Official Site of The State of New Jersey
Delete Requests in NJSLEDS
A record deletion request permanently removes a record from NJSLEDS. Records should only be deleted if they were submitted in error and do not represent a real student, staff member, or vacancy. If a record was ever part of your reporting responsibility, it should be inactivated in your source system instead of deleted.
Before You Submit a Deletion Request
Deletions are permanent. Once a record is deleted, it cannot be recovered. There is no preview, cancel, or undo option.
Only the original submitter can request a deletion. If your district did not submit the record, you cannot delete it.
If a record was ever your reporting responsibility, inactivate it instead. Inactivation happens in your local source system. Re-upload the corrected file to NJSLEDS. Exception: Staff Vacancy records cannot be inactivated. Deletion is the only option for vacancy records submitted in error.
Delete or Inactivate?
The wrong choice can damage longitudinal data or fail to remove a record that should not exist. Use the scenarios in each submission type below to confirm deletion is correct. As a general rule:
| Action | When to Use It |
|---|---|
| Delete | The record was submitted in error and does not represent a real person or position. No part of the record was ever your reporting responsibility. |
| Inactivate | The record represents a real person who was at one point your reporting responsibility, but is no longer (left, transferred, graduated, retired, etc.). Update the status in your source system and re-upload to NJSLEDS. |
| Merge | A person has more than one identifier (SID or SMID) in the system, and both records have historical data that must be preserved. See How to Request an ID Merge. |
File Format Requirements
Required Fields on Every Delete Template
Every record deletion template has three required fields that control how your deletion is processed. The column letters and one DeleteFlag value vary by submission type, but the fields work the same way across all templates.
| Field | What It Does |
|---|---|
| DeleteFlag | Tells NJSLEDS whether you are deleting a single record or every record from a file. Two valid values: a record-level value specific to your template (Student Record, Staff Record, or Vacancy Record), or “Entire File.” Required on every row. |
| FileID | Required only when DeleteFlag is set to “Entire File.” Enter the original File ID from your Submission History in NJSLEDS. When DeleteFlag is a record-level value, leave this column blank. |
| DeletionReason | Required on every row. Select the reason that matches your situation from the dropdown. Requests submitted without a Deletion Reason will not be processed. |
Understanding the Template Color Coding
Each delete template uses color coding to show field status as you fill it in. Colors are supplementary. Always confirm your dropdown selections and data.
| Color | Meaning | What to Do |
|---|---|---|
| Gray | Not applicable | Leave this field empty. It does not apply to your deletion type. |
| Red | Missing required information | A required field is empty. Fill it in before submitting. |
| Green | Complete | This required field has been filled in correctly. No action is needed. |
How to Submit a Deletion Request
The submission steps are the same for all delete templates. The template and the available reasons differ. Choose your submission type in the next section.
- Export the full record from NJSLEDS so you have the data you need to paste into the template.
- Download the correct delete template from the section below.
- Paste the record data into the template tab.
- In the DeleteFlag column, select the record-level value or “Entire File” from the dropdown.
- In the DeletionReason column, select the reason that matches your situation from the dropdown.
- If DeleteFlag is “Entire File,” enter the File ID from your Submission History in the FileID column. Otherwise, leave FileID blank.
- Resolve any red fields revealed by the color coding.
- 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. Make sure you are saving the template tab, not the instructions tab.
- Submit the file through the Contact Help Desk button on the NJSLEDS system homepage.
To delete multiple records from different files, each record needs its own row in the template. After your deletion is processed, remove the deleted records from all future uploads to prevent them from being re-submitted.
Choose Your Submission Type
Select the request that matches the record you need to delete.
Student Management Deletion
Use the Student Management Delete template when a student record was submitted in error and does not represent a real student who was ever part of your district.
Delete or Inactivate? Student Scenarios
| Scenario | Action | Why |
|---|---|---|
| A student record was created in the SIS but the student never attended or enrolled (for example, a record created during registration but the student never showed up). | Delete | The student was never part of your district. |
| A student was pre-registered but did not enroll in the district (for example, the family completed intake forms but chose a different school). | Delete | The student began the enrollment process but never completed it. |
| A student was reported with the wrong SID and the record has not yet been processed (for example, the SID was transposed or assigned to the wrong person, and the record is still in Unresolved or Associated SID status). | Delete | The record is tied to an incorrect SID and has not yet processed, so it must be removed before the correct SID can be used. If the record has already been processed, this may require a merge instead. |
| A student was reported through a system or data entry error (for example, test data, a placeholder record, the wrong file imported, or a training record accidentally uploaded). | Delete | The record should never have been entered in the system. |
| A student was pre-registered but has never enrolled in New Jersey (for example, an out-of-state family inquired but never relocated). | Delete | The student has no enrollment history in New Jersey. |
| A student has more than one SID, and both records have historical data (such as enrollment, assessment, or special education records tied to each SID). | Merge | Both SIDs have longitudinal data that must be preserved. See How to Request an ID Merge. |
| The record is in a transfer request status (for example, the student is being claimed by another district). | Inactivate | Transfer records cannot be deleted through this template. Inactivate the record in your source system and re-upload. If a catastrophic error occurred (such as the entire wrong district file uploaded), contact the Help Desk. |
| The student was ever enrolled with your district, or the student left, transferred, or graduated. | Inactivate | The student has a valid enrollment history with your district. Update the status in your source system and re-upload to NJSLEDS. |
Valid Deletion Reasons
- A student record was created in the SIS but the student never attended or enrolled.
- A student was pre-registered but did not enroll in the district.
- A student was reported with the wrong State Identification Number (SID).
- A student was reported through system or data entry error.
- A student was pre-registered but has never been enrolled in New Jersey.
- An entire file was uploaded in error and needs to be removed. (Use this reason only when DeleteFlag is “Entire File.”)
Template Field Reference
| Field | Column | Valid Values |
|---|---|---|
| DeleteFlag | Column DA | Student Record | Entire File |
| FileID | Column DB | Required when DeleteFlag = “Entire File.” Otherwise leave blank. |
| DeletionReason | Column DC | Select from the dropdown. |
Download the Template
Staff Management Deletion
Use the Staff Management Delete template when a staff record was submitted in error and does not represent a real staff member who was ever employed by your district.
Delete or Inactivate? Staff Scenarios
| Scenario | Action | Why |
|---|---|---|
| A staff record was created in the source system but the staff member never worked for or was employed by the district (for example, a record created during onboarding but the staff member never showed up). | Delete | The staff member was never part of your district. |
| A staff member was pre-hired but did not begin employment with the district (for example, the candidate completed intake forms but accepted a position elsewhere). | Delete | The staff member began the hiring process but never completed it. |
| A staff member was reported with the wrong SMID and the record has not yet been processed (for example, the SMID was transposed or assigned to the wrong person, and the record is still in Unresolved or Associated SMID status). | Delete | The record is tied to an incorrect SMID and has not yet processed, so it must be removed before the correct SMID can be used. If the record has already been processed, this may require a merge instead. |
| A staff member was reported through a system or data entry error (for example, test data, a placeholder record, the wrong file imported, or a training record accidentally uploaded). | Delete | The record should never have been entered in the system. |
| A staff member was pre-hired but has never been employed in New Jersey (for example, an out-of-state candidate applied but never relocated). | Delete | The staff member has no employment history in New Jersey. |
| A staff member has more than one SMID, and both records have historical data (such as employment, certification, or evaluation records tied to each SMID). | Merge | Both SMIDs have longitudinal data that must be preserved. See How to Request an ID Merge. |
| The staff member was ever employed by your district, or the staff member left, transferred, or retired. | Inactivate | The staff member has a valid employment history with your district. Update the status in your source system and re-upload to NJSLEDS. |
Valid Deletion Reasons
- A staff record was created in the source system but the staff member never worked for or was employed by the district.
- A staff member was pre-hired but did not begin employment with the district.
- A staff member was reported with the wrong Staff Member Identifier (SMID).
- A staff member was reported through a system or data entry error.
- A staff member was pre-hired but has never been employed in New Jersey.
- An entire file was uploaded in error and needs to be removed. (Use this reason only when DeleteFlag is “Entire File.”)
Template Field Reference
| Field | Column | Valid Values |
|---|---|---|
| DeleteFlag | Column CH | Staff Record | Entire File |
| FileID | Column CI | Required when DeleteFlag = “Entire File.” Otherwise leave blank. |
| DeletionReason | Column CJ | Select from the dropdown. |
Download the Template
Staff Vacancy Deletion
Use the Staff Vacancy Delete template when a vacancy record was submitted in error. Unlike student and staff records, vacancy records cannot be inactivated. Deletion is the only option for vacancy records that should not exist.
When to Delete a Vacancy Record
| Scenario | Why |
|---|---|
| A vacancy record was submitted due to a system or data entry error (for example, a test file was uploaded, a placeholder vacancy was created, or the wrong district's staffing file was imported). | The record should never have been entered in the system. |
| An entire file was submitted in error. | The file should never have been submitted at all. |
Valid Deletion Reasons
- A record was reported through system or data entry error.
- An entire file was uploaded in error and needs to be removed. (Use this reason only when DeleteFlag is “Entire File.”)
Template Field Reference
| Field | Column | Valid Values |
|---|---|---|
| DeleteFlag | Column J | Vacancy Record | Entire File |
| FileID | Column K | Required when DeleteFlag = “Entire File.” Otherwise leave blank. |
| DeletionReason | Column L | Select from the dropdown. |
Download the Template
