NJ SMART Staff Course Roster Extract
Introduction
Use the NJ SMART Staff Course Extract to generate the comma delimited file to be submitted to NJ SMART as a portion of the Course Roster submission. The purpose of the Staff Course is to provide data for all educators who are 100% responsible for the grades given to students throughout the entire school year.
Report Setup
Prior to creating the NJ SMART Staff Course Roster extract, you must complete the following tasks:
- Complete the fields found on the Staff Edit Information page related to NJ State Reporting including SMID and LSID.
- Complete the NJ state reporting fields found on the Courses and Sections pages, including NCES Subject Area, Course Identifier, and Course Level codes.
- Grade Span should be populated on the Course page for all courses assigned a Prior-to-Secondary NCES Subject area. For Sections requiring use of a different Grade Span that the Course, the field may be populated on the Sections page rather than or in addition to the Course page. The report will extract the first non-blank value for the field looking first at Sections than at Courses.
- Course Sequence should be populated on the Course and/or Sections page for all courses. If no Course Sequence is designated, a value of 11 will extract. A value of 11 means the course is sequence 1 of 1.
- Enter teacher and staff information in the Teacher-Section Lead and Teachers/Staff – Additional areas of the Sections page.
Selection Criteria
Selection criteria determine which database records are used in the NJ SMART Staff Course Roster Extract.
Teacher Selection
The report selects which teacher records to use based on the following criteria:
- Teachers/Staff who are 100% Allocated to a section, in a Role that is not excluded, will be extracted.
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:
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. |
Records to Include | The default option is All Records. Select this option to begin the report query with all teachers. Choose The selected # records only option to begin the report query with the currently selected teachers only. |
Grades (leave blank for all) | To run the report for all grade levels, checkboxes should be blank. To select a grade level (based on the grade level specified for the Section), check one or more checkboxes. |
Start Date | Enter the first date of the reporting date range. Teachers of a section are included when the section term falls within the reporting date range. |
End Date | Enter the last date of the reporting date range. Teachers of a section are included when the section term falls within the reporting date range. To runreportfor the entire school year, enter the day following the last in session day of school. |
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 # | Data Element | Description | [Table]FieldName | Field Type | Field Length |
1 | Local Staff Identifier (LSID) | This field contains the number used by the district to identify the teacher. | [S_NJ_USR_X]Local_Teacher_ID If blank, [Users]TeacherNumber | Alpha-numeric | 20 |
2 | Staff Member Identifier (SMID) | This field contains the unique number assigned and used by the state of New Jersey to identify the teacher. | [S_NJ_USR_X]StaffMemberID | Alpha-numeric | N/A |
3 | First Name | This field contains the teacher’s first name. The First Name must match the first name as submitted for SMID Management. | [S_NJ_USR_X]SMART_First_name If blank, [Users]First_Name | Alpha-numeric | 30 |
4 | Last Name | This field contains the teacher’s last name. The Last Name must match the last name as submitted for SMID Management. | [S_NJ_USR_X]SMART_Last_Name If blank, [Users]Last_Name | Alpha-numeric | 50 |
5 | Date of Birth | This field contains the teacher’s date of birth. Extracts in format: YYYYMMDD. | [UsersCoreFields]DOB | Date | 8 |
6 | County Code Assigned | This field contains the County Code in which the staff member is employed. | [S_NJ_SEC_X]CountyCodeAssigned If blank, [Schools]CountyNbr | Alpha-numeric | 2 |
7 | District Code Assigned | This field contains the District Code for the LEA in which the staff member is employed. | [S_NJ_SEC_X]DistrictCodeAssigned If blank, [Gen]Cat=districts [Gen]Value | Alpha-numeric | 4 |
8 | School Code Assigned | This field contains the School Code for the school in which the staff member is employed. | [S_NJ_SEC_X]SchoolCodeAssigned If blank, use [Sections]SchoolID to determine associated School. Extract [Schools]Alternate_School_Number; if blank, [Schools]School_Number. | Alpha-numeric | 3 |
9 | Section Entry Date | The date when the teacher was assigned to the section. If the teacher was assigned to the section on multiple occasions with differing dates, only the most recent assignment extracts. | [Terms]FirstDay If Tracking records exist, [NJ_Section_Teacher_Tracking]Start_Date | Date | 8 |
10 | Section Exit Date (End Date) | The date the teacher assignment to the section ended. The date reflects the teacher’s last day in the section, not the first day of non-assignment. If the teacher was assigned to the section on multiple occasions with differing dates, only the most recent assignment extracts. Extracts in format YYYYMMDD. | [Terms]LastDay If Tracking records exist, [NJ_Section_Teacher_Tracking]End_Date | Alpha-numeric | 8 |
11 | Subject Area | The NCES SCED Subject Area code assigned to the course/section. Values are 2 digits. Prior-to-Secondary Codes 51-73. Prior-to-secondary codes should be used for all courses that do not have Available Credit. Secondary Codes 01-22. Secondary codes should be used for all courses with Available Credit greater than 0.000. See the SCED Master List Version 4.0 for a list of valid subject area codes. | [S_NJ_SEC_X]NCES_Subject_Area If blank, [S_NJ_CRS_X]NCES_Subject_Area | Numeric | 2 |
12 | Course Identifier | The NCES SCED code assigned to the course/section. Values are 3 digits. Prior-to-secondary codes should be used for all courses that do not have Available Credit. Secondary codes should be used for all courses with Available Credit greater than 0.000. | [S_NJ_SEC_X]NCES_Course_ID If blank, [S_NJ_CRS_X]NCES_Course_ID | Numeric | 3 |
13 | Course Level | The course level of rigor. The district is responsible for determining the course level for a course. See Appendix for chart of Course Level values. Blank is not a valid value. | [S_NJ_SEC_X]Course_Level If blank, [S_NJ_CRS_X]Course_Level | Alpha-numeric | 1 |
14 | Grade Span | The intended grade level(s) for a prior-to-secondary course. For example, a PK08 grade span denotes the course as intended for all grades PK-08. The Grade Span extracts as blank for Secondary course codes; blank is a valid value only for Secondary course codes. | [S_NJ_SEC_X]Course_Span If blank, [S_NJ_CRS_X]Course_Span | Alpha-numeric | 4 |
15 | Available Credit | The amount of credit available for the course when it is successfully completed. This field is mandatory for all Secondary course codes. The field extracts as blank for all Prior-To-Secondary course codes. A value of 0.000 denotes no credit available for the course. Values extract in format xx.xxx including decimal point. | [Courses]Credit_Hours | Numeric with decimal point | 6 |
16 | Course Sequence | The sequence of a course in relation to a multi-part course. For example, 11 denotes sequence 1 of 1; 12 denotes sequence 1 of 2. | [S_NJ_SEC_X]Course_Sequence_Code If blank, [S_NJ_CRS_X]Course_Sequence_Code If blank, 11 extracts. | Numeric | 2 |
17 | Local Course Title | The course name assigned by the District. | [Courses]Course_Name | Alpha-numeric | 50 |
18 | Local Course Code | The course number/code assigned by the District. | [Courses]Course_Number | Alpha-numeric | 15 |
19 | Local Section Code | The section identifier used by the District. | [Sections]SectionID | Alpha-numeric | 10 |