Pre-ID Report - NJ ACCESS for ELLs Submission

Introduction

This report generates the student Pre-ID file to be sent to NJ SMART for the ACCESS for ELLs Registration Submission.

Required Data Setup

Review State Reporting Setup and confirm that all required student information has been entered.
Ensure that all the appropriate fields are entered for each student who will be reported. These fields are located at Start Page > Student Selection > State/Province New Jersey > ACCESS for ELLs.
Ensure that the current term is correctly set in PowerSchool.

Selection Criteria

The student is included in State Reporting, and is included in NJ SMART extracts.
The student does not have an Exit Date before an Entry Date.
The student is actively enrolled on the Report Snapshot Date, and is in grades 0-12. For students in grade 0, [S_NJ_STU_X]GradeLevelCode is referenced in order to include only kindergarten students with assigned state grade level of KH, KF or PF.
The student is currently identified as LEP as of the Report Snapshot Date based on [S_NJ_STU_X]LEPBeginDate and [S_NJ_STU_X]LEPEndDate.
Records are extracted in order by School, Grade Level, and Homeroom.

Report Input

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

Report Parameters	Check checkbox on the right to save as default value, or Clear All
Schools to Include*	Select Current School Only or All Schools. If using a district role, multiple schools can be selected.
Current Selection Students*	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only – Run the report for students in the current selection. All students – Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running the report.
Report Snapshot Date*	Select a date from the pop-up menu.
Default Test Format	Select the default test format value to be extracted when the student's value for the “Online or Paper Test Override” field in PowerSchool is blank. Online (default) Paper
Include Students with Unassigned SIDS	Select Yes or No
Include Non-Public Students	Select Yes or No
Include Sort Fields	Select one of the following: No Sort Fields (can be submitted) Include Sort Fields (cannot be submitted)
Output Students DCID in File	Select Yes or No

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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.

PowerSchool Field Name *NJSMART Data Element*	Description PowerSchool Business Logic	[Table]FieldName	Field Length	Reqd
N/A StateNameAbbreviation	The state in which the reporting institution is located. There is no data entry field for this element. The output is a fixed value of "NJ" in all records.	N/A	2	M
District Name	The name of the student’s State Assessment Accountable district. Should correspond to the student’s State Assessment Accountable district. Should correspond to the name associated with the reported Resident, Attending and Receiving CDS codes submitted for the student in SID Management. The output is the District Name corresponding to the first non-blank value available in the list of source fields. If the user has manually entered a CDS school code, the output is blank.	[S_NJ_STU_X]DistrictCodeAttending [S_NJ_STU_X]DistrictCodeResident [S_NJ_STU_X]DistrictCodeReceiving [Prefs]DistrictName	50	O
District Number	The district code for the student’s State Assessment Accountable (AYP) school. For students submitted to the ACCESS for ELLs Submission, display the District Code Attending for the record. Must match one of the CDS Resident, Receiving, or Attending codes that is part of the student’s SID Management record. The output is the District Number for the first non-blank value available in the list of source fields.	[S_NJ_STU_X]DistrictCodeAttending [S_NJ_STU_X]DistrictCodeResident [S_NJ_STU_X]DistrictCodeReceiving [Prefs]District_Number	15	M
School Name	The name of the student’s State Assessment Accountable school. Should correspond to the student’s State Assessment Accountable school. Should correspond to the name associated with the reported Resident, Attending and Receiving CDS codes submitted for the student in SID Management. The output is the school name corresponding to the first non-blank value available in the list of source fields. If the user has manually entered a CDS school code, the output is blank.	[S_NJ_STU_X]SchoolCodeAttending [S_NJ_STU_X]SchoolCodeResident [S_NJ_STU_X]SchoolCodeReceiving [Schools]Name	50	O
School Number	The school code for the student’s State Assessment Accountable school. Value must match the School Code Attending submitted to SID Management. The output is the school number for the first non-blank value available in the list of source fields.	[S_NJ_STU_X]SchoolCodeAttending [S_NJ_STU_X]SchoolCodeResident [S_NJ_STU_X]SchoolCodeReceiving [Schools]Alternate_School_Number [Schools]School_Number	15	M
Student Last Name	The name shared by all members of the student's family. This data element must correspond to the student’s birth certificate or other legal documentation. The output is the value entered.	[Students]Last_Name	100	M
Student First Name	The name given to the student at birth, baptism, another naming ceremony, or through legal change. This data element must correspond to the student’s birth certificate or other legal documentation. The output is the value entered.	[Students]First_Name	100	M
Student Middle Name	The middle name given to the student at birth, baptism, during another naming ceremony, or through legal change. This data element must correspond to the child’s birth certificate or other legal documentation. The output is the value entered; blank is allowed.	[Students]Middle_Name	100	O
Birth Date	The year, month, and day on which an individual was born. This data element must correspond to the student’s birth certificate or other legal documentation. The output is in MMDDYYYY format.	[Students]DOB	10	M
Gender	This data element is used to verify the unique identification of the student. Valid values: F M	[Students]Gender	1	M
State Student ID	A unique number assigned and maintained by the New Jersey Department of Education that is unique for each student over time and across districts (SSID).	[Students]State_StudentNumber	10	M
District Student ID	A number assigned and maintained by the local school district that is unique for each student in the district and is consistently used by the district across all of its data systems (LID).	[Students]Student_Number	1-20	M
Grade	The grade level or primary level of instruction a student receives in a school or an educational institution during a given academic session. The output is the student's current grade level.	[S_NJ_STU_X]GradeLevelCode [Students]Grade_Level	2	M
Ethnicity - Hispanic or Latino	The ethnic category which most clearly reflects the individual's recognition of his or her community or with which the individual identifies. H N blank	[Students]FedEthnicity	1	O
Race - American Indian/Alaskan Native	The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual most identifies. More than one race category may be reported for an individual. Y N if blank, output is N.	[StudentRace]RaceCd = I	1	M
Race – Asian	Same as above.	[StudentRace]RaceCd = A	1	M
Race – Black	Same as above.	[StudentRace]RaceCd = B	1	M
Race - Pacific Islander	Same as above.	[StudentRace]RaceCd = P	1	M
Race – White	Same as above.	[StudentRace]RaceCd = W	1	M
Native Language	The name of the primary language or dialect that students use to communicate at home. The output is the 3 character state alpha code; blank is allowed.	[S_NJ_STU_X]Home_Language [S_NJ_STU_X]Home_Language_Name	3	O
Date First Enrolled US School (District Entry Date)	The month, day, and year of an individual's initial enrollment into the district. Note: This value is not the actual first entry date into US schools; instead, it is the first entry date into the district. The output is the DistrictEntryDate in MMDDYYYY format.	[Students]DistrictEntryDate	10	O
Length Of Time In LEP/ELL Program	Represented in whole number of years by school year. Number of years (months) that a student has been in a bilingual or ESOL program. Rounded down: year and 10 months = 01 (A kindergarten student is always 0.) The value is a number between 00 and 25 or blank.	[S_NJ_STU_X]ASMT_LENGTH_IN_ELL	2	O
Title III Status	Indicates whether the student is part of the district’s Title III, ESSA, allocation grant. Override If a value exists in the override: Y N	Override [S_NJ_STU_X]PID_Title3Status Calculated [S_NJ_STU_X]LEPBeginDate [S_NJ_STU_X]LEPEndDate	1	M
Migrant	Indicates whether the student is eligible for migrant education services and is enrolled in a migrant subgrantee program. If Yes (1) is entered, the output is M; otherwise, the output is N.	[S_NJ_STU_X]Migrant_TF	1	M
IEP Status	Indicates whether the student is identified as having special education needs and has an Individual Education Plan (IEP). If SpecialEd_Classification has a value other than 13 or 99 or blank AND Determined_Ineligible_YN does not = Yes (1), the output is Y; otherwise, the output is N.	[S_NJ_STU_X]SpecialEd_Classification [S_NJ_STU_X]Determined_Ineligible_YN	1	O
504 Plan	Indicates whether the student has a temporary physical or mental impairment that substantially limits one or more major life activities, and has an accommodation plan. If Yes (1) is entered, the output is M; otherwise, the output is N.	[S_NJ_STU_X]PID_504_TF	1	O
Primary Disability	The student's primary disability. Valid values: AS = Autism Spectrum Disorder DB = Deaf-blindness DD = Developmental Delay HI = Hearing Impairment, including Deafness ITD = Infant/Toddler with a Disability ID = Intellectual Disability MD = Multiple Disability OI = Orthopedic Impairment OHI = Other Health Impairment SED = Serious Emotional Disability SLD = Specific Learning Disability SLI = Speech or Language Impairment TBI = Traumatic Brain Injury VI = Visual Impairment, including Blindness blank	N/A	3	N
Secondary Disability	The student's secondary disability. Valid values: AS = Autism Spectrum Disorder DB = Deaf-blindness DD = Developmental Delay HI = Hearing Impairment, including Deafness ITD = Infant/Toddler with a Disability ID = Intellectual Disability MD = Multiple Disability OI = Orthopedic Impairment OHI = Other Health Impairment SED = Serious Emotional Disability SLD = Specific Learning Disability SLI = Speech or Language Impairment TBI = Traumatic Brain Injury VI = Visual Impairment, including Blindness blank	N/A	3	N
LIEP Classification	The student's LIEP classification. Valid values: EBL = EL Bilingual MBL = Mixed Bilingual ETI = EL-Specific Transition Instruction MNL = Mixed Class with Native Language Support EEO = EL-Specific with English - only Support MEO = Mixed Class with English - only Support NSP = No Support Provided	N/A	1	N
LIEP Parental Refusal	Indicates whether the student's parent has refused language services. Y blank	N/A	1	N
LIEP Optional Data	Space for up to 3 letter codes for more specific program identifiers.	N/A	9	N
MC - Accommodation	Indicates whether Manual Control to Start Audio Play of Item (MC) was used for the test. Y N	[S_NJ_STU_X]ASMT_MC	1	O
RA - Accommodation	Indicates whether Repeat Item Audio (RA) was used fro the test. Y N	[S_NJ_STU_X]ASMT_RA	1	O
ES - Accommodation	Indicates whether the Extended Speaking Test Response Time (ES) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_ES	1	O
LP - Accommodation	Indicates whether a Large Print Booklet (LP) accommodation was used for the test. Y N	[S_NJ_STU_X]PID_LargePrint_YN	1	O
BR - Accommodation	Indicates whether a Braille Test (BR) accommodation was used for the test. . Y N	[S_NJ_STU_X]PID_BrailleTest_YN	1	O
SD - Accommodation	Indicates whether the Interpreter Signs Test Directions in ASL (SD) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_SD	1	O
HR - Accommodation	Indicates whether the Read Aloud Listening Test Response Options by Human Reader (HR) accommodation was used for the test.. Y blank	[S_NJ_STU_X]ASMT_LH	1	O
RR - Accommodation	Indicates whether the Repeat Listening Test Response Options by Human Reader (RL) accommodation was used for the test. Y blank	[S_NJ_STU_X]ASMT_RL	1	O
HI - Accommodation	Indicates whether the Read Aloud Test Items by Human Reader (HI) accommodation was used for the test. Y blank	[S_NJ_STU_X]ASMT_IH	1	O
RI - Accommodation	Indicates whether the Repeat Test Items by Human Reader (RI) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_RI	1	O
SR - Accommodation	Indicates whether the Scribed Response (SR) accommodation was used for the test. Y N	[S_NJ_STU_X]PID_ScribedResponse_YN	1	O
WD - Accommodation	Indicates whether a Word Processor or Similar Keyboarding Device to Respond to Test Items (WD) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_WD	1	O
RD - Accommodation	Indicates whether the Student Responds Using a Recording Device, Which is Played Back and Transcribed by the Student (RD) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_RD	1	O
NS - Accommodation	Indicates whether the Student Uses Assistive Technology to Respond to Test Items (AT) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_AT	1	O
ET - Accommodation	Indicates whether Extended Testing Time Within the School Day (ET) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_ET	1	O
EM - Accommodation	Indicates whether Extended Testing Session Over Multiple Days for a Single Domain (EM) accommodation was used for the test. Y N	[S_NJ_STU_X]ASMT_EM	1	O
N/A	State Defined Optional Data	State Designated Additional Data - Define by State	10	O
N/A	District Defined Optional Data	District Designated Additional Data - Define by District	10	O
Mode of Administration	Indicates whether the student testing is online, paper, or unknown. If an override value is entered, the override value is output. If no override is entered ("Default"),the value specified by the user in the "Default Test Format" runtime parameter is output.	[S_NJ_STU_X]ACCESS_Test_Format_Override	5-7	O
Paper Tier	Indicates Tier information, if known, for paper tests. If the value for Field #55 "Online or Paper Test Override" OR the value specified by the user in the "Default Test Format" runtime parameter is "Online", the output is blank. If the user has entered a value, the output is that value. If the student's grade level = K, the output is "-" If none of the above apply, the output is blank	[S_NJ_STU_X]ACCESS_Tier_Paper_Tests	1	O
Alternate ACCESS for ELLs Tester	If this field is selected “Y”, Alternate ACCESS Pre-ID Label will be provided for the student. Y N	[S_NJ_STU_X]Alternate_ACCESS	1	O
Student Type	Indicates the student's schooling type. Valid Values: N = Non-Public (Private) C = Charter H = Homeschool P = Public blank (defaults to Public)	[S_NJ_STU_X]Student_Type	1	O
N/A	Optional State Field	State Additional Data	50	O
N/A	Future Use 1		1	O
N/A	Future Use 2		1	O
N/A	Future Use 3		1	O
N/A	Future Use 4		1	O

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