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Release Notes

Staff Vacancy Update: New RecordID Field and Data Reset

Published March 13, 2026  |  Updated June 16, 2026

Summary

A new system-generated identifier called RecordID has been added to Staff Vacancy submissions. All Staff Vacancy data was cleared from NJSLEDS on March 19, 2026, at 5 p.m. The submission reopened on March 23, 2026, at 8 a.m. with an updated template and handbook. The June 30 snapshot should reflect cumulative data for the full 2025-2026 school year. Your fall snapshot has been preserved, so you only need to revisit fall positions that were still open as of the fall snapshot date.

Status: The data reset is complete and the Staff Vacancy submission is now open. Download the updated template and handbook from the NJSLEDS User Resources website, then submit your district’s cumulative Staff Vacancy data for the 2025-2026 school year using the new template.

New RecordID field

Previously, Staff Vacancy records did not have a unique, system-generated identifier. Without one, NJSLEDS could not reliably match and update individual vacancy records across submissions.

The new RecordID works similarly to a SID or SMID: when you upload your Staff Vacancy data, NJSLEDS automatically assigns a unique RecordID to each record. This allows the system to accurately track, match and update your vacancy records going forward. Once assigned, the same RecordID must be used for any revisions or updates to that record.

Position Open Date and Closed Date validation

A new validation rule ensures the Position Closed Date is on or after the Position Open Date and falls within the school year (July 1 – June 30). This catches date entry errors during file processing rather than after submission.

DistrictPositionID no longer required for eliminated positions

Previously, records with a PositionType of “Eliminated Position” received errors indicating that DistrictPositionID was required. This has been corrected — DistrictPositionID is no longer required when PositionType is “Eliminated Position.”

What to report for the year-end snapshot

The June 30 snapshot should reflect cumulative data for the full school year, not just the positions open today. Report all vacancy activity from July 1, 2025 through June 30, 2026:

• Any position that was vacant at any point during the year, even if it was later filled (PositionType 5)
• Any position that remained unfilled for the entire year (PositionType 5)
• Any new teaching position created during the year (PositionType 3)
• Any position that was eliminated during the year (PositionType 4)

How this affects your fall records

Your fall snapshot has been preserved, so positions that were already closed on or before the fall snapshot date of October 15, 2025, are complete and do not need to be reported again. Any position that was still open as of October 15 should be re-uploaded with its finalized outcome through June 30, 2026, including positions that were later filled or closed. Positions that opened after October 15 should be reported as new.

Step 1: Download the updated template

The new Staff Vacancy template and updated handbook are now available on the NJSLEDS User Resources website.

Step 2: Upload your Staff Vacancy data

Prepare and submit your file using the new template, following the reporting scope above. Leave the RecordID column blank; NJSLEDS will automatically assign a RecordID to each record after your file is processed.

Step 3: Save your RecordIDs

After your submission is processed, retrieve the RecordIDs assigned to your records and update your local tracking system, just as you would with a newly assigned SID or SMID. Include the assigned RecordID in any future uploads or updates to those records.

Questions?

Contact the NJSLEDS Help Desk using the “Contact Help Desk” button on the NJSLEDS system homepage or by calling 609-376-3970.