Official Site of The State of New Jersey
Field Change Requests in NJSLEDS
A field change request corrects values that are already in the statewide student or staff record. Use a field change request when the record exists, the identifier is correct, and the underlying information in NJSLEDS is incorrect.
Field Change or Merge?
Field changes and merges solve different problems. Use the table below to confirm you are submitting the correct request.
| Request Type | When to Use It |
|---|---|
| Field Change | Same person, same identifier, wrong data on the record. The record exists in NJSLEDS and one or more demographic fields need to be corrected or updated. |
| Merge | Same person, two or more identifiers in the system. Submit a merge request to consolidate the records into one. See How to Request an ID Merge . |
File Format Requirements
Only CSV UTF-8 (Comma delimited) (*.csv) files are accepted. Files in Excel format (.xlsx, .xls) or any other format will be rejected. Save the file as a CSV UTF-8 file before submitting.
How to Submit a Field Change Request
The submission steps are the same for student (SID) and staff (SMID) field changes. The template and the fields you can change differ. Choose your submission type in the next section.
- Export the current record from NJSLEDS so you have the existing values in front of you.
- Download the correct field change template from the section below.
- Fill in the Current columns with the values as they appear in NJSLEDS now.
- Fill in the New columns with the values from your local source system, including fields that are not changing.
- Complete the Confirmation of Change cell.
- Save the template tab as a CSV UTF-8 (Comma delimited) (*.csv) file. When Excel prompts to confirm saving only the selected tab, select OK.
- Submit the file through the Contact Help Desk button on the NJSLEDS system homepage.
Choose Your Submission Type
Select the request that matches the record you need to update.
Student Field Change (SID)
Use the SID Field Change template when a student record in NJSLEDS has incorrect demographic information that needs to be corrected.
Fields You Can Change
| Field | When to Change It |
|---|---|
| First Name Middle Name Last Name |
The student’s name has changed, or the name was originally entered incorrectly (misspelling, wrong order, transposed first and last name). |
| Date of Birth | The date of birth in NJSLEDS is incorrect due to a data entry error and needs to be corrected. |
| Gender | The gender on the Student Management record is incorrect or the student has had a gender marker change. |
| City of Birth | The city was entered incorrectly when the SID was created, or needs to be updated. |
| Country of Birth | The country was entered incorrectly or needs to be updated. Use a value from the Country Codes List . |
| Confirmation of Change | Required on every submission. Confirms that the requested changes are accurate. |
Download the Template
Staff Field Change (SMID)
Use the SMID Field Change template when a staff record in NJSLEDS has incorrect demographic information that needs to be corrected.
Fields You Can Change
| Field | When to Change It |
|---|---|
| First Name Middle Name Last Name |
The name is misspelled, in the wrong order, or has changed (marriage, divorce, court order, or other change). |
| Former Name | The former name on the staff record needs to be corrected or updated. |
| Date of Birth | The date of birth on the Staff Management record is incorrect due to a data entry error and should be corrected to match identification or HR records. |
| Gender | The gender on the staff record is incorrect or the staff member has had a gender marker change. |
| Social Security Number | The Social Security Number on the SMID record was entered incorrectly, or the staff member has received a new SSN (rare, but can happen in cases such as identity theft). |
| Confirmation of Change | Required on every submission. Confirms that the requested changes are accurate. |
Download the Template
Why Field Changes Require a Request
- NJSLEDS is designed to track data over time, not just store the most recent submission. It creates a historical view of each student, which requires consistency between past and current data.
- The business rules that support reporting and analytics rely on the accuracy of historical data. When new data contradicts what was previously submitted, it triggers validations or quality checks. This helps prevent errors such as duplication or unintended overwrites.
- When corrections are needed, we ask for a change request to document the reason for the update. This helps maintain transparency and ensures we have a clear record of why the data changed. It’s not intended to create barriers, but to protect the integrity of the information in the system.
- Accurate and consistent data is essential for compliance, funding, and reporting. Your data informs decisions at many levels, from student support to statewide policy. Ensuring quality helps us all operate with confidence.
