Student IDs

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 New Jersey public schools. 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. With the release of NJ SMART 2.0, LEAs now have the ability to manage SIDs throughout the year 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 up-to-date prior to each state submission period. Every student must have a SID number to submit them for the State Data Submissions and the Special Education 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.

LEAs are able to obtain a SID for every student as soon as he or she enters the LEA, as well as inactivate a student if he or she has left. In turn, it is required that all students be assigned a valid SID number and all SID management errors, conflicts and sync be resolved before the June 30/EOY State Submission. Any new student that enters a district with or without a SID number should be submitted to SID management to ensure the correct transfer of SID ownership to the new district. SID management must contain the most current information for all students, including name changes. All LEAs are required to upload a full file at the beginning of each school year. The full file must contain all students in the district as well as any students who have left since the last snapshot date.

The NJ SMART portal opened November 24 for SID Management, and will remain open until the June 30/EOY State Submission. To help provide more information around using the NJ SMART portal, NJ SMART will be hosting a series of Web-based trainings. The Webinars will be targeted toward specific SID management and June 30/EOY State Submission topics and will vary each month. Each Webinar is designed to provide a more detailed understanding of the targeted topic, and will last approximately 60 minutes. Participants do not need to register for a session in advance. Please find below the NJ SMART Webinar schedule for January, February and March 2010.

January 13: 10 a.m. – Conflict Resolution Training
January 14: 2 p.m. – Conflict Resolution Training
January 15: 10 a.m. – Conflict Resolution Training

February 8: 10 a.m. and 2 p.m.– Conflict Resolution Training
February 9: 10 a.m. – Regional High School District Training
February 10: 10 a.m. and 2 p.m.– Conflict Resolution Training
February 11: 10 a.m.– Vocational School District Training
February 11: 2 p.m. – Charter School Training
February 12: 10 a.m. and 2 p.m. – Conflict Resolution Training

March 2: 10 a.m. and 2 p.m. – New Data Element Training
March 3: 10 a.m. and 2 p.m. – New Data Element Training
March 4: 10 a.m. and 2 p.m. – New Data Element Training
March 8: 10 a.m. – Vocational School District Training
March 9: 10 a.m. – Charter School Training
March 10: 10 a.m. – Regional High School District Training

Conflict resolution trainings will cover all conflict scenarios; including conflict owning, conflict claiming, conflict locked and a review of reporting responsibilities.

Regional high school district, vocational school district, and charter school trainings are designed to meet the needs of that respective district type only. Training materials will be directed toward the unique reporting requirements of each district type.

New data element trainings will review any data element changes that will take place for the EOY/June 30 State Submission. All LEAs are required to attend at least once the new data element training.

To participate in a session, please logon five minutes prior to the session start-time to http://pcgus.webex.com. Click on “Meeting Center” at the top of the home page. Then click on the “Meeting Topic” link of the training session that corresponds to the time of the session.

The password for each session is: letmein

Note: For purposes of tracking, please provide when signing-in to the Webinar your first and last names and the name of your district, e.g. John Smith - Newark Public Schools.
To listen to the audio portion of the Webinar, please call.