Delete Requests in NJSLEDS

Use a deletion request to remove records or files that were submitted in error. Start by creating a Help Desk case in NJSLEDS, then download the deletion template provided in the case form, complete it, and upload the request file to that case.

Get your template inside NJSLEDS

Select Contact Help Desk on the NJSLEDS system homepage. Deletion templates are provided through the case form after you submit the case details. Use the template provided for your request, and submit the completed file through the same case. Deletion requests sent by email will not be processed.

Before you begin

Deletions are permanent. Only the district that submitted the record or file can request its deletion. Review the guidance below before preparing your request, and contact the Help Desk if you are unsure whether deletion is appropriate.

1. Check that deletion is the right request

Your situation	What to do
A record or file was submitted in error and should not be in NJSLEDS.	Review the submission-specific scenarios below to determine whether deletion is appropriate.
A Student Management or Staff Management record represents someone who was your reporting responsibility but has left, transferred, graduated, or retired.	Update the status in your local source system and re-upload to NJSLEDS. Student Management and Staff Management records with valid reporting history should be inactivated.
The same person has more than one SID or SMID.	Review Merge Requests in NJSLEDS before requesting deletion so the person’s historical data is preserved.
The SID or SMID is correct, but demographic information on the statewide record needs a correction.	Review Field Change Requests in NJSLEDS.

Staff Vacancy and Special Education records cannot be inactivated. Use the Staff Vacancy or Special Education guidance below for records submitted in error. If you uploaded data under the wrong district account, contact the Help Desk before attempting deletion; see General FAQs, Q11.

2. Create your deletion case in NJSLEDS

Create the case before preparing the request file so you can download the template that matches your request. Submit deletion requests and student or staff information through this secure case process.

Log into NJSLEDS and select Contact Help Desk on the system homepage. For screenshots, see How to Submit an NJSLEDS Help Desk Case (PDF).
If the Known Issues screen appears, review the options and select the issue that matches your situation. Select None of the above if none apply, then select Next.
Confirm your name, email address, and district ID, then enter your phone number and extension, if applicable.
Select Delete Record as the Type and the submission you need to correct as the Sub Type. Enter a short description in Details and submit the case form.
Keep your case number. On the next screen, use the template download and file upload options provided for that case.

Case form field	Selection
Type	Delete Record
Sub Type	The submission type for the record or file you are deleting
Sub Category	No additional selection needed

Field changes, merges, and deletions each require their own case and request file. For a deletion request, include multiple records of the same submission type in one correctly completed template. Use the matching template and case selections for each submission type.

3. Download your template from the case form

After submitting the case details, download the Template File for Upload that matches the submission type you selected.
If a Sample Template File for Reference is provided, use it to see an example of a completed request. Complete the Template File for Upload with your own request records.
Use the template provided through the case rather than a previously saved copy. Follow its instructions and dropdown options, and keep the headers in their existing order.

If the submission type you need is unavailable, or the template is missing or does not match your selection, contact the Help Desk before proceeding. Do not substitute another submission’s template. The guidance below explains what to review for each submission.

Student Management deletion

For a Student Management request, select the matching Sub Type in the case form and download its Template File for Upload after submitting the case details.

When to use this template

Situation	Guidance
A student was pre-registered but never enrolled, including a student who never enrolled in New Jersey.	Review the corresponding deletion reason in the template.
Test data, a placeholder record, or another record was submitted through a system or data entry error.	Review the system or data entry error deletion reason.
A student was reported with the wrong SID.	The template includes a wrong-SID deletion reason. If the SID belongs to a different person, or you are unsure how the record’s status or history affects the request, contact the Help Desk before proceeding.
A student was your reporting responsibility and then left, transferred, or graduated.	Inactivate the record through your local source system and re-upload. For a transfer request you cannot resolve, contact the Help Desk.
Two or more SIDs belong to the same student.	Review merge instructions to preserve the student’s history.

Deletion fields

Field	What to enter
DeleteFlag	Select Record or Entire File from the dropdown.
FileID	Enter the original File ID only for Entire File. Leave this field blank for Record.
DeletionReason	Select the matching reason from the dropdown on every request row.

Reasons available in the template

A student record was created in the SIS but the student never attended or enrolled.
A student was pre-registered but did not enroll in the district.
A student was reported with the wrong State Identification Number (SID).
A student was reported through system or data entry error.
A student was pre-registered but has never been enrolled in New Jersey.
An entire file was uploaded in error and needs to be removed.

Use the entire-file reason only when DeleteFlag is set to Entire File. Select the reason from the template provided in your case so the wording matches the accepted value. If its options do not match the guidance on this page, ask the Help Desk before submitting.

Staff Management deletion

For a Staff Management request, select the matching Sub Type in the case form and download its Template File for Upload after submitting the case details.

When to use this template

Situation	Guidance
A staff member was pre-hired but never began employment, including someone who never worked in New Jersey.	Review the corresponding deletion reason in the template.
Test data, a placeholder record, or another record was submitted through a system or data entry error.	Review the system or data entry error deletion reason.
A staff member was reported with the wrong SMID.	The template includes a wrong-SMID deletion reason. If the SMID belongs to a different person, or you are unsure how the record’s status or history affects the request, contact the Help Desk before proceeding.
A staff member was employed by your district and then left, transferred, or retired.	Inactivate the record through your local source system and re-upload.
Two or more SMIDs belong to the same staff member.	Review merge instructions to preserve the staff member’s history.

Deletion fields

Field	What to enter
DeleteFlag	Select Record or Entire File from the dropdown.
FileID	Enter the original File ID only for Entire File. Leave this field blank for Record.
DeletionReason	Select the matching reason from the dropdown on every request row.

Reasons available in the template

A staff record was created in the source system but the staff member never worked for or was employed by the district
A staff member was pre-hired but did not begin employment with the district
A staff member was reported with the wrong Staff Member Identifier (SMID)
A staff member was reported through a system or data entry error
A staff member was pre-hired but has never been employed in New Jersey
An entire file was uploaded in error and needs to be removed

Staff Vacancy deletion

For a Staff Vacancy request, select the matching Sub Type in the case form and download its Template File for Upload after submitting the case details.

When to use this template

Situation	Guidance
A vacancy record was submitted through a system or data entry error.	Review the system or data entry error deletion reason.
An entire vacancy file was uploaded in error.	Review the entire-file deletion option and confirm the original File ID.

Deletion fields

Field	What to enter
DeleteFlag	Select Record or Entire File from the dropdown.
FileID	Enter the original File ID only for Entire File. Leave this field blank for Record.
DeletionReason	Select the matching reason from the dropdown on every request row.

Reasons available in the template

A record was reported through system or data entry error.
An entire file was uploaded in error and needs to be removed.

Special Education deletion

For a request involving a Special Education record or file, select the Special Education Sub Type in the case form and use the corresponding Template File for Upload. Follow the instructions and deletion reasons provided in that template.

Review the record before preparing the request

For an individual record deletion, compare the request values with the existing Special Education record in NJSLEDS, including blank fields. Use the template’s required identifying fields and preserve the existing values.
Use the DeleteFlag and DeletionReason dropdowns in the Special Education template. For an Entire File request, identify the original Special Education upload using its File ID from Submission History.
If the result identifies an Out of Sync issue between Student Management and Special Education, review the reported difference between the submissions. If you cannot determine the appropriate correction, contact the Help Desk before changing the records or submitting another deletion request.

Deletion fields

Field	Column	What to enter
DeleteFlag	AL	Select Record or Entire File from the dropdown.
FileID	AM	Enter the original File ID only for Entire File. Leave this field blank for Record.
DeletionReason	AN	Select the matching reason from the dropdown on every request row.

Reasons available in the template

A record was reported through system or data entry error.
An entire file was uploaded in error and needs to be removed.

Use the entire-file reason only when DeleteFlag is set to Entire File. Select the reason from the template provided in your case so the wording matches the accepted value.

If the Special Education case selection or template is not available, contact the Help Desk for guidance. Do not use a Student Management deletion template for a Special Education request.

4. Complete and upload your request file

Choose Record or Entire File

Field	DeleteFlag = Record	DeleteFlag = Entire File
Scope	An individual record. Use a separate row for each record you want to delete.	All records from the original file identified by FileID. Confirm that the whole file should be removed.
Record fields	Copy the corresponding record values from NJSLEDS into the current deletion template.	The record fields are not applicable to an entire-file request. Leave them blank.
FileID	Leave blank.	Enter the original File ID from Submission History in NJSLEDS.
DeletionReason	Choose the reason that matches the record’s situation.	Choose the reason stating that an entire file was uploaded in error and needs to be removed.

The deletion fields control the request. For individual record deletions, you must also supply the record values needed to match the existing NJSLEDS record.

Match the record currently in NJSLEDS

For individual record deletions, the submitted record values must match the corresponding record currently stored in NJSLEDS, including blank fields. Matching the SID or SMID alone is not enough. Use the existing NJSLEDS values when preparing the deletion request, even if those values are the reason the record needs to be removed.

For individual record deletions, export the full record from NJSLEDS. Match the exported fields to the corresponding columns in the deletion template; keep the template headers and column order.
Preserve the existing record values, including leading zeros and blank fields. If a record field is blank in NJSLEDS, leave it blank in the request. Do not substitute a corrected value from your local source system for the value being matched.
Complete DeleteFlag and DeletionReason for each request row. Complete FileID only for an Entire File request.
Review the file against the checklist below before uploading. If the export does not provide the fields you need to match the record, contact the Help Desk for assistance.

Keep leading zeros when working in Excel

Follow General FAQs, Q24: Preserving leading zeros when opening or importing a CSV file. Check that the saved request retains the required zeros before uploading. If zeros have already been removed, compare with the original NJSLEDS values; do not guess how many zeros to add.

Save as CSV UTF-8

Save the completed template sheet as CSV UTF-8 (Comma delimited) (*.csv). Excel workbooks (.xlsx or .xls) are not accepted as request uploads. Save the sheet containing your completed request rows, rather than a reference, list, or instructions sheet. For instructions, including the alternative when CSV UTF-8 is unavailable, see General FAQs, Q23: Saving as CSV UTF-8.

Check the saved file before uploading

You used the Template File for Upload provided in your case for the correct submission type, with its headers and column order intact.
Individual record values match NJSLEDS, including leading zeros and blanks.
Each request row has a valid DeleteFlag and a deletion reason selected from the template dropdown.
FileID is blank for Record requests and contains the original Submission History File ID for Entire File requests.
The saved file contains the intended request rows and is in CSV UTF-8 format.

Template colors are a visual aid. They do not confirm that the values match NJSLEDS or that the request will process successfully. Follow the field requirements even if a cell does not change color.

Upload the file to the case you created

In the case’s file upload area, select Upload File or drag and drop the completed CSV UTF-8 file. If you left the case while preparing the file, select View All Cases on the NJSLEDS system homepage and open the case number you saved.
Confirm that the correct file name appears in the case. Creating the case alone does not provide the completed request file for processing.
Track the result in that case. Do not email the completed template or open another case just to upload the file.

5. Review the result

From the NJSLEDS system homepage, select View All Cases and open your case number. In the Requested and Processed Files table, review the file status and open the Outcome File when it is available. The Outcome File gives the result for each submitted record.

File status	What it means	Your next step
In review	The file was received and is being reviewed.	No action is needed unless the Help Desk contacts you.
Processed Successfully	All records were successful.	Review and save the Outcome File.
Processed with Errors	Some records succeeded and some failed.	Review the Outcome File, correct the failed records, and upload an updated request file to the same case.
Failed	All records failed.	Review the Outcome File and use the troubleshooting guidance below before uploading a corrected request file to the same case.

Review the Outcome File even when processing succeeds. If a request has errors, correct the failed records and use the same case rather than opening another case for those records. Once deletion is confirmed, prevent records that should not exist from appearing in future uploads. If an entire file was deleted so it could be corrected, review the local source data before re-uploading the required records.

For screenshots and the full workflow, see the Case Requests Guide (PDF).

6. Troubleshoot a rejected request

Read the explanation and action columns in your Outcome File. Use the guidance below for the issue described in your result. These summaries explain what to check; the result for your request determines which guidance applies.

A matching record was found, but other values do not match

NJSLEDS found matching key identity fields, but one or more other submitted record values differ from the stored record. This can include a difference in a blank field.

Compare the submitted record values with the corresponding record in NJSLEDS. Check leading zeros, dates, other field values, and blanks. Checking only the SID or SMID will not resolve a difference elsewhere in the record.

If you identify the difference, correct the request file and upload it to the same case. If the message does not identify the differing fields and you cannot find the mismatch, contact the Help Desk with your case number and explain what you compared before resubmitting.

No matching record was found

The system could not find a record using the key fields in the request. Compare those fields with the record you intend to delete in NJSLEDS, and confirm that you used the correct submission template.

If you find an entry or formatting error, correct the request and upload it to the same case. If you cannot locate the record or identify the discrepancy, contact the Help Desk with your case number.

An identifier or another field has an invalid format

Review the field named in the Outcome File. Confirm that its value and format match the applicable template requirements and the existing NJSLEDS record.

Student SIDs must contain 10 numeric digits; staff SMIDs must contain 8 numeric digits. Check for missing digits, extra spaces, and leading zeros removed while preparing the file. Use General FAQs, Q24 for leading-zero guidance.

DeleteFlag, FileID, or DeletionReason is missing or incorrect

Select Record or Entire File in DeleteFlag, and select a valid DeletionReason on each request row. If you choose Entire File, supply the original File ID from Submission History. If you choose Record, leave FileID blank.

Use the current template dropdowns and the field reference for your submission type above. Correct the request file and upload it to the same case.

The result reports a Sync or other record-status restriction

Review the specific instructions in your Outcome File. A record-status restriction may require action beyond correcting the deletion template.

If the instructions cannot be completed for your record, contact the Help Desk with the case number, the reported status, and an explanation of what prevents you from following the instructions. Request guidance before making further changes.

The file type or header row was rejected

Use the Template File for Upload provided in your case and preserve its headers and column order. Save the completed request sheet in CSV UTF-8 format; do not upload the Excel workbook or a reference, list, or instructions sheet.

See General FAQs, Q23 for saving instructions. Correct the file issue and upload the updated request to the same case.

To follow up, open your existing case and add a comment when that option is available. If you cannot add a comment or access the case, call 609-376-3970 and provide the case number. Keep student and staff data within the secure case and file upload process. See the Help Desk Comment Feature Guide (PDF) for help using case comments.

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