Governor Mikie Sherrill • Lt. Governor Dr. Dale G. Caldwell

Merge Requests in NJSLEDS

An ID merge request consolidates two or more identifiers that belong to the same student or staff member. Use a merge request when more than one State Identification Number (SID) or Staff Member Identifier (SMID) has been created for the same person and the records need to be combined into one.

Merge requests are submitted through the NJSLEDS Help Desk as a case. The request template is provided inside the case form, and you can track the request and review the results from your case. Merges can only be requested for Student Management and Staff Management records.

Merge or Field Change?

Merges and field changes solve different problems. Use the table below to confirm you are submitting the correct request.

Request Type When to Use It
Merge Same person, two or more identifiers in the system. Submit a merge request to consolidate the records into one.
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. See Field Change Requests in NJSLEDS.

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 Merge Request

The submission steps are the same for student (SID) and staff (SMID) merges. The template and the required fields differ. Choose your submission type in the next section.

Keep student and staff information inside the secure case and file upload process. Do not send a merge request, a completed template, or record data by email under any circumstances.
  1. Identify all the identifiers in NJSLEDS that belong to the same person.
  2. Open a case using Steps 1 and 2 in How to Submit an NJSLEDS Help Desk Case (PDF). If the Known Issues screen appears, select None of the above, then select Next.
  3. Confirm your name, email address and district ID, then enter your phone number and extension, if applicable.
  4. Route the request using the dropdown menus shown below, add a short description in Details, and submit the form.
  5. On the next screen, download the Template File for Upload that matches your submission type. Download the Sample Template File for Reference if you want to see a completed example.
  6. Fill in each identifier and its associated District Code in the numbered columns.
  7. Enter the identifier you want to keep in the “to KEEP” column. This is the identifier that will retain all historical data after the merge.
  8. Complete any additional required fields for your submission type.
  9. 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.
  10. Upload the completed CSV file to the case, then confirm the correct file name appears.

Case Form Selections

Dropdown Selection
Type ID Change Management
Sub Type Merge Request
Sub Category Student Management or Staff Management

Submit each request type separately. Field changes, merges and deletions each need their own case and their own file. Multiple records of the same request type belong in one correctly completed template.

When Not to Submit a Merge Request

A merge is only appropriate when two or more identifiers truly belong to the same person. Do not submit a merge request in these situations:

  • The records belong to two different people with similar names or dates of birth (false match).
  • The records belong to siblings, relatives, or other related individuals.
  • The issue is an incorrect enrollment, role, or assignment rather than a single person having more than one identifier. These are corrected in your local source system, not through a merge.
  • One of the records is a temporary identifier (such as a substitute or contractor) tied to a different permanent staff member.

Choose Your Submission Type

Select the request that matches the records you need to consolidate.

Student ID Merge (SID)

Use the SID Merge Request template when two or more State Identification Numbers (SIDs) belong to the same student. In the case form, select Student Management as the Sub Category.

Common Reasons for a SID Merge

  • A student transferred between districts and the receiving district created a new SID instead of using the existing one.
  • A student’s name changed (adoption, court order, marriage in adult education) and a new SID was created instead of updating the existing record.
  • A student enrolled in multiple programs (such as preschool and K-12) under different districts without linking to the original SID.
  • A user accidentally selected “Create New SID” instead of matching to the existing SID in search results.
  • Data entry errors in date of birth, gender, or name spelling prevented the matching system from finding the existing SID.

Fields on the Template

Field What to Enter
Date of Request The date you are submitting the request, in YYYYMMDD format.
First Name
Last Name		 The student’s legal first and last name.
SID #1, #2, #3, #4
District Code #1, #2, #3, #4		 Each SID and its associated district code. SID #1 and #2 are required. SID #3 and #4 are only required if more than two SIDs exist for the same student.
SID to KEEP The SID that will be retained after the merge. All historical data from the retired SIDs will move to this SID.
Cohort Year Required for high school students only. The student’s expected graduation cohort year.
Comments Required on every submission. Confirms that the SIDs listed belong to the same student and acknowledges that the merge cannot be undone.

Where to Get the Template

The SID Merge Request template is available inside the case form after you submit the case details. It is not available for download from this page.

Staff ID Merge (SMID)

Use the SMID Merge Request template when two or more Staff Member Identifiers (SMIDs) belong to the same staff member. In the case form, select Staff Management as the Sub Category.

Common Reasons for an SMID Merge

  • A staff member moved to a new district (or works in multiple districts) and the new district created a new SMID instead of using the existing one.
  • A staff member’s name changed (marriage, divorce, court order) and a new SMID was created instead of updating the existing record.
  • A staff member works in a charter school, private provider, or shared service arrangement and a new SMID was created instead of linking to the existing one.
  • Data entry errors in name, date of birth, or Social Security Number prevented the matching system from finding the existing SMID.

Fields on the Template

Field What to Enter
Date of Request The date you are submitting the request, in YYYYMMDD format.
First Name
Last Name		 The staff member’s legal first and last name.
SMID #1, #2, #3, #4
District Code #1, #2, #3, #4		 Each SMID and its associated district code. SMID #1 and #2 are required. SMID #3 and #4 are only required if more than two SMIDs exist for the same staff member.
SMID to KEEP The SMID that will be retained after the merge. All historical data from the retired SMIDs will move to this SMID.
Comments Required on every submission. Confirms that the SMIDs listed belong to the same staff member and acknowledges that the merge cannot be undone.

Where to Get the Template

The SMID Merge Request template is available inside the case form after you submit the case details. It is not available for download from this page.

After You Submit

From the NJSLEDS Home page, select View All Cases and open your case number to track the request. The Requested and Processed Files table shows the uploaded file, the requested date, the Outcome File, the processed date and the current file status.

Review the Outcome File even when the request processes successfully, since it gives the result for each record you submitted. If any records fail, correct them and upload a new file in the same case rather than opening a second case. Once the merge is confirmed, update your local source system before your next NJSLEDS upload so the records stay aligned.

For the full walkthrough, including screenshots and file status definitions, see the Field Change, Merge and Delete Requests guide.

What Happens After a Merge

  • The identifier marked “to KEEP” retains all statewide assessment, program participation, employment, certification, and historical data.
  • The retired identifiers are inactivated. All linked records move to the kept identifier.
  • Merges are permanent. Once a merge is processed, it cannot be undone without NJSLEDS administrator intervention.
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Contact Us

  • NJSLEDS Help Desk

    Use this contact for login issues, system navigation, data errors, file uploads, and more. Our Help Desk is available Monday through Friday from 8:00 AM to 5:00 PM.

    Preferred Method: NJSLEDS Help Desk Web Form
    (access via the "Contact Help Desk" button on the NJSLEDS system homepage)
    Phone:     609-376-3970

    New: You can now comment directly on Help Desk cases in the system. Learn more →

Sending Sensitive Information to the Help Desk

  • To protect student and staff privacy, do not send personally identifiable information (PII) or data through regular email (examples include student names, SIDs, dates of birth, or staff identifiers).

    NJSLEDS Help Desk Web Form

    Use the secure web form inside NJSLEDS:

    1. Log into the NJSLEDS system via myNJ.
    2. On the Home screen, click the “Contact Help Desk” button.
    3. Complete the web form and upload any necessary files.
    4. Choose the correct categories (for example: ID Case Management → Merge Request → Student Management).

    This is the only method for submitting SID/SMID change, merge, or delete requests. These requests will not be processed if sent outside of the system.

Page Last Updated: 08/11/2026