SMART Student Course Data Extract (New Jersey)

Classic View: NJ State Reporting > SMART Extracts > SMART Student Course Data

Search Terms: SMART Extracts

The Student Course Data Extract reports one record for each course in which a student has received final score. Records report based on selections made on the NJ SMART Extract Editor. When a student exits and re-enters the same course, this is treated as two separate records.

SMART Student Course Data Extract

When the Display Courses with no Final Grade checkbox is marked, students who are not assigned a final outcome/score for the course (based on the report logic below) are included in the report, but the following report fields do not report any data:

  • Credits Earned
  • Numeric Grade
  • Alpha Grade
  • Completion Status

Marking this checkbox allows users to see which students do not have a final score assigned to them.

Report Logic

In order for a record to report, the following conditions must be met:

  • Course must be active at some point within the report start and end dates.
  • Transcript record for course exists.
  • Course must have a grading task.
  • Student has been assigned a final outcome/score for course.

A set of course records reports per student where the student was assigned a final outcome or score. A record will report for each transcript record when:

  • The GPA Weight field is not blank.
  • The Current Score field that is not blank.
  • The Actual Term falls within the date parameters selected on the extract editor.

Manually added transcript postings will not be reported.

When these records do not exist, the report considers courses that have a state reported grading task set up and value(s) selected for the grading task. Records report for each grading task which has a value selected and falls within the date parameters selected on the extract editor.

  • The Current Score field that is not blank.
  • The Actual Term falls within the date parameters selected on the extract editor.
  • If a student enters, exits, and re-enters and exits the same course section again, the most recent entry/exit date is used.
  • The Student Section Exit Date cannot be in the future.

Courses marked as State Exclude are not included.

Mark any grading tasks that you want to report as State Reported in on the Grading Task. Use the term mask feature on the Grading Tasks at the course level to hide the task for certain terms. 

Elementary School Scenario

  • Report a set of records for courses that are considered year long and typically do not receive an official final grade.
  • Standards-based courses may not have transcript records. These courses report based on grading task set up.

Any course with a grading task marked as state reported and a grade is selected reports. This means that if a year long course should only report once, then a value should only be selected for a grading task once (regardless of the amount of terms the course runs). Typically these courses are referred to as prior to secondary.

Middle and High School Scenario

  • Report a set of transcript records.
  • Course records from the student's Transcript that have a score/grade and GPA weight assigned are considered.
  • These records report credit and grading information, which is not expected when a course is prior to secondary.

Report Editor

Field

Description

Extract Type

Selection determines which extract generates.

Reporting Period Start Date

Entered date determines the time frame of the extract, reporting only that student data as of that date. Dates are entered in mmddyy format or can be chosen by using the calendar icon.

Reporting Period End Date

Entered date determines the time frame of the extract, reporting only that student data as of that date. Dates are entered in mmddyy format or can be chosen by using the calendar icon. The end date field is auto-populated with the current date.

Students without state IDs

When marked, students who are not assigned a state ID will be returned, in addition to those students who do have a state ID.

Display Courses with No Final Grade

When the Display Courses with no Final Grade checkbox is marked, students who are not assigned a final outcome/score for the course (based on the report logic below) are included in the report, but the following report fields do not report any data:

  • Credits Earned
  • Numeric Grade
  • Alpha Grade
  • Completion Status

Marking this checkbox allows users to see which students do not have a final score assigned to them.

State ExcludeDrop list options include:
  • Exclude State Exclude Enrollments (default)
  • Include State Exclude Enrollments
  • Only State Exclude Enrollments

Ad hoc Filter

When selected, only those students in the filter will be included on the selected SMART extract.

Format

SMART Extracts generate in either HTML format or in CSV format (state format).

Calendar Selection

Selection indicates from where the data is pulled.

Report Generation

Use the Generate Extract button to display the results of the extract immediately. 

Generate the Report

  1. Select SMART Student Course Data from the Extract Type dropdown list.
  2. Enter a Reporting Period Start Date.
  3. Enter a Reporting Period End Date.
  4. Mark the Student w/o stateIDs if those students should not appear in the report.
  5. If applicable, mark the Display Courses with No Final Grade checkbox.
  6. Indicate the Format in which in which the report should generate.
  7. Click the Generate Extract button o generate the report in the desired format. 

Student Course Data Extract - State Format (CSV)

Student Course Data Extract - HTML Format

Report Layout

Data Element

Description

Location

Local Identification Number

A unique number (LID) for each student in the district assigned and maintained by the local school district.


Alphanumeric, 20 characters

Census > Demographics > Student Number


Person.studentNumber

State Identification Number

A unique number (SID) for each student assigned and maintained by the New Jersey Department of Education. 


Numeric,
10 characters

Census > Demographics > State ID


Person.stateID

First Name

The student's first name


Alphanumeric, 30 characters

Census > Demographics > First Name


Identity.firstName

Last Name

The student's last name.


Alphanumeric, 50 characters

Census > Demographics > Last Name


Identity.lastName

Date of Birth

The student's date of birth.


Date field, 8 characters (YYYYMMDD)

Census > Demographics > Birth Date


Identity.birthDate

County Code Assigned

Indicates the New Jersey county in which the student is enrolled during the course start and end date.


Alphanumeric, 2 characters

System Administration > Resources > Counties > Number


Counties.number

District Code Assigned

Indicates the local education agency in which the student is enrolled during the course start and end date.


Alphanumeric, 4 characters

System Administration > Resources > District Information > State District Number


District.number

School Code Assigned

Indicates the school in which the student is enrolled during the course start and end date.


Alphanumeric, 3 characters

System Administration > Resources > School > State School Number


School.number

Section Entry Date

The date the student was assigned to the specific course section.


When a student starts in the course section AFTER the section start date, the student's Start Date reports.


If there is no start date available, this field reports the term start date.


Date field, 8 characters (YYYYMMDD)

Course/Section > Section > Roster Batch Edit > Start Date


Roster.startDate

Section Exit Date

The date the student exited the specific course section.


Date field, 8 characters (YYYYMMDD)

Course/Section > Section > Roster Batch Edit > End Date


Roster.endDate

Subject Area

The general content code per the NCES SCED code listing.


Numeric, 3 characters

Course/Section > Course > NCES Data > SCED Subject Area


Course.scedCourseID

Course Identifier

NCES assigned course code.


Numeric, 3 characters

Course/Section > Course > NCES Data > SCED Course Identifier


Course.scedCourseID

Course Level

Indicates the level of rigor for the course.

See the NCES Data information for more information.


Alphanumeric, 1 character

Course/Section > Course > NCES Data > SCED Course Level


Course.scedCourseLevel

Grade Span

Identifies the intended grade span for a prior-to-secondary course. 


Alphanumeric, 4 characters

Course/Section > Course > NCES Data > SCED Lowest Grade, SCED Highest Grade


Course.scedLowest Grade

Course.scedHighest Grade

Available Credit

Identifies the amount of credits available toward graduation to a student who successfully meets the objectives of the course.

Range of values - 0.000 to 20.000


Numeric, 6 characters

Course/Section > Section > Grading Task > Grading Task Editor > Credit


Course.scedAvailableCredit

Course Sequence

Indicates the course's consecutive sequence interpreted as Part N of M and is reported as NM.

Range of values - 11 to 99


Numeric, 2 characters

Course/Section > Course > NCES Data > SCED Sequence


Course.scedSequenceNum

Course.scedSecuentMax

Local Course Title

Identifies the district's local name for the course.


Alphanumeric, 50 characters

Course/Section > Course > Name


Course.name

Local Course Code

Identifies the district's local number for the course.


Alphanumeric, 15 characters

Course/Section > Course > Number


Course.number

Local Section Code

Identifies the district's local section number of the course. 


Alphanumeric, 1 character

Course/Section > Section > Section Number


Section.number

Credits Earned

Indicates the total number of credits the student received towards graduation upon completing the course. 


Numeric, 6 characters

Student Info > Transcript > Course Editor > Earned


TranscriptCredit.creditsEarned

Numeric Grade Earned

Indicates the numeric grade the student received upon  completion of the course section.

Optional unless both Alpha Grade Earned and Completion Status are blank.

 If Current Score is not numeric, it reports blank.

Range of values - 0 to 100


Numeric, 3 characters

Student Info > Transcript > Course Editor > Current Score


Score.numericGradeEarned

Alpha Grade Earned

Indicates the letter grade the student received upon completion of the course section.

Optional unless both Numeric Grade Earned and Completion Status are blank.

If Current Score is not one of the valid values listed, it reports blank.

Range of values - A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, E+, E, E-, F+, F


Alphanumeric, 2 characters

Student Info > Transcript > Course Editor > Current Score


Score.AlphaGradeEarned

Completion Status

Indicates the completion status of the student for the given course.

Optional unless both Alpha Grade Earned and Numeric Grade Earned are blank.

If Current Score is not one of the valid values listed, it reports blank.

Range of values - P (Pass), F (Fail), W (Withdrawal), I (Incomplete), NG (No grade earned)


Alphanumeric, 2 characters

Student Info > Transcript > Course Editor > Current Score


TranscriptCourse.score

Course Type

Indicates the type of instructional environment in which a course section occurs. Reported values are based on the assigned teacher at the section level for the course.

Options are:

  • S1: Standard Course Taught by Single Teacher
  • S2: Standard Course Taught by Co-Teachers
  • R: Remote Course Attended by Student Off-Site
  • C: College Level Dual Enrollment/Dual Credit Course
  • O: Only Course Taught by Staff Not Assigned to Your District

Alphanumeric, 2 characters

Scheduling > Courses > Course > Type

Course.type
Dual Institution
Reports the selected code that indicates the Office of Post- secondary Education Identification value of the college/university in which the student is enrolled in the dual enrollment/dual credit course.

Numeric, 8 digits
Scheduling > Courses > Course > Course Information > OPE ID

Course.provider