Overview of EMIS
Established by law in 1989, the Education Management Information System (EMIS) provides the architecture and standards for reporting data to the Ohio Department of Education (ODE). School districts, data processing centers operated by
EMIS is the statewide data collection system for
The source data for
1. State and Federal Reporting
Originally designed almost exclusively as a data collection mechanism, many of the system’s functions and most of the required data elements are statutorily defined. The EMIS provision in law (Ohio Revised Code section 3301.0714) requires that certain student, staff, and financial data elements be collected and maintained by school districts and subsequently submitted to ODE. One of the primary functions of EMIS is to streamline state and federal reporting requirements for school districts.
2. Funding and Distribution of Payments
EMIS provides a streamlined system for districts to report information required to receive state funding and to determine eligibility for federal funding. EMIS automates the complexity of the funding formula calculations specified in
3. Academic Accountability System
EMIS is at the heart of
4. Generates Statewide and District Reports
ODE collects, analyzes, and reports data to a variety of audiences, such as policymakers, educators, administrators, and the general public via EMIS. EMIS does provide data for the generation of state reports. Examples of statewide reports include: accountability reports, the local report card, and the Teacher Supply and Demand Report. Other statewide reports are produced from EMIS data for the following: legislators, education organizations, and policy and research needs. School districts also receive data verification reports, after every EMIS processing, in order to validate data submitted to ODE.
School district personnel, student software vendors, ITC staff, SSID (Statewide Student Identifier) third party vendor, staff, and representatives from the Ohio Department of Education each participate in a significant part of the
Data Collection and Extraction
Data originate at the school district or EMIS reporting entity. Each entity may choose to report data, for operational purposes, using any student information software of their preference. However, EMIS data is to be reported and submitted according to the data definitions, requirements, and rules as instructed in Chapters 2, 3, 4, and 5 of the EMIS Manual. Once the data have been reported into the software system, local software extracts EMIS files and transfers the records to the ITC.
EMIS Maintenance Screens have been developed by the SSDT (State Software Development Team). These screens allow school districts to bypass their local student software systems and edit/update their EMIS data files at the ITCs.
Prior to submitting the EMIS data to ODE, reporting entities have the opportunity to review their data, which is checked for accuracy and completeness. After EMIS data have been extracted, they are validated through several routines called “aggregations”, which are found in the EMIS state software. Derived from the business rules at the Department of Education, the aggregations will either allow data to be submitted to ODE, or disallow data from being submitted in the form of a fatal error. EMIS reporting entities have the opportunity to produce validation and error reports.
Once the ITC has aggregated, compiled, and formatted the data, data files/records are submitted to ODE. Each file is submitted according to its file layout as described in Chapter 5 of the EMIS Manual. Calculations for state and federal requirements are applied at ODE. The data are then used for funding, accountability, and reporting.
After each EMIS processing, ODE releases data verification reports to the ITCs, which then make these verification reports accessible to the school districts. The data verification reports are tools which the school districts, and ITCs, can use to ensure that data have been reported accurately and completely to the Department of Education.
Data that receive a warning message are still accepted at ODE. However, the warning message may indicate a problem with how the data was reported.