NJ SMART State Submission File Layout
For the NJ SMART State Data submission 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 |
---|---|---|---|
1/1 | Local Identification Number | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Registration: Student ID field (reg.student_id) | Required |
2/2 | State Identification Number | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Personal: State ID field (reg_personal.state_report_id) | Required 10-digit state identification number. |
3/3 | First Name | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Registration: First Name field (reg.first_name) | Required Periods are not allowed. The file does accept apostrophes and hyphens. |
4/5 | Last Name | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Registration: Last Name field (reg.last_name) | Required Periods are not allowed. The file does accept apostrophes and hyphens. |
5/8 | Date Of Birth | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Registration: Birth Date field (reg.birthdate) | Required YYYYMMDD format |
6/12 | City Of Residence | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Addresses. You must select Addresses panel: City field (reg_contact.city) The submission finds the appropriate reg_contact record for the student first by determining the student's contact_id in reg_stu_contact. To do so, it looks for the appropriate student_id and contact_type = P. | Required Mandatory for all students, except for Non-public students, preschool referral students, and shared time If field is left blank unless Nonpublic = REC or NREC, student is preschool referred, or ReportedSharedVoc = Y an error will occur. If punctuation is included in an error will occur. |
7/44 | Migrant Status | If this is program-tracked for the student, the submission takes the reg_programs.value based on the program_id and field_number from reg_programs_column where state_code_equiv=NJMIG. If the value is not program-tracked, the value comes from Registration > Entry & Reports > Student Demographic > Personal: Migrant field (reg_personal.migrant). | Required Values are Y (for Yes) or N (for No). If the student does not have a Migrant Status, the submission file uses the default value of N. If field is left blank unless Nonpublic = REC or NREC, student is preschool referred, or ReportedSharedVoc = Y an error will occur. |
8/92 | Eighth Technological Literacy | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student District Defined, and then select NJ Smart Info: Eighth Technological Literacy field (nj_v_stu_health.eighth_tech_literacy). This is Field 13 on Student district-defined page 990. | Required if student's Grade Level = 08. Otherwise, leave blank. Valid codes are as follows: Y – Deemed technologically proficient N – Not technologically proficient NE – Not evaluated for technological proficiency |
9/35 | Health Insurance Status | Calculated based on NJ DOE field number 36, Health Insurance Provider. | Optional Y – Yes, student has health insurance N – No, student does not have health insurance coverage |
10/36 | Health Insurance Provider | The system looks in reg_program_column for the program__id and field_number associated with state_code_equiv=NJINS. The submission file uses the corresponding reg_programs.value. This program-tracked field is also linked to the menu path: select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Emergency: Insurance Company field (reg_emergency.insurance_company). | Optional An error occurs if this field has a value but Health Insurance Status is N for No. |
11/117 | Home Language | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Registration: Native Language field (reg.native_language). Converted to State Code Equiv from menu path: select Administration from the main menu, select General Setup submenu, select District, and then select Validation Tables. For Application, you must select New Jersey State Reporting and for Validation Table, select Native Language (njtb_native_lang.state_code_equiv where reg.native_language = njtb_native_lang.code) | Required Mandatory for all students except for Non-public students, preschool referral students, and shared time vocational school students being reported by the vocational school. If field is left blank unless Nonpublic = REC or NREC, student is preschool referred, or ReportedSharedVoc = Y an error will occur. |
12/110 | Immigrant Status | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student District Defined, and then select NJ Smart Info: Immigrant Status field. This is Field 13 on Student district-defined page 990. (The system looks in reg_program_column for the program__id and field_number associated with state_code_equiv=NJIMM. The submission file uses the corresponding reg_programs.value). | Required if the student's Country of Birth is not one of the following: US (United States), AS (American Samoa), FM (Federated States of Micronesia), GU (Guam), MH (Marshall Islands), MP (Northern Mariana Islands), PW (Palau), PR (Puerto Rico), or VI (Virgin Islands). The setting cannot be Y for Yes if District Entry Date is more than three years ago. Refer to the District Entry Date field for information on how this is determined for each student. |
13/111 | First Entry Date into a US School | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Registration: US Enrollment Date field (reg.us_enroll_date) | Required if Immigrant Status is Y for Yes. Format: YYYYMMDD |
14/74 | Homeless | Calculated based on reg_programs.value for the program_id and field_number from reg_program_columns with state_code_equiv = NJHOME | Required If the student has a program vector in the current school year for NJHOME program_id and field_number, this value is Y for Yes. Otherwise, it is N for No. In eSchoolPlus, you can review the field associated with the NJHOME state code equivalent as follows: Registration > Entry & Reports > Student Demographic > Personal: Homeless Status. |
15/112 | Homeless Primary Nighttime Residence | reg_programs.value for the program_id and field_number associated with state_code_equiv=NJHOME in reg_programs_column. You can view this value in the menu path: select Registration from the main menu, select Entry & Reports submenu, select Student Demographic, and then select Personal: Homeless Status field. This field is validated based on the Homeless Status validation table: menu path: select Administration from the main menu, select General Setup submenu, select District, and then select Validation Tables. For Application, you must select Registration and for Validation Table, select Homeless Status. | Required if Homeless is Y for Yes. For a list of the valid codes, refer to the most recent NJ DOE State Submission Student Data Handbook. |
16/113 | Alternative Education Program | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student District Defined, and then select NJ Smart Info: Alternative Education field. This is Field 14 on Student district-defined page 990. (The system looks in reg_program_column for the program__id and field_number associated with state_code_equiv=NJALT. The submission file uses the corresponding reg_programs.value). | Required Mandatory for all students except for Non-Public students, preschool referral students, and shared time vocational school students being reported by the vocational school. If field is left blank unless Nonpublic = REC or NREC, student is preschool referred, or ReportedSharedVoc = Y an error will occur. |
17/75 | Title I Science | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student District Defined, and then select NJ Smart Info: Title 1 Science field. This is Field 15 on Student district-defined page 990. (The system looks in reg_program_column for the program__id and field_number associated with state_code_equiv=NJT1SC. The submission file uses the corresponding reg_programs.value). | Required If a program vector exists in the prompted school year for the student, this value is Y for Yes. Otherwise it is N for No. The school year start and end dates are the first and last non-summer school membership days for that year. |
18/76 | Title I Math | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student District Defined, and then select NJ Smart Info: Title 1 Math field. This is Field 16 on Student district-defined page 990. (The system looks in reg_program_column for the program__id and field_number associated with state_code_equiv=NJT1MA. The submission file uses the corresponding reg_programs.value). | Required If a program vector exists in the prompted school year for the student, this value is Y for Yes. Otherwise it is N for No. The school year start and end dates are the first and last non-summer school membership days for that year. |
19/77 | Title I Language | Menu path: Select Registration from the main menu, select Entry & Reports submenu, select Student District Defined, and then select NJ Smart Info: Title 1 Language field. This is Field 17 on Student district-defined page 990. (The system looks in reg_program_column for the program__id and field_number associated with state_code_equiv=NJT1LA. The submission file uses the corresponding reg_programs.value). | Required If a program vector exists in the prompted school year for the student, this value is Y for Yes. Otherwise it is N for No. The school year start and end dates are the first and last non-summer school membership days for that year. |
20/414 | Remote Days Absent | Required Mandatory for all students, except for non-public and preschool referral students, at any point of submission. The extended school year is included in Remote Days Absent up to June 30th and only when it is required for all students. Summer school is not included in Remote Days Absent. The value of this element cannot be greater than the value of Number Of Days Absent. | |
21/21 | School Status | Required If multiple matching records (same Submitting District, SID Number, Local ID, First Name, Last Name, and Date Of Birth) are submitted by an LEA have a SchoolStatus = Active or A an error will occur. All students with a SchoolStatus = Inactive or I require a SchoolExitDate, SchoolExitWithdrawalCode, NumberofDaysPresent, NumberofDaysAbsent, NumberofStateExcusedAbsences, RemoteDaysPresent, and RemoteAbsent or an error will occur. | |
22/395 | School Entry Code | Required Mandatory for all students, except for non-public and preschool referral students. If Status = Active or A and field is left blank unless Nonpublic = REC or NREC or student is preschool referred an error will occur. Codes must conform to NJDOE codes or an error will occur. | |
23/396 | Days Open | Required Mandatory for all students in grades Kindergarten through 12, except for non-public and preschool referral students. Optional For students in preschool grade levels. If field is left blank unless Nonpublic = REC or NREC or student is preschool referred an error will occur. | |
24/115 | Number of Days Present | Required Mandatory for all inactive students, except for non-public and preschool referral students, at any point of submission. Mandatory for all students, except for Non-Public and preschool referral students, after the Fall Snapshot for the EOY Snapshot. Optional For the Fall Snapshot for active students. If Status = Inactive or I, student must have NumberOfDaysPresent filled in as of the last day in membership unless Nonpublic = REC or NREC or student is preschool referred. | |
25/397 | Number of Days Absent | Required Mandatory for all inactive students, except for non-public and preschool referral students, at any point of submission. Mandatory for all students, except for Non-Public and preschool referral students, after the Fall Snapshot for the EOY Snapshot. Optional For the Fall Snapshot for active students. If field is left blank unless Nonpublic = REC or NREC or student is preschool referred an error will occur. | |
26/399 | Number of State Excused Absences | Required Mandatory for all students, except for non-public and preschool referral students. If field is left blank unless Nonpublic = REC or NREC or student is preschool referred an error will occur. | |
27/434 | Reported Shared Voc | Required A value of Y should only be reported by county vocational schools to report data for shared-time vocational school students. For all schools that are not county vocational schools, a value of N should be reported. If field is left blank or if ReportedSharedVoc = Y and Enrollment Type = F and District Code Submitting is not a county vocational school an error will occur. |