NJ SMART Course Roster Submission – Student Course File Layout
For the NJ SMART Course Roster submission's Student Course file, the following table shows the STATE field numbers, field names, the eSchoolPlus Tables and Columns, and database sources.
Position in file/ NJ DOE Number | Field Name | Where in eSchoolPlus | Notes/Issues |
|---|---|---|---|
1/1 | Local Identification Number | Scheduling > Student Schedules > Student > Schedule Entry > click appropriate course link: Student ID field (schd_stu_crs_dates.student_id) | Required This needs to be the same LSID that is already being submitted to the state for this staff member. |
2/2 | State Identification Number | Registration > Entry & Reports > Student Demographic > Personal: State ID field (reg_personal.state_report_id) | Required |
3/3 | First Name | Registration > Entry & Reports > Student Demographic > Registration: First Name field (reg.first_name) | Required Periods are not allowed. The file does accept apostrophes and hyphens. |
4/4 | Last Name | Registration > Entry & Reports > Student Demographic > Registration: Last Name field (reg.last_name) | Required Periods are not allowed. The file does accept apostrophes and hyphens. |
5/8 | Date of Birth | Registration > Entry & Reports > Student Demographic > Registration: Birth Date field (reg.birthdate) | Required YYYYMMDD format |
6/192 | County Code Assigned | Administration > Registration Setup > Building > Building Definition: County (reg_building.county_code where schd_ms.building = reg_building.building) | Required |
7/193 | District Code Assigned | Administration > General Setup > District > District > Preferences panel: State Equivalency Code field (reg_district.state_code_equiv) | Required |
8/194 | School Code Assigned | Administration > Registration Setup > Building > Building Definition > Preferences panel: State Equivalency Code field (reg_building.state_code_equiv where schd_ms.building = reg_building.building) | Required |
9/186 | Section Entry Date | Scheduling > Student Schedules > Student > Schedule Entry > click appropriate course link: Date Added field (schd_stu_crs_dates.date_added) | Required YYYYMMDD format If the staff member has more than one start/end date vector for the course, use the most recent start date. |
10/187 | Section Exit Date | Scheduling > Student Schedules > Student > Schedule Entry > click appropriate course link: Date Dropped field (schd_stu_crs_dates.date_dropped) | YYYYMMDD format If the staff member has more than one start/end date vector for the course, take the end date associated with the most recent start date. The Exit Date can be blank. |
11/177 | Subject Area | Administration > Mark Reporting Setup > Calculation Setup > Course Equivalency Definitions: State ID field; first 2 characters (mr_crsequ_det.state_id where schd_ms.school_year = mr_crsequ_det.school_year and schd_ms.building = mr_crsequ_det.building and schd_ms.course = mr_crsequ_det.course) | Required First 2 characters of the course's State ID. |
12/178 | Course Identifier | Administration > Mark Reporting Setup > Calculation Setup > Course Equivalency Definitions: State ID field; last 3 characters (mr_crsequ_det.state_id where schd_ms.school_year = mr_crsequ_det.school_year and schd_ms.building = mr_crsequ_det.building and schd_ms.course = mr_crsequ_det.course) | Required Last 3 characters of the course's State ID. |
13/179 | Course Level | Scheduling > Courses > Course Sections > NJ SMART Course Information: Course Level (njtb_course_level.state_code_equiv where schd_ms_user.field_value = njtb_course_level.code for schd_ms_user.screen_number = 990 and field_number = 1) | Required |
14/180 | Grade Span | Scheduling > Courses > Course Sections > Master Schedule: Grade Restirction field (reg_grade.state_code_equiv where schd_ms_grade.restrict_grade = reg_grade.code) | Required for Subject Areas > 50 Optional for Subject Areas < 50, though do send Grade data if you have it.
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15/181 | Available Credit | Scheduling > Courses > Course Sections > Master Schedule > Master Schedule Session Information section: Credit field (schd_ms_session.credit) | Required for Subject Areas < 50. This is a required field in eSchoolPlus. Sum of credit for all sessions associated with the course-section. Format is ##.###
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16/182 | Course Sequence | System-calculated based on Marking Periods when the course meets (Master Schedule Session Information section – schd_ms_mp) and Marking Periods set up with a State Code Equiv value in Administration > Registration Setup > Calendars > Marking Periods > Weeks section: State Code Equivalent field (reg_mp_weeks.state_code_equiv) | Required The system looks at when the course meets, and it then looks for State Code Equivalent values in reg_mp_weeks to determine how many times the course issues marks for the Student Course file. Example 1: The course meets M1, M2, M3, and M4. You need marks sent on a semester basis (M2 and M4). In the Marking Periods setup's Weeks section, assign a State Code Equivalent for M2 and M4. The state code equivalent can be the same as the Marking Period code. In this case, the Student Course file would have two records for the course, one with Course Sequence of 12 with the M2 grade and one with Course Sequence of 22 with the M4 grade. Example 2: The course meets M1 and M2. You need marks sent at the end of the course (M2). In the Marking Periods setup's Weeks section, assign a State Code Equivalent for M2. The state code equivalent can be the same as the Marking Period code. In this case, the Student Course file would have one record for the course, with Course Sequence of 11 for the M2 grade. |
17/183 | Local Course Title | Scheduling > Courses > Course Sections > Master Schedule: Description field (schd_ms.description) | Required Truncate at 50 characters |
18/184 | Local Course Code | Scheduling > Courses > Course Sections > Master Schedule: Course field (schd_ms.course) | Required |
19/185 | Local Section Code | Scheduling > Courses > Course Sections > Master Schedule: Course Section field (schd_ms.course_section) | Required |
20/188 | Credits Earned | Mark Reporting > Entry & Reports > Student > Transcript Summary > click appropriate Description link > Mark Information panel: Earned Credit field (mr_stu_mp.earn_credit) | Required if Section Exit Date (186) is not blank. If the student does not have a mr_stu_mp record, use 0.000 for this field. |
*** Detailed information is provided immediately after this table describing rules for populating the next three fields. |
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21/189 | Numeric Grade Earned | Mark Reporting > Entry & Reports > Student > Transcript Summary > click appropriate Description link > Mark Information panel > Student Marks/Comments/Absences section: Marks value for appropriate Marking Period (mr_level_marks.state_code_equiv where mr_level_marks.building = schd_ms.building. To get to correct schd_ms record, look where mr_stu_marks.section_key = schd_ms.section_key) | A whole number. Cannot be > 100. |
22/190 | Alpha Grade Earned | Mark Reporting > Entry & Reports > Student > Transcript Summary > click appropriate Description link > Mark Information panel > Student Marks/Comments/Absences section: Marks value for appropriate Marking Period (mr_level_marks.state_code_equiv where mr_level_marks.building = schd_ms.building. To get to correct schd_ms record, look where mr_stu_marks.section_key = schd_ms.section_key) | Valid values: A, A+, A-, B, B+, B-, C, C+, C-, D, D+, D-, E, E+, E-, F, F+, F- |
23/191 | Completion Status | Mark Reporting > Entry & Reports > Student > Transcript Summary > click appropriate Description link > Mark Information panel > Student Marks/Comments/Absences section: Marks value for appropriate Marking Period (mr_level_marks.state_code_equiv where mr_level_marks.building = schd_ms.building. To get to correct schd_ms record, look where mr_stu_marks.section_key = schd_ms.section_key) | Valid values: P, F, W, I, or NG |
24/196 | Course Type | Scheduling > Courses > Course Sections > NJ SMART Course Information: Course Type field (njtb_course_type.state_code_equiv where schd_ms_user.field_value = njtb_course_type.code for schd_ms_user.screen_number = 990 and field_number = 2) | Required |
The following data elements are used to collect the grades earned by a student for the course. In order to accommodate the different ways the grades are being collected, NJ SMART has allowed for 3 elements:
- 189 Numeric Grade Earned
- 190 Alpha Grade Earned
- 191 Completion Status
Numeric Grade Earned and Alpha Grade Earned are the grade fields. Either of these can be sent, but not both.
Either a grade field or Completion Status is required for each student where Subject Area (#177 above) is less than 50.
Either a grade field or Completion Status is required for each student where Subject Area (#177 above) is greater than 50 and the Grade Span is 06XX and higher.
One of the fields must be sent when Available Credit (# 181 above) is greater than 0.
Steps:
- If the student does not have a mr_stu_marks record, then the grade will be 'NG'.
- Check to see if the mark value is a number. If it is a number then sent a Numeric Grade Earned.
- If the Value is P, F, W, I, or NG, then this value goes into Completion Status.
- All other values go into Alpha Grade Earned.