One of the primary goals of the December 2006 NJ SMART data submission was to collect information required to create unique student identification (SID) numbers for every student in the New Jersey public school system. With SIDs issued in March 2007, districts must now include them on all student transcripts, permanent record files and other important student records.
Student identification plays an important role in data management for New Jersey. Each student is assigned a unique student identifier in NJ SMART to track that student's history within New Jersey longitudinally. NJ SMART's effective management of student identifiers allows LEAs to perform the following functions among others:
LEA Best Practices in Managing Student IDs
The following tips are intended to encourage best practices within LEAs when handling student identifiers (SIDs).
The most up to date versions of the SID Management Student Handbook (including an updated Appendix on NJ SMART Reporting Responsibilities) and the file templates can be downloaded from the Documents for Downloads page.
Updates to SID Management
2017-2018 School Year:
Attendance data for both active and inactive students will be collected in SID Management in the fields of: CumulativeDaysInMembership, CumulativeDaysPresent, and CumulativeDaysTowardsTruancy.
Acceptable values have been updated for MilitaryConnectedStudentIndicator.
2016-2017 School Year:
A validation rule has been added to the Program Type Code field. The County Vocational Program Type Codes will now validate against the Grade Level field in SID Management. The Program Type Code grade must match the Grade Level submitted for the student or an Error will occur. For example, if a vocational student is submitted with a Program Type Code of "34" (34 = Regular County Vocational School Grade 9) the student must be submitted with a Grade Level of "09" (09 = Grade 9).
2015-2016 School Year
A new element has been added to SID Management. NJ SMART began the collection of the data element "Military Connected Student Indicator", in SID Management as of August 6, 2015.
2014-2015 School Year
A new data element has been added to SID Management. NJ SMART began the collection of the data element, "Resident Municipal Code", in SID Management as of August 7, 2014. This data element was previously collected in the State Submission.
2013-2014 School Year:
New data elements added to SID Management. NJ SMART began the collection of nine additional data elements in SID Management in the 2013-2014 School Year. These data elements were previously collected in the State Submission. The data elements include: "Program Type Code", "LEP Program Start Date", "LEP Program Completion Date", "Free and Reduced Lunch Status", "Special Education Classification", "Tuition Code", "Grade Level", "Retained" and "Non Public".
2011-2012 School Year:
The School Exit Withdrawal Code element received a new value. Parentally Place Exited (PPE) is now a part of the acceptable values for School Exit Withdrawal Code. This value is used for a student who was parentally placed in a sectarian or non-sectarian private school within the submitting district and was eligible for special education and related services. The code should be used when the student is no longer eligible for special education and related services or is no longer attending the sectarian/ non-sectarian school within the submitting district.
New data elements added to SID Management. NJ SMART began the collection of four additional data elements in SID Management in the 2011-2012 School Year. The data elements include: Cumulative Days in Membership, Cumulative Days Present, Cumulative Days Towards Truancy, and Enrollment Type Code.
Special education students that are parentally placed in a non-public school are now collected in NJ SMART. As of August 8, 2011, LEAs are required to upload parentally placed non-public students to SID Management in order to acquire SID numbers. LEAs may not have information for City, State, and Country of Birth for all students; therefore a checkbox has been made available to allow those fields to be left blank.
2010-11 School Year:
All graduates and transfer-outs must be inactivated in NJ SMART by August. Beginning in 2010-2011, districts were required to close out the school year by inactivating all students that would not be returning to their LEA for the following school year. These updates contributed to the implementation of the High School Graduation Rate District Report. Districts can expect to continue to inactivate regular school year and summer graduates each year in August. Districts should check key dates frequently for deadlines specific to their current school year.
Further Clarification: The following graduates and transfer-outs should be inactivated.
Key Dates and Deadlines
Please refer to the following dates for SID Management related events. Remember that all submission data is erased on Practice Period or Local Data Mart deadlines in preparation for the Official Submission. Save a copy of your practice files.
For detailed information on all trainings offered by NJ SMART, please visit the Training Information page.