Official Site of The State of New Jersey

IEP Graduation Fields

Issue: The following fields are incorrectly required before Spring 2026:

• IEPGraduationCourseRequirement
• IEPGraduationAttendance

Status: Rule revision scheduled for Spring 2026

Workaround Available: Use placeholder values to proceed:

• If a student has an IEP exemption/modification: Select "1" (Student did not meet)
• If a student does NOT have an exemption or you don't have data yet: Select "2" (Student met)
• You will be able to update these values later

FAFSA Field

Issue: Districts completing FAFSA with 11th and 12th grade students are receiving unnecessary errors when the field is populated but not required.

Status: Rule revision in progress to allow FAFSA data when voluntarily provided, even if not in a required group.

Action Needed: Re-upload your data to resolve the error.

The system evaluates FAFSACompletionIndicator in priority order:

1. Special Ed/non-public/shared-time exception -> can be blank
   If SpecialEducationClassification = 12 and ProgramTypeCode = {3H, 3F, 4H, 4F, 5H, 5F, 32, 33}, or NonPublic = {REC, NREC}, or ReportedSharedVoc = Y.
2. Graduates on/after 20240901 -> must be C or E
   If SchoolExitDate -> 20240901 and SchoolExitWithdrawalCode = L.
3. Active Grade 12 during EOY snapshot window -> required (any valid value per DOE specs)
   If GradeLevel = 12, DistrictStatus = A, SchoolStatus = A, and Current Date is after the Fall Snapshot.
4. Other graduates (L) -> required
   If SchoolExitWithdrawalCode = L.
5. Met pathway but not a graduate -> must be N
   If (ELAGraduationPathwayIndicator = O/P/R OR (MathGraduationPathwayIndicator = O/P/R) and SchoolExitWithdrawalCode <> L).
6. All other cases -> can be blank

Quick Reference:

Tips:

• Order matters: the system evaluates conditions top to bottom; once a condition matches, later rules don't apply
• For active Grade 12 after the Fall Snapshot window, make sure a value is present; leaving it blank will trigger a validation error
• If a record qualifies for the Special Ed/non-public/shared-time exception, you may leave FAFSA blank even if the student is grade 12

LIEP Language of Instruction

Issue: Users receiving "must be blank" errors even when LanguageInstructionEducationalProgram is blank.

Status: Issue has been fixed, please re-upload your data to NJSLEDS to resolve.

School Exit Withdrawal Code Warnings for Graduates

Issue: June 2025 graduates receiving warnings: "Students are typically graduated in Student Management between August 4 and August 31..."

Status: This is informational only.

Action Required: None. This is a warning, not an error. You can proceed with your submission.

Student Unresolved Sync Problems

Issue: Previously "matched" students reappearing in subsequent uploads as unresolved. This occurs because NJSLEDS performs nightly synchronization and continuous record reconciliation against the statewide master ID table. If key identifiers (First Name, Middle Name, Last Name, Gender, Date of Birth, or City of Birth) differ from the master record, the system re-evaluates the match.

Status: This is expected behavior to maintain data integrity.

Resolution Process:

Following this workflow ensures your records remain in sync and avoids repeated reappearance of previously resolved students.

Preschool Referrals: Special Education Classification Code 19

Issue: Code 19 has been added to the SpecialEducationClassification field to fill a reporting gap for preschool referrals and students undergoing evaluation whose eligibility has not yet been determined by the snapshot date. Previously, there was no way to accurately report these students in NJSLEDS.

Status: Code 19 is now available for immediate use. Full system integration is in progress, errors are currently expected when using this new code. Ignore any related errors to Code 19 when using. The handbook will not be updated at this time.

When to Use Code 19:

• Either:
  • The child was referred before their third birthday with a referral date between July 1, 2024 and June 30, 2025, OR
  • The student has a parental consent to evaluate date between July 1, 2024 and June 30, 2025
• At the Identification Meeting, the district determined that an evaluation will be conducted
• The evaluation is in progress and eligibility has not yet been determined by the snapshot date

Update: The Grade Level validation rule has been corrected for students under age 6.

Previously, some records for students under 6 were incorrectly flagged as errors. These records will now pass validation once resubmitted.

Action Required: Please re-upload any student records under age 6 that were previously in error due to Grade Level validation. Verify that the Date of Birth and Grade Level values are accurate before re-uploading.

Non-Public Student Sync Errors

Issue: Non-public student records appearing as In Sync during the Special Education Practice Period will not be included in the Official Special Education Submission.

Status: Expected system behavior.

Workaround Available: To clear related errors, users must upload a complete Special Education data file during the Official Submission period. No action is needed during the practice period.

Special Education Placement

Issue: Some records receiving "must be blank" errors that don't meet the handbook criteria for this error.

Status: Rule review in progress.

Action Required: If you believe you're receiving this error incorrectly, please contact the Help Desk with your case details.

Related Services

Issue: Users reporting errors on OtherRelatedServices even when correctly coded as N.

Status: Rule correction in progress for fields requiring Y or N values.

Action Required: None at this time.

Early Intervention

Issue: Age calculation rule not triggering correctly for students who turned 4 in the previous school year.

Status: Rule revision in progress.

Action Required: None at this time.

Inactive Staff Member Salary

Issue: System requesting salary information for inactive staff members.

Status: Rule revision in progress to allow blank values for salary fields when staff status is Inactive.

Action Required: None at this time.

Staff Unresolved Sync Records

Issue: Some districts experiencing Staff Sync errors where valid records exist but SMIDs don't match between uploads. Some staff records may appear as Sync Errors without detailed messages or without visibility in ID Management. This typically happens when:

• The record did not pass initial identifier validation (e.g., missing SSN or StaffMemberIdentifier)
• The upload created a duplicate due to differences in name formatting, spacing, or former name reporting

Status: The DOE is working with the development team to deploy a permanent fix. The issue primarily affects records that should appear in the ID Management interface but currently do not display an error message or association option.

Recommended Actions (Until Fix is Released):

1. Re-export your Staff Submission results and review the Upload Results Report
2. If you identify duplicate or orphaned staff records, submit a Staff Merge/Change Request Form to the Help Desk via the web-to-case form in the system
3. Avoid re-uploading identical files multiple times, as this may create additional duplicates while the fix is being implemented.

Planned Resolution:

• A patch is being developed to restore visibility of all affected records in the ID Management module.
• DOE will notify districts through the NJSLEDS News Page and through Help Desk tickets once the fix is deployed.
• Longer term, staff sync diagnostics will be expanded to display error detail messages directly within the submission results screen for easier troubleshooting.

CDS List for Private Facilities

NJSLEDS references the official County-District-School (CDS) list maintained by NJDOE. If a private facility code is missing or cannot be found in the list, it must first be added to the central CDS file before it can be used in submissions.

Official Reference Source: County District School Code List

Recommended Process:

1. Confirm that the private facility or program appears on the official CDS list
2. If the facility or program is not listed or the code does not validate correctly in NJSLEDS, email the Help Desk with:
   • The facility name
   • The CDS code
   • The error message or validation issue you're encountering
3. If the code does not exist, submit a School Code Request Form to CDS.
4. Once approved, the code will be added to the statewide CDS master file and reflected in NJSLEDS within 24-48 hours.

We recognize that NJSLEDS operates differently from NJ SMART. The system is designed to maintain strict data integrity and version control, so direct "in-place edits" are intentionally restricted.

Key Differences

• All updates are processed through file uploads to maintain audit history and ensure downstream synchronization with federal reporting datasets
• Administrative actions such as merges or deletions require Help Desk review to protect against accidental record loss and ensure compliance with statewide data governance standards

Enhancements in Progress

• A "Quick Edit" interface for non-structural updates (e.g., typo corrections) is being reviewed for future implementation
• Automation of merge/deletion workflows is also under review to reduce manual Help Desk intervention

If you're experiencing an issue not listed here, contact the NJSLEDS Help Desk with:

• Your district/school name
• The specific error message or description issue
• Screenshots (if applicable)
• The module where the issue is occurring (Student Management, Staff Management, Special Education, etc.)

Help Desk Contact: Please submit the web-to-case form directly on the NJSLEDS system homepage. If you are having access issues, please email helpdesk-sleds@doe.nj.gov for support.