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:

• Section 1: General Information
• Section 2: Student Records
• Section 3: Staff Records
• Section 4: Course Records
• Section 5: District/Building Records
• Section 6: Financial Records
• Section 7: Five-Year Forecast Records

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.

FY19 Change Information, posted June 12, 2019
FY18 Change Information, posted June 28, 2018
 

1	General Information	FY18	FY19
1.1	EMIS Overview	4.0, 12/8/17	5.0, 7/6/18
1.1.1	EMIS Data Review & Verification and EMIS Data Appeals	1.0, 2/2/18	1.1, 7/6/18
1.2	General Data Characteristics	4.0, 5/3/18	4.1, 7/6/18
1.3	Community School Funding	2.0, 2/2/18	2.1, 7/6/18

2	Student Records	Record	FY18	FY19
2.1	Student Records Overview	N/A	6.0, 4/19/18	6.1, 7/6/18
2.1.1	Student Enrollment Overview	N/A	5.0, 6/27/18	6.1, 11/2/18
2.2	Student Demographic Record	GI	5.1, 12/28/17	5.2, 7/6/18
2.3	Student Demographic Record - Race Detail Record	GJ	5.1, 12/28/17	5.2, 7/6/18
2.4	Student Standing Record	FS	8.1, 6/27/18	9.2, 6/10/19
2.5	Student Attributes - Effective Date Record	FD	7.1, 6/27/18	8.1, 5/17/19
2.6	Student Attributes - No Date Record	FN	8.1, 6/26/18	9.2, 3/5/19
2.7	Student Acceleration Record	FB	4.1, 4/24/18	4.2, 7/6/18
2.8	Student Assessment Record	FA	8.1*, 6/28/18	9.3, 3/22/19
2.8.1	Assessment Area Codes	NA	1.0*, 6/28/18	2.4, 4/16/19
2.9	Student Program Record	GQ	8.1, 6/26/18	9.2, 5/20/19
2.10	Student Gifted Education Record	GG	5.1, 2/13/18	5.2, 7/6/18
2.11	Student Discipline Record	GD	4.2, 6/28/18	5.1, 3/1/19
2.12	CTE Workforce Development Follow-up Record	GV	4.2, 06/28/18	5.1, 6/10/19
2.13	Student Special Education Record	GE	6.1, 4/25/18	6.2, 7/6/18
2.14	Student Special Education Graduation Req Record	FE	6.1, 2/13/18	6.2, 7/5/18
2.15	Student Graduation - Core Summary Record	GC	6.1, 2/13/18	6.2, 7/5/18
2.17	Student Withdrawal Override Record	FC	5.0, 2/13/18	5.2, 11/2/18
2.18	Student Summer Withdrawal Record	FL	4.1, 12/28/17	4.2, 7/5/18
2.19	Student Contact Record	FF	4.1, 12/28/17	4.2, 7/5/18
2.20	Student Contact Address Record	FG	4.1, 12/28/17	4.2, 7/5/18
2.21	Student Transportation Record	FP	2.1, 12/28/17	2.2, 7/5/18
2.22	Student Truancy and Excessive Absence Record	FT	1.0, 6/28/18	1.1, 7/5/18

 

3	Staff Records	Record	FY18	FY19
3.1	Staff Records Overview	N/A	5.1, 4/26/18	5.2, 7/3/18
3.2	Reporting Contracted Staff	N/A	5.1, 4/27/18	5.2, 7/3/18
3.3	Staff Demographic Record	CI	5.2, 6/28/18	6.0, 7/3/18
3.4	Staff Employment Record	CK	6.0, 5/2/18	6.2, 4/24/19
3.5	Contractor Staff Employment Record	CJ	5.1, 2/13/18	5.2, 7/2/18
3.6	Contract Only Staff Record	CC	4.1, 12/28/17	4.2, 7/2/18
3.7	Staff Summer Employment Separation Record	CL	4.1, 6/8/18	4.2, 7/2/18
3.8	Staff Missing Override Record	CP	4.1, 12/28/17	4.2, 7/2/18
3.9	Position Codes	N/A	6.0, 6/8/18	6.2, 3/20/19

4	Course Records	Record	FY18	FY19
4.1	Course Records Overview	N/A	4.1, 6/8/18	4.2, 7/2/18
4.2	Course Master Record	CN	6.0, 6/8/18	6.2, 4/25/19
4.3	Staff Course Record	CU	5.1, 6/8/18	5.3, 5/17/19
4.4	Student Course Record	GN	5.1, 6/8/18	5.3, 5/6/19
4.5	Career-Technical Education Correlated Class Record	CV	5.1, 12/28/17	5.4, 4/25/19
4.6	Mapped Local Classroom Code Record	CM	4.1, 6/8/18	4.2, 7/2/18
4.7	Subject Codes	N/A	7.1, 6/28/18	8.2, 4/4/19

5	District/Building Records	Record	FY18	FY19
5.1	District/Building Records Overview	N/A	4.1, 12/28/17	4.2, 7/2/18
5.2	Grade Schedule	DL	4.1, 12/28/17	4.2, 7/2/18
5.3	Organization - General Information	DN	7.0, 6/13/18	8.1, 6/10/19
5.4	District Testing - Yearend	DT	4.1, 12/28/17	4.2, 7/2/18

6	Financial Records	Record	FY18	FY19
6.1	Financial Records Overview	N/A	5.0, 6/13/18	5.1, 7/2/18
6.2	Cash Record	QC	4.1, 12/28/17	4.2, 7/2/18
6.3	Expenditure Record	QC	5.0, 6/13/18	6.0, 7/2/18
6.4	Receipt Record	QC	4.1, 6/14/18	4.2, 7/2/18
6.5	Operational Unit (OPU) Description Record	QC	4.1, 6/14/18	4.2, 7/2/18
6.6	Capital Assets	QC	4.1, 12/28/17	4.2, 7/2/18
6.7	Miscellaneous Financial Records	QC	5.0, 6/15/18	6.0, 7/2/18

7	Five-Year Forecast Records	Record	FY18	FY19
7.1	Five-Year Forecast Overview	N/A	3.1, 6/15/18	3.2, 7/1/18
7.2	Five-Year Forecast Record	QF	3.1, 12/28/17	3.3, 4/23/19
7.3	Five-Year Forecast Notes Record	QN	4.0, Final, 12/28/17	NA

 

Last Modified: 6/17/2019 10:05:09 AM

---