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Overview

This chapter outlines details on staff reporting that are specific to USPS. Information on reporting requirements of each element can be obtained from ODE's website (select the link to EMIS and then the EMIS documents option).

EMIS staff data is to be reported for each staff member including certified/licensed and classified employees. Staff data verification is an ongoing process throughout the year. As new employees are hired or leave the district, or as employee information changes during the year, data should be kept as current as possible to make the reporting process more efficient and reliable.

Districts should be validating their data and then run the SIF data collector pulling in the necessary reporting data and then submit the district data to ODE for further validation and checking. The EMIS Processing Schedule can be found on the ODE web site at: http://education.ohio.gov/GD/Templates/Pages/ODE/ODEDetail.aspx?Page=3&TopicRelationID=1297&Content=106612 This schedule provides submission and deadline dates.

Refer to Table 1-1 for a summary of EMIS attendance/absence reporting.

Table 1-1 EMIS Day Rules

Type of Day Symbol From Effect on
Attendance
Effect on
Absence

Work Day

W

Job Calendar

Add 1

No Adjustment

Holiday

H

Job Calendar

Deduct Length

No Adjustment

Calamity

C

Job Calendar

Deduct Length

No Adjustment

Make-up

M

Job Calendar

Add 1

No Adjustment

Attendance

AT

ATDSCN

Add Length

No Adjustment

Substitute

SB

ATDSCN

Add Length

No Adjustment

Vacation

VA

ATDSCN

No Adjustment

No Adjustment

Sick

SI

ATDSCN

Deduct Length

Add Length

Personal

PL

ATDSCN

Deduct Length

Add Length

Professional Leave

PR

ATDSCN

No Adjustment

No Adjustment

Dock Units

DO

ATDSCN

Deduct Length

Add Length

Jury Duty

JD

ATDSCN

Deduct Length

Add Length

Military

MI

ATDSCN

Deduct Length

Add Length

Calamity

CA

ATDSCN

Deduct Length

No Adjustment

Holiday

HO

ATDSCN

Deduct Length

No Adjustment

Other

OT

ATDSCN

Deduct Length

Add Length

Accessing the staff data

Table 1-2 provide the EMIS Field Name, the corresponding USPS Field Name, and the USPS screen where these required fields can be accessed for both Staff Demographics and Staff Employment.

Table 1-2 Staff Demographics USPSCN Locations

 
EMIS Field Name USPS Field Name USPS Screen

Authorized Teaching Experience Years

Authorized Yrs. Experience

DEMSCN

Date of Birth

Birthdate

BIOSCN
DEMSCN

Days Absent/Long Term

Long Term Illness
Long Term Illness Days

ATDSCN
JOB CALENDARS

Education Level

Education Level

DEMSCN

Employee Name

Employee Name

BIOSCN

Credential ID

Credential ID

BIOSCN

Employee State ID

Employee ID

BIOSCN

Social Security Number

SSN

JOBSCN

Gender

Gender
Sex

BIOSCN
DEMSCN

Other Credential

Other Credential

DEMSCN

Preschool or ECE Qualification

ECE Qualification

DEMSCN

Race/Ethnic Category

Race

DEMSCN

Semester Hours

Semester Hours

DEMSCN

Total Experience Years in Education

Total Years Experience

DEMSCN

Assignment Area

Assignment Area Info

POSSCN

Building IRN

Building IRN

POSSCN
JOBSCN

Contracted Salary Amount/Rate (system calculated field)

calculated

JOBSCN

Fund Source Percentage

Position Funding Percent

POSSCN

Grade Level Assigned

Low/High Grade

POSSCN
JOBSCN

Length of Work Day

Hours per day

JOBSCN

Local Contract Code

Job Number

JOBSCN

Pay Type (system calculated field)

   

Position Code

Position Code

POSSCN
JOBSCN

Position FTE

Position FTE

POSSCN

Position Fund Source

Position Funding Code

POSSCN

Position Start Date

Position Start Date
Position Start

POSSCN
JOBSCN

Position Status

Position Status

POSSCN

Position Type

Position Type

POSSCN
JOBSCN

Scheduled Work Days

Work Days

JOBSCN

Separation Reason

Separation Reason

POSSCN
JOBSCN

Separation Date

Separation Date

POSSCN
JOBSCN

Type of Appointment

Appointment Type
EMIS Appoint. Type

POSSCN
JOBSCN

HQPD

HQPD

POSSCN

Qualified Parapro

Paraprofessional Qualified

POSSCN

Optional EMIS Fields

In situations where EMIS data conflicts with payroll data, three fields are included on USPSCN/JOBSCN under the heading EMIS that will override payroll fields for the purposes of EMIS reporting only. This will prevent changes to payroll fields for EMIS reporting thus causing payroll information to be incorrect. The fields allowed for EMIS overrides are Contract Amount, Hours per Day, and Contract Work Days.

EMIS Staff Data Processing Procedures

Process the EMIS staff data as follows:

     

MASCHG/MASINC

The MASINC program will increment the years of experience as selected in the program.

 

$ RUN OECN$PAY:MASCHG

Or use the menu system by typing:

MENU>USPS
MENU>MASCHG

Select MASINC in the MASCHG option.

Enter your setup selection. Fields to Increment-Total, Authorized and Principal are required for EMIS reporting. All other fields are optional.

 

Sample  MASINC.TXT report

 

 

USPEMS

Access the USPEMS options by typing:

$ RUN OECN$PAY:USPEMS

Or use the menu system by typing:

MENU>USPS
MENU>USPEMS

The following main menu appears:

   1. PERDET     - EMIS Data Detail Listing
   2. USPEMX     - Export USPS info to EMIS
   3. EXIT       - Exit program


Select PERDET. This option reports demographical and job related EMIS data using USPS files. 

 

PERDET.TXT Sample Report

 

1- Review the PERDET Report for data errors and omissions. Fields marked errors should be researched.

2-Correct and/or add required information, refer to Table 1-2 to determine which USPSCN module you need to access.

3-un the PERDET Report again to insure all data is accurate and complete.

4-hen the data is correct and ready to be reported, select the USPEMX option from the USPEMS main menu. This option extracts data from the USPS files and creates a sequential file.  Concealed employee's will not be included on the USPEMX.SEQ.

Run USPEMX as follows:

 

h. Run the SIF data collector and include the staff data. If reporting CC and CJ records a USPEMX_EMISR.SEQ file is created and this will need to be copied to the flat file editor to be included with the staff data collection. A process in the USPS_LCL menu called EMISR_COPY can be ran to copy the USPEMX_EMISR.SEQ file to the data collector.

i. The data collector runs a Validation Program and produces preliminary reports with any possible errors.

j. The reports should be checked and any errors should be addressed and corrected before the data can be reported to ODE. All corrections are to be made at the discretion of the district.

k. After corrections are made in USPSCN, you must run the USPEMX Option again and process the data collection again.

l. Once the data has been corrected to the satisfaction of the district and has been authorized for release by the District Superintendent, the data should be submitted to ODE.

m. At the end of the fiscal year after EMIS staff data is complete and before long term illness days are input for the new fiscal year, run the CLRATD program. This program will clear the long term illness field on USPSCN/BIOSCN.

 

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