NJ SMART Pre-ID for ACCESS

Introduction

NJ SMART Pre-ID for ACCESS replaces a prior version of the Pre-ID for ACCESS report and is used to extract ELL student data to submit to NJ SMART for creation of Pre-ID labels for the ACCESS assessment.

Required Data Setup

Before running this report, you should:

Verify that the current term is correctly set.
Complete the Pre-ID ASK/ACCESS data page for each student included in the extract. These fields are located at Start Page > Student Selection > State/Province – New Jersey > PreID ASK/ACCESS tab.
Review the current New Jersey Department of Education ACCESS for ELLs Pre-ID Student Data Handbook to confirm that all required student information is entered.

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Selection Criteria

Selection criteria determine which database records are used in the report. For the NJ SMART Pre-ID for ACCESS extract, student enrollment records are selected.

School Selection

The report selects which school records to use based on the following criteria:

The school must be associated with a student included in the report.

Student Selection

The report selects which student records to use based on the following criteria:

The student is enrolled in a school that is not excluded from NJ SMART state reporting.
The student is an ELL student.
The student is flagged for Include in NJ SMART Extracts = Yes.
The student is actively enrolled on the Snapshot Date.

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Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Use	If run at the district level, choose one of the following from the pop-up menu: Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria. Current School Only – Includes all records associated with the current school that meet the selection criteria. District Wide – Includes all records on the PowerSchool server that meet the selection criteria. If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.
Students to Include	The default option is All students. Select this option to begin the report query with all students. Choose The selected # students only option to begin the report query with the currently selected students only.
Student Name to Print	Choose the student name to print. Legal Name Preferred Name
Processing Options	Choose a time to run the report from the pop-up menu: In Background Now (Recommended) to execute the report immediately in the background. ASAP to execute the report in the order it is received in the Report Queue. At Night to execute the report during the next evening. On Weekend to execute the report during the next weekend. On Specific Time to execute the report on the date and time specified.
Specific Date/Time	Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 1/29/2012 @ 10:05 AM.
Snapshot Date	Enter the date used to extract the student enrollment records. Students are included in the extract if their current enrollment date matches the snapshot date.
Include Sort Fields	Click Include Sort Fields to include School, Grade Level, and Homeroom fields in the extract file along with their column headings. You cannot submit the NJ SMART Pre-ID for ACCESS extract file if it contains the sort fields. Click No Sort Fields to create the NJ SMART Pre-ID for ACCESS extract file to be submitted to the New Jersey Department of Education. School, Grade Leveland Homeroom fields are used for sorting the data but the fields do not appear in the extract file.

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item # or Position	Data Element	Description	[Table]FieldName	Field Type	Field Length	Begin / End Position
1	Local Identification Number	This field contains the identification number used by the district to identify the student.	[Students]Student_Number	Alpha numeric	20	1–20
2	State ID Number (SSID)	This field contains the state-assigned ID for this student. This field value is extracted from the NJS SID tab, Student Selection > State/Province – NJ > NJS SID.	[Students]State_StudentNumber	Numeric	10	21–30
3	First Name	This field contains the student’s first name. This field value is extracted from the Demographics page, Student Selection > Demographics. Note: If populated, the report will extract the student's legal first name.	[Students]First_Name [StudentCoreFields]PSCore_Legal_First_Name	Alpha-numeric	30	31–60
4	Last Name	This field contains the student’s last name. This field value is extracted from the Demographics page, Student Selection > Demographics. Note: If populated, the report will extract the student's legal last name.	[Students]Last_Name [StudentCoreFields]PSCore_Legal_Last_Name	Alpha-numeric	30	61–90
5	Date of Birth	This field contains the student’s date of birth. This field value is extracted from the NJS SID tab, Student Selection > State/Province – New Jersey > NJS SID. Format: YYYYMMDD	[Students]DOB	Alpha-numeric	10	91–100
6	Section 504	A value of Y identifies this student as a Section 504 participant. This field value is extracted from the PreID ASK/ACCESS tab, Student Selection > State/Province – New Jersey > PreID ASK/ACCESS.	[S_NJ_STU_X]PID_504_TF	Alpha-numeric	1	101
7	County Code of Accountable School	This field contains the state-assigned county code of the student’s AYP school. This field value is extracted from the PreID ASK/ACCESS tab, Student Selection > State/Province – New Jersey > PreID ASK/ACCESS.	[S_NJ_STU_X]Access_AccountableCounty If field is blank, determined using County Code – Resident found on NJS SID tab.	Alpha numeric	2	102-103
8	District Code of Accountable School	This field contains the state-assigned district code of the student’s AYP school. This field value is extracted from the PreID ASK/ACCESS tab, found at Student Selection > State/Province – New Jersey > PreID ASK/ACCESS.	[S_NJ_STU_X]Access_AccountableDistrict Or If the field is blank, calculated based on District Code – Resident found on NJS SID tab.	Alpha numeric	4	104-107
9	School Code of Accountable School	This field contains the state-assigned school code of the student’s AYP school.	[S_NJ_STU_X]Access_AccountableSchool If the field is blank, calculated based on School Code – Resident found on NJS SID tab.	Alpha numeric	3	108-110

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