New Jersey Department of Education

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NJ SMART Education Data System

About State Submission

State Data Submissions Icon State Submission collects a set of core data elements that provide a more comprehensive picture of a student, outside of demographic data. The State Submission is reported to the NJDOE at the deadline of Official reporting periods. LEAs are expected to be aware of and in compliance with their respective reporting responsibilities for the State Submission. Additional documentation and resources are available on the Documents for Downloads page and Training Information page to assist users.

Updates to State Submission

2018-2019 School Year:

Warnings have been added to the fields of Homeless, MigrantStatus, and ImmigrantStatus

2017-2018 School Year:

The following fields have been removed: CumulativeDaysInMembership, CumulativeDaysPresent, and CumulativeDaysTowardsTruancy.

  • Acceptable values for Homeless and a validation check for HomelessPrimaryNighttimeResidence have been updated.  

2014-2015 School Year:

The data element "Resident Municipal Code" is no longer in the State Submission and is now collected in SID Management.  This data element is collected only in SID Management as of August 7, 2014.

2013-2014 School Year:

The data elements "Program Type Code", "LEP Program Start Date", "LEP Program Completion Date", "Free and Reduced Lunch Status", "Special Education Classification", "Tuition Code", "Grade Level", "Retained" and "Non Public" are no longer in the State Submission and are now collected in SID Management.  These data elements are collected only in SID Management as of August 15, 2013. 

2011-2012 School Year:

A new data element was added to the State Submission.  NJ SMART began the collection of a new State Submission data element, "Nonpublic" on October 15, 2011-2012 for the State Submission.  This data element will help identify those Special Education students that are parentally placed in a non-public school.  The collection of these students is a requirement in order to fulfill federal reporting.

The "Enrollment Type" data element, no longer in State Submission, is now collected in SID Management.  The data element, Enrollment Type, is collected only in SID Management as of August 8, 2011.  The State Submission Student Data Handbook and File Templates have been updated to reflect this change and are available on the Documents for Download page.

The Special Education Classification data element has the code of 99 added to its list of acceptable values. This code is an indication for any student that was declassified/ returned to regular education. The Special Education Classification element is collected in both the State Submission and Special Education Submission. A student Special Education Classification code should be the same in both submissions.

2009-2010 School Year:

LEAs can now submit State and Special Education Submission data to NJ SMART at any point during the school year, during either the Local Data Mart (LDM) or State Snapshot submission periods. The Local Data Mart allows LEAs to prepare for their State Snapshot Submissions by minimizing errors and ensuring higher levels of data quality.  Local Data Mart submissions also allow LEAs to integrate their updated data into District Reports.  In doing so, District Reports can now better assist LEAs with internal analysis by presenting users with the most current aggregate student data.
During the Local Data Mart submission periods, data submitted to State and Special Education Submissions will be matched with the most current SID Management data. LEAs do not have the option to release data to NJ DOE during the Local Data Mart period.

Key Dates

Please refer to the following dates for State Submission events. Remember, all submission data is erased at the close of Practice Periods or Local Data Mart deadlines in preparation for the Official Submission. Save a copy of your practice files.

  • November 15, 2018: Open Local Data Mart State Submission
  • June 28, 2019: Close Local Data Mart State Submission
  • July 2, 2019: Open Official EOY State Submission
  • August 2, 2019: Close Official EOY State Submission

Training Information

For detailed information on all trainings offered by NJ SMART, please visit the Training Information page