What information is available on EMIS Change pages?
The leftmost column includes the following:
- The change number
- The data set impacted by the change
- The release to which the change was assigned and the status of the change—Unscheduled or Completed or TBD
The changes are ordered by change number, with the largest number at the top of the page and the smallest number at the bottom of the page. See “What do the change numbers mean?” for more information about the format and meaning of change numbers.
The middle column includes a short title and description for the change. If it is a change that is subject to the public comment and review period, then the following information is also included in the middle column:
- Link to submit a comment via email (only available during the 30-day public comment period)
- Word document that shows the EMIS Manual changes
- Date range for public comments
- Date range for EMIS response to comments
- Date range for public review
- Date on which the change will be considered final
The rightmost column starts with the reason for the change. If the change is one that is subject to the public review process, then you will also see one of the following:
- Now open for public comment
- Public comments received or No public comments received
When public comments are received for a change, those comments along with the EMIS responses to the comments will be posted. Clicking "Public comments received" will open a pdf that includes the comments and responses.
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What do the change numbers mean?
EMIS change numbers always start with two numbers followed by a dash, and then one, two, or three additional numbers. For example, "xx-xxx".
The first two numbers indicate the year of the change; the numbers after the dash are merely a counter and are set when the change is submitted. For example, a change number of "20-111" indicates that it is the one hundred and eleventh change submitted in FY20.
If a change is moved from one year to another, it will have a new change number related to the new fiscal year.
In some instances, changes will have multiple parts. In these cases, a lowercase letter will be added in parenthesis at the end of the change number—22-3(a) and 22-3(b)—and the descriptions on the webpage will make clear what will be updated/changed for each part.
The internal process for EMIS changes starts with the submission of a change request by someone here at the Department. Upon submission, the request is automatically assigned a change number. Not all requests are approved to become changes, some requests turn out to be duplicates, other requests are transferred to a different fiscal year, and still other changes are internal changes that do not impact EMIS reporting and are therefore never posted on an EMIS change page.
Changes are only posted on the website once we have begun working on the change and it is more likely than not to become a change for the relevant fiscal year. Changes are not worked on in numerical order. There are many factors involved in when changes are actively worked on and considered to be ready to be posted on the website.
This means that the change page will always have apparent gaps in numbering. For example, the page may include changes FY-1, FY-2, FY-5, FY-7, FY-8, FY-9, and FY-15. Changes 3, 4, 6, and 10 through 14 are not missing; they’re simply not posted due to one of the above reasons. They may be posted at a later date, or they may never be posted on the website.
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What is a scheduled release?
As part of the revised EMIS Change Process, changes will be released as part of regularly scheduled releases. The releases are on Thursdays and occur every other week. Very generally, this means that changes will be "live" as of the day of their release. However, depending on what the change is, you may not actually "see" the change for some time.
For example, if a change is made to a manifest that is not yet open or to a report that is not yet running, you will not see the updates until that manifest opens or that report starts running. So if a change scheduled for May #2 impacts the Initial Staff/Course Collection and the Teacher Licensure Course (TLC) Status report, you will not see those changes until the following October when the Initial Staff/Course Collection opens and the TLC Status report starts running.
Some changes will be seen immediately. Documentation changes are one example. If the above change also includes a change to the TLC Status report explanation, that update will be posted as of the May #2 release date.
Note that releases are referred to by the month and the number of the release within that month. November 2025 had two releases: the first on November 13 and the second on November 27. The first was the Nov #1 release, the second was the Nov #2 release. Two weeks later, on December 11 was the Dec #1 release.
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My district is changing ITCs. What do I need to do?
Before transitioning to a new ITC, it is important to save all of the following.
- Data stored in the Reports Tab—This includes data from prior collections that have been closed and moved from the archives tab
- Data stored in the Archives Tab—This may be limited to data that has been closed, but not yet moved to the Reports Tab
- Any Flat Files
- Gen Issues Reports
- Level One Reports
- Level Two Reports
Once all of the above have been saved, update OEDS. In OEDS, your district's data acquisition site should be updated to your new ITC. This should be done by your OEDS administrator.
The update in OEDS will cause an update to the REF_DIST_BLDG database. Once this update is approved and processed by the EMIS office, your district's updated reports will begin to appear in the new ITC's data collector. Note that this does not happen instantly. From the time OEDS is updated to the time reports appear at the new ITC may take as much as a week.
Districts can begin to submit data through their new ITC as soon as the ITC has registered the district. However, updated reports will not appear at the new ITC until the above process is completed.
If you need assistance...
- saving the above files/reports, contact your ITC.
- with OEDS, contact the appropriate data custodian.
- determining the OEDS administrator for your district, look up your district in OEDS and find that role.
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