Official Site of The State of New Jersey

The Staff Vacancy submission is a required data collection about changes to full-time, certificated teaching positions during the current school year. Districts report vacant, newly created and eliminated positions. The data helps the New Jersey Department of Education (NJDOE) understand staffing needs and shortages and plan related programs and resources.

The Staff Vacancy submission is mandatory for all New Jersey public school districts. It collects information about changes to full-time, certificated teaching positions during the school year. Districts report three types of position changes:

• Vacant teaching positions
• New teaching positions
• Eliminated teaching positions

This timely data helps the NJDOE identify regional teacher shortages, inform teacher preparation programs and guide policy and budgetary decisions. Note that anticipated retirements are no longer collected as part of this submission.

Districts are required to report the following for the current school year:

• Number of vacant teaching positions
• Number of new teaching positions
• Number of eliminated teaching positions

Each entry must include specific position details, including a JobCode and JobCodeSubcategory, when applicable.

Each district determines its own process for collecting vacancy data. Typically, the designated NJSLEDS user, data administrator or Human Resources team member compiles the information in collaboration with school leaders, superintendents and other relevant offices. A user with Staff Vacancy access assigned by the district’s Web User Administrator (WUA) submits the final file through NJSLEDS.

The Staff Vacancy submission includes the following data elements. Whether a field is required depends on PositionType and whether the record is new, open, closed or being updated:

• RecordID (leave blank for new uploads, include RecordID provided by NJSLEDS for updates to previously submitted records)
• SchoolID
• PositionType
• JobCode
• JobCodeSubcategory
• DistrictPositionID
• PositionOpenDate
• PositionClosedDate
• NumberOfApplicants
• NumberOfExternalHires
• NumberOfInternalHires

More information can be found in the Staff Vacancy Handbook.

New Jersey is facing ongoing challenges in recruiting and retaining qualified teachers. Accurate and timely vacancy data allows the NJDOE to:

• Identify high-need subject areas
• Monitor statewide and district-level staffing trends
• Develop strategies to address workforce shortages
• Ensure students have access to certified, high-quality teachers

To upload your Staff Vacancy file into NJSLEDS:

1. Log in to the NJSLEDS portal
2. Navigate to the Submission Upload tab
3. In the Submission Type dropdown menu, select Staff Vacancy
4. Either upload your file from your device or drag and drop it directly into the upload area
5. Click Next to proceed

Format the file using the current Staff Vacancy submission template and save the file upload as a .CSV UTF-8. The Staff Vacancy User Resources page includes the current handbook, templates, webinar slides and field guidance.

RecordID is a system-generated 8-digit identifier that NJSLEDS assigns to each new Staff Vacancy record upon successful submission. It works similarly to how State IDs (SIDs) and Staff Member IDs (SMIDs) are assigned in other NJSLEDS submissions.

When submitting a new vacancy record for the first time, leave the RecordID column blank. NJSLEDS will automatically generate and assign a RecordID.

When updating or correcting a previously submitted record, enter the RecordID that was originally assigned. This tells NJSLEDS to apply your changes to the correct existing record rather than creating a duplicate.

To find your assigned RecordIDs, export the Submission Records report from the NJSLEDS system.

To retrieve RecordIDs for records you have already submitted:

1. Log into the NJSLEDS system
2. Navigate to the Submission Records tab
3. Select Staff Vacancy from the dropdown
4. Click Export to download your records

The exported file will include the RecordID column with the system-assigned values. Save this export to your local system so you can reference these IDs when submitting updates or corrections.

If the RecordID you submit does not match an existing record in NJSLEDS, you will receive the following error:

“The RecordID uploaded for this record does not exist in NJSLEDS. If this is a new record, upload the record with a blank RecordID or review the records in the Submission Records report to determine the valid RecordID.”

To resolve this:

• If you are submitting a new record, remove the RecordID value and leave the field blank.
• If you are updating an existing record, export the Submission Records report to find the correct RecordID.

Do not invent or guess RecordID values. Only use RecordIDs that were assigned by NJSLEDS.

Failure to adhere to the formatting requirements is a common cause of submission issues. Please ensure:

• File Format: The file must be saved as a .CSV UTF-8 file for a successful upload.
• RecordIDs: If updating a previously submitted record, RecordID must be a valid 8-digit numeric value as assigned by NJSLEDS. Leave blank for new records.
• Date Format: All dates must be formatted as YYYYMMDD. Do not include any separators such as slashes (/) or dashes (-).
• Date Validation: PositionClosedDate must be on or after PositionOpenDate and must fall within the current school year, July 1 through June 30.
• Applicant Count: NumberOfApplicants must be a whole number; it cannot contain decimals or commas.
• Job Codes: JobCode must be a valid 4-digit numeric code from the current Job Codes and Job Code Subcategories list. Preserve any leading zeros shown in the valid code.
• Hire Counts: Leave NumberOfExternalHires and NumberOfInternalHires blank while the position is open. When reporting a PositionClosedDate for a PositionType 3 or 5 record, enter a whole number in both fields. Use 0 when there were no hires of that type. The combined hire count cannot exceed NumberOfApplicants.

The PositionType field is mandatory and indicates the employment-related status of a teaching position. The four acceptable codes are:

• 1 (No Vacancies): Used if the district/school has no new, vacant, or eliminated positions to report for the current submission timeline.
• 3 (New Teaching Position): Used for a position that has not previously existed.
• 4 (Eliminated Position): Used for a full-time position that will no longer be available in successive school years.
• 5 (Vacant Position): Used for a full-time position that currently does not have an incumbent teacher (it is open for filling).

For staff vacancies resulting from long-term leave, there are several options for assigning a DistrictPositionID, which is a locally defined identifier used to track staff positions within your district.

While you may reuse the same DistrictPositionID associated with the staff member on leave, it is generally recommended that you assign a temporary or new DistrictPositionID to represent the vacancy. This helps ensure clarity in tracking and avoids confusion when reviewing historical or current data.

Because this field is locally managed, the NJDOE encourages you to consult with the department responsible for staffing or HR records to determine the most appropriate identifier based on your district’s internal tracking practices.

For the 2026-2027 school year, the following date rules apply:

• PositionOpenDate is required for PositionTypes 3 and 5.
• PositionClosedDate is optional while the position remains open. If it is entered, PositionOpenDate must also be entered.
• PositionClosedDate cannot be earlier than PositionOpenDate.
• PositionClosedDate must fall within the current school year, July 1 through June 30.
• Both dates must use YYYYMMDD format without separators.
• PositionType 1 records must leave both date fields blank.

The school-year validation applies only to PositionClosedDate.

Leave the PositionClosedDate blank while the position remains open.

When the position closes, update the existing record with the date the position closed in YYYYMMDD format. For PositionType 3 or 5, also populate NumberOfExternalHires and NumberOfInternalHires at that time.

Important: A PositionClosedDate requires a corresponding PositionOpenDate. Do not submit a PositionClosedDate for PositionType = 1.

Report the total number of applicants who applied for the position. Count each applicant once for that position.

If no applicants applied, enter 0. NumberOfApplicants is required for PositionTypes 3 and 5.

Full details on the required data elements and validation rules are in the 2026-2027 Staff Vacancy Data Handbook, version 1.3. This adds NumberOfExternalHires and NumberOfInternalHires. Always use the current handbook and templates available on the Staff Vacancy User Resources page.

The Staff Vacancy User Resources page also includes the current templates, job code file, webinar slides and field guidance.

These fields apply to new teaching positions and vacant positions, PositionTypes 3 and 5. Leave both fields blank while the position remains open. Populate both fields when you report PositionClosedDate for the record.

• NumberOfExternalHires: Count candidates who were not employed by the submitting district at the time of hire, including candidates from another district, people re-entering the workforce and teachers new to the profession.
• NumberOfInternalHires: Count candidates who were already employed by the submitting district and were transferred, promoted or reassigned into the position.

Enter a whole number in both fields. Use 0 when a closed position had no hires of that type. Do not populate either field for PositionType 1 or 4.

Count each hire once. NumberOfExternalHires plus NumberOfInternalHires cannot exceed NumberOfApplicants for the record.

If an internal transfer creates another vacancy, report that opening as a separate record with its own DistrictPositionID and PositionOpenDate.

The JobCodeSubcategory is a required field that provides additional details about the position type associated with the JobCode. It is mandatory for all new teaching positions, eliminated positions, and vacant positions (PositionTypes 3, 4, and 5).

Acceptable values for JobCodeSubcategory are:

• 1 = General Education
• 2 = Bilingual
• 3 = Hearing
• 4 = Visual
• 5 = Special Education

For full details, please refer to the Job Codes and Job Code Subcategories file.

A DistrictPositionID is a unique identifier assigned by the district to track a specific staff position over time. It is used to distinguish one position from another, regardless of who holds the role, and supports accurate tracking across submissions.

This field is required for new and vacant positions (PositionTypes 3 and 5) and must follow your district’s internal naming or numbering conventions. It should remain consistent for a given position to allow for year-over-year analysis.

Note: As of Handbook version 1.2, DistrictPositionID is not required for PositionType 4 (Eliminated Positions). If you previously received an error for this field on an eliminated position record, this has been corrected.

If you didn’t track the NumberOfApplicants when the job was posted, you might still be able to find it. Here’s what you can do:

• Check with your HR team. They may have records or access to reports.
• Look in your online application system. Most systems track how many people applied to each posting.
• If the job was posted in more than one place or time, add the total number of applicants from all sources.

The 2026-2027 handbook defines PositionOpenDate as the first day the position opened. Use that date for PositionTypes 3 and 5. Do not use an employee’s anticipated or actual start date unless it is also the date the position opened. Enter the date in YYYYMMDD format.

Yes. If a position has received zero (0) applicants, you should enter 0 into the NumberOfApplicants field.

Reporting zero applicants is important for accurately capturing staffing challenges and will not result in an error, as “0” is an acceptable value in the system.

To update a previously submitted record, including adding PositionClosedDate, final applicant totals or hire counts:

1. Export the Submission Records report from NJSLEDS to find the RecordID for the record you want to update.
2. In your local source system or submission file, enter the RecordID in the first column.
3. Include all required fields for the record, with your updated values.
4. Save as .CSV UTF-8 and upload to NJSLEDS.

NJSLEDS will recognize the RecordID and apply your changes to the existing record.

Important: If you leave RecordID blank, NJSLEDS will treat the submission as a new record, which could result in multiple Staff Vacancy entries for the same vacancy record.

If your district has no new, vacant or eliminated teaching positions to report, you must submit a single record to confirm this.

• District-Level (No Vacancies): Submit a single record with SchoolID = 000 and PositionType = 1. Leave every other field blank, including JobCode, JobCodeSubcategory, DistrictPositionID, both date fields, NumberOfApplicants and both hire fields.
• School-Level (No Vacancies): Submit a single record using the school’s 3-digit SchoolID and PositionType = 1. Leave every other field blank.

No. Every individual new or vacant position must be reported on its own separate row in the submission file, even if they share the same job code and school. It is critical that each record has a unique DistrictPositionID. The unique ID is essential for longitudinal analysis and ensuring the state can track hard-to-staff roles accurately. Submitting multiple rows with duplicate key fields will result in a validation error.

Use PositionType = 4 for a full-time teaching position that will no longer be available in future school years. JobCode and JobCodeSubcategory are required. The following rules apply:

• DistrictPositionID: Not required and may be left blank.
• NumberOfApplicants: Not required.
• PositionOpenDate: Not required.
• PositionClosedDate: Not required.
• NumberOfExternalHires and NumberOfInternalHires: Leave both fields blank.

Report the position using PositionType = 5. Include PositionOpenDate and PositionClosedDate to show when the position was open. If you are updating a record already submitted to NJSLEDS, reuse its RecordID. When PositionClosedDate is reported, also enter NumberOfExternalHires and NumberOfInternalHires, using 0 for a hire type that did not apply.

For a PositionType 3 or 5 record with no applicants, enter 0 in NumberOfApplicants. If the position later closes without a hire, enter 0 in both NumberOfExternalHires and NumberOfInternalHires when you report PositionClosedDate.

If a staff member is on a leave of absence and the position is not posted or filled through a new hire, such as when coverage is provided by existing teachers, there is no need to report this in the Staff Vacancy submission.

Since the position is considered temporarily filled and not vacant or open for recruitment, it does not meet the reporting criteria for this collection. The permanent staff member’s expected return and the absence of a formal posting means no vacancy exists from a reporting perspective.

The Staff Vacancy submission is not intended to capture information on every certified staff member hired. Instead, it should include records for:

• Vacant teaching positions
• New teaching positions created
• Eliminated teaching positions

Each qualifying position, not individual staff member, should be entered as a separate row in your file. If a staff member was hired to fill a vacancy or newly created position, that position should be reported.

Use the PositionType that describes the position activity, such as 3 for a new teaching position or 5 for a vacant position.

When that position closes, update the same vacancy record with PositionClosedDate and the applicable internal and external hire counts. Do not create a separate Staff Vacancy row solely because an employee was hired.

Report teaching-position vacancy activity for the current school year. This includes qualifying positions that were vacant, newly created or eliminated during the reporting period. Do not submit a record for every staff member.

The Staff Vacancy submission collects data on:

• Current vacant teaching positions
• Newly created teaching positions
• Eliminated teaching positions

This data helps the NJDOE identify staffing gaps, plan recruitment strategies, and make informed decisions about resource allocation and policy. The collection is required by New Jersey law to ensure accurate, up-to-date workforce reporting.

No. Staff Vacancy reporting covers teaching positions identified by the valid job codes for this collection. School nurses, counselors, administrators and other non-teaching roles are not included.

Either template can be used to prepare a Staff Vacancy submission. Template A includes the field headers and lookup values.

Template B contains the header row only and may be useful when a local source system generates the submission data.

Choose the template that fits your workflow, then save the completed upload file as .CSV UTF-8.

Yes. The Staff Vacancy Handbook can be found on the NJSLEDS website under the Staff Vacancy User Resources section.

All required resources are available on the NJSLEDS User Resources website. Key documents include:

• Staff Vacancy Handbook: Your primary guide containing all data element definitions, validation rules and acceptable values.
• Staff Vacancy Templates (A and B): Preformatted templates to build your .CSV UTF-8 upload file.
• County District School (CDS) Code List: Provides the list of valid school codes (SchoolID) for your district.
• Job Codes and Job Code Subcategories Document: Lists the valid combinations of job codes and subcategories for teaching positions (1000-2799).
• Trainings and Webinars: View live and downloadable NJSLEDS training resources.

If you encounter any definition that is unclear or difficult to apply, please reach out to the NJSLEDS Help Desk before submitting. You can contact the Help Desk by clicking the “Contact Help Desk” button on the NJSLEDS system homepage (preferred) or by calling 609-376-3970.