As of the Campus.2311 release, the ASSA Student On Roll extract has been updated to better align with the NJ SMART SID Management Report.
Tool Search: ASSA
The ASSA Student On Roll Report is the data collection tool used to gather the resident and non-resident student numbers required to calculate a school district’s state aid entitlement. For a school district to receive state aid for a student, the student must be enrolled on October 15 in a program that will meet for at least 180 days during the school year.
Districts are required to report the number of students enrolled full-time or shared-time in each school by grade or special education category. In addition, districts must report the number of students that are sent / received and the number of students enrolled on October 14:
Student Categories
• LEP pupils (ELL)
• Low income pupils (students eligible for free meals / free milk or reduced meals)
• Shared-time county vocational school district pupils
• County special services school district pupils
• Regional day school pupils
• Pupils in certain State-operated programs
• Accredited adult high school pupils
• Pupils in approved private schools for the disabled
ASSA Student On Roll Report Editor
Report Logic
Provide a count for each non-consolidated student enrollment with a Start Date <= extract editor End Date and End Date of null or >= extract editor Start Date (at any point within the extract editor Start and End Date range), when the following are true:
Consolidated Enrollments When the student has any enrollments on or between the extract editor date range that match on the following fields, the student must only be counted once for these enrollments, with the reported enrollment prioritized by the following: Primary enrollment, then latest (or blank) End Date, then latest Start Date, then the highest 'enrollmentID'.
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Students without State IDs:
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The student's enrollment must be active on at least 1 day included on the report.
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Exclude enrollments:
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Report Editor
Field | Description |
|---|---|
Extract Type | Determines which ASSA extract generates. For this extract, select Student On Roll. |
Reporting Period Start Date | The extract Start Date. Dates are entered in mmddyy format or can be chosen using the calendar icon. |
Reporting Period End Date | The extract End Date. Dates are entered in mmddyy format or can be chosen using the calendar icon. |
| Students w/o state IDs | Includes students with a blank State ID field. (Census > People > Demographics > Student State ID) |
| Include Student Detail Report | Generates the ASSA School Detail when checked. Displays a record for each student included on the Summary report. Records are sorted by State School Number, then by Enrollment Category, then by State ID. |
| State Exclude | Drop list options:
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| Ad Hoc Filter | Select an Ad hoc filter to limit report results to students that meet filter requirements. |
Format | Determines how the report displays. Drop list options:
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Calendar Selection | Select the calendar of enrollment from which to pull student data. Calendars can be chosen by the active year, school name, or year. Selection of at least one calendar is required. |
| Report Generation Options | Choose Generate Extract to display the results immediately. Select the Submit to Batch option to generate the report at a specified time. This option is helpful when generating large amounts of data. |
Generate the Report
- Select Student On Roll from the Extract Type dropdown list.
- Enter a Reporting Period Start Date in mmddyyyy format or by clicking the calendar icon and selecting a date.
- Enter a Reporting Period End Date in mmddyyyy format or by clicking the calendar icon and selecting a date.
- Check the Students w/o state IDs and/or Include Student Detail Report boxes (when such filtering is desired).
- Select the appropriate Exclude option (Exclude State Exclude Enrollments is the default).
- Select an Ad hoc filter to limit report results to students that meet filter requirements.
- Select the Report Format in which you wish to generate the report.
- Select at least one Calendar from the list of options.
- Click the Generate Extract button. The report displays in the selected format.
Example Reports
The report includes a Date/Time stamp to indicate when the report was generated.
ASSA Summary Report
ASSA School Summary
ASSA Student On Roll Detail
(Generates when the 'Include Student Detail Report' option is selected on the report editor)
Report Layout
ASSA Summary
The Summary report is displayed on page 1 of the file.
ASSA School Summary
Provides the same information as the Summary report, but separates the schools selected on the extract editor. On the first line of each school, the Line column indicates the school's State School Number. The grade level lines that are included in the school display on the subsequent lines. The Data Element Names and Descriptions are detailed under the ASSA Summary report layout above.
ASSA School Detail
This information is provided when the 'Include Student Detail Report' checkbox is marked on the extract editor. The Detail report displays a record for each student included on the Summary report. Records are sorted by State School Number, then by Enrollment Category, then by State ID.
Previous Versions
ASSA Student On Roll Detail and Summary (New Jersey) [.2152-.2307]
