Official Site of The State of New Jersey

1. What is the purpose of the Student Management submission in NJSLEDS?

The Student Management submission maintains accurate and up-to-date enrollment and demographic data across New Jersey’s Local Education Agencies (LEAs).

The NJDOE collects this data to ensure accurate tracking and reporting of student information across different systems and educational stages. It supports accountability, resource allocation, educational improvements and data security, all while adhering to state and federal mandates for reporting student outcomes.

2. How does Student Management in NJSLEDS differ from SID Management in NJ SMART?

Student Management in NJSLEDS functions similarly to SID Management in NJ SMART:

• Submission requirements remain the same, and LEAs will continue to report student enrollment and demographic data as before.
• The primary difference is that all data is now managed through NJSLEDS rather than NJ SMART, and is now referred to as the Student Management submission, rather than SID Management.

3. What are the core submission processes in NJSLEDS?

To upload a submission in NJSLEDS:

1. Log in and select Submission Upload from the top navigation bar.
2. Choose the correct submission type (in this case, Student Management) from the Submission Type dropdown menu and click Next.
3. Upload your CSV UTF-8 file.

After submitting:

• Your file will appear as "In Process" on the Submission History page.
• You will receive an email notification once the upload is complete.

4. When is the submission deadline for the Fall Student Management Snapshot in NJSLEDS?

Submission deadlines and snapshot dates are published on the NJSLEDS Submission Calendar. All data submitted for the Fall Snapshot must reflect student enrollment as of October 15 of the current school year.

5. Why does New Jersey use an "As of Date" for student data?

The U.S. Department of Education requires every state to submit student enrollment data based on a single, consistent snapshot in time. This ensures all 50 states report comparable data using the same timeframe. New Jersey uses an official “As of Date” of October 15 to:

• Meet federal reporting requirements for EDFacts and Common Core of Data
• Support federal funding formulas like Title I and IDEA
• Create an accurate, unduplicated statewide enrollment count
• Enable consistent year-over-year comparisons

By anchoring all districts to one date, NJDOE ensures everyone’s data represents the same moment in time.

6. How does the "As of Date" work in practice?

1. NJDOE sets the As of Date (e.g. October 15) for each data collection
2. Districts report students and staff who were enrolled or employed on that specific date
3. NJSLEDS validates the data and generates statewide counts
4. NJDOE uses this dataset to fulfill federal reporting requirements

7. When should I update a student's StudentLearningEnvironment?

Update the StudentLearningEnvironment if the student's mode of instruction changes during the school year.

• If the student is marked as 1 (Full-time on Premises), then both RemoteDaysAbsent and RemoteDaysPresent must be 0.
• If the student begins receiving any remote instruction, update the field to:
  • 2 = Hybrid (part on premises, part remote)
  • 3 = Full-time Remote (district choice)
  • 4 = Full-time Remote (parent/guardian choice)

This ensures accurate tracking of instructional settings throughout the year.

8. Why is it important that demographic and classification information is entered correctly in NJSLEDS?

Data submitted to NJSLEDS is used for state and federal reporting, funding decisions, planning and accountability. Inaccurate data can directly impact NJDOE’s reporting and the allocation of resources.

9. If my LEA uses separate databases to assign Local IDs for each school, there may be duplicates within the LEA. Must Local Identification Numbers (LIDs) be unique within the LEA?

Yes. LIDs must be unique across the entire LEA to ensure matching between LIDs and Statewide Identification Numbers (SIDs).

10. When do you indicate that a student has been retained?

In Student Management:

• If a student will be retained for the next school year but is not currently reporting, report "N" in the retained field.
• Update the record to "Y" only after the retention is confirmed in the Fall Student Management Snapshot of the following school year.

11. I have a student identified as needing placement in a language instruction educational program (LIEP), but their parent refused LIEP services. Are the fields for multilingual learner (ML) still filled out for these students in Student Management?

Yes. Students identified as MLs must still have the required fields completed, even if their parents refuse LIEP services.

For these students:

• Enter a date in ELPScreenerDate
• Enter "Y" for EligibleForLIEP
• Leave LIEPStartDate1 blank
• Enter a date in LIEPParentRefusalDate

12. What date should be used for SchoolExitDate?

Use the first day after the student’s last day of attendance as the SchoolExitDate. The date entered must be in YYYYMMDD format, with no slashes or dashes.

13. For the Seal of Biliteracy, can we submit scores for language assessments that were taken in 8th, 9th or 10th grade?

No. The testing window for the Seal of Biliteracy begins January 1 of a student’s junior year and runs through the state testing deadline in senior year (typically February 10). For full details, please visit the NJDOE Seal of Biliteracy page.

14. What does the ImmigrantStatus field compare to?

The ImmigrantStatus field is based on two data elements: CountryOfBirth and FirstEntryDateIntoAUSSchool.

Under 3201 of the Every Student Succeeds Act (ESSA), “immigrant children and youth” are defined as students who:

• Are ages 3 through 12;
• Were not born in any U.S. state; and
• Have not attended schools in the U.S. for more than three full academic years.

If a student was born outside of the U.S. or Puerto Rico and has attended U.S. schools for less than three years, you must report “Y” for ImmigrantStatus.

15. How do I report ImmigrantStatus and FirstEntryDateIntoAUSSchool data fields for students that are U.S. citizens born abroad with two birth certificates?

If a student was born outside of the United States, report their CountryOfBirth as the country they were born, regardless of citizenship status.

ImmigrantStatus is not based on citizenship. It’s based on where the student was born and how long they have attending a school in the United States.

Even students born abroad to American parents may be considered immigrants for reporting purposes if they have been enrolled in U.S. schools for fewer than three full academic years.

16. For SchoolEntryDate and SchoolExitDate, which date should a district report if a student enters and exits the district multiple times within a single school year?

If a student exits and later re-enters your district during the same school year, create two separate records:

• The first record should show the student’s initial SchoolEntryDate and SchoolExitDate, with DistrictStatus and SchoolStatus se to “I” (Inactive).
• The second record should show the student’s re-entry date as the new SchoolEntryDate, with DistrictStatus and SchoolStatus set to “A” (Active).

This ensures that each enrollment period is accurately captured.

17. Should I provide a SchoolExitDate for a student who is active but changed schools within their LEA?

Yes. When a student transfers between schools within the same district:

• Update the previous school's enrollment record to "I" (Inactive) and enter a SchoolExitDate as the day after the student's last day of attendnace.
• Create a new enrollment record for the new school with DistrictStatus and SchoolStatus set to "A" (Active), and enter the new, correct SchoolEntryDate.

18. When should we remove inactive records from Student Management?

Inactive records should be managed carefully to ensure accurate reporting:

• Students active at any point during the current school year must remain in Student Management through the Fall and End-of-Year Snapshots. Their inactive records are needed for validating other submissions, such as the Course Roster.
• Students not returning for the next school year, and whose inactive enrollment has already been captured in a Snapshot, can be removed from Student Management at the start of the new school year.
• Students expected to return but who withdrew over the summer should remain as Inactive in Student Management until after the Fall Snapshot is completed. After the Fall Snapshot, these records can be removed if the student did not re-enroll.

19. What should be included in my first file upload for the new school year?

Your first file upload for the new school year should include:

• Inactive records for students who transferred out of your district after the prior school year.
• Inactive records for graduates from the prior school year. Even if these students have already been marked as Inactive, they must still appear in the file to ensure proper validation.
• Active records for all returning students.
• Active records for all new students entering your LEA.

Including all active and relevant inactive records ensures a complete and accurate Student Management submission.

20. Now that T1 has been removed from Student Management, which SchoolExitWithdrawalCode should I use if a student transfers between registers within the same school?

No SchoolExitWithdrawalCode is needed. Student Management tracks enrollment at the school level, not the register level.

If a student moves between registers at the same school:

• Update the student's existing enrollment record in your local source system with any needed changes.
• Re-upload the updated record to NJSLEDS.
• Do not create a new enrollment record.

Note: T1 can still be used for internal tracking, but should not be submitted to NJSLEDS.

21. How should I report students who are only present for part of the day?

If a student participates in instruction or related activities for at least half of the school day, report them as present for that day. If the student participates for less than half of the day, report them as absent for that day.

This applies whether the student is on campus, at an approved off-site location, or learning virtually. Home instruction counts as participation and should be included when determining presence.

22. How do I report students receiving special education services who are parentally placed in a non-public school within the district?

If the student is considered non-public, report them using the appropriate code in the NonPublic field:

• REC = Receiving Services
• NREC = Not Receiving Services

For full details on reporting requirements for non-public students, please refer to the Student Management Handbook.

23. How are shared-time vocational students reported to Student Management?

Shared-time students must be reported by both the resident district and vocational school.

• The resident CDS codes reflect the district where the student lives.
• The attending CDS codes represent the vocational school.
• The non-vocational school the student attends for part of the day should be listed as the receiving school.

For full guidance, please refer to the NJSLEDS Student Management Reporting Responsibilities document.

24. I have a student who is homeless but has been domiciled in temporary/transitional housing at the same address for one year. Do I still report the student as being homeless?

Yes. If a student does not have permanent housing, they should continue being reported as Homeless in NJSLEDS.

Additional guidance:

• If a student originally became homeless in one district but finds temporary housing (such as doubling up or shelter) in a second district, the original district remains responsible for tuition and transportation for 12 months.
• After 12 months, if the student still does not have permanent housing, the second district (where the student is residing) becomes the Resident district and is responsible for reporting the student in NJSLEDS.

For full guidance, please refer to the NJSLEDS Student Management Reporting Responsibilities document.

25. What should I do if a student has completed graduation credits but still has other diploma requirements? Should I continue submitting the students to NJSLEDS?

Yes. Continue to report the student with:

• DistrictStatus and SchoolStatus set to "A" (Active).
• GradeLevel as 12.
• ProgramTypeCode as NE (Not eligible yet for a diploma).

This ensures the students remain properly tracked until all graduation requirements are completed.

26. We are a K-8 district. Are we required to report data for Biliterate, WorldLanguageAssessment and WorldLanguagesAssessed data elements?

No. These fields are only required for 12th grade students. Students in grades below 12, including those in K-8 districts, can leave these fields blank.

27. What if a student enrolls in the LEA in the summer and then leaves the LEA before the first day of school?

If a student enrolls but leaves before the first day of school, the LEA should report the student as “I” (Inactive) in Student Management.

• The SchoolExitDate should be recorded as the first day after the last date the student attended school (if applicable).
• If the student never attended and a SID was never issued, the student's record should not be reported to NJSLEDS.

28. I received an error stating that the combination of County, District and School codes is not valid. Where do I go to find the correct CDS codes combination to resolve this?

All valid County, District and School (CDS) code combinations are listed in the NJSLEDS County District School Code List, available under the Key Documents section. Make sure your codes match exactly as listed.

29. Will I receive an error if my SpecialEducationClassification field differs in the Special Education submission from what was submitted in Student Management?

Yes. Validation rules require that the SpecialEducationClassification code is the same in both submissions. To avoid errors, submit your Student Management file first to establish the correct classification. Then, submit your Special Education file. If the codes do not match, the errors will reappear in the Special Education submission, not Student Management.

30. I looked through the out-of-district records page, but noticed students on that page that I do not recognize and have no relationship with my LEA. What should I do?

If you see students listed on your out-of-district records page who do not belong to your LEA:

1. Contact the Submitting District:
   
   • Use the NJSLEDS Point of Contact List available under Key Documents. The submitting district may have mistakenly reported the student under your CDS codes and can correct the error in their data.
2. Follow up with NJSLEDS support if needed:
   • If you’ve confirmed that the student doesn’t belong to your district, and the submitting district can’t resolve the issue, contact the NJSLEDS Help Desk for assistance. NJSLEDS staff can review the record and correct any systemic coding issues, if needed.

31. Why do I have records in Sync status?

Records appear in Sync status when a student was reported with DistrictStatus = A (Active) in the previous school year’s End-of-Year Student Management Snapshot but is missing from your first Student Management file upload of the new school year. NJSLEDS compares the first upload with the previous End-of-Year Snapshot to ensure each previously active student is accounted for.

To resolve a Sync record:

• Review the flagged student and compare the record with the information in your local source system.
• Verify that the StateIdentificationNumber and LocalIdentificationNumber match the Sync record.
• If the student is still enrolled in your district, include the student with DistrictStatus = A and SchoolStatus = A.
• 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.
• Re-export the updated file as CSV UTF-8 and upload it to NJSLEDS.

A student reported with DistrictStatus = A and SchoolStatus = I will remain in Sync. For shared-time students, also verify that EnrollmentType and ReportedSharedVoc are reported correctly.

32. How do I delete a student record in NJSLEDS?

Download the updated delete request template from the Web to Case form in the NJSLEDS system. Complete the template, including the required DeleteFlag and DeletionReason fields, save the completed file as CSV UTF-8 (File > Save As > CSV UTF-8), and submit it through the NJSLEDS Help Desk using the “Contact Help Desk” button on the NJSLEDS system homepage. For more information, please see the Delete Request Instruction Page.

33. What is the DeletionReason field in the Student Management Delete Template?

The DeletionReason is a required dropdown field in the updated delete template. You must select the reason that best describes why the record is being deleted. Requests submitted without a DeletionReason will not be processed. Valid reasons are listed on the Delete Request Instruction Page.

34. Can I delete an entire file I uploaded by mistake in Student Management?

Yes. In the DeleteFlag column of the delete template, select “Entire File” and enter the original File ID. All records from that file will be removed. Note that this does not affect your district association—only the records in that specific file are deleted.

35. What happens to my record after I submit a delete request?

It depends on the deletion reason you select. Some reasons result in full deletion, where the record is permanently removed from NJSLEDS. Other reasons result in submission-level removal, where the record is removed from your district’s submission, but the individual remains in NJSLEDS as part of the statewide longitudinal record. In either case, the record will no longer appear in your district’s data. See the deletion reasons table in the release notes for the full mapping.

36. Why do I need to save the delete template as CSV UTF-8?

NJSLEDS processes delete requests using the CSV UTF-8 format. While the template downloads as an Excel file (to support dropdowns and validations), you must save the completed template as a CSV UTF-8 before uploading. In Excel, go to File > Save As and select “CSV UTF-8 (Comma delimited) (*.csv)” from the file type dropdown. If you upload an Excel file (.xlsx), your request may not be processed.

37. What is a Transfer Request?

When you enroll a student who’s currently active in another NJ district, NJSLEDS automatically creates a Transfer Request. This prevents the student from being counted in two districts at once. Both districts must coordinate before the transfer completes.

38. What are the different Transfer statuses I might see?

• Transfer Request: You see this when you're trying to enroll a student who's listed as active elsewhere. Wait for the other district to inactivate the student.
• Transfer Requested: You see this when another district wants to enroll a student you have listed as active. You need to mark the student inactive and re-upload.
• Transfer Waiting: You're third in line. Another transfer is already in progress for this student. Your request will activate after that one completes.
• Transfer Approved: The other district released the student. Re-upload your file to complete the transfer in NJSLEDS.

39. How long does a transfer typically take?

Typically, 7-10 business days, but it depends on the other district’s upload schedule. Coordinate with them directly to facilitate the process.

40. I uploaded a student and got a Transfer Request error. What now?

A Transfer Request isn’t an error: it’s the system holding your enrollment until the other district inactivates the student. Here’s how to move forward:

1. Contact the other district right away using the contact information in your notification email. Don't wait for them to reach out first.
2. Confirm the student's last day of attendance with their previous district.
3. Keep the student in your upload files. Don't remove them.
4. Submit a written records request to the previous district within ten days of the student's enrollment in your district. This is required under N.J.A.C. 6A:32-7.5(e)10.
5. Once you receive the Transfer Approved notification, re-upload your record to complete the transfer.

41. The other district isn't responding about a transfer request. What do I do?

Releasing a transferring student is the previous district’s regulatory obligation, not a courtesy. Per the New Jersey School Register Guidance and N.J.A.C. 6A:32-7.5(e)10, the previous district is required to release student records when a transfer is requested. If they aren’t responding, document your attempts and escalate through the appropriate channels.

Week 1: Document and follow up directly

• Send a written follow-up email to the previous district's NJSLEDS Point of Contact. Reference the student's SID and the date you submitted your original request.
• Save copies of all correspondence. You'll need them if escalation becomes necessary.

Week 2: Escalate with the previous district

• Call the previous district's data coordinator directly.
• If you can't reach them, contact their Web User Administrator or Superintendent's office. Reference your documented written request.

Week 3: Contact your County Office of Education

• Reach out to your Executive County Superintendent's office. Counties have authority to facilitate inter-district issues that districts can't resolve on their own.
• Provide your documentation: dates of contact, methods of outreach and the previous district's response (or lack of one).

42. I received a Transfer Request notification. What do I need to do?

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 (YYYYMMDD format)
5. Enter the SchoolExitWithdrawalCode

The system will automatically approve the transfer once it processes your file.

43. What exit code should I use for a transfer request?

Please refer to the Student Management Handbook for a list of all exit codes and choose the code that is most appropriate for the situation.

44. I received a Transfer Request notification, but the student is still attending my school/district. What do I do?

Don’t mark them inactive. Instead, contact the Requesting District immediately to clarify. Maybe the student starts next week, or there’s been a mix-up with student identity.

45. What does Transfer Waiting mean in NJSLEDS?

This means a third district tried to enroll a student who’s already in the middle of a transfer between two other districts. The third district’s request goes into a queue. Once the first transfer completes, their status automatically changes to “Transfer Request” and the normal transfer process begins for them.

Example:

• Student active in District A
• District B uploads them -> Creates "Transfer Request"
• District C also uploads them -> Gets "Transfer Waiting"
• After District A releases to District B, District C's status changes to "Transfer Request"
• District C then waits for District B to release

46. How do shared-time vocational students factor into transfer requests?

Shared-time students attending both an academic district and a vocational school are legitimately reported by both districts at the same time. This should not create a Transfer Request conflict if the fields are set correctly:

Academic district must report:

• EnrollmentType = S (Shared-time)
• ReportedSharedVoc = N

Vocational school must report:

• EnrollmentType = S (Shared-time)
• ReportedSharedVoc = Y

When these fields are correct, the system recognizes this as an intentional dual enrollment, not a transfer conflict.

If you're getting Transfer Requests for shared-time vocational students:

Both districts should check their uploads:

1. Verify EnrollmentType = S in both records
2. Verify ReportedSharedVoc = N for academic district
3. Verify ReportedSharedVoc = Y for vocational school
4. Coordinate with the other district to ensure both are reporting correctly

The academic district is responsible for most reporting responsibilities. The vocational school reports the vocational portion only.

47. When should I contact the other district regarding a transfer request?

Immediately. Don’t just wait for the automated notification. A quick email or phone call can speed things up significantly and clear up any confusion.

48. When should I contact the Help Desk regarding a transfer request?

The Help Desk is the right escalation path for technical issues, not for non-response. Submit a Help Desk case only if:

• You're seeing a system error that's preventing the transfer from processing
• The student's record appears stuck in NJSLEDS after the previous district has confirmed release
• You need help determining which district is responsible based on the data in NJSLEDS

The Help Desk cannot release a student on another district’s behalf. That action has to come from the previous district.