Official Site of The State of New Jersey

Per the NJSLEDS Staff Management reporting responsibilities document, districts are required to submit both payroll staff and contracted personnel (purchased services) to the Staff Management submission in NJSLEDS, in accordance with federal reporting requirements.

Staff to be reported include:

• Teachers (including special education teachers)
• School and district administrators
• Support staff (i.e., paraprofessionals, library aides, instructional coaches)
• Instructional coordinators/supervisors
• Non-instructional staff (i.e., bus drivers, cafeteria workers) when services are provided through contracts or purchase agreements.

All staff serving in educational roles, whether hired directly or through contracted services, must be reported. This applies aboth the district (LEA) and state (SEA) level.

For more details, visit the Staff Management User Resources page. You can also review the Job Codes and Job Code Subcategories list on the Key Documents page to confirm which positions need to be reported.

Yes, contracted personnel must be submitted to NJSLEDS, but reporting requirements vary depending on the staff type.

• Certified instructional staff (i.e., contracted teachers, related service providers) must be reported with required data elements such as Salary and Highest Education Level, just like payroll employees.
• Non-instructional contracted staff (i.e., bus drivers, crossing guards) do not need to include these fields. This applies to staff submitted with a job code of 0100 or lower.
• For all contracted staff, salary information is not required unless the position is certificated.

For a full list of required fields for contracted personnel, refer to the Staff Management Submission Handbook.

In this scenario, District A should report the staff member to NJSLEDS because they are responsible for paying the individual's salary, even though the staff member is physically working in District B.

District A should submit the staff record and enter District B's CDS code in the AssignedDistrict field to reflect the staff member's work location.

When determining who should report a staff member in similar shared-service arrangements, districts are encouraged to consider the terms of the employee's union contract and which entity holds employment responsibility.

For more information, refer to Reporting Scenario #4 in the Staff Management Reporting Responsibilites document.

For positions that rotate on a regular basis, such as therapists or custodial staff, LEAs should report the individual working during the week of the Snapshot.

For example:

• If different Occupational Therapists serve the district each week, report the therapist assigned during the Snapshot week.
• For non-certificated roles like custodians, report the person working that week.

In these cases, report the salary or rate allocated to the role, even if multiple individuals perform the duties throughout the year.

If the district does not have direct access to staffing details, they should contact the contracted service provider to obtain the required information for reporting.

For more information, refer to the guidance in the Staff Management Reporting Responsibilites document.

No. County Special Services School Districts (CSSSDs) are responsible for reporting their own staff in NJSLEDS.

If your district sends students to a CSSSD, you do not submit the staff working at the CSSSD. The CSSSD will report them directly.

For more details, refer to Reporting Scenario #11 in the Staff Management Reporting Responsibilites document.

Only certain substitutes need to be reported to Staff Management.

If a substitute is certified by the state and works in your district in the same position for more than 20 days, you must submit them to NJSLEDS.

For more details, refer to Reporting Scenario #5 in the Staff Management Reporting Responsibilites document.

Staff members who work at a contracted preschool provider location and are not employed by your LEA are not to be submitted to Staff Management. However, if your district is responsible for paying them, then yes.

In NJSLEDS, the CertificationStatus field should be marked "Y" only for staff members whose primary assignment requires certification. This includes roles such as certificated teachers, school nurses, media specialists, guidance counselors, child study team members, administrators, and psychologists.

Non-teaching staff members in positions that do not require certification, such as paraprofessionals, clerical staff, or bus drivers, should be reported with a value of "N".

The Social Security data element is only required for certificated staff members, indicated by a value of "Y" in the CertificationStatus field. It is optional for all other staff members.

No. The AgeGroupTaught field is mandatory for all Special Education staff members, not just teachers. This includes any staff whose JobCodeSubcategory is 3 (Hearing), 4 (Visual), or 5 (Special Education). If a staff member works with both age groups, report the age group they work with the most often.

If a staff member holds multiple roles within your LEA or works at multiple locations, you must report each assignment separately in your Staff Management file.

To do this, certain fields must be repeated up to six times for each staff member, using numbers 1 through 6 at the end of each field name.

The fields you must repeat are:

• CountyCodeAssigned
• DistrictCodeAssigned
• SchoolCodeAssigned
• FullTimeEquivalency
• JobCode
• JobCodeSubcategory
• AgeGroupTaught
• CredentialType

Each set should reflect one role or one location where the staff member works.

For staff who are paid per diem, such as long-term substitutes, you must report an annualized salary in the StaffCompensationBaseSalary field. 

To calculate this, multiply the individual's daily rate by the number of days they are expected to work. For example, a staff member earning $200 per day for 180 days should be reported with a salary of $36,000 ($200 x 180).

For the Fall Snapshot in NJSLEDS, report the amount of additional compensation the staff member has actually received as of the Snapshot date.

Any additional compensation paid after the Fall Snapshot should be captured in the End of Year Snapshot. That submission should reflect the total compensation paid from the start of the year through year-end, including any amounts already reported in the Fall.

Part-time staff who are paid through lump-sum contracts should be reported using Purchased Services Job Codes in NJSLEDS. When these codes are used, reporting salary information is optional. 

If your district chooses to report a salary for staff using a Purchased Services code, you must also enter a FullTimeEquivalency value that accurately reflects their part-time status (i.e., less than 1.00).

For more details, refer to Scenario #6 in the Staff Management Reporting Responsibilites document.

Nonpublic school experience may only be reported by APSSDs. All other submitters should report public school experience only in the YearsOfPriorExperience, YearsInLEA, and YearsInNJ fields.

For more details, refer to Scenario #12 in the Staff Management Reporting Responsibilites document.

No. While we encourage districts to resolve as many errors as possible, errors remaining at the end of the soft launch will not affect your QSAC rating or district status.

If your unresolved records are still appearing after associations, it may be due to a system issue currently being addressed by the NJSLEDS development team. In the meantime, you can filter your records in the Submission Records tab using the Record Status dropdown to view only "New SMID" or "Associated SMID" records. You do not need to take additional action unless otherwise contacted by the NJSLEDS Help Desk.

If your file is rejected due to a template mismatch:

• Make sure you are using the correct NJSLEDS template for Staff Management submissions.
• If you are exporting from a staff management system or other source system, verify that all required fields are included.

If you are missing key data like Social Security Numbers, you may need to either:

• Upload a corrected file, or
• Use the ID Management page to manually associate records.

During the soft launch, incomplete records will not impact QSAC or your district's standing.

Federal reporting requirements have not changed. However, New Jersey is strengthening its compliance with these expectations. Districts have always been required to submit detailed staff data, including for purchased services.

This information supports federal reporting through EDFacts, particularly in report files FS059 and FS070. For more details, districts are encouraged to review the relevant EDFacts report specifications.

No. Each staff member is assigned one unique SMID that remains the same across all districts where they are employed. Unlike Student Management, multiple districts can report the same staff member in NJSLEDS without conflict. The system is designed to support shared staffing arrangements while maintaining a single statewide identifier.

Districts should follow local policy when determining whether to inactivate staff on maternity leave.

If your district chooses to inactivate these staff members, you should also update the DistrictEmploymentBeginDate to reflect the most recent to active status.

If your district policy is to keep staff active during approved leave, you are not required to inactivate them in NJSLEDS.

For more details, refer to Scenario #7 in the Staff Management Reporting Responsibilites document.

A staff member who has already been reported as "Inactive" in an official Snapshot period (Fall or End of Year) may be removed from NJSLEDS if the district does not plan to report them in any additional submissions during the current school year.

Some important considerations:

• If an inactive staff member is still expected to be included in a later submission (such as Course Roster), the record must remain in NJSLEDS through the End of Year Snapshot.
• Staff members who are not returning for the new school year but were active in the prior End of Year Snapshot should be included as "Inactive" in the first file upload for the new year and retained in NJSLEDS until after the Fall Snapshot.