staff member id (smid) submission handbook version

NEW JERSEY DEPARTMENT OF EDUCATION

STAFF MEMBER ID (SMID) SUBMISSION HANDBOOK

VERSION 1.4

State of New Jersey

Department of Education

100 River View Executive Plaza

P.O. Box 500

Trenton, New Jersey 08652

August, 2014

NJ SMART SMID Submission Data Handbook v.1.4 August, 2014

FOREWORD

The New Jersey Department of Education is pleased to publish the Staff Member ID Submission Handbook. Because quality

information requires staff data elements that are uniform, consistent and easy to understand, this reference guide defines

and maintains a set of standards for educational data.


Revision History

Date Version Comment

August 8, 2014 1.4 Added additional validation checks

to Social Security Number.

January 13, 2014 1.3 Proofing revisions made to

DistrictEntryCode and

DistrictEmploymentExitReason data

elements

August 7, 2013 1.2 Updates to the Certification Status

field

May 24, 2012 1.1 Proofing revisions made. Updated

pages in table of contents.

April 16, 2012 1.1 Common errors and resolutions

sections added to each element.

April 3, 2012 1.0 Added revision table, updated pages

in table of contents.


Table of Contents

Revision History ...................................................................................................................................................................... 3

Executive Summary ................................................................................................................................................................. 5

Data Elements and Definitions................................................................................................................................................ 6

Privacy and Security ................................................................................................................................................................ 7

LocalStaffIdentifier .................................................................................................................................................................. 8

StaffMemberIdentifier ............................................................................................................................................................ 9

SocialSecurityNumber ........................................................................................................................................................... 10

NamePrefix............................................................................................................................................................................ 11

FirstName .............................................................................................................................................................................. 12

MiddleName ......................................................................................................................................................................... 13

LastName .............................................................................................................................................................................. 14

GenerationCodeSuffix ........................................................................................................................................................... 15

FormerName ......................................................................................................................................................................... 16

Sex ......................................................................................................................................................................................... 17

DateOfBirth ........................................................................................................................................................................... 18

Ethnicity ................................................................................................................................................................................ 19

RaceAmericanIndian ............................................................................................................................................................. 20

RaceAsian .............................................................................................................................................................................. 21

RaceBlack .............................................................................................................................................................................. 22

RacePacific ............................................................................................................................................................................ 23

RaceWhite ............................................................................................................................................................................. 24

CertificationStatus ................................................................................................................................................................ 25

Status .................................................................................................................................................................................... 26

DistrictEmploymentBeginDate .............................................................................................................................................. 27

DistrictEntryCode .................................................................................................................................................................. 28

DistrictEmploymentExitDate ................................................................................................................................................. 30

DistrictEmploymentExitReason............................................................................................................................................. 32


Executive Summary

Accurate, consistent and timely information is necessary to make informed decisions about the performance of New

Jersey’s school system. The Staff Member ID Submission Handbook was developed to assist school districts in providing

education information to the New Jersey Department of Education (NJDOE) in a standardized format to comply with state

and federal requirements. For education information to be used effectively, it needs to be identified and captured as a

fundamental data element or a specific bit of data that can be defined and measured. This Staff Member ID Submission

Handbook (Handbook) provides the definition and syntax for these data elements. The standards outlined in the

Handbook will help produce a consistent body of information upon which all stakeholders can draw.

New Jersey Standards Measurement and Resource for Teaching (NJ SMART) was developed for three primary reasons.

First, New Jersey’s public education system must become more evidence-based where progress toward instructional goals

are measured, and where the effectiveness and efficiency of educational programs are monitored. To achieve this goal,

education data must be collected, managed and reported in a fashion that is more useful, accurate, consistent and timely.

Second, major regulatory changes, such as the federal No Child Left Behind Act (NCLB) and the Individuals with Disabilities

Education Act (IDEA), are compelling Local Education Agencies (LEAs) and State Education Agencies (SEAs) to collect

greater quantities of data to meet increasingly intensive reporting requirements. The NJDOE hopes to ease this burden

over time by maintaining information in a more powerful and flexible way. Third, the NJDOE is committed to becoming

more service-oriented to LEAs and the public. By providing better information to LEAs and other stakeholders, and by

simplifying the burdensome data reports to the state, the NJDOE hopes to increase administrative efficiency through the

use of technology.


Data Elements and Definitions

This Staff Member ID Submission Handbook includes data elements that are currently collected and maintained by schools,

districts, and the NJDOE. Not all data elements are relevant to each staff member (e.g., a person may not have a middle

name). It is important to understand how each definition is implemented. In those situations where the implementation

of a definition is not clear it should be reported to NJ SMART so that a collaborative resolution can be reached.

The following information is provided for each data element in the Staff Member ID Submission Handbook:

Name of Data Element The data element name used within the NJ SMART system.

NJDOE Number The numerical identification of the data element.

Definition A brief description of the data element.

Functional, Policy or Legal Description The rationale for collecting the data element, and how the

data element will be used. Other policy and legal

implications for its collection.

Required Element? Indication of whether the data element is required for file

submission.

Type Data element type such as Alpha, Numeric, or Date

indicates how the field should be treated in order to meet

formatting requirements.

Min Length The minimum number of characters permitted.

Max Length The maximum number of characters permitted.

Range of Values The value options of each data element, if applicable.

Validation Rules Requirement for how each data element must be

arranged/reported.

Additional Notes Additional relevant notes about the data element, including

specifics on data validation to occur with respect to each

data element.


Privacy and Security

NJDOE takes privacy and security concerns extremely seriously. To ensure confidentiality of student records, NJ SMART

is designed with the following features: First, an audit trail of all logins, changes and logouts are recorded for all registered

and authorized users. The audit trail allows for early notification of potential security breaches. It also encourages legal

and appropriate use of student information since all activities on NJ SMART are monitored. Persons who illegally access

or download information will be prosecuted to the fullest extent of the law. Second, information in NJ SMART is

segmented or compartmentalized with security rights set up by the district so that only registered and authorized users

have access to information where they have a legitimate educational interest.


LocalStaffIdentifier (LSID)

NJDOE Number

118 Definition of Data Element

A unique number or alphanumeric code assigned to a staff member.

Functional, Policy or Legal Description

A local staff identifier (LSID) is assigned by the district and used to track staff members within a district over time and to

keep staff information secure and confidential. Districts must assign the Local Staff Identifier for each staff member in

order to receive a Staff Member Identification Number (SMID). This provides an additional matching field and an efficient

way for NJDOE to provide SMIDs to districts. This data element is used to verify the unique identification of the staff

member.

Is this Data Element Required?

Field is mandatory for all staff members.

Acceptable Values

Type: Alphanumeric

Minimum Length: 1

Maximum Length: 20

Validation Checks

Error will occur if field is left blank.

Additional Notes

N/A

Common Errors

Error Message: Field cannot be left blank.

Resolution: A Local Staff Identifier number is required, an identification number must be inputted in this field.

Remember that the LEA is responsible for creating a LSID number.

Error Message: The length exceeds 20 characters.

Resolution: The Local Staff Identifier number must not exceed 20 characters. The Maximum length is 20.

Error Message: Staff member with the same LID exists in the LEA.

Resolution: Determine which staff member should have that LID number. For the staff member with the incorrect LID,

do a partial file upload with the correct LID number the record will go into Unresolved. From the Unresolved bucket you

should click on the Request Association button and the new LID will take precedence over the old LID.


StaffMemberIdentifier (SMID)

NJDOE Number


A unique number assigned and maintained by the New Jersey Department of Education that is unique for each staff

member over time.


In order to track staff within and across districts over time, NJDOE will assign a unique 8-digit number to all staff members

employed in a New Jersey public school district. After the initial assignment of staff member identification numbers

(SMID), districts will be required to verify or obtain an identification number whenever a new staff member enters the

district.



Acceptable Values

Type: Numeric

Minimum Length: 8

Maximum Length: 8

Validation Checks

Staff Member Identifier must be a valid number issued by NJ SMART or an error will occur.

Additional Notes

N/A

Common Errors

Error Message: Field must contain exactly 8 numeric characters.

Resolution: The Staff Member Identifier number is issued with exactly 8 numeric characters. If that number does not

have 8 digits, click on the staff member’s record, click on the Edit button and delete the SMID number altogether leaving

the field blank, and click update.

Error Message: Number is not a valid issued SMID.

Resolution: Check to make sure this is a valid SMID number issued by NJ SMART. If this is not a valid number, click edit

on the staff member’s record, delete the SMID number altogether leaving the field blank, and click update.

Error Message: Field cannot be left blank for exited staff members.

Resolution: Before inactivating a staff member, make sure a SMID number was issued. If that staff member does not

have a SMID number, correct all the errors regarding that staff member, and a SMID number will be generated. Once the

SMID number is issued, inactivate the staff member with the correct codes. If the staff member was never Active in the

District and a SMID was not assigned the record should be deleted.


SocialSecurityNumber NJDOE Number


The nine-digit number of identification assigned to the individual by the Social Security Administration.


Used to establish the identity of certificated staff members.


Field is mandatory for all staff members that have a certificate.

Acceptable Values

Type: Character

Minimum Length: 11

Maximum Length: 11

Validation Checks

Social Security Number must be entered in XXX-XX-XXXX format.

Social Security Number cannot allow for 666 or 000 as the Area numbers (first 3), 00 as the group number (second 2),

or 0000 as the Serial Numbers (last 4).

900-999 are also restricted from being used as the area numbers.

Additional Notes

Only staff members with a certificate should have Social Security Number filled in. It is optional for all other staff

members.

The valid Social Security Numbers of the staff member must be collected.

Common Errors

Error Message: Field must be a valid Social Security Number in XXX-XX-XXXX format.

Resolution: Make sure the format is in XXX-XX-XXXX format, include the hyphens.

Error Message: Field cannot be left blank for certified staff.

Resolution: If this staff member has a “Y” for Yes in the CertificationStatus field, then their Social Security Number is

required. If this Staff Member is not certified, change the value in the CertificationStatus field to “N” for No.


NamePrefix NJDOE Number


An appellation, if any, used to denote rank, placement, or status (e.g., Mr, Ms, Reverend, Sister, Dr, Colonel).


Used to establish the identity of staff members.


Field is optional for all staff members.

Acceptable Values

Type: Character

Minimum Length: 1

Maximum Length: 11

Validation Checks

Periods are not accepted in the NamePrefix field. No punctuation should be included.

Additional Notes

While NamePrefix is an optional data element, the district should use this data element to differentiate among staff

members who would otherwise have the same name and birth information.

Common Errors

Error Message: Field contains an invalid character or exceeds 10 characters.

Resolution: The minimum length for this field is 1, the maximum length is 11. Make sure there are no periods, or

punctuation marks in this field. On the staff member’s record page, click edit, update the field, then click update.


FirstName NJDOE Number


A name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.





Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 30

Validation Checks

An error will occur if field is left blank.

Additional Notes

No nicknames or abbreviated names should be reported. Periods are not accepted in the FirstName field. Other

special characters such as apostrophes and hyphen are accepted.

First name and last name must be reported as separate fields.

Common Errors


Resolution: This is a mandatory field, a first name must be entered in this field.


Resolution: Periods are not accepted in this field, and this field also cannot have more than 30 characters. If this staff

member’s name has more than 30 characters or periods in the first name field, on the staff member’s record page, click

edit, correct the information in this data element, then click update.


MiddleName NJDOE Number


A secondary name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.





Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 30

Validation Checks

First Name, Middle Name and Last Name must be reported as three separate fields. Middle initial (no period

permitted) or full middle name are accepted. Apostrophes and hyphens are accepted.

Additional Notes

While Middle Name is an optional field, if the district maintains this data element it should be reported to support

unique identification of the staff member.

Common Errors



member’s name has more than 30 characters or periods in the middle name field, on the staff member’s record page,

click edit, correct the information in this data element, then click update.


LastName NJDOE Number


The name borne in common by members of a family.





Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 50

Validation Checks

Periods are not accepted in the LastName field. Other special characters such as apostrophes and hyphens are

accepted.


Additional Notes

First name and last name must be reported as separate fields.

Staff members with multiple last names should include multiple last names in this field. Hyphens are acceptable if

they are part of the staff member’s legal name; place both last names in this field. Example: Jenny R. Smith-Jones

would be last name = "Smith-Jones" while John F. Davis Smyth would be last name = "Davis Smyth".

Common Errors


Resolution: This is a mandatory field, a last name must be entered in this field.



member’s name has more than 50 characters or periods in the last name field, on the staff member’s record page, click

edit, update the field, then click update.


GenerationCodeSuffix NJDOE Number


An appendage, if any, used to denote an individual’s generation in his family (e.g., Jr, Sr, III).




Field is optional for all students.

Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 3

Validation Checks

No punctuation should be included.

Additional Notes

Leave NULL if not available or does not exist.

While Generation Code/Suffix is an optional data element, the district should use this data element to differentiate

among staff members who would otherwise have the same name and birth information.

Common Errors


Resolution: The maximum number of characters is 3 and do not include any type of punctuation marks in this field.


FormerName NJDOE Number


The previously recognized or legally accepted name of the individual.





Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 50

Validation Checks

Periods are not accepted in the FormerName field. Other special characters such as apostrophes and hyphen are

accepted.


Additional Notes

Leave NULL if not available or does not exist.

While FormerName is an optional data element, the district should use this data element to differentiate among staff

members who would otherwise have the same name and birth information. For example, a maiden name should be

submitted in the FormerName field.

Common Errors


Resolution: Make sure there are no periods in this field. The Former Name should not exceed 50 characters.


Sex NJDOE Number


The staff member’s gender.





Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

M = Male

F = Female

Validation Checks

Sex should be specified as: "F" for Female, "M" for Male.


Additional Notes

N/A

Common Errors


Resolution: This is a required field, filling a “M” for Male or “F” for Female will clear this error.

Error Message: Field must have a value of F or M.

Resolution: The only accepted values for this field are “F” for Female and “M” for Male.


DateOfBirth NJDOE Number


The year, month and day on which an individual was born.





Acceptable Values

Type: Date

Minimum Length: 8

Maximum Length: 8

Validation Checks

Error will occur if format does not include a four digit year followed by a zero-filled two position month, followed by a

zero-filled two position day (i.e. 20010128).


Additional Notes

Date must be in YYYYMMDD format. Do not include any separators such as "/" or "-".

Common Errors


Resolution: Date of Birth is a mandatory field. You must put the date of birth in a YYYYMMDD format.

Error Message: The length must be 8 characters.

Resolution: Make sure there are no separators, and verify that you are using the correct format when inputting the date

of birth.

Error Message: Date cannot be in the future.

Resolution: This must be a valid date of birth, not a date in the future. Check to make sure the dates are correct, and

there are no typos in the date format.

Error Message: Staff member age is outside of reasonable parameters.

Resolution: Year of Birth must be a valid year inside of reasonable parameters, please check the date of birth year to

make sure it matches the age of the Staff Member. A Staff member cannot be older than 99, and cannot be younger than

14 years of age.

Error Message: Field must be a valid date in YYYYMMDD format.

Resolution: Check to make sure no separators are entered in this field, such as “/” or “-“. Make sure the values in the

field are in the correct date format.


Ethnicity NJDOE Number


The ethnic category which most clearly reflects the individual's recognition of his or her community or with which the

individual identifies.


The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office

of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have two categories for

data on ethnicity. The revised Standards are the following:

Revised US OMB Directive No. 15 (1997)

Hispanic or Latino

Not Hispanic or Latino



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Hispanic or Latino - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other

Spanish culture or origin, regardless of race.

N = Not Hispanic or Latino

Validation Checks

Only “Y” or “N” responses will be accepted. Each staff member must have a Y or an N response.


Additional Notes

If positive identification of Hispanic or Latino is not possible, “N” should be entered.

If Ethnicity = “N,” at least one Race category must be identified as “Y.”

Common Errors


Resolution: This is a required field, a value must be entered. If a Staff Member is Hispanic or any other Spanish ethnicity,

use the value “Y” for Yes. If this Staff Member is not Hispanic or any other Spanish ethnicity, use the value “N” for No.

Error Message: Field must have a value of Y or N.

Resolution: The only acceptable values for this field is “Y” for Yes, or “N” for No.

Error Message: At least one Race category must be identified as “Y” if Ethnicity is “N”.

Resolution: One race field must have a “Y” value, with the other fields having a “N” value. but you must have a “Y” value

filled in for one of the ethnicity choices. Multiple races are accepted.


RaceAmericanIndian

NJDOE Number


The racial category, which clearly reflects the individual's recognition of his or her community or with which the individual

most identifies. More than one race category may be reported for an individual.



of Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum

categories for data on race and two categories for data on ethnicity. More than one race category may be reported for an

individual. The revised Standards are the following:


American Indian or Alaska Native Black or African American

Asian Native Hawaiian or Other Pacific Islander

White



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Yes to American Indian or Alaska Native - A person having origins in any of the original people of North and South

America (including Central America) and who maintains a tribal affiliation or community attachment.

N = No to American Indian or Alaska Native.

Validation Checks



Additional Notes

Multiple race categories may be identified for a staff member. All race categories that are not applicable to a staff

member should be marked as “N.”

Common Errors


Resolution: This is a required field, if this Staff Member is not American Indian, you want to make sure you use the value

“N” for No for this field. Each staff member must have a value for these fields.

Error Message: Field must have a value of either Y or N.

Resolution: There must be a value entered in this field, leaving the field blank will generate an error. Use “Y” for Yes, or

“N” for No.

Error Message: At least one Race category must be identified as Y if Ethnicity is N.

Resolution: Find the correct Ethnicity for that Staff Member and use the value, “Y” for Yes. If you put “N” for Ethnicity,

check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a

value entered in them.


RaceAsian NJDOE Number





The categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity by the US Office of

Management and Budget – Statistical Policy Directive No. 15 (1997). The revised standards have five minimum categories

for data on race and two categories for data on ethnicity. More than one race category may be reported for an individual.

The revised Standards are the following:




White



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Yes to Asian - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands,

Thailand, and Vietnam.

N = No to Asian.

Validation Checks



Additional Notes



Common Errors


Resolution: This is a required field, if this Staff Member is not Asian, you want to make sure you use the value “N” for No

for this field. Each staff member must have a value for these fields.



“N” for No.



check the staff member’s other Race fields and make sure the correct field has a “Y” and the other Race fields have a value

entered in them.


RaceBlack NJDOE Number












White



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Yes to Black or African American - A person having origins in any of the black racial groups of Africa.

N = No to Black or African American.

Validation Checks



Additional Notes



Common Errors


Resolution: This is a required field, if this Staff Member is not Black or African American, you want to make sure you use

the value “N” for No for this field. Each staff member must have a value for these fields.



“N” for No.






RacePacific NJDOE Number












White



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Yes to Native Hawaiian or Other Pacific Islander - A person having origins in any of the original peoples of Hawaii,

Guam, Samoa, or other Pacific Islands.

N = No to Native Hawaiian or Other Pacific Islander.

Validation Checks



Additional Notes



Common Errors


Resolution: This is a required field, if this Staff Member is not Native Hawaiian or Other Pacific Islander, you want to

make sure you use the value “N” for No for this field. Each staff member must have a value for these fields.



“N” for No.






RaceWhite NJDOE Number












White



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Yes to White - A person having origins of the original peoples of Europe, the Middle East or North Africa.

N = No to White.

Validation Checks



Additional Notes



Common Errors


Resolution: This is a required field, if this Staff Member is not White, you want to make sure you use the value “N” for No

for this field. Each staff member must have a value for these fields.



“N” for No.






CertificationStatus NJDOE Number


An indication that the educator holds the certification required by his or her assignment.


Used to establish teacher credential in a school or district.



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

Y = Yes, fully certified or licensed.

N = No, not fully certified or licensed.

Validation Checks

If Certification Status = Y, then Social Security Number must be filled in or an error will occur.


Additional Notes

Only “Y” or “N” responses will be accepted.

Field should be marked N for all staff members unless they are a teacher, administrator, nurse, media specialist,

guidance counselor, child study team member or psychologist and is certified.

Common Errors


Resolution: Non-teaching staff members such as Paraprofessionals and Bus Drivers are not considered certified staff.

Error Message: Field must have a value of Y or N.

Resolution: This field requires a value, leaving this field blank will generate an error. If you are unsure if a Staff Member

should be deemed certified, please use the NJ SMART STAFF DATA HANDBOOK, check the field CredentialType, and

see if that staff member’s certification fits under any of those descriptions.


Status NJDOE Number


The staff member’s employment status.


NJDOE



Acceptable Values

Type: Alpha

Minimum Length: 1

Maximum Length: 1

A = Active

I = Inactive

Validation Checks

If Status = I, then District Employment Exit Date and District Employment Exit Reason must be filled in or an error will

occur.


Additional Notes

A staff member is either Active or Inactive in the district. Active staff members are currently employed by the

district. Inactive staff members are no longer employed.

Common Errors


Resolution: This is a mandatory field. Leaving this field blank will result in an error. If this staff member is active in your

district, use the value “A” for Active, or “I” for Inactive.

Error Message: Field must have a value of A or I.

Resolution: There are only two values for this field to choose from, “A” for Active, and “I” for Inactive. If a Staff Member

is no longer employed or on a leave for a long period of time, choose “I” for Inactive. Active Staff Members receive an

“A” for Active Status.

Error Message: Active staff cannot have a District Employment Exit Date and Exit Reason.

Resolution: Only Inactive Staff Members are to have District Employment Exit Dates and Exit Reasons. If you have an

active Staff Member with these codes, delete the values in those two fields and leave them blank.


DistrictEmploymentBeginDate NJDOE Number


The date on which the staff member began employment with the reporting LEA.


Used to establish staff member assignment to a school or district.



Acceptable Values

Type: Date

Minimum Length: 8

Maximum Length: 8

Validation Checks

Date must be in YYYYMMDD format.


If DistrictEmploymentBeginDate is a date on or after September 1, 2011, then DistrictEntryCode must also be filled in.

Additional Notes

N/A

Common Errors


Resolution: This is a mandatory field. Find the date of when a Staff Member entered the district and enter into this field

using the correct date format (YYYYMMDD).


Resolution: The Date Format (YYYYMMDD) is exactly 8 characters, using the correct date format with any hyphens,

commas or slashes will exceed the maximum character length. Refrain from using any special characters in this field.


Resolution: The entry date cannot be a date in the future, if you have a staff member entering the district in the future,

either refrain from uploading the Staff Member until they are officially working in your district or leave the field blank

until the future date becomes the present date.


Resolution: Check to make sure no separators are entered in this field, such as “/” or “-“. Make sure the values in the


Error Message: District Employment Begin Date cannot be after District Employment Exit Date.

Resolution: Compare the two dates and make sure the Exit Date is not before the Begin Date.

Error Message: Staff member age is outside of reasonable parameters.

Resolution: District Employment Begin Date must be a valid year inside of reasonable parameters, please check the date

of employment. A Staff member cannot be older than 99, and cannot be younger than 14 years of age.


DistrictEntryCode NJDOE Number


An indication of where the staff member is coming from.




Field is mandatory for staff members that entered the district after September 1, 2011.

Acceptable Values

Type: Numeric

Minimum Length: 2

Maximum Length: 2

From a teaching position: From a college or university program of study:

03 = In another NJ public school district 21 = In a NJ public college or university

04 = In a public school district outside NJ 22 = In a private NJ college or university

05 = In a non-public school

06 = In a college or university

23 = In a public or private college or university outside of

NJ

From an administrative or supervisory position: From home duties:

11 = In another NJ public school district 29 = Returning to a certified position from home duties

12 = In a public school district outside of NJ

13 = In a non-public school Return from an approved leave of absence without pay:

14 = In a college or university 30 = From maternity leave

31 = From sabbatical leave

From an education support services position: 32 = From another leave of absence

17 = In another NJ public school district

18 = In a public school district outside of NJ occupation From military service:

19 = In a non-public school, college, or university 60 = From a branch of the military services

20 = In a college, or university

From employment in a non-teaching occupation:

70 = From a position of employment in a non-teaching

occupation

From employment in a non-teaching occupation:

72 = From a position other than any listed

Validation Checks

Field must be filled in when DistrictEmploymentBeginDate is a date on or after September 1, 2011.

Common Errors


Error Message: Field must be filled in for staff members that entered the district on or after September 1, 2011.

Resolution: Any staff members that entered the district after the date of September 1, 2011 are required to have a

District Entry Code. If you have staff members that entered after 9/1/2011, choose the correct code listed above and

input the value into this field.

Error Message: The length must contain exactly 2 numeric characters.

Resolution: All of the District Codes listed above are exactly 2 numeric characters, please check what code you put in this

field and make sure it’s a valid 2 character code from one of the choices listed above, otherwise an error will be

generated.

Error Message: Value is not a valid entry code.

Resolution: Using a code that is not listed above will generate an error due to NJ SMART’s Validation rules. Please check

the code you entered into this field and make sure it’s one of the 2 digit codes listed above.


DistrictEmploymentExitDate NJDOE Number


The date on which the staff member has ended employment with the reporting LEA.




Field is mandatory for all staff members that have exited the district.

Acceptable Values

Type: Date

Minimum Length: 8

Maximum Length: 8

Validation Checks

Date must be in YYYYMMDD format.

If DistrictEmploymentExitReason has a value, then DistrictEmploymentExitDate must also have a value.

Additional Notes

N/A


Common Errors


Resolution: The Date Format (YYYYMMDD) is exactly 8 characters, using the correct date format with any hyphens,

commas or slashes will exceed the maximum character length. Refrain from using any special characters in this field.


Resolution: The exit date cannot be a date in the future, if you have a staff member exiting the district in the future,

either refrain from making the staff member inactive or leave the field blank until the future date becomes the present

date.


Resolution: Check to make sure no seperators are entered in this field, such as “/” or “-“. Make sure the values in the


Error Message: District Employment Exit Date cannot be before District Employment Begin Date.

Resolution: Go onto the Staff Member’s record page and compare the two dates to make sure the Exit Date is not before

the Begin Date.

Error Message: Field must be filled in for all staff members that have exited the district.

Resolution: If you have a staff member leaving the district, you will need to provide the District Employment Exit Date,

otherwise this field will remain in error.

Error Message: Field must be filled in if Status has a value of I.

Resolution: If you are making a Staff Member inactive, you will need to provide the Exit Date for this Staff Member.

Enter in the date of the staff member when they left the district.

Error Message: Field must be left blank if Status has a value of A.

Resolution: For Active Staff Members you have to leave this field blank, otherwise you will generate an error.


DistrictEmploymentExitReason NJDOE Number


An indication of the reason the staff member has left the district.




Mandatory for all staff members that have exited the district.

Acceptable Values

Type: Numeric

Minimum Length: 2

Maximum Length: 2

Range of Values: Granted a leave of absence without pay:

To assume another teaching position: 30 = A maternity leave

02 = In another NJ public school 31 = A sabbatical leave

03 = In a public school district outside NJ 32 = Another leave of absence


05 = In a college or university Retired:

40 = Retired from position

To accept an administrative or supervisory position:

11 = In another NJ public school district Deceased:

12 = In a public school district outside of NJ 50 = Deceased


14 = In a college or university Enter military service:

60 = To enter military services

To accept an educational support services position:

16 = In another NJ public school district To accept employment in a non-teaching occupation:

17= In a public school district outside of NJ 70 = Accepted employment in non-teaching occupation

18 = In a non-public school, college, or university

19 = In a college, or university Not offered re-employment:

80 = Due to reduction in force

To continue education: 81 = Non-tenured faculty, not meeting district

20 = At a college or university performance expectations

82 = Tenured faculty, not meeting district performance

Resigned: expectations

25 = Because of prolonged illness 90 = For other than any listed

28 = No reason given for resignation

29 = To assume home duties


DistrictEmploymentExitReason NJDOE Number

138 Certificate Status

92 = Certificate suspended

93 = Certificate revoked

Validation Checks

If DistrictEmploymentExitDate has a value, then DistrictEmploymentExitReason must also have a value.

Additional Notes

N/A

Common Errors

Error Message: Field must be filled in if Status has a value of I.

Resolution: For Inactive Staff Members, it is required to have a District Employment Exit Reason. Choose the correct 2

digit number code listed above. Go onto the Staff Member’s record page, click “Edit” input the code, then click “Update”.

Error Message: Field must be left blank if Status has a value of A.

Resolution: All active Staff Members must leave this field blank, this field is only required for making staff members

inactive.

Error Message: Field must be filled in for all staff members that have exited the district.

Resolution: In order to make a Staff Member inactive, a two digit exit reason code is required. Choose the correct code

listed above, go onto the Staff Member’s record page, click “Edit” input the code, then click “Update”.

Error Message: The length must contain exactly 2 numeric characters.

Resolution: All of the District Codes listed above are exactly 2 numeric characters, please check what code you put in this

field and make sure it’s a valid 2 character code from one of the choices listed above, otherwise an error will be

generated.

Error Message: Value is not a valid entry code.

Resolution: Using a code that is not listed above will generate an error due to NJ SMART’s Validation rules. Please check

the code you entered into this field and make sure it’s one of the 2 digit codes listed above.

staff member id (smid) submission handbook version

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