NJ SMART State Data Submission - Student Extract (Discontinued)
Introduction
Use the NJ SMART State Data Submission - Student Data Extract option to generate the NJ SMART State Submission extract.
You may calculate attendance based on attendance conversions or two-session attendance. Refer to the Report Setup for the Two-Session Attendance Calculation for the steps to set up Period Mapping for your district.
Note: The first absence code for the last period having an absence code is reported when running the report for the Two Session Attendance option.
You may also use the three override attendance fields on the NJS Student tab when you generate the extract for two-session attendance.
This is a district-wide extract. You may optionally exclude students without assigned SID numbers from the extract by choosing the "Exclude Students with unassigned SID's".
Important: You should run the report for the June 30 submission prior to running the EOY process to capture graduates and report them as active as of the June 30 snapshot date.
Report Setup
You must run the Refresh Premier Attendance option to refresh the daily attendance for the students prior to generating the NJ SMART Student Data Extract. The Refresh Premier Attendance option is scheduled to run automatically as part of the nightly process. To include attendance entered after the nightly process has completed, you must manually run the Refresh Premier Attendance option prior to running the NJ SMART Student Data Extract. To run this option:
- Go to Start > Special Functions > Attendance Functions > Refresh Premier Attendance Views Data.
- Select the All Students option to calculate attendance for all students.
- Type the Begin Date and Ending Date to define the attendance reporting period.
- Click the Submit button to run the process.
Report logic includes accounting for non-membership attendance codes for Meeting Attendance. For a Meeting Attendance student the report will search the student's daily attendance value for each day and check to see if the attendance code issued for that day is a non-membership code. If that day's attendance code is non-membership code, the student is issued 0 for attendance membership for the day. The day is included in Enrollment membership, which means that day will be counted as a Day Enrolled, but not as a Day Possible, Day Present or Day absent.
Report Setup for the Two-Session Attendance Calculation
To use the two-session attendance calculation method, you must:
- Designate a school (at School>School Setup>Preferences) as Meeting and Daily.
- Designate a bridge period to be used only for reporting tardies.
- Use the District > District Setup > Period Mapping option to identify the AM and PM periods in each bell schedule used by the district. This information is used in the two-session attendance calculation, which looks for attendance in one AM period and one PM period.
To map AM and PM periods to a bell period:
- Go to District > District Setup > Period Mapping.
- In the Select A Bell Schedule list, click a bell schedule to be mapped, and then click New. The New Record page appears.
- In the AM Periods list, hold down the Ctrl key and click each period considered an AM period in the bell schedule.
- In the PM Periods list, hold down the Ctrl key and click each period considered a PM period in the bell schedule.
- Click Submit to save the record.
Selection Criteria
Selection criteria determine which database records are used in the report. For the NJ SMART Student Data extract, student records are selected.
Student Selection
The report selects which student records to use based on the following criteria:
- The student enrollment was active on the snapshot date. If the snapshot date is between last day of school and June 30 of the current school year (for the June 30 submission), the student enrollment was active on the last day of school in the current school year.
- The student record is included in NJ SMART state reporting ([S_NJ_STU_X]IncludeInNJSMART_TF equals Yes).
- No Show students are defined as a student whose entry and exit dates are equal. No Show students are excluded from this report.
- Students identified as Non-Public, having a Non-Public field value of REC or NREC, are omitted from this Student Data Extract report. Non-Public students are reported as part of the SID Management submission.
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. |
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. Note: If you run the extract for a specific group of students, all students in the group are included on the extract, even if a student is not enrolled on the entered snapshot date. |
Processing Options | Choose a time to run the report from the pop-up menu:
|
Specific Date/Time | Enter a date using the format mm/dd/yyyy or mm-dd-yyyy in 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: 7/29/2008 @ 10:05 AM. |
Snapshot Date | If Use Snapshot Date entered below is selected as the Extract Date, type the snapshot date in this field. If you enter June 30 as the Snapshot Date, students enrolled on the last day of school in the current school year in the student record selection process. |
Unassigned SIDs | Select Exclude Students with unassigned SIDs to exclude students that do not have a state-assigned ID number from the extract. The default is Include Students with unassigned SIDs. |
Enter Code Category Linked to Truancy Codes | Enter the Attendance Category code used to count absences defined as Truant. |
Extract Home Language as English (eng) if no Home Language provided | Select Yes to use “eng” (English) as the default for the Home Language field when the Home Language field is blank for a student on the NJS Student tab of the State/Province – New Jersey page. Select No to leave the Home Language field in the extract blank when the Home Language field is blank for a student on the NJS Student tab of the State/Province – New Jersey page. |
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 |
1 | Local Identification Number | This field contains the number used by the district to identify the student. This field is extracted from the Demographics page, Student Selection > Demographics. | [Students]Student_Number | Alpha-numeric | 20 |
2 | State Identification Number | This field contains the number used by the state of New Jersey to identify the student. This field is extracted from the NJS SID tab, Student Selection > State/Province – New Jersey > NJS SID. | [Students]State_StudentNumber | Alpha-numeric | 10 |
3 | First Name | This field contains the student’s first name. This field 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 |
4 | Last Name | This field contains the student’s last name. This field 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 | 50 |
5 | Date of Birth | This field contains the student’s date of birth. This field is extracted from the NJS SID tab, Student Selection > State/Province – New Jersey > NJS SID. Format: MM/DD/YYYY | [Student]DOB | Alpha-numeric | 8 |
6 | City of Residence | This field contains the city where the student resides. This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [Students]City | Alpha-numeric | 30 |
7 | Resident Municipal Code | This field value identifies the student’s resident municipality. This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]ResidentMunicipalCode | Numeric | 4 |
8 | Migrant Status | A value of 1 is displayed in this field if this student is identified as a migrant student. This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]Migrant_TF | Alpha-numeric | 1 |
9 | Eighth Technological Literacy | If the student’s current grade level is 08, this field contains one of the following values:
This field value is extracted from the This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. If the student’s current grade level is 08 and this field is blank on the NJS Student tab, this field value defaults to NE. This field is blank for a student with a current grade level not equal to 08. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. Note: Grade Level value is determined by looking first at GradelevelCode for a value of 08. If GradeLevelCode is blank, grade_level field is used. | [S_NJ_STU_X]EighthTechLit | Alpha-numeric | 2 |
10 | Health Insurance Status | A value of Y is displayed in this field if the student is enrolled in a health insurance program. If the student is not enrolled in a health insurance program, a value of 0 or N is displayed in this field. This field is extracted from the This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]HealthInsStatus_YN | Alpha-numeric | 1 |
11 | Health Insurance Provider | This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]HealthInsProvider | Alpha-numeric | 50 |
12 | Home Language | This field contains the Federal Language code that identifies the language most frequently spoken in the student’s home. This field is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Note: This field value defaults to “eng” if the Extract Native Language as English (eng) if no Native Language is provided field is set to Yes on the report interface and the Home Language field is blank for a student on the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]Home_Language | Alpha-numeric | 3 |
13 | Immigrant Status | A Y value displays in this field if the student meets the “immigrant children and youth”
An N value displays if the student’s Country of Birth is not U.S. or a U.S. Territory, and the does not meet the “immigrant children and youth” criteria. This field is blank if the student’s Country of Birth is the U.S. or a U.S. Territory. This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]ImmigrantStatus_YN | Alpha-numeric | 1 |
14 | First Entry Into a U.S. School | If the student’s immigrant status is Y, the date this student first entered a U.S. school is displayed. Format: MM/DD/YYYY This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]FirstEntryIntoAUSSchool | Numeric | 8 |
15 | Homeless Code | If the Homeless Primary Nighttime Residence field is not blank, a Y value displays in this field to indicate that the student qualifies as homeless. This field is set to an N if the student does not qualify as homeless. Y1 = Yes, student was homeless at any time during the school year and has been in the physical custody of a parent or legal guardian. Y2 = Yes, student was homeless at any time during the school year and was NOT in the physical custody of a parent or legal guardian (unaccompanied). This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [Students]homeless_code | Alpha-numeric | 1 |
16 | Homeless Primary Nighttime Residence | If the Homeless field is set to Y1 or Y2, the student’s primary nighttime residence displays. Refer to the Appendix for a list of valid codes. This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]HomelessPrimaryNighttimeRes | Alpha-numeric | 1 |
17 | Alternative Educations Program | A Y value displays if this student participates in an alternative education program. An N or blank value displays if this student does not participate in an alternative education program. This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]AlternativeEducationProgram_YN | Alpha-numeric | 1 |
18 | Title I Science | A Y value displays indicating that the student is eligible to participate in the Title I Science program. If this field is left blank, an N value displays. This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]TitleIScience_YN | Alpha-numeric | 1 |
19 | Title I Math | A Y value displays indicating that the student is eligible to participate in the Title I Math program. If this field is left blank, an N value displays. This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]TitleIMath_YN | Alpha-numeric | 1 |
20 | Title I Language | A Y value displays indicating that the student is eligible to participate in the Title I Language program. If this field is left blank, an N value displays. This field value is extracted from the Start Page > Student Selection > New Jersey State Information> NJS Student Tab. Blanks extract for this field when student is flagged as NonPublic=REC or NonPublic=NREC. | [S_NJ_STU_X]TitleILanguage_YN | Alpha-numeric | 1 |