Student IDs

What’s New?

2011-12 School Year:

New data elements will be added to SID Management.  NJ SMART will begin the collection of four additional data elements in SID Management.  The data elements include: Cumulative Days in Membership, Cumulative Days Present, Cumulative Days Towards Truancy, and Enrollment Type Code.

Special education students that are parentally placed in a non-public school will now be collected in NJ SMART.  Beginning August 8, 2011, LEAs will be required to upload these non-public students to SID Management in order to acquire SID numbers.  LEAs may not have information for City, State, and Country of Birth for all students; therefore a checkbox will be available to allow those fields to be left blank.

2010-11 School Year:

All graduates and transfer-outs must be inactivated in NJ SMART by August 2011.  Beginning July 6, 2011, after end-of-year SID Management snapshot, LEAs will be required to close out the 2010-2011 School Year by inactivating all students that will not be returning to your LEA in the 2011-2012 School Year.  These updates will contribute to the implementation of a new High School Graduation Rate District Report that is coming soon.  It is required for LEAs to inactivate all graduates and transfer students by the following dates: August 3rd for regular school year students and August 31st for summer students. This requirement will help you to accurately represent your student population.

Further clarification requiring inactivation of graduates and transfer-outs. The school register still applies to students in all grades, other than the following exceptions:

• Students in 6th or 8th grade that are leaving a K-6 or K-8 and transferring to a regional school.  It is important for that regional school to have the ability to upload and view those students’ data in order to assist in their school placement;
• Students in 12th grade that are graduating or transferring.  It is important to inactivate these students by 8/3 (or 8/31 for students graduating from summer school) in order to accurately calculate the graduation rate. 

General Submission Information

One of the primary goals of the NJ SMART December 2006 data submission was to collect information required to create unique student identification (SID) numbers for every student in the New Jersey public school system. With SIDs issued in March 2007, districts must now include them on all student transcripts, permanent record files and other important student records. The department recognizes that it will take LEAs some time to fully incorporate the use of SIDs into their various systems and files. In the meantime, it is recommended the SID be marked on transfer cards to assist the receiving district in attaining the correct SID for transfer students.

Previously, LEAs have only been able to manage SIDs during specified data snapshot periods. Starting for the 2010-2011 school year, SID Management will be open for the entire school year for LEAs to assign and manage SIDs at their convenience. The moment a student enters a school, the LEA can determine if the student already has a SID assigned and if not, can request a new SID for the student without delay. In turn, this enhancement requires that each LEA keep their SID management and own SIS information up-to-date prior to each state submission period.  Every student must have a SID number to submit them for the State Submission, Special Education Submission, CTE Submission and Pre-ID Submission.
The SID management functionality in the NJ SMART portal allows LEAs to:

• Acquire new student SIDs;
• View and download existing SIDs;
• Correct errors that prevent a SID from being issued;
• Resolve conflict records;
• Manage unresolved records;
• Update individual student data;
• Upload files;
• Generate District Reports data for internal analysis.

SID Management will remain open for the rest of the school year through the deadline on June 30, 2011.  LEAs can continue to access, manage, and have SIDs issued for students 24 hours a day and 7 days a week.  SID Management should always reflect your LEA’s most current student enrollment data.
The most updated versions of the SID Management Student Handbook (including an updated Appendix on NJ SMART Reporting Responsibilities) and the file templates can be downloaded from the Documents for Downloads page.

Key Dates

Please refer to the following dates for upcoming SID Management events:

• June 29: Snapshot: SID Management (2011-2012 School Year)
• August 2: Close: SID Management (2011-2012 School Year)
• August 2: Deadline: Inactivating students in SID Management (2011-2012 School Year)
• August 7: SID Management opens for new school year (2011-2012 School Year)
• October 15: Snapshot: SID Management (2012-2013 School Year)

Training Information