PublicConsultingGroup.com EOY Data Submission Webinar: Data Elements & Portal Use Summer 2007

Page 2 NJ SMART: EOY Submission Agenda Overview of Data Elements that have Changed 6 Steps for Uploading Files to NJ SMART Step 1: Create.csv file for upload Step 2: Upload file to the NJ SMART portal Step 3: View and download error reports Step 4: Correct errors in the portal (New!) Step 5: Submit corrections Step 6: Release files to the NJ DOE Questions?

Page 3 NJ SMART: EOY Submission Key Facts All Districts and Charter Schools are required to submit student level data by July 27, 2007 Districts have until midnight to retract released data One Data File will be required: End of Year or June 30 Snapshot File Format is.CSV Now that SIDs have been issued, SIDs must be included in file submission If no SID available for a student, SID will be issued after file is released IMPORTANT NOTE: If you submit a file which includes NO SIDs, file will not be accepted by NJ SMART Complete county, district and school codes have been posted on the NJ SMART DOE website at

Page 4 NJ SMART: EOY Submission Important Information Help Line: Help Website:

Page 5 NJ SMART: EOY Submission EOY Reporting – General Information Considerations for EOY data file: Students should be represented as of the last day of the school year (not in terms of where they are moving on to for ) Status is ACTIVE Grade level/program is the current grade level/program for Students moving to the next grade for the next school year ( ) should have a status of ACTIVE with their current ( ) school, grade level and program code IMPORTANT NOTE: Students Graduating High School Graduating 12 th graders should be listed as: ACTIVE Grade Level 12 School Exit Date: (Date of Graduation) School Exit/Withdrawal Code: L

Page 6 NJ SMART: EOY Submission DATA ELEMENTS THAT HAVE CHANGED

Page 7 NJ SMART: EOY Submission NJ DOE Number 19: RaceMulti RaceMulti – THIS FIELD HAS BEEN INACTIVATED Definition: 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. Type: Alpha Min Length: 1 Max Length: 1 Range of Values: N/A Required Element? No. This data field is no longer applicable. Format: Only NULL responses will be accepted. Additional Notes: No data should be entered for this field. An error will occur if information is provided for this field.

Page 8 NJ SMART: EOY Submission NJ DOE Number 20: RaceUnknown RaceUnknown - THIS FIELD HAS BEEN INACTIVATED Definition: 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. Type: Alpha Min Length: 1 Max Length: 1 Range of Values: N/A Required Element? No. This data field is no longer applicable. Format: Only NULL responses will be accepted. Additional Notes: No data should be entered for this field. An error will occur if information is provided for this field.

Page 9 NJ SMART: EOY Submission NJ DOE Number 42: ReportingPeriodBeginDate ReportingPeriodBeginDate Definition: The year, month, and day of the first day of the reporting period for the file submission. Type: Alpha Min Length: 8 Max Length: 8 Required Element? Yes. Mandatory for all students Format: Date must be in YYYYMMDD format Additional Notes: For the EOY snapshot, this data element will be (December 2, 2006).

Page 10 NJ SMART: EOY Submission NJ DOE Number 43: ReportingPeriodEndDate ReportingPeriodEndDate Definition: The year, month, and day of the last day of the reporting period for the file submission. This represents the snapshot date. Type: Alpha Min Length: 8 Max Length: 8 Required Element? Yes. Mandatory for all students Format: Date must be in YYYYMMDD format Additional Notes: For the EOY snapshot, this data element will be (June 30, 2007).

Page 11 NJ SMART: EOY Submission Important Information The new version of the NJ Student Handbook is posted on the NJ SMART DOE website A copy of this presentation is currently posted on the NJ SMART website Help Line: Help Website:

Page 12 NJ SMART: EOY Submission PORTAL USE DEMONSTRATION