1.____ Update the EMIS Configuration Fiscal Year
Go to System>Configuration>EMIS Reporting Configuration .Enter in the new fiscal year and click 
Many ITC's update this for their districts, therefore this step may not be necessary. Check with your ITC to verify.
2.____ Archive all prior year compensations using Mass Change option in Contract Compensations or Non Contract Compensations. Filter using Compensation Stop Date or Description to pull in all compensations for prior fiscal year. Using Mass Change select the Archived Employee definition. (This definition can be imported in from the Redesign Shared Reports or Mass Change Definitions- https://wiki.ssdt-ohio.org/pages/viewpage.action?pageId=82151184 Select Execution Mode. Click Submit Mass Change.
This will archive the old contracts and prevent them from pulling into the EMIS collection
3.____ Import this EMIS Demographic Data Report to Reports/Report Manager or create a report from the Employee grid Report option to verify Employee Demographic EMIS (CI) elements will be included from the Employee records records when the SIF data collection is processed. http://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual/3-3-Staff-Demographic-CI-Record-v7-0.pdf.aspx?lang=en-US
Verify Identification- Number, SSN, Credential ID
Name-Last Name, First Name, Middle Name, Suffix
Dates- Birth Date, Last Paid Date, Termination Date
General- Gender, Report to EMIS
Experience- Authorized Experience, Principal Experience, Total Experience
Race- Primary Race, American Indian Alaska Native, Asian, Black, Hispanic Latino Option, Native Hawaiian
Pacific Islander, White
State Reporting- ECE Qualification, Degree Type, Non-Certificate Employer ID, Semester Hours
To find all EMIS reportable Staff Demographic elements for specific reporting windows go to the following URL and view the STAFF DEMOGRAPHIC (CI) RECORD
Required Collection Requests.--https://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual/3-3-Staff-Demographic-CI-Record-v7-1.pdf
4. ____ Import the following Position and Compensation Reports to Reports/Report Manager or create Reports from the Position and Compensation grid to verify Staff Employment EMIS (CK) elements will be included from the Position or Compensation records when the SIF data collection is processed-http://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual/3-4-Staff-Employment-CK-Record-v8-0.pdf.aspx?lang=en-US
Verify Position #, Position Description, Job Status
Employee/Identification-Number,
Employee/Name- Last Name, First Name,
Employee-Extended Service, FTE,
EMIS Related Information-Reportable to EMIS, Position Code, State Reporting Appointment Type, Position Type, Position Status, Special Education FTE, Low Grade, Separation Reason, Paraprofessional, High Quality Professional Development, High Grade, Separation Date, Paraprofessional Hire Date, Building IRN
Funding Source- Assignment Area, Funding Source Code 1, Percent 1, Funding Source Code 2, Percent 2, Funding Source 3, Percent 3,
EMIS Inactive Position Report (After creating csv can filter to remove any Termination date before current fiscal year. )
Verify Position #, Position Description, Job Status
Identification-Number
Name- Last Name, First Name
Dates- Termination Date
Employee-Extended Service, FTE
EMIS Related Information-Reportable to EMIS, Position Code, State Reporting Appointment Type, Position Type, Position Status, Special Education FTE, Low Grade, Separation Reason, Paraprofessional, High Quality Professional Development, High Grade, Separation Date, Paraprofessional Hire Date, Building IRN
Funding Source- Assignment Area, Funding Source Code 1, Percent 1, Funding Source Code 2, Percent 2, Funding Source 3, Percent 3,
Position Date- Stop Date
EMIS Active Contract Compensation Report
Compensation- Type, Unit Amount, Contract Work Days, Hours in Day
Date Range- Compensation Start Date, Compensation Stop Date
State Reporting- Reportable to EMIS
Position- Position #, Position Description, Job Status
Identification- Number
Name- Last Name, First Name
Contract- Contact Amount, Pays in Contract
EMIS Active Non Contract Compensation Report
Compensation-Type, Pay Unit, Unit Amount, Hours in Day
Date Range- Compensation Start Date, Compensation Stop Date
State Reporting- Reportable to EMIS
Position- Position #, Position Description, Job Status
Identification-Number
Name- Last Name, First Name
EMIS Inactive Non Contract Compensation Report
Compensation-Type, Pay Unit, Unit Amount, Hours in Day
Date Range- Compensation Start Date, Compensation Stop Date
State Reporting- Reportable to EMIS
Position- Position #, Position Description, Job Status
Identification-Number
Name- Last Name, First Name
To find all EMIS reportable Staff Employment elements for specific reporting windows go to the following URL and view the STAFF EMPLOYMENT (CK) RECORD
Required Collection Requests--https://education.ohio.gov/getattachment/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual/3-4-Staff-Employment-CK-Record-v9-0b.pdf.
5.____ If a district has or needs to have CC or CJ records, go to Core>EMIS Entry option and add or update the respective records.
6.____ If CJ records are required, this module will need to be turned on through System>Modules>EMIS Contractor Module.
7.____ Once all data has been added successfully to the respective record, click the Extract CJ or Extract CC record option within the CC or CJ records.
8____ Save the CC or CJ file to your desktop or a folder of your choosing. This file will then need to be either uploaded to the data collector by the payroll employee or sent to their EMIS coordinator for uploading. If needing to correct errors, contact your ITC if you can't resolve.
9____ Clearing long term illness data from last fiscal year
a. To clear long term illness data, the Mass Change feature will need to be turned on. To do this go to System>Modules and click on the 
next the Mass Change Service.
b. Go to Core>Employee.
c. If you wish to filter for any long-term illness employees on the grid, click More and under State Reporting click Long Term Illness. You can then filter the Long-Term Illness field entering on the grid >0.00.
d. You will then click on the Mass Change
e. Go to the bottom of the screen and chose Execution mode.
f. Go to Load Definition and choose from the drop down Clear EMIS Long Term Illness.
g. Click Submit Mass Change
10.____ Incrementing the years of experience for employee using one of the following options. Employees hired in the new fiscal year will not receive years of experience until the following fiscal year.
- Using Mass Change -
- Download the Increment Experience.mcd-json (will increment both Authorized and Total Experience or use Increment Total Experience.mcd-json to just increment Total Experience)
- To import the file in Click on the
button in Employee.
b. In Maintenance Mode under Definition Name click the 
button
c. Find and click on the file to import in and then click 
d. Go back to the Employee records. Go to Advance Query and choose termination date and Operation=IS_NULL and then click Apply Query. Then filter the data by
Last Paid Date > MM/DD/YYYY, Total Experience >0.00 and Authorized Experience >0.00 on the grid to pull all employees you wish to increment Authorized and Total Experience years for.
If wanting to ONLY increment Total Experience, only filter by Total Experience >0.00 and Last Paid Date > MM/DD/YYY.
e. Click on the 
button.
f. Under Choose Mode select the Execution option
g. Under the Load Definition field from the drop down find the Increment Experience or Increment Total Experience.mcd-json definition and click on it.
h. Click the 
tab.
i. A message will display telling you how many records were updated.
j. Under Employees you can click on the 
button and create a report with the years of experience listed.
- Using Mass Load -
- Go to Core>Employee
- On your grid from More choose Number, Last Name, First Name, Authorized Experience, Total Experience, and Terminated Date
- Go to the Advance Query and choose termination date and Operation=IS_NULL and then click Apply Query.
- You can then remove the termination Date from the grid or it can be removed from your csv file later.
- Click on Reports
- For Format choose from the drop down option Excel-FieldNames
- Default report name is Employee Report. Can be changed if desired
- Click Generate Report
- Save report to desktop or a folder of your choosing
- Using a formula in excel you can update the years of experience.
- If you did not already do so remove any Termination date records then remove the Termination Date column from the csv file
- Save the file as a CSV
- Using Utilities/Mass Load locate your file and then choose Employees as the Importable Entity
- Click Load
Principal Years of Experience should be manually updated for any employee that falls under the Principal category.
11.____ Clear any previous fiscal year value from the EMIS override fields (Go to Positions under EMIS Related Information - Contract Amount/Contract Work Days/EMIS Override Hours In the Day or you can use Mass Load creating a spreadsheet using the format 'Excel-FieldNames' from the Position grid, including Number, Pos#, Contract Amount, Contract Work Days, Hours In the Day.
a. Contact your ITC for assistance with creating a csv file for making the Mass Load change.
Any questions on EMIS related fields, please click go to the EMIS Entry documentation.
12.____ Any employee that was reported with a Separation Date and Separation Reason in the Final L reporting period can be marked as Archived.
13.____ If an employee left over the summer months or was not reported as separated in the prior fiscal year, enter a Separation Date and Separation Reason on the Position record, for the new fiscal year. This record will need to be reported to EMIS for the entire Fiscal Year and the employee cannot be archived until the Final L reporting has taken place for the fiscal year.