staff member id (smid) submission handbook version
TRANSCRIPT
NEW JERSEY DEPARTMENT OF EDUCATION
STAFF MEMBER ID (SMID) SUBMISSION HANDBOOK
VERSION 1.4
State of New Jersey
Department of Education
100 River View Executive Plaza
P.O. Box 500
Trenton, New Jersey 08652
August, 2014
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 2
FOREWORD
The New Jersey Department of Education is pleased to publish the Staff Member ID Submission Handbook. Because quality
information requires staff data elements that are uniform, consistent and easy to understand, this reference guide defines
and maintains a set of standards for educational data.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 3
Revision History
Date Version Comment
August 8, 2014 1.4 Added additional validation checks
to Social Security Number.
January 13, 2014 1.3 Proofing revisions made to
DistrictEntryCode and
DistrictEmploymentExitReason data
elements
August 7, 2013 1.2 Updates to the Certification Status
field
May 24, 2012 1.1 Proofing revisions made. Updated
pages in table of contents.
April 16, 2012 1.1 Common errors and resolutions
sections added to each element.
April 3, 2012 1.0 Added revision table, updated pages
in table of contents.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 4
Table of Contents
Revision History ...................................................................................................................................................................... 3
Executive Summary ................................................................................................................................................................. 5
Data Elements and Definitions................................................................................................................................................ 6
Privacy and Security ................................................................................................................................................................ 7
LocalStaffIdentifier .................................................................................................................................................................. 8
StaffMemberIdentifier ............................................................................................................................................................ 9
SocialSecurityNumber ........................................................................................................................................................... 10
NamePrefix............................................................................................................................................................................ 11
FirstName .............................................................................................................................................................................. 12
MiddleName ......................................................................................................................................................................... 13
LastName .............................................................................................................................................................................. 14
GenerationCodeSuffix ........................................................................................................................................................... 15
FormerName ......................................................................................................................................................................... 16
Sex ......................................................................................................................................................................................... 17
DateOfBirth ........................................................................................................................................................................... 18
Ethnicity ................................................................................................................................................................................ 19
RaceAmericanIndian ............................................................................................................................................................. 20
RaceAsian .............................................................................................................................................................................. 21
RaceBlack .............................................................................................................................................................................. 22
RacePacific ............................................................................................................................................................................ 23
RaceWhite ............................................................................................................................................................................. 24
CertificationStatus ................................................................................................................................................................ 25
Status .................................................................................................................................................................................... 26
DistrictEmploymentBeginDate .............................................................................................................................................. 27
DistrictEntryCode .................................................................................................................................................................. 28
DistrictEmploymentExitDate ................................................................................................................................................. 30
DistrictEmploymentExitReason............................................................................................................................................. 32
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 5
Executive Summary
Accurate, consistent and timely information is necessary to make informed decisions about the performance of New
Jersey’s school system. The Staff Member ID Submission Handbook was developed to assist school districts in providing
education information to the New Jersey Department of Education (NJDOE) in a standardized format to comply with state
and federal requirements. For education information to be used effectively, it needs to be identified and captured as a
fundamental data element or a specific bit of data that can be defined and measured. This Staff Member ID Submission
Handbook (Handbook) provides the definition and syntax for these data elements. The standards outlined in the
Handbook will help produce a consistent body of information upon which all stakeholders can draw.
New Jersey Standards Measurement and Resource for Teaching (NJ SMART) was developed for three primary reasons.
First, New Jersey’s public education system must become more evidence-based where progress toward instructional goals
are measured, and where the effectiveness and efficiency of educational programs are monitored. To achieve this goal,
education data must be collected, managed and reported in a fashion that is more useful, accurate, consistent and timely.
Second, major regulatory changes, such as the federal No Child Left Behind Act (NCLB) and the Individuals with Disabilities
Education Act (IDEA), are compelling Local Education Agencies (LEAs) and State Education Agencies (SEAs) to collect
greater quantities of data to meet increasingly intensive reporting requirements. The NJDOE hopes to ease this burden
over time by maintaining information in a more powerful and flexible way. Third, the NJDOE is committed to becoming
more service-oriented to LEAs and the public. By providing better information to LEAs and other stakeholders, and by
simplifying the burdensome data reports to the state, the NJDOE hopes to increase administrative efficiency through the
use of technology.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 6
Data Elements and Definitions
This Staff Member ID Submission Handbook includes data elements that are currently collected and maintained by schools,
districts, and the NJDOE. Not all data elements are relevant to each staff member (e.g., a person may not have a middle
name). It is important to understand how each definition is implemented. In those situations where the implementation
of a definition is not clear it should be reported to NJ SMART so that a collaborative resolution can be reached.
The following information is provided for each data element in the Staff Member ID Submission Handbook:
Name of Data Element The data element name used within the NJ SMART system.
NJDOE Number The numerical identification of the data element.
Definition A brief description of the data element.
Functional, Policy or Legal Description The rationale for collecting the data element, and how the
data element will be used. Other policy and legal
implications for its collection.
Required Element? Indication of whether the data element is required for file
submission.
Type Data element type such as Alpha, Numeric, or Date
indicates how the field should be treated in order to meet
formatting requirements.
Min Length The minimum number of characters permitted.
Max Length The maximum number of characters permitted.
Range of Values The value options of each data element, if applicable.
Validation Rules Requirement for how each data element must be
arranged/reported.
Additional Notes Additional relevant notes about the data element, including
specifics on data validation to occur with respect to each
data element.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 7
Privacy and Security
NJDOE takes privacy and security concerns extremely seriously. To ensure confidentiality of student records, NJ SMART
is designed with the following features: First, an audit trail of all logins, changes and logouts are recorded for all registered
and authorized users. The audit trail allows for early notification of potential security breaches. It also encourages legal
and appropriate use of student information since all activities on NJ SMART are monitored. Persons who illegally access
or download information will be prosecuted to the fullest extent of the law. Second, information in NJ SMART is
segmented or compartmentalized with security rights set up by the district so that only registered and authorized users
have access to information where they have a legitimate educational interest.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 8
LocalStaffIdentifier (LSID)
NJDOE Number
118 Definition of Data Element
A unique number or alphanumeric code assigned to a staff member.
Functional, Policy or Legal Description
A local staff identifier (LSID) is assigned by the district and used to track staff members within a district over time and to
keep staff information secure and confidential. Districts must assign the Local Staff Identifier for each staff member in
order to receive a Staff Member Identification Number (SMID). This provides an additional matching field and an efficient
way for NJDOE to provide SMIDs to districts. This data element is used to verify the unique identification of the staff
member.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alphanumeric
Minimum Length: 1
Maximum Length: 20
Validation Checks
Error will occur if field is left blank.
Additional Notes
N/A
Common Errors
Error Message: Field cannot be left blank.
Resolution: A Local Staff Identifier number is required, an identification number must be inputted in this field.
Remember that the LEA is responsible for creating a LSID number.
Error Message: The length exceeds 20 characters.
Resolution: The Local Staff Identifier number must not exceed 20 characters. The Maximum length is 20.
Error Message: Staff member with the same LID exists in the LEA.
Resolution: Determine which staff member should have that LID number. For the staff member with the incorrect LID,
do a partial file upload with the correct LID number the record will go into Unresolved. From the Unresolved bucket you
should click on the Request Association button and the new LID will take precedence over the old LID.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 9
StaffMemberIdentifier (SMID)
NJDOE Number
119 Definition of Data Element
A unique number assigned and maintained by the New Jersey Department of Education that is unique for each staff
member over time.
Functional, Policy or Legal Description
In order to track staff within and across districts over time, NJDOE will assign a unique 8-digit number to all staff members
employed in a New Jersey public school district. After the initial assignment of staff member identification numbers
(SMID), districts will be required to verify or obtain an identification number whenever a new staff member enters the
district.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Numeric
Minimum Length: 8
Maximum Length: 8
Validation Checks
Staff Member Identifier must be a valid number issued by NJ SMART or an error will occur.
Additional Notes
N/A
Common Errors
Error Message: Field must contain exactly 8 numeric characters.
Resolution: The Staff Member Identifier number is issued with exactly 8 numeric characters. If that number does not
have 8 digits, click on the staff member’s record, click on the Edit button and delete the SMID number altogether leaving
the field blank, and click update.
Error Message: Number is not a valid issued SMID.
Resolution: Check to make sure this is a valid SMID number issued by NJ SMART. If this is not a valid number, click edit
on the staff member’s record, delete the SMID number altogether leaving the field blank, and click update.
Error Message: Field cannot be left blank for exited staff members.
Resolution: Before inactivating a staff member, make sure a SMID number was issued. If that staff member does not
have a SMID number, correct all the errors regarding that staff member, and a SMID number will be generated. Once the
SMID number is issued, inactivate the staff member with the correct codes. If the staff member was never Active in the
District and a SMID was not assigned the record should be deleted.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 10
SocialSecurityNumber NJDOE Number
120 Definition of Data Element
The nine-digit number of identification assigned to the individual by the Social Security Administration.
Functional, Policy or Legal Description
Used to establish the identity of certificated staff members.
Is this Data Element Required?
Field is mandatory for all staff members that have a certificate.
Acceptable Values
Type: Character
Minimum Length: 11
Maximum Length: 11
Validation Checks
Social Security Number must be entered in XXX-XX-XXXX format.
Social Security Number cannot allow for 666 or 000 as the Area numbers (first 3), 00 as the group number (second 2),
or 0000 as the Serial Numbers (last 4).
900-999 are also restricted from being used as the area numbers.
Additional Notes
Only staff members with a certificate should have Social Security Number filled in. It is optional for all other staff
members.
The valid Social Security Numbers of the staff member must be collected.
Common Errors
Error Message: Field must be a valid Social Security Number in XXX-XX-XXXX format.
Resolution: Make sure the format is in XXX-XX-XXXX format, include the hyphens.
Error Message: Field cannot be left blank for certified staff.
Resolution: If this staff member has a “Y” for Yes in the CertificationStatus field, then their Social Security Number is
required. If this Staff Member is not certified, change the value in the CertificationStatus field to “N” for No.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 11
NamePrefix NJDOE Number
121 Definition of Data Element
An appellation, if any, used to denote rank, placement, or status (e.g., Mr, Ms, Reverend, Sister, Dr, Colonel).
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is optional for all staff members.
Acceptable Values
Type: Character
Minimum Length: 1
Maximum Length: 11
Validation Checks
Periods are not accepted in the NamePrefix field. No punctuation should be included.
Additional Notes
While NamePrefix is an optional data element, the district should use this data element to differentiate among staff
members who would otherwise have the same name and birth information.
Common Errors
Error Message: Field contains an invalid character or exceeds 10 characters.
Resolution: The minimum length for this field is 1, the maximum length is 11. Make sure there are no periods, or
punctuation marks in this field. On the staff member’s record page, click edit, update the field, then click update.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 12
FirstName NJDOE Number
122 Definition of Data Element
A name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 30
Validation Checks
An error will occur if field is left blank.
Additional Notes
No nicknames or abbreviated names should be reported. Periods are not accepted in the FirstName field. Other
special characters such as apostrophes and hyphen are accepted.
First name and last name must be reported as separate fields.
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a mandatory field, a first name must be entered in this field.
Error Message: Field contains an invalid character or exceeds 30 characters.
Resolution: Periods are not accepted in this field, and this field also cannot have more than 30 characters. If this staff
member’s name has more than 30 characters or periods in the first name field, on the staff member’s record page, click
edit, correct the information in this data element, then click update.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 13
MiddleName NJDOE Number
123 Definition of Data Element
A secondary name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is optional for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 30
Validation Checks
First Name, Middle Name and Last Name must be reported as three separate fields. Middle initial (no period
permitted) or full middle name are accepted. Apostrophes and hyphens are accepted.
Additional Notes
While Middle Name is an optional field, if the district maintains this data element it should be reported to support
unique identification of the staff member.
Common Errors
Error Message: Field contains an invalid character or exceeds 30 characters.
Resolution: Periods are not accepted in this field, and this field also cannot have more than 30 characters. If this staff
member’s name has more than 30 characters or periods in the middle name field, on the staff member’s record page,
click edit, correct the information in this data element, then click update.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 14
LastName NJDOE Number
124 Definition of Data Element
The name borne in common by members of a family.
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 50
Validation Checks
Periods are not accepted in the LastName field. Other special characters such as apostrophes and hyphens are
accepted.
An error will occur if field is left blank.
Additional Notes
First name and last name must be reported as separate fields.
Staff members with multiple last names should include multiple last names in this field. Hyphens are acceptable if
they are part of the staff member’s legal name; place both last names in this field. Example: Jenny R. Smith-Jones
would be last name = "Smith-Jones" while John F. Davis Smyth would be last name = "Davis Smyth".
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a mandatory field, a last name must be entered in this field.
Error Message: Field contains an invalid character or exceeds 50 characters.
Resolution: Periods are not accepted in this field, and this field also cannot have more than 50 characters. If this staff
member’s name has more than 50 characters or periods in the last name field, on the staff member’s record page, click
edit, update the field, then click update.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 15
GenerationCodeSuffix NJDOE Number
125 Definition of Data Element
An appendage, if any, used to denote an individual’s generation in his family (e.g., Jr, Sr, III).
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is optional for all students.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 3
Validation Checks
No punctuation should be included.
Additional Notes
Leave NULL if not available or does not exist.
While Generation Code/Suffix is an optional data element, the district should use this data element to differentiate
among staff members who would otherwise have the same name and birth information.
Common Errors
Error Message: Field contains an invalid character or exceeds 3 characters.
Resolution: The maximum number of characters is 3 and do not include any type of punctuation marks in this field.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 16
FormerName NJDOE Number
126 Definition of Data Element
The previously recognized or legally accepted name of the individual.
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is optional for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 50
Validation Checks
Periods are not accepted in the FormerName field. Other special characters such as apostrophes and hyphen are
accepted.
An error will occur if field is left blank.
Additional Notes
Leave NULL if not available or does not exist.
While FormerName is an optional data element, the district should use this data element to differentiate among staff
members who would otherwise have the same name and birth information. For example, a maiden name should be
submitted in the FormerName field.
Common Errors
Error Message: Field contains an invalid character or exceeds 50 characters.
Resolution: Make sure there are no periods in this field. The Former Name should not exceed 50 characters.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 17
Sex NJDOE Number
127 Definition of Data Element
The staff member’s gender.
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
M = Male
F = Female
Validation Checks
Sex should be specified as: "F" for Female, "M" for Male.
Error will occur if field is left blank.
Additional Notes
N/A
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, filling a “M” for Male or “F” for Female will clear this error.
Error Message: Field must have a value of F or M.
Resolution: The only accepted values for this field are “F” for Female and “M” for Male.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 18
DateOfBirth NJDOE Number
128 Definition of Data Element
The year, month and day on which an individual was born.
Functional, Policy or Legal Description
Used to establish the identity of staff members.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Date
Minimum Length: 8
Maximum Length: 8
Validation Checks
Error will occur if format does not include a four digit year followed by a zero-filled two position month, followed by a
zero-filled two position day (i.e. 20010128).
Error will occur if field is left blank.
Additional Notes
Date must be in YYYYMMDD format. Do not include any separators such as "/" or "-".
Common Errors
Error Message: Field cannot be left blank.
Resolution: Date of Birth is a mandatory field. You must put the date of birth in a YYYYMMDD format.
Error Message: The length must be 8 characters.
Resolution: Make sure there are no separators, and verify that you are using the correct format when inputting the date
of birth.
Error Message: Date cannot be in the future.
Resolution: This must be a valid date of birth, not a date in the future. Check to make sure the dates are correct, and
there are no typos in the date format.
Error Message: Staff member age is outside of reasonable parameters.
Resolution: Year of Birth must be a valid year inside of reasonable parameters, please check the date of birth year to
make sure it matches the age of the Staff Member. A Staff member cannot be older than 99, and cannot be younger than
14 years of age.
Error Message: Field must be a valid date in YYYYMMDD format.
Resolution: Check to make sure no separators are entered in this field, such as “/” or “-“. Make sure the values in the
field are in the correct date format.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 19
Ethnicity NJDOE Number
129 Definition of Data Element
The ethnic category which most clearly reflects the individual's recognition of his or her community or with which the
individual identifies.
Functional, Policy or Legal Description
The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office
of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have two categories for
data on ethnicity. The revised Standards are the following:
Revised US OMB Directive No. 15 (1997)
Hispanic or Latino
Not Hispanic or Latino
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Hispanic or Latino - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other
Spanish culture or origin, regardless of race.
N = Not Hispanic or Latino
Validation Checks
Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.
Error will occur if field is left blank.
Additional Notes
If positive identification of Hispanic or Latino is not possible, “N” should be entered.
If Ethnicity = “N,” at least one Race category must be identified as “Y.”
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, a value must be entered. If a Staff Member is Hispanic or any other Spanish ethnicity,
use the value “Y” for Yes. If this Staff Member is not Hispanic or any other Spanish ethnicity, use the value “N” for No.
Error Message: Field must have a value of Y or N.
Resolution: The only acceptable values for this field is “Y” for Yes, or “N” for No.
Error Message: At least one Race category must be identified as “Y” if Ethnicity is “N”.
Resolution: One race field must have a “Y” value, with the other fields having a “N” value. but you must have a “Y” value
filled in for one of the ethnicity choices. Multiple races are accepted.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 20
RaceAmericanIndian
NJDOE Number
130 Definition of Data Element
The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual
most identifies. More than one race category may be reported for an individual.
Functional, Policy or Legal Description
The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office
of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum
categories for data on race and two categories for data on ethnicity. More than one race category may be reported for an
individual. The revised Standards are the following:
Revised US OMB Directive No. 15 (1997)
American Indian or Alaska Native Black or African American
Asian Native Hawaiian or Other Pacific Islander
White
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Yes to American Indian or Alaska Native - A person having origins in any of the original people of North and South
America (including Central America) and who maintains a tribal affiliation or community attachment.
N = No to American Indian or Alaska Native.
Validation Checks
Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.
An error will occur if field is left blank.
Additional Notes
Multiple race categories may be identified for a staff member. All race categories that are not applicable to a staff
member should be marked as “N.”
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, if this Staff Member is not American Indian, you want to make sure you use the value
“N” for No for this field. Each staff member must have a value for these fields.
Error Message: Field must have a value of either Y or N.
Resolution: There must be a value entered in this field, leaving the field blank will generate an error. Use “Y” for Yes, or
“N” for No.
Error Message: At least one Race category must be identified as Y if Ethnicity is N.
Resolution: Find the correct Ethnicity for that Staff Member and use the value, “Y” for Yes. If you put “N” for Ethnicity,
check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a
value entered in them.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 21
RaceAsian NJDOE Number
131 Definition of Data Element
The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual
most identifies. More than one race category may be reported for an individual.
Functional, Policy or Legal Description
The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office of
Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum categories
for data on race and two categories for data on ethnicity. More than one race category may be reported for an individual.
The revised Standards are the following:
Revised US OMB Directive No. 15 (1997)
American Indian or Alaska Native Black or African American
Asian Native Hawaiian or Other Pacific Islander
White
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Yes to Asian - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian
subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands,
Thailand, and Vietnam.
N = No to Asian.
Validation Checks
Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.
An error will occur if field is left blank.
Additional Notes
Multiple race categories may be identified for a staff member. All race categories that are not applicable to a staff
member should be marked as “N.”
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, if this Staff Member is not Asian, you want to make sure you use the value “N” for No
for this field. Each staff member must have a value for these fields.
Error Message: Field must have a value of either Y or N.
Resolution: There must be a value entered in this field, leaving the field blank will generate an error. Use “Y” for Yes, or
“N” for No.
Error Message: At least one Race category must be identified as Y if Ethnicity is N.
Resolution: Find the correct Ethnicity for that Staff Member and use the value, “Y” for Yes. If you put “N” for Ethnicity,
check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a value
entered in them.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 22
RaceBlack NJDOE Number
132 Definition of Data Element
The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual
most identifies. More than one race category may be reported for an individual.
Functional, Policy or Legal Description
The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office
of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum
categories for data on race and two categories for data on ethnicity. More than one race category may be reported for an
individual. The revised Standards are the following:
Revised US OMB Directive No. 15 (1997)
American Indian or Alaska Native Black or African American
Asian Native Hawaiian or Other Pacific Islander
White
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Yes to Black or African American - A person having origins in any of the black racial groups of Africa.
N = No to Black or African American.
Validation Checks
Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.
An error will occur if field is left blank.
Additional Notes
Multiple race categories may be identified for a staff member. All race categories that are not applicable to a staff
member should be marked as “N.”
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, if this Staff Member is not Black or African American, you want to make sure you use
the value “N” for No for this field. Each staff member must have a value for these fields.
Error Message: Field must have a value of either Y or N.
Resolution: There must be a value entered in this field, leaving the field blank will generate an error. Use “Y” for Yes, or
“N” for No.
Error Message: At least one Race category must be identified as Y if Ethnicity is N.
Resolution: Find the correct Ethnicity for that Staff Member and use the value, “Y” for Yes. If you put “N” for Ethnicity,
check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a
value entered in them.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 23
RacePacific NJDOE Number
133 Definition of Data Element
The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual
most identifies. More than one race category may be reported for an individual.
Functional, Policy or Legal Description
The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office
of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum
categories for data on race and two categories for data on ethnicity. More than one race category may be reported for an
individual. The revised Standards are the following:
Revised US OMB Directive No. 15 (1997)
American Indian or Alaska Native Black or African American
Asian Native Hawaiian or Other Pacific Islander
White
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Yes to Native Hawaiian or Other Pacific Islander - A person having origins in any of the original peoples of Hawaii,
Guam, Samoa, or other Pacific Islands.
N = No to Native Hawaiian or Other Pacific Islander.
Validation Checks
Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.
An error will occur if field is left blank.
Additional Notes
Multiple race categories may be identified for a staff member. All race categories that are not applicable to a staff
member should be marked as “N.”
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, if this Staff Member is not Native Hawaiian or Other Pacific Islander, you want to
make sure you use the value “N” for No for this field. Each staff member must have a value for these fields.
Error Message: Field must have a value of either Y or N.
Resolution: There must be a value entered in this field, leaving the field blank will generate an error. Use “Y” for Yes, or
“N” for No.
Error Message: At least one Race category must be identified as Y if Ethnicity is N.
Resolution: Find the correct Ethnicity for that Staff Member and use the value, “Y” for Yes. If you put “N” for Ethnicity,
check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a
value entered in them.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 24
RaceWhite NJDOE Number
134 Definition of Data Element
The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual
most identifies. More than one race category may be reported for an individual.
Functional, Policy or Legal Description
The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office
of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum
categories for data on race and two categories for data on ethnicity. More than one race category may be reported for an
individual. The revised Standards are the following:
Revised US OMB Directive No. 15 (1997)
American Indian or Alaska Native Black or African American
Asian Native Hawaiian or Other Pacific Islander
White
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Yes to White - A person having origins of the original peoples of Europe, the Middle East or North Africa.
N = No to White.
Validation Checks
Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.
An error will occur if field is left blank.
Additional Notes
Multiple race categories may be identified for a staff member. All race categories that are not applicable to a staff
member should be marked as “N.”
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a required field, if this Staff Member is not White, you want to make sure you use the value “N” for No
for this field. Each staff member must have a value for these fields.
Error Message: Field must have a value of either Y or N.
Resolution: There must be a value entered in this field, leaving the field blank will generate an error. Use “Y” for Yes, or
“N” for No.
Error Message: At least one Race category must be identified as Y if Ethnicity is N.
Resolution: Find the correct Ethnicity for that Staff Member and use the value, “Y” for Yes. If you put “N” for Ethnicity,
check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a
value entered in them.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 25
CertificationStatus NJDOE Number
140 Definition of Data Element
An indication that the educator holds the certification required by his or her assignment.
Functional, Policy or Legal Description
Used to establish teacher credential in a school or district.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
Y = Yes, fully certified or licensed.
N = No, not fully certified or licensed.
Validation Checks
If Certification Status = Y, then Social Security Number must be filled in or an error will occur.
An error will occur if field is left blank.
Additional Notes
Only “Y” or “N” responses will be accepted.
Field should be marked N for all staff members unless they are a teacher, administrator, nurse, media specialist,
guidance counselor, child study team member or psychologist and is certified.
Common Errors
Error Message: Field cannot be left blank.
Resolution: Non-teaching staff members such as Paraprofessionals and Bus Drivers are not considered certified staff.
Error Message: Field must have a value of Y or N.
Resolution: This field requires a value, leaving this field blank will generate an error. If you are unsure if a Staff Member
should be deemed certified, please use the NJ SMART STAFF DATA HANDBOOK, check the field CredentialType, and
see if that staff member’s certification fits under any of those descriptions.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 26
Status NJDOE Number
139 Definition of Data Element
The staff member’s employment status.
Functional, Policy or Legal Description
NJDOE
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Alpha
Minimum Length: 1
Maximum Length: 1
A = Active
I = Inactive
Validation Checks
If Status = I, then District Employment Exit Date and District Employment Exit Reason must be filled in or an error will
occur.
An error will occur if field is left blank.
Additional Notes
A staff member is either Active or Inactive in the district. Active staff members are currently employed by the
district. Inactive staff members are no longer employed.
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a mandatory field. Leaving this field blank will result in an error. If this staff member is active in your
district, use the value “A” for Active, or “I” for Inactive.
Error Message: Field must have a value of A or I.
Resolution: There are only two values for this field to choose from, “A” for Active, and “I” for Inactive. If a Staff Member
is no longer employed or on a leave for a long period of time, choose “I” for Inactive. Active Staff Members receive an
“A” for Active Status.
Error Message: Active staff cannot have a District Employment Exit Date and Exit Reason.
Resolution: Only Inactive Staff Members are to have District Employment Exit Dates and Exit Reasons. If you have an
active Staff Member with these codes, delete the values in those two fields and leave them blank.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 27
DistrictEmploymentBeginDate NJDOE Number
135 Definition of Data Element
The date on which the staff member began employment with the reporting LEA.
Functional, Policy or Legal Description
Used to establish staff member assignment to a school or district.
Is this Data Element Required?
Field is mandatory for all staff members.
Acceptable Values
Type: Date
Minimum Length: 8
Maximum Length: 8
Validation Checks
Date must be in YYYYMMDD format.
An error will occur if field is left blank.
If DistrictEmploymentBeginDate is a date on or after September 1, 2011, then DistrictEntryCode must also be filled in.
Additional Notes
N/A
Common Errors
Error Message: Field cannot be left blank.
Resolution: This is a mandatory field. Find the date of when a Staff Member entered the district and enter into this field
using the correct date format (YYYYMMDD).
Error Message: The length must be 8 characters.
Resolution: The Date Format (YYYYMMDD) is exactly 8 characters, using the correct date format with any hyphens,
commas or slashes will exceed the maximum character length. Refrain from using any special characters in this field.
Error Message: Date cannot be in the future.
Resolution: The entry date cannot be a date in the future, if you have a staff member entering the district in the future,
either refrain from uploading the Staff Member until they are officially working in your district or leave the field blank
until the future date becomes the present date.
Error Message: Field must be a valid date in YYYYMMDD format.
Resolution: Check to make sure no separators are entered in this field, such as “/” or “-“. Make sure the values in the
field are in the correct date format.
Error Message: District Employment Begin Date cannot be after District Employment Exit Date.
Resolution: Compare the two dates and make sure the Exit Date is not before the Begin Date.
Error Message: Staff member age is outside of reasonable parameters.
Resolution: District Employment Begin Date must be a valid year inside of reasonable parameters, please check the date
of employment. A Staff member cannot be older than 99, and cannot be younger than 14 years of age.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 28
DistrictEntryCode NJDOE Number
136 Definition of Data Element
An indication of where the staff member is coming from.
Functional, Policy or Legal Description
Used to establish staff member assignment to a school or district.
Is this Data Element Required?
Field is mandatory for staff members that entered the district after September 1, 2011.
Acceptable Values
Type: Numeric
Minimum Length: 2
Maximum Length: 2
From a teaching position: From a college or university program of study:
03 = In another NJ public school district 21 = In a NJ public college or university
04 = In a public school district outside NJ 22 = In a private NJ college or university
05 = In a non-public school
06 = In a college or university
23 = In a public or private college or university outside of
NJ
From an administrative or supervisory position: From home duties:
11 = In another NJ public school district 29 = Returning to a certified position from home duties
12 = In a public school district outside of NJ
13 = In a non-public school Return from an approved leave of absence without pay:
14 = In a college or university 30 = From maternity leave
31 = From sabbatical leave
From an education support services position: 32 = From another leave of absence
17 = In another NJ public school district
18 = In a public school district outside of NJ occupation From military service:
19 = In a non-public school, college, or university 60 = From a branch of the military services
20 = In a college, or university
From employment in a non-teaching occupation:
70 = From a position of employment in a non-teaching
occupation
From employment in a non-teaching occupation:
72 = From a position other than any listed
Validation Checks
Field must be filled in when DistrictEmploymentBeginDate is a date on or after September 1, 2011.
Common Errors
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 29
Error Message: Field must be filled in for staff members that entered the district on or after September 1, 2011.
Resolution: Any staff members that entered the district after the date of September 1, 2011 are required to have a
District Entry Code. If you have staff members that entered after 9/1/2011, choose the correct code listed above and
input the value into this field.
Error Message: The length must contain exactly 2 numeric characters.
Resolution: All of the District Codes listed above are exactly 2 numeric characters, please check what code you put in this
field and make sure it’s a valid 2 character code from one of the choices listed above, otherwise an error will be
generated.
Error Message: Value is not a valid entry code.
Resolution: Using a code that is not listed above will generate an error due to NJ SMART’s Validation rules. Please check
the code you entered into this field and make sure it’s one of the 2 digit codes listed above.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 30
DistrictEmploymentExitDate NJDOE Number
137 Definition of Data Element
The date on which the staff member has ended employment with the reporting LEA.
Functional, Policy or Legal Description
Used to establish staff member assignment to a school or district.
Is this Data Element Required?
Field is mandatory for all staff members that have exited the district.
Acceptable Values
Type: Date
Minimum Length: 8
Maximum Length: 8
Validation Checks
Date must be in YYYYMMDD format.
If DistrictEmploymentExitReason has a value, then DistrictEmploymentExitDate must also have a value.
Additional Notes
N/A
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 31
Common Errors
Error Message: The length must be 8 characters.
Resolution: The Date Format (YYYYMMDD) is exactly 8 characters, using the correct date format with any hyphens,
commas or slashes will exceed the maximum character length. Refrain from using any special characters in this field.
Error Message: Date cannot be in the future.
Resolution: The exit date cannot be a date in the future, if you have a staff member exiting the district in the future,
either refrain from making the staff member inactive or leave the field blank until the future date becomes the present
date.
Error Message: Field must be a valid date in YYYYMMDD format.
Resolution: Check to make sure no seperators are entered in this field, such as “/” or “-“. Make sure the values in the
field are in the correct date format.
Error Message: District Employment Exit Date cannot be before District Employment Begin Date.
Resolution: Go onto the Staff Member’s record page and compare the two dates to make sure the Exit Date is not before
the Begin Date.
Error Message: Field must be filled in for all staff members that have exited the district.
Resolution: If you have a staff member leaving the district, you will need to provide the District Employment Exit Date,
otherwise this field will remain in error.
Error Message: Field must be filled in if Status has a value of I.
Resolution: If you are making a Staff Member inactive, you will need to provide the Exit Date for this Staff Member.
Enter in the date of the staff member when they left the district.
Error Message: Field must be left blank if Status has a value of A.
Resolution: For Active Staff Members you have to leave this field blank, otherwise you will generate an error.
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 32
DistrictEmploymentExitReason NJDOE Number
138 Definition of Data Element
An indication of the reason the staff member has left the district.
Functional, Policy or Legal Description
Used to establish staff member assignment to a school or district.
Is this Data Element Required?
Mandatory for all staff members that have exited the district.
Acceptable Values
Type: Numeric
Minimum Length: 2
Maximum Length: 2
Range of Values: Granted a leave of absence without pay:
To assume another teaching position: 30 = A maternity leave
02 = In another NJ public school 31 = A sabbatical leave
03 = In a public school district outside NJ 32 = Another leave of absence
04 = In a non-public school
05 = In a college or university Retired:
40 = Retired from position
To accept an administrative or supervisory position:
11 = In another NJ public school district Deceased:
12 = In a public school district outside of NJ 50 = Deceased
13 = In a non-public school
14 = In a college or university Enter military service:
60 = To enter military services
To accept an educational support services position:
16 = In another NJ public school district To accept employment in a non-teaching occupation:
17= In a public school district outside of NJ 70 = Accepted employment in non-teaching occupation
18 = In a non-public school, college, or university
19 = In a college, or university Not offered re-employment:
80 = Due to reduction in force
To continue education: 81 = Non-tenured faculty, not meeting district
20 = At a college or university performance expectations
82 = Tenured faculty, not meeting district performance
Resigned: expectations
25 = Because of prolonged illness 90 = For other than any listed
28 = No reason given for resignation
29 = To assume home duties
NJ SMART SMID Submission Data Handbook v.1.4 August, 2014 Page 33
DistrictEmploymentExitReason NJDOE Number
138 Certificate Status
92 = Certificate suspended
93 = Certificate revoked
Validation Checks
If DistrictEmploymentExitDate has a value, then DistrictEmploymentExitReason must also have a value.
Additional Notes
N/A
Common Errors
Error Message: Field must be filled in if Status has a value of I.
Resolution: For Inactive Staff Members, it is required to have a District Employment Exit Reason. Choose the correct 2
digit number code listed above. Go onto the Staff Member’s record page, click “Edit” input the code, then click “Update”.
Error Message: Field must be left blank if Status has a value of A.
Resolution: All active Staff Members must leave this field blank, this field is only required for making staff members
inactive.
Error Message: Field must be filled in for all staff members that have exited the district.
Resolution: In order to make a Staff Member inactive, a two digit exit reason code is required. Choose the correct code
listed above, go onto the Staff Member’s record page, click “Edit” input the code, then click “Update”.
Error Message: The length must contain exactly 2 numeric characters.
Resolution: All of the District Codes listed above are exactly 2 numeric characters, please check what code you put in this
field and make sure it’s a valid 2 character code from one of the choices listed above, otherwise an error will be
generated.
Error Message: Value is not a valid entry code.
Resolution: Using a code that is not listed above will generate an error due to NJ SMART’s Validation rules. Please check
the code you entered into this field and make sure it’s one of the 2 digit codes listed above.