, 6/30/20 2.0, 07/01/20
 
 

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, 07/01/20
3.2
Reporting Contracted Staff
N/A
 5.3, 7/8/19 5.4, 07/01/20
3.3
Staff Demographic Record
CI
 6.1, 7/8/19 7.0, 07/01/20
3.4
Staff Employment Record
CK
 7.1, 10/16/19 8.1, 05/20/21
3.5
Contractor Staff Employment Record
CJ
 5.3, 7/8/19 5.4, 07/01/20
3.6
Contract Only Staff Record
CC
 4.3, 7/8/19 4.4, 07/01/20
3.7
Staff Summer Employment Separation Record
CL
 4.3, 7/8/19 4.4, 07/01/20
3.8
Staff Missing Override Record
CP
 4.3, 8/12/19 4.4, 07/01/20
3.9
Position Codes
N/A
 7.0, 8/12/19 8.0, 07/01/20

 

4

Course Records

Record

FY20

FY21
  EMIS Manual Chapter 4 Element List (3/25/2021)      
4.1
Course Records Overview
N/A
 4.3, 3/31/20 4.4, 07/01/20
4.2
Course Master Record
CN
 7.0, 3/13/20 8.1, 11/01/20
4.3
Staff Course Record
CU
 6.0, 11/7/19 7.0, 07/01/20
4.4
Student Course Record
GN
 6.1, 4/10/20 7.0, 07/01/20
4.5
Career-Technical Education Correlated Class Record
CV
 5.5, 6/10/20 5.6, 07/01/20
4.6
Mapped Local Classroom Code Record
CM
 4.3, 6/10/20 4.4, 07/01/20
4.7
Subject Codes
N/A
 9.3, 12/20/19 10.0, 07/12/20
4.8 Student Course Grade Record FR NA 1.0, 11/13/20

 

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, 07/01/20
5.2
Grade Schedule
DL
 4.3, 6/23/20  4.4, 07/01/20
5.3
Organization - General Information
DN
 9.4, 3/26/20 10.6, 06/08/21
5.4
District Testing - Yearend
DT
 4.3, 6/23/20 4.4, 07/01/20

 

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

 

7

Five-Year Forecast Records

Record

FY20

FY21
  EMIS Manual Chapter 7 Element List      
7.1
Five-Year Forecast Overview
N/A
 3.3, 10/21/19 3.4, 07/01/20
7.2
Five-Year Forecast Record
QF
 4.1, 12/31/19 5.1, 11/01/20
 

 

Last Modified: 6/8/2021 2:19:03 PM