Official Site of The State of New Jersey

File-level errors prevent processing

An “Unsuccessful” status means your file was rejected before NJSLEDS could validate individual records. The two most common causes are:

Field Type Errors – A field contains the wrong data type (for example, text in a date field).

Field Length Errors – A field exceeds the maximum allowed length.

1. Click the file name in Submission History to see the Notes field
2. Review the data handbook for correct data types and lengths.
3. Verify your file is saved as .CSV UTF-8.
4. Check that headers match the template exactly.
5. Re-export from your local source system and re-upload to NJSLEDS.

Tip: Opening a CSV file in Excel and saving normally can break UTF-8 encoding. Always use “Save As” and select “CSV UTF-8.”

Your header row does not match the current template

NJSLEDS checks the header row of your file against the current template for that submission before it reads any records. If a column is missing, renamed, added or out of order, the entire file is rejected and no records process.

This most often happens when a file is built from an older copy of a template. Templates change between school years, and fields are sometimes added mid-year.

1. Download a fresh copy of the template from the User Resources page for your submission. Avoid reusing a copy saved to your computer or a shared network drive.
2. Open the fresh template and compare its header row to the header row in the file you tried to upload.
3. If the two do not match, copy your data into the fresh template rather than editing your header row by hand.
4. Save the file as .CSV UTF-8 and upload again.

If your file comes straight from your local source system: the header row comes from your system’s export mapping rather than from the template. Compare the export against the current template and ask your vendor to update the mapping if fields are missing.

Still seeing the old columns after downloading? Your browser may be opening a saved copy. Clear your browser cache and download the template once more.

Processing delays

Files typically process within a few minutes, but near-deadline periods can cause delays.

1. Wait at least 30 minutes.
2. Refresh Submission History; do not re-upload while one is still processing.
3. If unchanged after one hour, contact the Help Desk with the file name and timestamp.

“Processed” means accepted for validation, not error-free

1. Go to Submission Records (not Submission History)
2. Select your Submission Type
3. Click Error Report in the upper right corner
4. Export and review in Excel
5. Correct flagged records in your local source system, re-export and re-upload to NJSLEDS.

Your account may not have that permission

The dropdown reflects the permissions your Web User Administrator (WUA) assigned to your account.

1. Confirm with your WUA which submissions you have access to.
2. For more access, your WUA must submit an updated User Change Request Form.
3. Also confirm the submission window is currently open; some submissions are only available during specific collection periods.

Transfer Requests prevent dual enrollment

When you upload a student who is currently active in another NJ district, NJSLEDS automatically creates a Transfer Request. This prevents the student from being counted in two districts at once.

• Transfer Request: You are trying to enroll a student who is active elsewhere. Wait for the other district to inactivate them in NJSLEDS.
• Transfer Requested: Another district requested your active student. Mark the student as inactive and re-upload to NJSLEDS.
• Transfer Approved: The other district inactivated the student. Re-upload your file to complete the request.
• Transfer Waiting: A third district is in line. Another transfer is already in progress between two districts.

Verify and release the student

1. Verify the student actually left your district (check with your registrar)
2. Open the student’s record in your local source system
3. Change their status: DistrictStatus = “I” and SchoolStatus = “I”
4. Enter the SchoolExitDate (day after the last day of attendance, YYYYMMDD format)
5. Enter the appropriate SchoolExitWithdrawalCode; refer to the Student Management handbook
6. Re-upload your file to NJSLEDS. The system will automatically approve the transfer

No; never create multiple SIDs for a single student

The student already has a SID: that is how the system matched them. Creating another SID causes serious problems that require a merge request to fix. Keep the student in your upload files and wait for the transfer to resolve.

Check EnrollmentType and ReportedSharedVoc fields

Shared-time students should not trigger a Transfer Request if fields are set correctly:

• Academic district: EnrollmentType = S, ReportedSharedVoc = N
• Vocational school: EnrollmentType = S, ReportedSharedVoc = Y

Both districts should verify these fields and coordinate.

How to find your Error Report

1. Go to the Submission Records tab
2. Select the submission type
3. Click Error Report in the upper right corner
4. Toggle between “Record Level” and “Error by Type” views
5. Click Export to download and review in Excel

Tip: Filter to error records first: the export includes any filters applied.

The error resolution process

1. Identify: Export Error Report and Submission Records together
2. Fix in your local source system: NJSLEDS is a target system; you cannot edit records directly
3. Re-export: Fresh .CSV UTF-8 file from your local source system
4. Re-upload via Submission Upload: The system overrides corrected records
5. Verify: Check History for processing results, then Records to confirm that errors cleared

Different layout by design

The Error Report is organized by validation rules, not your file structure. Use it as a guide, then make corrections in your local source system using the template field names. Exporting both side-by-side in Excel is the most efficient approach.

Errors block processing. Warnings are advisory.

Errors must be resolved: records will not be accepted until corrected and re-uploaded to NJSLEDS.

Warnings flag potential data quality issues but do not block your submission.

Previously active records are missing from your first file upload of the new school year

A Sync error occurs when a student or staff member was reported as Active in the previous school year’s End-of-Year Snapshot but is missing from your first file upload of the new school year.

Student Management

1. Review the flagged student and compare the record with the information in your local source system.
2. Verify that the StateIdentificationNumber and LocalIdentificationNumber match the Sync record.
3. If the student is still enrolled in your district, include the student with DistrictStatus = A and SchoolStatus = A.
4. If the student is no longer enrolled in your district, include the student with DistrictStatus = I and SchoolStatus = I. Complete the SchoolExitDate, SchoolExitWithdrawalCode, and all other fields required for an inactive Student Management record.

For shared-time students, also verify that the EnrollmentType and ReportedSharedVoc are reported correctly.

Staff Management

1. Review the flagged staff member and compare the record with the information in your local source system.
2. Verify that the StaffMemberIdentifier and LocalStaffIdentifier match the Sync record.
3. If the staff member is still employed by your district, include the staff member with Status = A.
4. If the staff member is no longer employed by your district, include the staff member with Status = I and complete the DistrictEmploymentExitDate, DistrictEmploymentExitReason, and EmploymentSeparationType fields.

Correct the information in your local source system, re-export the updated file as CSV UTF-8, and upload it to NJSLEDS.

Important: A student reported with DistrictStatus = A and SchoolStatus = I will remain in Sync. Every previously active student and staff record from the prior End-of-Year Snapshot must be accounted for.

How to resolve Unresolved records

“Unresolved” = no automatic match found. Go to the ID Management tab.

• Associate: Link to an existing SID/SMID if the match is correct.
• Create New: Only if truly new to NJ public education.

After either action: update your local source system with the ID, match all key identity fields, then re-upload to NJSLEDS.

Caution: Creating a new ID when one exists creates multiple IDs that require a merge. Contact the NJSLEDS Help Desk if unsure.

Submit a Field Change Request

1. Review the Field Change Request instructions on the Key Documents page
2. Submit a Help Desk case under ID Change Management → Field Change Request
3. Wait for confirmation from the Help Desk that the change has been processed
4. Update your local source system and re-upload to NJSLEDS

Do not re-upload until you receive confirmation.

Submit a Merge Request

1. Review the Merge Request instructions on the Key Documents page
2. Submit a Help Desk case under ID Change Management → Merge Request
3. Keep the oldest ID with the most historical data
4. Wait for confirmation from the Help Desk that the merge has been processed
5. Update your local source system and re-upload to NJSLEDS

Merges are permanent. Only request when confident both IDs belong to the same person.

Classification must match across both submissions

If a student appears in both Special Education and Student Management, the SpecialEducationClassification must be identical. If they don't match, you'll receive an error on the Special Education submission.

1. Determine which submission has the correct information
2. Update the incorrect record in your local source system
3. Re-upload the corrected file to the appropriate submission

Tip: Student Management data can only be updated prior to the October 15 Snapshot.

A required record is missing or doesn’t match across submissions

An Out of Sync error means a record in one submission is missing or doesn't match another. For example, a student is active in Student Management with a Special Education Classification but missing from Special Education.

1. Verify key identifying fields (LID, SID, name, DOB) match exactly across both submissions
2. Confirm the student is included in all required data collections
3. Update your local source system and re-upload the corrected records to NJSLEDS

Your authorization code may not have been entered

1. Log into myNJ
2. Click the “auth code” link (top right)
3. Paste the code from your setup email (subject: “Authorization for DOE NJ SLEDS”)
4. Log out and back in

No email? Check spam/junk and ask your district’s IT team to check quarantine. Still missing? Contact the NJSLEDS Help Desk.

All password resets go through myNJ

The NJSLEDS Help Desk cannot reset myNJ passwords.

1. Go to the myNJ login page and click “Forgot Password”
2. Follow the prompts to reset
3. Log in, click NJSLEDS tile

Your Web User Administrator (WUA) must submit the access request

1. Ask your WUA to submit the NJSLEDS User Change Request Form
2. Processing takes one to two business days
3. You will receive an authorization code via email
4. Enter the code in myNJ to activate access

Up to eight users per district. District-issue emails are required; no shared inboxes will be accepted.

Two methods depending on your Excel version

Option 1: Excel supports CSV UTF-8

1. Open your file in Excel
2. Click File → Save As
3. In “Save as type”, select .CSV UTF-8 (comma-delimited)
4. Click Save

Option 2: Older Excel

1. Save as regular .CSV, close Excel
2. Right-click file → Open with → Notepad
3. File → Save As → change Encoding to UTF-8
4. Keep .csv extension, click Save

Start with a fresh download, then clear your cache if needed

Templates, handbooks and other resources are updated during the school year. If a file you are working from is missing a recent change, you are most likely opening a copy saved earlier rather than the current version on the site.

1. Check your Downloads folder for older copies with the same file name, then delete or rename them so you can tell the versions apart
2. Download the file again from the User Resources page and open it directly from that download
3. If it still looks out of date, clear your browser cache and download it once more
4. For submission templates, compare the header row against your working file before you populate any data

Prevent Excel from converting numbers

Excel 2016+: When opening a CSV, select “Don’t Convert” at the prompt

Excel 2013 and earlier: Use the Text Import Wizard and set columns to “Text”

Important: If Excel already converted your data, the zeros are gone. Re-export from your local source system.

Yes: NJSLEDS accepts files of any size

You can upload a file with as few as one record, as long as it follows the correct format and includes the necessary identifiers. The system processes each record by unique identifiers and updates accordingly.