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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:

  1. Complete the fields found on the Staff Edit Information page related to NJ State Reporting including SMID and LSID.
  2. Complete the NJ state reporting fields found on the Courses and Sections pages, including NCES Subject Area, Course Identifier, and Course Level codes.
  3. 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.
  4. 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.
  5. Enter teacher and staff information in the Teacher-Section Lead and Teachers/Staff – Additional areas of the Sections page.

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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.

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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.

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.

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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 #

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

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