Tool Search: SMART Extracts
The SMART SID (Student Identifiers) Management Extract collects basic student demographic information as well as Resident, Receiving and Attending school information.
SMART SID Management Extract
Report Logic
The extract reports a record for each student who:
- Has an active enrollment at any point within the Start and End Dates entered on the extract editor
- Is NOT marked as No Show
The extract filters and reports students based on the State Exclude option selected on the extract editor:
- Exclude State Exclude Enrollments (default)
- Include State Exclude Enrollments
- Only State Exclude Enrollments
The State Exclude selection on the extract editor affects the output.
- Any enrollment with State Exclude checked is not used in consolidation when 'Exclude State Exclude Enrollments' is selected on the extract editor .
- Enrollments in calendars marked 'Exclude' do not report.
- Enrollments with a grade that is grade-level excluded do not report.
- Enrollments marked 'No Show' do not report.
The report consolidates each of a student's enrollments into a single record when the enrollments match on the following fields:
- Local Identification Number
- State Identification Number
- First Name
- Last Name
- Date of Birth
- School Entry Date
- County Code Attending
- District Code Attending
- School Code Attending
When enrollment records are consolidated:
- Attendance Data is combined from all enrollments (active or Inactive) for distinct days.
- Remote Days Present
- Remote Days Absent
- Number of Days Present
- Number of Days Absent
- Number of State Excused Absences
- Fields pulling from the enrollment for consolidated enrollment records must report based on the following hierarchy:
- Primary enrollment
- Most recent (or blank) End Date
- Most recent Start Date
- Highest enrollmentID
State Program data reports from the most current program when there are multiple program entries for the selected calendar.
Non-Binary Gender Reporting
Schools can assign students a gender of M: Male, F: Female or X: Non-binary. This is done on the Identities and/or the Demographics tools. While New Jersey accepts a non-binary gender for state reporting, federal reporting standards do not. Keep this in mind for any federal reporting pulled from Infinite Campus data.
State Reporting Extracts use the Legal Gender field included in the Protected Identity Information to report student identity information.
To properly record a gender of X:Non-Binary on the Identities tab:
- Assign the Gender of X:Non-Binary in the standard identify fields.
- Assign the Protected Identity Information Legal Gender field to either M: Male or F: Female.
- Save the record when finished.
Gender and Legal Gender Assignment
Report Editor
Field | Description |
|---|---|
Extract Type | Selection determines which extract generates.
Attendance Data Validation tools are available to review student attendance data prior to generating the extract. Two options are available:
|
Reporting Period Start Date | Entered date determines the time frame of the extract, reporting only that student data as of that date. Dates are entered in mmddyy format or can be chosen by using the calendar icon. |
Reporting Period End Date | Entered date determines the time frame of the extract, reporting only that student data as of that date. Dates are entered in mmddyy format or can be chosen by using the calendar icon. The end date field is auto-populated with the current date. |
| Fall Snapshot | When marked, attendance data for inactive and active students reports. |
Students without state IDs | When marked, students who are not assigned a state ID will be returned, in addition to those students who do have a state ID. |
| State Exclude | Drop list options include:
The State Exclude selection on the extract editor affects the output.
|
Ad hoc Filter | When selected, only those students in the filter will be included on the selected SMART extract. |
Format | SMART Extracts generate in either HTML format or in CSV format (state format). |
Calendar Selection | Selection indicates from where the data is pulled. |
| Report Generation | Use the Generate Extract button to display the results of the extract immediately. If more than one calendar is selected, or the selection of data s larger than anticipated, use the Submit to Batch button to determine when the extract should be generated. |
SMART SID Management Extract
Generate the Extract
- Select SMART SID Management from the Extract Type dropdown list.
- Enter a Reporting Period Start Date.
- Enter a Reporting Period End Date.
- Mark the Student w/o stateIDs if those students should not appear in the report.
- Indicate the Format in which in which the report should generate.
- Click the Generate Extract button o generate the report in the desired format. Or, use the Submit to Batch button (if applicable) to choose when the extract generates.
SMART SID Management - State Format
SMART SID Management - HTML Format
SID Management Extract Layout
| Data Element | Description | Location | ||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Local Identification Number | The number assigned and maintained by the local school district that is unique for each student. Numeric, 6 digits | Census > People > Demographics > Student Number Person.studentNumber | ||||||||||||||||||||||||||||||
State Identification Number | The number assigned and maintained by the New Jersey Department of Education that is unique for each student. Numeric, 10 digits | Census > People > Demographics > State ID Person.stateID | ||||||||||||||||||||||||||||||
First Name | The legal first name of the student. Alphanumeric, 35 characters | Census > People > Demographics > First Name Person.firstName | ||||||||||||||||||||||||||||||
Middle Name | The legal middle name of the student. Alphanumeric, 30 characters | Census > People > Demographics > Middle Name Person.middleName | ||||||||||||||||||||||||||||||
Last Name | The legal last name of the student. Alphanumeric, 40 characters | Census > People > Demographics > Last Name Person.lastName | ||||||||||||||||||||||||||||||
Suffix | The suffix attached to the student's name, such as Jr or III. No periods are included in this report. If the option in Census contains a period, it will be stripped out when the report is generated. Alphanumeric, 50 characters | Census > People > Demographics > Suffix Identity.suffix | ||||||||||||||||||||||||||||||
Gender | The gender of the student. See the Non-Binary Gender Reporting section for more information. Alphanumeric, 1 character (M or F) | Census > People > Demographics > Gender Identity. gender | ||||||||||||||||||||||||||||||
Date of Birth | The date of birth of the student. Date field, 8 digits (YYYYMMDD) | Census > People > Demographics > Birthdate Identity.birthdate | ||||||||||||||||||||||||||||||
City of Birth | The name of the city in which the student was born. Alphanumeric, 30 characters | Census > People > Demographics > City of Birth Identity.birthCity | ||||||||||||||||||||||||||||||
State of Birth | The abbreviation of the state in which the student was born. Alphanumeric, 2 characters | Census > People > Demographics > State of Birth Identity.birthState | ||||||||||||||||||||||||||||||
Country of Birth | The code representing the country in which the student was born. Alphanumeric, 4 characters | Census > People > Demographics > Country of Birth Identity.birthCountry | ||||||||||||||||||||||||||||||
Ethnicity | Indicates whether the student is considered to be Hispanic/Latino Alphanumeric, 1 character (Y or N) | Census > People > Demographics > Is this person Hispanic/Latino? identity.hispanicEthnicity | ||||||||||||||||||||||||||||||
American Indian Race | Indicates if the student's race/ethnicity is American Indian or Alaska Native. Alphanumeric, 1 character (Y or N) | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity | ||||||||||||||||||||||||||||||
Asian Race | Indicates if the student's race/ethnicity is Asian. Alphanumeric, 1 character (Y or N) | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity | ||||||||||||||||||||||||||||||
Black Race | Indicates if the student's race/ethnicity is Black or African American. Alphanumeric, 1 character (Y or N) | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity | ||||||||||||||||||||||||||||||
Pacific Race | Indicates if the student's race/ethnicity is Native Hawaiian or Other Pacific Islander. Alphanumeric, 1 character (Y or N) | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity | ||||||||||||||||||||||||||||||
White Race | Indicates if the student's race/ethnicity is White. Alphanumeric, 1 character (Y or N) | Census > People > Demographics > Person Information > Race/Ethnicity Identity.raceEthnicity | ||||||||||||||||||||||||||||||
District Status | The student's current enrollment status as of the snapshot date.
Alphanumeric, 1 character | Student Information > General > Enrollments > Start Date/End Date Enrollment.startDate | ||||||||||||||||||||||||||||||
Enrollment Type | Percentage of the school day a student is in attendance at the school listed as the Attending School. Alphanumeric, 1 character (F or S) | Student Information > General > Enrollments > State Reporting Fields > Shared Time EnrollmentNJ.sharedTime | ||||||||||||||||||||||||||||||
Resident County | The New Jersey county in which the student resides. Alphanumeric, 2 characters | Student Information > General > Enrollments > State Reporting Fields > Resident County EnrollmentNJ.residentCounty | ||||||||||||||||||||||||||||||
Resident District | The district in which the student resides. If no selection is made, the default value reports. Alphanumeric, 4 characters | Student Information > General > Enrollments > State Reporting Fields > Resident District Enrollment.residentDistrict | ||||||||||||||||||||||||||||||
Resident School | The unique school code the student would attend based on the permanent or other home address. Alphanumeric, 3 characters | Student Information > General > Enrollments > State Reporting Fields > Resident School EnrollmentNJ.residentSchool | ||||||||||||||||||||||||||||||
District Entry Date | The date on which the student enrolled in the district. Date field, 8 digits (YYYYMMDD) | Student Information > General > Enrollments > State Reporting Fields > District Entry Date Enrollment.districtEntryDate | ||||||||||||||||||||||||||||||
County Code Receiving | The code of the county in which the student is received in a sending/receiving relationship. Alphanumeric, 2 characters | Student Information > General > Enrollments > State Reporting Fields > Receiving County EnrollmentNJ.receivingCounty | ||||||||||||||||||||||||||||||
District Code Receiving | The code of the receiving district of the student in a sending/receiving relationship. If no value is selected, the default value reports. Alphanumeric, 4 characters | Student Information > General > Enrollments > State Reporting Fields > Receiving District EnrollmentNJ.receivingDistrict | ||||||||||||||||||||||||||||||
School Code Receiving | The code of the receiving school of the student in a sending/receiving relationship. Alphanumeric, 3 characters | Student Information > General > Enrollments > State Reporting Fields > Receiving School EnrollmentNJ.receivingSchool | ||||||||||||||||||||||||||||||
Attending County | The code of the county in which the student is attending school. Alphanumeric, 2 characters | Student Information > General > Enrollments > State Reporting Fields > Attending County EnrollmentNJ.attendingCounty | ||||||||||||||||||||||||||||||
Attending District | The code of the district in which the student is attending school. If no value is selected, the default value reports. Alphanumeric, 4 characters | Student Information > General > Enrollments > State Reporting Fields > Attending District EnrollmentNJ.attendingDistrict | ||||||||||||||||||||||||||||||
Attending School | The code of the school the student is attending. Alphanumeric, 3 characters | Student Information > General > Enrollments > State Reporting Fields > Attending School EnrollmentNJ.attendingSchool | ||||||||||||||||||||||||||||||
Year of Graduation | The projected year of the student's high school graduation. Date field, 4 digits (YYYY) | Student Information > General > Graduation > State Reporting Graduation Fields > Projected Graduation Year Graduation.gradYear | ||||||||||||||||||||||||||||||
School Entry Date | The date on which the student enrolled in the attending school. Date field, 8 digits (YYYYMMDD) | Student Information > General > Enrollments > State Reporting Fields > School Entry Date Enrollment.schoolEntryDate | ||||||||||||||||||||||||||||||
School Exit Date | The date of the first day after the date of a student's last attendance at a school. This field is required for inactive students and reports the exit date if it is within the reporting window. For active students, this field reports blank. Date field, 8 digits (YYYYMMDD) | Student Information > General > Enrollments > End Date Enrollment.endDate | ||||||||||||||||||||||||||||||
Withdrawal Code | The type of exit/withdrawal of a student from a school. Reports if the student's Exit Date is within the reporting period. Alphanumeric, 3 characters | Student Information > General > Enrollments > End Status Enrollment.endStatus | ||||||||||||||||||||||||||||||
Tuition Code | The indicator of the source of payment for a non-resident student. Numeric, 2 digits | Student Information > General > Enrollments > State Reporting Fields > Tuition Code EnrollmentNJ.tuitionCode | ||||||||||||||||||||||||||||||
Free/Reduced Rate Lunch Status | Indicates if the student is enrolled in the national school lunch program.
Eligibility code is based on Start/End Dates from Eligibility Detail to Effective Date on the Report Editor.
Alphabetic, 1 character | FRAM > Eligibility Detail > Eligibility | ||||||||||||||||||||||||||||||
Grade Level | The grade level of the student's enrollment Alphanumeric, 2 characters | Student Information > General > Enrollments > Grade Enrollment.grade | ||||||||||||||||||||||||||||||
Program Type Code | The primary program of instruction for the student. Alphanumeric, 2 characters | Student Information > General > Enrollments > State Reporting Fields > Program Type EnrollmentNJ.programType | ||||||||||||||||||||||||||||||
Retained | Indicates if the student is repeating the current grade level.
Alphabetic, 1 character (Y or N) | Student Information > General > Enrollments > General Enrollment Editor > Retained Enrollment.retained | ||||||||||||||||||||||||||||||
Special Education Classification | The outcome of an eligibility assessment for special education and related services. This field reports a null value unless a primary disability code is selected. Numeric, 2 digits | Student Information > General > Enrollments > Special Ed Fields > Primary Disability Enrollment.disability | ||||||||||||||||||||||||||||||
| Declassification SPED Date | The year, month, and day on which the student is no longer considered eligible as a student with a disability according to N.J.A.C. 6A: 14-3.5(c) or 3.6(a). Reports the date entered when Special Ed Exit Date is NOT = null and <= extract editor End Date. Otherwise, reports null. | Student Information > General > Enrollments > Special Ed Fields > Special Ed Exit Date | ||||||||||||||||||||||||||||||
ELL Identification Date | The date on which the student began participation in an English Learner program. This field reports ONLY when the Reporting Period Start and Dates are populated on the Report Editor. Date field, 8 digits (YYYYMMDD) | Student Information > Program Participation > English Learners (EL) > EL > Identified Date Lep.identifiedDate | ||||||||||||||||||||||||||||||
ELL Exit Date | The date on which the student successfully completed an English Learner program. This field reports ONLY when the Reporting Period Start and Dates are populated on the Report Editor. If the EL Program Status is EL and the Parent Declined checkbox is marked, a value of REFUSED reports. Date field, 8 digits (YYYYMMDD) | Student Information > Program Participation > English Learners (EL) > EL > Program Exit Date Lep.exitDate | ||||||||||||||||||||||||||||||
NonPublic | Indicates the student has been parentally placed into a private school and receives services under an individual services plan.
| Student Information > General > Enrollments > Special Education Fields > NonPublic EnrollmentNJ.nonPublic | ||||||||||||||||||||||||||||||
| Resident Municipal Code | The State Defined Residential Code that can be used across multiple districts. Numeric, 4 digits | Student Information > General > Enrollments > State Reporting Fields > Residential Municipal Code EnrollmentNJ.residentialMunicipalCode | ||||||||||||||||||||||||||||||
| Military Connected Student Indicator | Indicates the student's parent/guardian is on active duty, in the National Guard or in the Reserve components of the United States military services.
Numeric, 1 digit | Student Information > General > Enrollments > State Reporting Fields > Military Connected EnrollmentNJ.militaryConnectedStatus | ||||||||||||||||||||||||||||||
| ELA Graduation Pathway Indicator | Indicates the graduate's pathway to graduation for ELA. Reports the code selected from the ELA Graduation Pathway drop list. Alphanumeric, 1 character | Student Information > Graduation > Graduation Detail > State Reporting Graduation Fields > ELA Graduation Pathway Graduation.gradPathELA | ||||||||||||||||||||||||||||||
| Math Graduation Pathway Indicator | Indicates the graduate's pathway to graduation for Math. Reports the code selected from the Math Graduation Pathway drop list. Alphanumeric, 1 character | Student Information > Graduation > Graduation Detail > State Reporting Graduation Fields > Math Graduation Pathway Graduation.gradPathMath | ||||||||||||||||||||||||||||||
| In District Placement | Indicates when a student is attending a school that is not their resident school within their resident district. Reports the option selected on the enrollment editor.
Alphanumeric, 6 characters | Student Information > General > Enrollments > State Reporting Fields > In District Placement Enrollment.inDistrictPlacement | ||||||||||||||||||||||||||||||
| Language Instruction Educational Program | Indicates the course in which an English language learner is placed in order to develop and attain English proficiency while meeting challenging State academic standards, Reports the code selected for the EL Service Type. Valid options are:
Numeric, 1 digit | Student Information > Program Participation > English Learners EL > EL Services > Service Type LepServiceType.code | ||||||||||||||||||||||||||||||
| Biliterate | Indicates whether students in their final year of high school have achieved passing scores on both a World Language Assessment and an English Assessment to demonstrate they are biliterate.
Alphabetic, 1 character (Y or N) | Student Information > General > Graduation > State Seal GraduationSeal.method GraduationSeal.language | ||||||||||||||||||||||||||||||
| World Language Assessment 1-5 | Reports the World Language Assessment, other than an English Language Assessment, taken by the student. Alphanumeric, 10 characters | Student Information > General > Graduation > State Seal > Language Assessment GraduationSeal.method | ||||||||||||||||||||||||||||||
| World Languages Assessed 1-5 | Indicates the language (other than English) that is being assessed. Alphanumeric, 3 characters | Student Information > General > Graduation > State Seal > Language GraduationSeal.language | ||||||||||||||||||||||||||||||
| Gifted and Talented Student | Indicates the student has been identified as a gifted and talented or twice-exceptional as defined by the Strengthening Gifted and Talented Education Law. Reports a value of Y when the Gifted and Talented field on the Enrollment record is marked. Otherwise, reports a value of N. Alphanumeric, 1 character (Y or N) | Student Information > General > Enrollments > State Reporting Fields > Gifted and Talented Enrollment.giftedAndTalented | ||||||||||||||||||||||||||||||
| Student Learning Environment | Reports the selected method for delivering instruction to the student. Numeric, 1 digit | Student Information > Program Participation > State Programs > Instruction Mode > Student Learning Environment InstructionMode.status | ||||||||||||||||||||||||||||||
| Remote Days Present | Reports the number of remote (virtual) instruction days a student is marked as present during the annual reporting period from July 1 through June 30.
Numeric, up to 5 characters | Student Information > General > Attendance Calculated value | ||||||||||||||||||||||||||||||
| Remote Days Absent | Reports the number of remote (virtual) instruction days a student is marked as absent and scheduled to receive instruction in a remote learning environment during the annual reporting period from July 1 through June 30.
Numeric, up to 5 characters | Student Information > General > Attendance Calculated value | ||||||||||||||||||||||||||||||
| Student Internet Connectivity | Reports the selected code for student access to the internet (district paid, paid by household, etc.). Only the most current Digital Equity Program reports. Numeric, 1 digit | Student Information > Program Participation > State Programs > Digital Equity > Internet Connectivity DigitalEquity.internetAccessType | ||||||||||||||||||||||||||||||
| Student Device Owner | Reports the selected code to indicate the owner of the device used for remote instruction. Only the most current Digital Equity Program reports. Numeric, 1 digit | Student Information > Program Participation > State Programs > Digital Equity > Device Owner DigitalEquity.deviceAccess | ||||||||||||||||||||||||||||||
| Student Device Type | Reports the selected code to indicate the type of device used for remote instruction. Only the most current Digital Equity Program reports. Numeric, 1 digit | Student Information > Program Participation > State Programs > Digital Equity > Device Type DigitalEquity.digitalDevice | ||||||||||||||||||||||||||||||
| Bridge Year | Indicates whether the student plans to or is currently participating in the Bridge Year Pilot Program.
Alphanumeric, 1 character | Student Information > General > Enrollments > State Reporting Fields > Bridge Year Enrollment.bridgeYear | ||||||||||||||||||||||||||||||
| Federal HS Math Testing Requirements | Indicates whether a student has met the federal requirement to take Algebra I (or one of the exceptions noted below) while in high school. Reports the selected code (A - G) from the student's enrollment record. When not populated, a blank value reports. | Student Information > General > Enrollments > Assessment Reporting Fields > Federal HS Math Testing Reqs Enrollment.federalMathReqAlgerbra | ||||||||||||||||||||||||||||||
| IEP Graduation Course Requirement | An indication of whether a student with a disability did not meet the state course requirement component of the NJDOE graduation requirements because of an exemption or modification contained in their Individualized Education Program (IEP). Reports the selected code:
| Student Information > General > Graduation > State Reporting Graduation Fields > IEP Graduation Course Requirement Graduation.iepGradCourseReq | ||||||||||||||||||||||||||||||
| IEP Graduation Attendance | An indication of whether a student with a disability did not meet the local attendance requirement component of the NJDOE graduation requirements because of an exemption or modification contained in their Individualized Education Program (IEP). Reports the selected code:
| Student Information > General > Graduation > State Reporting Graduation Fields > IEP Graduation Attendance Graduation.iepGradAttendance | ||||||||||||||||||||||||||||||
| LIEP Language of Instruction | Indicates the language of instruction for the Language Instruction Educational Program (LIEP) course in which an English language learner (ELL) is placed in order to develop and attain English proficiency while meeting challenging State academic standards. Reports the selected code from the student's enrollment record. When not populated, a blank value reports. Alphanumeric, 3 characters | Student Information > Program Participation > English Learners (EL) > EL > LIEP Language of Instruction Lep.liepInstructionLanguage | ||||||||||||||||||||||||||||||
| City of Resident | The name of the city in which the student lives. If there is more than one primary city of residence, the most current city by start date reports. Any secondary city of residence does not report. Alphanumeric, 30 characters | Census > Address > City Address.city | ||||||||||||||||||||||||||||||
| Migrant Status | Indicates if the student is eligible for migrant education services. Alphabetic, 1 character (Y or N) | Student Information > General > Enrollments > State Reporting Fields > Migrant Enrollment.migrant | ||||||||||||||||||||||||||||||
| Eighth Technological Literacy | Indicates whether the student has met the eighth grade criteria of technological proficiency. Alphanumeric, 2 characters | Student Information > General > Enrollments > State Reporting Fields > 8 Tech Literacy EnrollmentNJ.8TechLiteracy | ||||||||||||||||||||||||||||||
| Health Insurance Status | Indicates whether the student has health insurance coverage. Alpha, 1 character (Y or N) | Student Information > General > Enrollments > State Reporting Fields > Health Coverage EnrollmentNJ.healthCoverage | ||||||||||||||||||||||||||||||
| Health Insurance Provider | The name of the heath insurance provider of the student. Alphanumeric, 50 characters | Student Information > General > Enrollments > State Reporting Fields > Health Insurance Provider EnrollmentNJ.healthInsurance Provider | ||||||||||||||||||||||||||||||
| Home Language | The primary language or dialect that students use to communicate at home. Alphanumeric, 3 characters | Census > People > Identities > Home Primary Language Identity.homePrimaryLanguage | ||||||||||||||||||||||||||||||
| Immigrant Status | Selection indicates student meets the Federal definition of being an immigrant:
Reports based on the Yes, No or no selection on the State Reporting Enrollment Editor field. Alphabetic, 1 character | Student Information > General > Enrollments > State Reporting Fields > Immigrant Enrollment.immigrant | ||||||||||||||||||||||||||||||
| First Entry Date into a US School | Date the student first received schooling at a school in the United States. Reports the date associated with the student's Date Entered US School if the student's Birth Country is any selection other than 2330: United States or 1790: Puerto Rico. Reports a blank value if Birth Country is the United States or Puerto Rico. Date field, 8 characters (YYYYMMDD) | Census > People > Demographics > Date Entered US School Census > Person Information > Birth Country Identity.dateEnteredSchool | ||||||||||||||||||||||||||||||
| Homeless | An indication that the student lacks a fixed, regular and adequate residence.
Homeless can be Yes at anytime during the reporting period start and end dates. Alphabetic, 2 characters | Student Information > Program Participation > Homeless Homeless.unaccompaniedYouth | ||||||||||||||||||||||||||||||
| Homeless Primary Nighttime Resident | Indication of the nighttime residence of homeless students. Reports the selected value when the student has a homeless status of Yes at anytime during the reporting period start and end dates. Alphanumeric, 1 character | Student Information > Program Participation > Homeless > Primary Night Time Residence Homeless.primaryNightTimeResdence | ||||||||||||||||||||||||||||||
| Homeless Instructional Service | Indication of whether a homeless student is receiving or not receiving instructional services under 42 U.S.C. §11432(a). Y = Yes, student receives instructional services. See Additional Notes for a list of services. N = No, student does not receive instructional services
Otherwise, reports 'N' Alphabetic, 1 character (Y or N) | Student Information > Program Participation > Homeless > Instructional Services | ||||||||||||||||||||||||||||||
| Homeless Support Service | Indication of whether or not a homeless student is receiving support services under 42 U.S.C. §11432(a). Y = Yes, student receives support services. See Additional Notes for a list of services. N = No, student does not receive support services.
Otherwise, reports 'N' Alphabetic, 1 character (Y or N) | Student Information > Program Participation > Homeless > Support Services | ||||||||||||||||||||||||||||||
| Alternative Education Program | Indication that the student is enrolled in an alternative education program. Alphabetic, 1 character (Y or N) | Student Information > General > Enrollments > State Reporting Fields > State Reporting Fields > Alternative Program Enrollment.atlProgram | ||||||||||||||||||||||||||||||
| Title I Indicator | Indication that the student is participating in and being served by programs under Title I, Part A of ESEA as amended.
Reports 02 when: School > Title 1 Schoolwide Program
Otherwise, reports 05. Alphanumeric, 2 characters | System Administration > Resources > School > School History > Tittle I Student Information > General > Enrollments > State Reporting Fields > Title 1 (multiple fields) | ||||||||||||||||||||||||||||||
| School Status | Reports the student's current enrollment status, either A (Active) when the Enrollment End Date field is after or equal to the End Date entered on the report editor, or I (Inactive) when the Enrollment End Date field is before the End Date entered on the report editor. Alphabetic, 1 character (A or I) | Student Information > General > Enrollments > General Enrollment Editor > End Date Enrollment.endDate | ||||||||||||||||||||||||||||||
| School Entry Code | Reports the local Enrollment Local Start Status.
Alphanumeric, 3 characters | Student Information > General > Enrollments > General Enrollment Editor > Local Start Status Enrollment.localStartStatus | ||||||||||||||||||||||||||||||
| Days Open | Reports the number of days the program of instruction was in session for the entire year, July 1 to June 30. Acceptable values between 180 and 250. Numeric, 3 digits | System Administration > Calendar > Calendar > Calendar > Calendar Information > Start Date, End Date Calendar.startDate Calendar.endDate | ||||||||||||||||||||||||||||||
| Number of Days Present | The number of school days in session a student is recorded as present during the annual reporting period from July 1 to June 30. This includes days the student attended from a remote learning environment.
| System Administration > Calendar > Calendar > Calendar > Whole Day Absence Calendar.wholeDayAbsence | ||||||||||||||||||||||||||||||
| Number of Days Absent | The number of school days in session a student is recorded as absent during the annual reporting period from July 1 to June 30. This includes days the student was absent and scheduled to receive instruction from a remote learning environment.
| System Administration > Calendar > Calendar > Calendar > Whole Day Absence Calendar.wholeDayAbsence | ||||||||||||||||||||||||||||||
| Number of State Excused Absences | Reports the number of days a student is absent for a State-excused reason during the annual reporting period, July 1 to June 30. This includes Attendance Statuses of Absent and an Attendance Excuse of Exempt, and includes State Attendance Codes of 3, 4, 6, 8 and 9. Attendance records with these State Attendance Codes do NOT count against the Number of Days Present or Number of Days Absent. Numeric, 3 digits | System Administration > Attendance > Attendance Codes > State Code AttendanceExcuse.stateCode | ||||||||||||||||||||||||||||||
| Reports Shared Voc | An indication that the student is a shared-time vocational school student being reported by the county vocational school. Reports Y when the Shared Time field is selected on the State Reporting Enrollment editor. Otherwise, reports a value of N. Alphanumeric, 1 character (Y or N) | Student Information > General > Enrollments > State Reporting Fields > Shared Time Enrollment.sharedTime | ||||||||||||||||||||||||||||||
| Deaf Hard of Hearing | An indication of whether a preschool student is Deaf or Hard of Hearing. Reports a value of Y when the student has a Special Education State Reporting record with the Deaf or Hard of Hearing checkbox is marked at any time during the date range entered on the extract editor. The student must be enrolled in a non-excluded enrollment with a preschool state grade level of 3H, 3F, 4H, 4F, 5H, or 5F. Alphanumeric, 1 character (Y or N) | Student Information > Special Education > General > Start Reporting > Deaf or Hard of Hearing SpecialEDState.deafHardOfHearing | ||||||||||||||||||||||||||||||
| Language Acquisition | The language acquisition rating of a preschool child who is Deaf or Hard of Hearing. Reports the selected code from the most recent Special Education State Reporting record that occurs during the Extract Editor Date Range AND:
| Student Information > Special Education > General > Start Reporting > Language Acquisition SpecialEDState.languageAcquisition |
Attendance Data Validation Details
The Attendance Data Validation Details reports return a total count of period minutes and total of days, respectively, by date and attendance code for students in the selected grade levels. Two options are available - Attendance Period Details and Attendance Day Details.
These reports can be used to validate a student's attendance minutes prior to submitting the SMART SID Management Extract to the state.
Use these Validation reports to assist with troubleshooting attendance calculations you feel are in error. By comparing the results of the SMART SID Management Extract with the results of the Validation reports, attendance issues can be corrected before submitting information to the state.
If there are concerns with the results, contact Campus Support and include the CSV output.
SMART SID Management Attendance Validation Tools
Attendance Codes
Each attendance record that is counted in the validation reports uses the assigned State Code. For ease of calculation, only one attendance code is used for each student for each day, with the code that has the most minutes assigned taking precedence.
For example, if a student is marked as Absent/Excused for periods 2, 3, 4 and 5 using an attendance code associated with State Code 3 with a total of 240 minutes of absence, and marked as Absent/Unknown for period 1 using an attendance code associated with State Code 5 with a total of 60 minutes of absence, the primary state attendance code for that day would be 3 (not 5). State Code 5, Half Day Attendance, does not impact how the day is processed and does not prevent the student from being marked as a full day of absence.
State Codes for Attendance Statuses
Acceptable Attendance Codes for a State Excused Day must have one of the following State Codes selected:
- 3: Excused/Exempt absence Religious or BYCW day
- 4: Excused Vocational School, District closed no transport
- 6: Excused Absence Due to College Visits
- 8: Take your Child to Work Day
- 9: Participation in Veteran's Day
Acceptable Excuse Codes for a State Excused Day must have an Excuse value of Exempt.
Attendance Code Setup for Excused Day
Attendance entries with a State Code of 5: Half-Day Absence take precedence over every other state code assignment.
The following table answers which State Code with what Excuse Codes is used for determining whether Present Minutes, Absent Minutes and Excused Minutes are calculated for an attendance entry.
| Excuse Code | Present Minutes | Absent Minutes | Excused Minutes |
|---|---|---|---|
| Attendance entry with a State Code of 3, 4, 6, 8 or 9: | |||
| U: Unknown | No | Yes | No |
| E: Excused | No | Yes | No |
| X: Exempt | No | No | Yes |
| Attendance entry with a State Code that is NOT 3, 4, 6, 8 or 9: | |||
| U: Unknown | No | Yes | No |
| E: Excused | No | Yes | No |
| X: Exempt | No | Yes | No |
Attendance Period Details Validation
The Period Details Validation generates a list of attendance data for each student in a seven day range (start and end date must be no more than a range of 7 days) for each period of the day, and includes a total number of present and absent minutes for both in classroom attendance and virtual attendance.
Calculation for Attendance Period Details Validation
The following details the steps used to calculate attendance period minutes. Click on the image to display a larger view.
Step 1. Assign Minutes to Presence or Absence
For each attendance record, a status of Present or Absent is assigned. When students are attending in-person classes, an attendance record most often indicates a student was absent. When students are attending virtual classes, an attendance record most often indicates a student was present.
In the image below, a student who was marked absent from in-person classes has a total of 55 minutes absent. A student who was marked as present for virtual classes has a total value of 55 minutes present.
Attendance Minutes for Present or Absent
Step 2. Adjust based on State Code 3, 4, 6, 8, 9 and Excuse = Exempt
That 55 minutes of absent/present is adjusted for the state code assigned to the attendance record, as well as the Exempt excuse. Absent minutes for State Code 5 are not adjusted in this step. A state code of 3, 4, 6, 8 or 9 counts those 55 minutes as excused.
Attendance Entry for Exempt Records
Step 3. Adjust for Minutes Present from Absent Record with Absent Minutes Greater than Zero
The total number of minutes the student is marked as Present is subtracted from the total period minutes. That result is reported as the student's total absent minutes for that period (value should be greater than zero).
Absent Minutes Greater Than Zero
Generate the Attendance Period Details Validation Report
- Select SMART SID Management Attendance Period Details from the Extract Type dropdown list.
- Enter a Reporting Period Start Date.
- Enter a Reporting Period End Date. Note that the Start and End Date range cannot be more than seven days.
- Mark the Student w/o stateIDs if those students should not appear in the report.
- Indicate the Format in which in which the report should generate.
- Click the Generate Extract button o generate the report in the desired format. Or, use the Submit to Batch button (if applicable) to choose when the extract generates.
SMART SID Management Attendance Period Details
Attendance Period Details Validation Report Layout
| Field | Description | Location |
|---|---|---|
| Detail Report Type | Indicates which validation report displays. Reports Attendance Data by Period for all students. | N/A |
| Calendar | Lists from which calendar the data was pulled. This is the name of the calendar selected in the Report editor. | System Administration > Calendar > Calendar > Calendar > Name Calendar.name |
| Virtual Participation Preference | Indicates whether Virtual Attendance Preferences have been enabled for the selected district. When the Enable Virtual Attendance checkbox is marked on the Virtual Attendance Preferences tool, displays a value of Enabled. When the Enable Virtual Attendance checkbox is NOT marked, displays a value of Disabled. | System Administration > Attendance > Virtual Attendance Preferences > Enable Virtual Attendance |
| Whole Day Absence | Indicates the total number of minutes that is considered a full day of absence. This is the value entered in the Whole Day Absence field on the Calendar Detail tool. | System Administration > Calendar > Calendar > Calendar > Whole Day Absence Calendar.wholeDayAbsence |
| State ID | Reports the student's assigned State ID number. | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
| Last Name | Reports the last name of the student. | Census > People > Demographics > Person Information > Last Name Identity.lastName |
| First Name | Reports the first name of the student. | Census > People > Demographics > Person Information > First Name Identity.firstName |
| Middle Name | Reports the middle name of the student. | Census > People > Demographics > Person Information > Middle Name Identity.middleName |
| Date | Reports the date of the student's attendance entry. | |
| Share Time Enrollment | Indicates whether the student is full time enrolled in the selected calendar or shares time with an enrollment in another calendar. | Student Information > General > Enrollments > State Reporting Fields > Shared Time |
| Start Time | Lists the start time of the first period in which the student is enrolled. | System Administration > Calendar > Calendar > Periods > Period Selection > Start Time |
| End Time | Lists the end time of the first period in which the student is enrolled. | System Administration > Calendar > Calendar > Periods > Period Selection > End Time |
| Scheduled Period Minutes | Reports the total number of minutes in that scheduled period. | System Administration > Calendar > Calendar > Periods > Period Selection > Period Info |
| Attended Status | Lists the student's status for the day. | Student Information > General > Attendance > Attendance Record > Status |
| District Attendance Code | Lists the attendance code assigned for the attendance entry for that day. | Student Information > General > Attendance > Attendance Record > Code |
| Excuse Category | Indicates whether the attendance excuse is Unexcused, Unknown or Excused. | Student Information > General > Attendance > Attendance Record > Excuse |
| State Attendance Code | Reports the State Code assigned to the attendance code. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > State Code |
| Acceptable Attendance Code for State Excused Days | Indicates whether the attendance state code (3, 4, 6, 8 or 9) is valid for the excused days recognized by the state. Reports Yes or No. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > State Code |
| Acceptable Excuse Code for State Excused Days | Indicates whether the excuse reason (Exempt) is valid for the excused days recognized by the state. Reports Yes or No. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > Excuse |
| Minutes Present on Absence Record | Reports any total number of minutes the student was considered present for a period when the attendance record indicates the record as an absence. | Student Information > General > Attendance > Attendance Record > Present Minutes |
| Present Minutes | Lists the total number of minutes for which the student was marked present for the entire period. | Student Information > General > Attendance > Attendance Record > Present Minutes |
| Absent Minutes | Lists the total number of minutes for which the student was marked absent. Unless noted otherwise, a student is considered absent for the entire period. | Student Information > General > Attendance > Attendance Record |
| Remote Present Minutes | Lists the total number of minutes for which the student was marked present for remote (virtual) learning. | Student Information > General > Attendance > Attendance Record > Present Minutes |
| Remote Absent Minutes | Lists the total number of minutes for which the student was marked absent for remote (virtual) learning. | Student Information > General > Attendance > Attendance Record |
| State Excused Minutes | Lists the total number of minutes the student was marked as excused and approved by the state. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > State Code, Excuse |
| Days Open | Reports the total number of calendar days in the selected calendar. | System Administration > Calendar > Calendar > Days > Start Date, End Date |
Attendance Day Details Validation
generates a list of attendance data for each student for each day in a 31 day range (start and end date must be no more than a range of 31 days), and includes a total number of present and absent minutes for both in classroom attendance and virtual attendance.
Calculation for Attendance Day Details Validation
The following details the steps used to calculate attendance day minutes, and provides information on how multiple state codes and excused codes in a single day are processed. Click on the image to display a larger view.
Step 1. Determine Primary Attendance Code
Out of the eight periods in one day, three periods have a State Code assigned - two with State Code 3, one with State Code 5. The number of period minutes covered by State Code 3 is 100; the number of period minutes covered by State Code 5 is 50. The primary state attendance code for the day is 3.
Primary Attendance Code for the Day
Step 2. Summarize the Minutes
8 periods in a day x 50 minutes = 400 total minutes of a day.
A whole day of absence is 240. Of those 400 minutes, the student was physically absent for 80, virtually absent for 40, physically present for 240, and virtually present for 20, with 80 minutes considered excused based on the assigned state code.
Summary of Day Minutes
Step 3. Calculate Day Absent
When Physically Absent Minutes are greater than the Calendar minutes minus Whole Day Absence, the student has 1 day of absence.
Days Absent Calculation
Step 4. Shared Time = 1 Absent Day
When the student has a Shared Time Enrollment and the Absent Minutes are greater than the Whole Day Absence are divided by 2, the student has 1 day of absence.
Calculation for Shared Time Enrollments
Step 5. Shared Time = Half Day
When the student has a Shared Time Enrollment, and the Absent Days and Days Present are divided by 2, the student has a half day of absence.
Calculation for Shared Time Enrollments for Half Day Absence
Step 6. Process Primary State Code 5
Attendance Records for days with a primary State Code of 5 do not use absent minutes to determine the daily attendance. These records are treated as half day absences and a student is counted as having a full day of attendance, except if the student is a Shared Time student, in which case the student receives a half day (.5) of absence.
Attendance State Code 5
Step 7. Process Days with All State Excused Minutes
When the total Period Minutes for the day are less than or equal to the Period Minutes State Excused by an Exempt State Code, Days Present and Days Absent equals 0 and Days Excused equals 1.
State Excused Minutes
Generate the Attendance Day Details Validation Report
- Select SMART SID Management Attendance Day Details from the Extract Type dropdown list.
- Enter a Reporting Period Start Date.
- Enter a Reporting Period End Date. Note that the Start and End Date range cannot be more than seven days.
- Mark the Student w/o stateIDs if those students should not appear in the report.
- Indicate the Format in which in which the report should generate.
- Click the Generate Extract button o generate the report in the desired format. Or, use the Submit to Batch button (if applicable) to choose when the extract generates.
SMART SID Management Attendance Day Details
Attendance Day Details Validation Report Layout
| Field | Description | Location |
|---|---|---|
| Detail Report Type | Indicates which validation report displays. Reports Attendance Data by Day for all students. | N/A |
| Whole Day Absence | Indicates the total number of minutes that is considered a full day of absence. This is the value entered in the Whole Day Absence field on the Calendar Detail tool. | System Administration > Calendar > Calendar > Calendar > Whole Day Absence Calendar.wholeDayAbsence |
| Virtual Participation Preference | Indicates whether Virtual Attendance Preferences have been enabled for the selected district. When the Enable Virtual Attendance checkbox is marked on the Virtual Attendance Preferences tool, displays a value of Enabled. When the Enable Virtual Attendance checkbox is NOT marked, displays a value of Disabled. | System Administration > Attendance > Virtual Attendance Preferences > Enable Virtual Attendance |
| State ID | Reports the student's assigned State ID number. | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
| Last Name | Reports the last name of the student. | Census > People > Demographics > Person Information > Last Name Identity.lastName |
| First Name | Reports the first name of the student. | Census > People > Demographics > Person Information > First Name Identity.firstName |
| Middle Name | Reports the middle name of the student. | Census > People > Demographics > Person Information > Middle Name Identity.middleName |
| Date | Reports the date of the student's attendance entry. | Student Information > General > Attendance Attendance.date |
| Share Time Enrollment | Indicates whether the student is full time enrolled in the selected calendar or shares time with an enrollment in another calendar. | Student Information > General > Enrollments > State Reporting Fields > Shared Time |
| Period Minutes for the Day | Reports the total number of instructional period minutes for the entire school day. This is usually the same as the Student Day minutes on the Calendar Detail, | System Administration > Calendar > Calendar > Period > Period Schedule Info > Instructional Minutes System Administration > Calendar > Calendar > Calendar > Student Day (Instructional Minutes) |
| Primary State Code | Reports the State Code assigned to the attendance code. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > State Code |
| Acceptable Attendance Code for State Excused Days | Indicates whether the attendance state (3, 4, 6, 8 or 9) code is valid for the excused days recognized by the state. Reports Yes or No. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > State Code |
| Present Minutes | Lists the total number of minutes for which the student was marked present for the selected day. | Student Information > General > Attendance > Attendance Record > Present Minutes |
| Absent Minutes | Lists the total number of minutes for which the student was marked absent for the selected day. | Student Information > General > Attendance > Attendance Record |
| Remote Present Minutes | Lists the total number of minutes for which the student was marked present for remote (virtual) learning. | Student Information > General > Attendance > Attendance Record > Present Minutes |
| Remote Absent Minutes | Lists the total number of minutes for which the student was marked absent for remote (virtual) learning. | Student Information > General > Attendance > Attendance Record |
| State Excused Minutes | Lists the total number of minutes the student was marked as excused and approved by the state. | System Administration > Attendance > Attendance Code > Attendance Excuse Detail > State Code, Excuse |
| Present Days | Reports the total number of days the student was considered present. One day reports as 1.0; less than one day reports as 0.5. | Student Information > General > Attendance > Attendance Record |
| Absent Days | Reports the total number of days the student was considered absent. One day reports as 1.0; less than one day reports as 0.5. | Student Information > General > Attendance > Attendance Record |
| Remote Present Days | Reports the total number of days the student was considered present. One day reports as 1.0; less than one day reports as 0.5. | Student Information > General > Attendance > Attendance Record |
| Remote Absent Days | Reports the total number of days the student was considered absent. One day reports as 1.0; less than one day reports as 0.5. | Student Information > General > Attendance > Attendance Record |
| State Excused Days | Lists in numeric form whether that day of absence is considered exempt by the state and does not count as a day of absence. One day reports as 1.0; less than one day reports as 0.5. | Student Information > General > Attendance > Attendance Record |
| Days Open | Reports the total number of calendar days in the selected calendar. | System Administration > Calendar > Calendar > Days > Start Date, End Date |
