Student IDs

One of the primary goals of the NJ SMART December 2006 data submission was to collect the information required to create unique student identification numbers (SIDs) for every student in New Jersey public schools. With SIDs issued in March 2007, districts must now include them on all student transcripts, permanent record files, and other important student records.  The Department recognizes that it will take LEAs some time to fully incorporate the use of SIDs into their various systems and files. In the meantime, it is recommended the SID be marked on transfer cards to assist the receiving district in attaining the correct SID for transfer students.

Previously, Districts and Charters have only been able to manage student SIDs during specified data snapshot periods.  With the release of NJ SMART 2.0, Districts and Charters now have the ability to manage student SIDs at their convenience, throughout the year.  The moment a student enters a school, the District or Charter can determine if the student already has a SID assigned and if not, can request a new SID for the student without delay. In turn, this enhancement requires that each District and Charter keep their SID management up-to-date prior to each State Submission period.  Every student must have a SID number in order to submit them for the State Data Submissions and for the Special Education Submission.

The deadline for completing SID Management was October 15th and is now currently closed.  SID Management will reopen after the completion of the October 15th Core State and Special Education Submissions.

The SID Management functionality in the NJ SMART portal allows LEAs to:

• Acquire new student SIDs
• View and download existing SIDs
• Correct errors that prevent a SID from being issued
• Resolve conflict records
• Manage unresolved records
• Update individual student data
• Upload files

LEAs will be allowed to obtain a SID for every student as soon as he or she enters the LEA, as well as inactivate a student if he or she has left.  In turn, it is required that all students be assigned a valid SID number and all SID Management errors must be resolved before the October 15 Core and October 15 Special Education Submissions.  Any new student that enters your district with or without a SID number should be submitted to SID Management to ensure the correct transfer of SID ownership to the new district.  All LEAs are required to upload a Full File at the beginning of each school year.  The Full File must contain all students in the district as well as any students that have left over the summer.

SID Management Data Element Updates

The following data elements are not new, but have been moved from the Core State Submission and are now collected during SID Management.  These elements are:

County Code Receiving
District Code Receiving
School Code Receiving

The SID Management Student Data Handbook and SID Management template have been updated and are available for download on the Documents for Download page.