NJ SMART Student Course Roster Extract
Introduction
Use the NJ SMART Student Course Extract to generate the comma delimited file to submit to NJ SMART as a portion of the Course Roster submission. The purpose of the Student Course report is to gather and extract information related to each course in which students are participating or have completed. This report is used in conjunction with the NJ SMART Staff Course.
The Student Course Output Viewer link is available on the State Reports page in the description area for the NJ SMART Student Course Extract. The Output Viewer may be used as a troubleshooting tool.
Selection Criteria
Selection criteria determine which database records are used in the NJ SMART Student Course Roster Extract.
Student Selection
The report selects which student records to use based on the following criteria:
- The school must not be excluded from state reporting.
- The student must not be excluded from state reporting.
- The student must be included in NJ SMART Student Course Report.
- The student was enrolled at any time between the report start and end dates.
- The course must not be excluded from state reporting.
- The section must not be excluded from state reporting.
- The grade must not be excluded from state reporting.
- There should be a stored grade with a Store Code that is mapped using the NJ Final Grade Mapping.
- Dropped courses will be excluded for a student (based on CC table with negative TermID) unless a grade was issued and stored for that dropped course. If a grade was issued for a dropped course, a record will extract.
- The student must not be flagged as Non Public ([S_NJ_STU_X]NonPublic).
- The student must have completed grades in grade level 6 or higher courses.
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 | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to runningreport. |
Grades (leave blank for all) | Select the grade level(s) to filter the student record selection process by grade level. Leave the checkboxes blank to include all students in the record selection process. |
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/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: 7/29/2012 @ 10:05 AM. |
Start Date | Enter the start date for the reporting period. Format: MM/DD/YYYY |
End Date | Enter the end date for the reporting period. Format: MM/DD/YYYY |
| Exclude Course Roster | Select Yes to exclude the Course enrollments. |
Report Output | Choose one of the following from the pop-up menu:
|
Output Viewer | Select to view the records extracted the last time the report was run. The Status column in the Output Viewer provides some troubleshooting information. |
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 Identification Number (LID) | The number used by the district to identify the student. This must match the Local Identification Number as submitted for SMID Management. | [Students]Student_Number | Alpha-numeric | 20 |
2 | State Identification Number (SID) | The state student number. This must match the State Identification Number as submitted for SMID Management. | [Students]State_StudentNumber | Numeric | 10 |
3 | Student First Name | The student’s first name. This must match the first name as submitted for SMID Management. 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 | Student Last Name | The student’s last name. This must match the last name as submitted for SMID Management. 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 student’s date of birth. Extracts in format: YYYYMMDD. | [Students]DOB | Date | 8 |
6 | County Code Assigned | The County Code in which the student is taking the course. | [S_NJ_SEC_X]CountyCodeAssigned If blank, [Schools]CountyNumber | Alpha-numeric | 2 |
7 | District Code Assigned | The District Code for the LEA in which the student is assigned to the course. | [S_NJ_SEC_X]DistrictCodeAssigned If blank, [Gen]Cat=districts [Gen]Value | Alpha-numeric | 4 |
8 | School Code Attending | The School Code for the school in which the student is currently assigned. | [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 student was assigned to the section. If the student was assigned to the section on multiple occasions with differing dates, only the most recent assignment extracts. | [S_NJ_SGR_X]Section_Start_Date. If no Stored Grade, [CC]DateEnrolled | Date | 8 |
10 | Section Exit Date | The date the student exited the section. If the student was assigned to the section on multiple occasions with differing dates, only the most recent assignment extracts. Extracts in format YYYYMMDD. | [S_NJ_SGR_X]Section_End_Date If no Stored Grades, [CC]DateLeft | Alpha-numeric | 8 |
11 | Subject Area | The NCES SCED Subject Area code assigned to the course/section. 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. 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 the Appendix for a 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 toward graduation to a student who meets the objectives of the course. 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 | Dual Institution | The Dual Institution code. If you select Course Type C, College level dual enrollment/dual credit course taught by staff assigned or assigned to your district, a new field Dual Institution will be displayed | [S_NJ_CRS_X]Dual_Institution | Numeric | 8 |
| 18 | Exclude Course Roster | The report excludes the Course enrollments if ExcludeCourseRoster_YN is set “Yes“. | ExcludeCourseRoster_YN | Alpha-numeric | |
19 | Local Course Title | The course name assigned by the District. | [Courses]Course_Name | Alpha-numeric | 50 |
20 | Local Course Code | The course number/code assigned by the District | [Courses]Course_Number | Alpha-numeric | 15 |
21 | Local Section Code | The section identifier used by the District | [Sections]SectionID | Alpha-numeric | 10 |
22 | Credits Earned | The total number of credits earned by the student for the course. This field is mandatory for all students in Secondary course codes courses who are no longer active in the course and have a section exit date. Values extract in format xx.xxx including decimal point. | [StoredGrades]EarnedCrHrs | Numeric | 6 |
23 | Numeric Grade Earned | The numeric grade earned by a student. This field is mandatory for secondary course codes if AlphaGradeEarned and Completion Status are blank. This field extracts for prior-to-secondary course codes that have a grade span of 060x and higher. Note: This field is used to report the grades earned by a student. | [StoredGrades]Grade converted to mapped value in the Grade Scale Mapping tables: [NJ_Grade_Scale_Mapping-Numeric]code000 through [NJ_Grade_Scale_Mapping-Numeric]code100 | Numeric | 3 |
24 | Alpha Grade Earned | The alpha grade earned by a student. This field is mandatory for secondary course codes or prior-to-secondary course codes if Numeric Grade Earned and Completion Status are left blank. This field extracts for prior-to-secondary course codes that have a grade span of 060x and higher. Note: This field is used to report the grades earned by a student. | [StoredGrades]Grade converted to mapped value in the Grade Scale Mapping tables: [NJ_Grade_Scale_Mapping-Alpha]code_a+ through [NJ_Grade_Scale_Mapping-Alpha]code_f- | Alpha-numeric | 2 |
25 | Completion Status | This field is mandatory for secondary course codes if Numeric Grade Earned and Alpha Grade Earned are blank. Note: This field is used to report the grades earned by a student. This field extracts for prior-to-secondary course codes that have a grade span of 060x and higher. | [StoredGrades]Grade converted to mapped value in the Grade Scale Mapping tables: [NJ_Grade_Scale_Mapping-Comp]code_pass, [NJ_Grade_Scale_Mapping-Comp]code_fail, [NJ_Grade_Scale_Mapping-Comp]code_withdrawal, [NJ_Grade_Scale_Mapping-Comp]code_incomplete, or [NJ_Grade_Scale_Mapping-Comp]code_ng | Alpha-numeric | 2 |
| 26 | Student Name to Print | Allows you to print the preferred name of a student for state documents Valid values:
If populated the report will extract the [Students]PreferredName | [Students]Preferred_Name [StudentCoreFields]PSCore_Preferred_Last_Name [Students]Last_Name [StudentCoreFields]PSCore_Legal_Last_Name | Alpha-numeric | 50 |
