NJ SMART Optional Submission – Program Enrollment File Layout

1/1

Local Identification Number

Registration > Entry & Reports > Student Demographic > Registration: Student ID field (reg.student_id)

Required

2/2

State Identification Number

Registration > Entry & Reports > Student Demographic > Personal: State ID field (reg_personal.state_report_id)

Required

10-digit state identification number.

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.

4/5

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/NA

Program Description

Administration > General Setup > District > Validation Tables > select New Jersey State Reporting > Program Numbers: Description field

(First, the submission file determines the reg_program_column.state_equiv_code associated with the student's program record where reg_programs.program_id = reg_program_column.program_id and reg_programs.field_number = reg_program_column.field_number

Then, the file gets njtb_programs.description where reg_program_column.state_code_equiv = njtb_programs.code)

Required

Apostrophes and hyphens are allowed. All other special characters are not accepted, including periods.

A separate record is created for each of the student's enrolled programs during the reporting date range.

7/NA

Program Code

Administration > General Setup > District > Validation Tables > select New Jersey State Reporting > Program Numbers: State Code Equiv field

(First, the submission file determines the reg_program_column.state_equiv_code associated with the student's program record where reg_programs.program_id = reg_program_column.program_id and reg_programs.field_number = reg_program_column.field_number

Then, the file gets njtb_programs.state_code_equiv where reg_program_column.state_code_equiv = njtb_programs.code)

Error occurs if a Program Code is repeated for the same student.

8/NA

Service Intensity

The submission file populates this field whenever a parent-child relationship exists between two fields in Administration > Registration Setup > Setup > Programs Setup. The field is populated in the submission file record for the parent program field. It shows the Value entered for the associated child program field.

To view this value in eSchoolPlus, select Registration > Entry & Reports > Student Demographic > Programs > click the appropriate Program link: Value field for the appropriate Service Intensity vector.

(The submission file looks to see if the record's Program Code is linked to a child program field, indicated based on reg_programs.program_id = reg_program_column.program_id and reg_programs.field_number = reg_program_column.link_dates_to

Based on this, the submission file determines the child field's program_id and field_number in reg_program_column. Using this, it can then retrieve the correct reg_programs.program_value where the child's reg_program_column.program_id = reg_programs.program_id and reg_program_column.field_number = reg_programs.field_number)

9/NA

Program Entry Date

Registration > Entry & Reports > Student Demographic > Programs > click link for appropriate Program page: Start Date field for the appropriate program vector (reg_programs.start_date)

Required

YYYYMMDD format

10/NA

Program Exit Date

Registration > Entry & Reports > Student Demographic > Programs > click link for appropriate Program page: End Date field for the appropriate program vector (reg_programs.end_date)

YYYYMMDD format