SMART Staff Course Data Extract (New Jersey)

Tool Search: SMART Extracts

The Staff Course Data Extract reports a record for each staff member responsible for the roster in a course active during the reporting start and end dates. If this staff member enters, exits, and re-enters the same course section, information is reported from the most recent record.

Image of the SMART Staff Course Data editor.SMART Staff Course Data

Report Logic

The extract will first look for a Primary Teacher, Teacher, or Staff member listed as the Teacher of Record on the Staff History tool. If no Primary Teacher is assigned, the report will look for a Teacher assignment. If no Primary Teacher or Teacher assignment exists, the report looks for a Staff Member assignment.

If a course section has no students scheduled, it is not included in the report.

Report Editor

Field

Description

Extract Type

Selection determines which extract generates.

Reporting Period Start Date

Date determines the time frame of the extract, reporting only student data as of that date. Dates are entered in mmddyy format or can be chosen using the calendar icon.

Reporting Period End Date

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 using the calendar icon. The end date field is auto-populated with the current date.

Students without state IDs

When marked, students who have not been assigned a state ID will be returned, along with those who do have a state ID.

Exclude Cross-Site DataCross-site section enrollment data is not included in the report when checked.
  • Cross-site enrollment functionality must be enabled at the district level for the checkbox to display.
  • Defaults to checked.

Ad Hoc Filter

When selected, only those students in the filter will be included on the selected SMART extract.

Format

  • HTML
  • CSV format (state format)

Calendar Selection

Indicates from where the data is pulled.

Generate Extract 

Selection displays the results of the extract immediately. 

Generate the Extract

  1. Select SMART Staff Course Data from the Extract Type dropdown list.
  2. Enter a Reporting Period Start Date.
  3. Enter a Reporting Period End Date.
  4. Mark the Student w/o stateIDs if those students should not appear in the report.
  5. Select ad Ad hoc Filter, if desired.
  6. Indicate the Format in which the report should be generated.
  7. Click the Generate Extract button to generate the report in the desired format. 

Image of the Staff Course Data Extract in the CSV State Format.Staff Course Data Extract - State Format (CSV)

Image of the Staff Course Data Extract in HTML format.Staff Course Data Extract - HTML Format

Report Layout

Data Element

Description

Location

Local Staff Identifier

A unique number or alphanumeric code assigned to a staff member by the district.


Alphanumeric, 20 characters.

Census > People > Demographics > Person Identifiers > Local Staff Number


Person.staffNumber

Staff Member Identifier

A unique number assigned and maintained by the New Jersey Department of Education that is unique for each staff member.


Numeric, 8 digits

Census > People > Demographics > Person Identifiers > Staff State ID


Person.staffStateID

First Name

The staff person's legal first name.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName

Last Name

The staff person's legal last name.


Alphanumeric, 50 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName

Date of Birth

Staff person's date of birth.


Date field, 8 characters (YYYYMMDD)

Census > People > Demographics > Person Information > Birth Date


Identity.birthDate

County Code Assigned

Indicates the New Jersey county where the staff member is employed during the course start and end date.


Numeric, 2 digits

Census > People > District Employment > Employment Information

System Administration > Resources > Counties > Number


Counties.number

District Code Assigned

Indicates the local education agency where the staff member is employed during the course start and end date.


Numeric, 4 digits

Census > People > District Employment > Employment Information

System Administration > Resources > District Information > State District Number


District.Number

School Code Assigned

Indicates the school where the staff member is employed during the course start and end date.


Numeric, 3 digits

Census > People > District Employment > Employment Information

System Administration > Resources > School > State School Number


School.Number

Section Entry Date

The most recent date the staff member was assigned to the specific section of the course.

If the Primary Teacher Start Date field is blank, the value reports from the Term Start Date entered in Calendar Terms.

When more than one record exists for the Primary Teacher, the most recent record reports.


Date field, 8 characters (YYYYMMDD)

Scheduling > Courses > Course > Section > Staff History > Start Date


StaffHistory.startDate

Section Exit Date

The last date the staff member was assigned to the specific section of the course.

If the Primary Teacher End Date field is blank, the value reports from the Term End Date entered in Calendar Terms.

When more than one record exists for the Primary Teacher, the most recent record reports.


Date field, 8 characters (YYYYMMDD)

Scheduling > Courses > Course > Section > Staff History >  End Date


StaffHistory.endDate

Subject Area

The general content code per the NCES SCED code listing.


Numeric, 2 digits

Scheduling > Courses > Course > NCES Data > SCED Subject Area


Course.scedCourseID

Course Identifier

NCES-assigned course code.


Numeric, 3 digits

Scheduling > Courses > Course > NCES Data > SCED Course Identifier


Course.scedCourseID

Course Level

Indicates the level of rigor for the course.

See the NCES Data information for more information.


Alphanumeric, 1 character

Scheduling > Courses > Course > NCES Data > SCED Course Level


Course.scedCourseLevel

Grade Span

Identifies the intended grade span for a prior-to-secondary course.


Alphanumeric, 4 characters

Scheduling > Courses > Course > NCES Data > SCED Lowest Grade, SCED Highest Grade


Course.scedLowestGrade

Course.scedHighestGrade

Available Credit

Identifies the amount of credits available toward graduation to a student who successfully meets the course objectives.

Range of values - 0.000 to 20.000


Numeric, 6 digits

Scheduling > Courses > Course > NCES Data > SCED Available Credit


Course.scedAvailableCredit

Course Sequence

Indicates the course's consecutive sequence, interpreted as Part N of M, and is reported as NM.

Range of values - 11 to 99


Numeric, 2 digits

Scheduling > Courses > Course > NCES Data > SCED Sequence


Course.scedSequenceNum

Course.scedSequenceMax

Local Course Title

District's local name for the course.


Alphanumeric, 50 characters

Scheduling > Courses > Course > Name


Course.name

Local Course Code

District's local number for the course.


Alphanumeric, 15 characters

Scheduling > Courses > Course > Number


Course.number

Local Section Code

District's local section number for the course.


Alphanumeric, 10 characters

Scheduling > Courses > Course > Section > Section Number


Section.number