Course Submission
Training, 2011-2012
Course
#: CourseTraining
name
DQ300: Course
Submission
Course Submission Training Objectives
Introduction
 Identify resources necessary for completing the Course Submission and how
to acquire them
 Understand the background and purpose of the Course Collection
 Recognize general LEA responsibilities during the Course Submission
Submission
Guidelines
Course Data
Overview
2
 Internalize key dates and deadlines
 Strategize according to the recommended action timeline for a healthy
submission.
Familiarize yourself with definitions, common errors, and general tips for the
data elements found in Course Submission.
Apply your knowledge of SCED codes to map local courses to national
courses.
Course
#: CourseTraining
name
DQ300: Course
Submission
Available Resources
 Training & Assistance
 NJ SMART help desk
 Web Videos
 1-800-254-0295
 Webinars
 njsmart@pcgus.com
 Help tab
 www.njsmart.org
 Handbooks
 Templates
 FAQs
 Download the NCES SCED Codes
Manual from the Help Tab for this
Training.
3
Course
#: CourseTraining
name
DQ300: Course
Submission
Why are we doing a Course Collection?

The US DOE has placed increasingly intensive reporting requirements on collecting student
and staff level data.

To meet these reporting requirements, US DOE has outlined 10 elements that must be met
by the state. The Course Collection completes New Jersey’s 2 remaining elements, a state
wide teacher identification system that matches teachers to students and a database of
student transcripts.

4
Collecting course data is a necessary step in effective data informed decision making.
Course
#: CourseTraining
name
DQ300: Course
Submission
Why are we doing a Course Collection?
DATA USE TRACK
NJ’s Progress towards meeting Federal elements
 Statewide Student Identifier
 Student-Level Enrollment Data
 Student-Level Test Data
 Information on Untested Students
 Statewide Teacher Identifier with a Teacher-Student Match
 Student-Level Course Completion (Transcript) Data
 Student-Level SAT, ACT, and Advanced Placement Exam Data
 Student-Level Graduation and Dropout Data
 Ability to Match Student-Level P-12 and Higher Education Data
 A State Data Audit System
5
Course
#: CourseTraining
name
DQ300: Course
Submission
Submission Guidelines: Overview

NJ SMART takes one collection for the Course Submission. All LEAs must release
their records to the Course Submission by 5 PM on August 2nd.

All LEAs must submit records for only students that are attending their district.
The district where the student is receiving instruction and grade in the course
is the district responsible for submitting the student to the Course Collection.

All LEAs must submit records for only teachers of record (those responsible for
100% of the class roster) assigned to their district. The district where the teacher
is assigned to teach the course is the district responsible for submitting the
staff record to course.

A submitted Course record must have at least one corresponding staff record and at least one
corresponding student record to prevent submission errors
6
Course
#: CourseTraining
name
DQ300: Course
Submission
Key Portal Dates and Deadlines




7
May 16, 2012

Close: SID/ SMID Management

Close: Special Education

Open: SID/ SMID Management

Open: Special Education

Open: EOY State Submission – LDM

Open: SID/SMID Management 2012-2013 SY

Open: CTE Submission – Practice Period

Open: State Submission – LDM

Open: Course Submission- Practice Period

Open: Special Education Submission – LDM

Open: Staff Submission – Practice Period

Open: Transportation- Practice Period

June 29, 2012

Deadline: EOY State Submission – LDM

Deadline: CTE Submission – Practice Submission 

Deadline: Course Submission- Practice Period
July 5, 2012
August 7, 2012
October 15, 2012

Deadline: SID/ SMID Management Snapshot

Deadline: State Submission – LDM

Open: SID/ SMID Management

Deadline: Special Education Submission – LDM

Open: Special Education- Refresh Disabled

Deadline: Staff Submission – Practice Period

Open: Official EOY State Submission

Deadline: Transportation- Practice Period

Open: Official CTE Submission

Open: Official Course Submission
August 2, 2012

October 18, 2012

Open: Official State Submission

Open: Official Special Education Submission

Deadline: Official EOY State Submission

Open: Official Staff Submission

Deadline: Official CTE Submission

Open: Official Transportation

Deadline: Official Course Submission

Open: Pre-ID- Practice
Course
#: CourseTraining
name
DQ300: Course
Submission
Course Submission Recommended Timeline
8
School Year: 2011-2012
Action
February
Work with your curriculum coordinator
Contact your SIS Provider
Attend a NJ SMART Course Training Webinar
March
Finish mapping your course codes
Download and review your resources
April
Begin entering your Course Data
Mid May
Upload during the practice period
Correct your errors
Ensure your SID and SMID records are current and
accurate
June
Export your course records from the portal
Early July
Update and upload your course records for the Official
Submission
Resolve your Errors
August
Release your records
Course
#: CourseTraining
name
DQ300: Course
Submission
Data Elements Overview

When submitting data to any NJ SMART submission, the data must meet specific
requirements set forth by the NJ DOE and NJ SMART validation rules.

Validation rules are put into place to help increase overall data quality. All rules are
outlined in detail in the Student Data Handbooks.

Any field that fails to meet the outlined validation rules is given an Error status in the NJ
SMART portal and must be resolved in order to be counted in official NJ DOE reports.
9
Course
#: CourseTraining
name
DQ300: Course
Submission
Data Elements Overview (cont.)
Data Elements
Staff File Data Elements












10
LSID
SMID
Staff First Name
Staff Last Name
Staff Date of Birth
County Code Assigned
District Code Assigned
School Code Assigned
Subject Area
Course Identifier
Course Level
Available Credit
Grade Span
Course Sequence
Local Course Title
Local Course Code
Local Section Code
Section Entry Date
Section Exit Date
Student File Data Elements












LID
SID
Student First Name
Student Last Name
Student Date of Birth
County Code Attending
District Code Attending
School Code Attending
Subject Area
Course Identifier
Course Level
Available Credit











Grade Span
Course Sequence
Local Course Title
Local Course Code
Local Section Code
Section Entry Date
Section Exit Date
Credits Earned
Numeric Grade
Earned
Alpha Grade Earned
Completion Status
Course
#: CourseTraining
name
DQ300: Course
Submission
Repeating Elements
Data Elements
Definition
Range of Values:
Key Ideas:
Validation
Rules:
Errors:
Additional Notes:
Additional Notes:
11
Student Data
Staff Data
Students: Local Identification Number (for students only), State Identification
Number (for students only), Local Staff Identifier (for staff only), Staff Member
Identifier (for staff only)
1. A students LID and a staff member’s LSID must be unique
2. These elements must remain the same through out each submission
3. If your district does not have a unique numerical identification system, your
district must create an LID/ LSID scheme and assign each staff member and
student an identification.
1. Error will occur if multiple students within the district with the same LID are
reported.
2. Error will occur if this field is left blank.
3. Although the SID/SMID will be highlighted for matching errors in the portal,
you need to check that all five fields match exactly: SID/SMID, LSID, First
Name, Last Name, and Date of Birth are the five elements that uniquely
identify each student or staff member.
1. It is important for confidentiality that LID and LSID do not contain any
embedded meaning linked to student or staff specific information.
Course
#: CourseTraining
name
DQ300: Course
Submission
Repeating Elements (cont.)
SMID Management
Staff Submission
Course Roster
Submission
State ID
1111111111
1111111111
1111111111
Local ID
123
123
123
Date of Birth
19990302
19990302
19990302
First Name
Mark
Mark
Marcus
Last Name
Smith
Smith
Smith
12
Course
#: CourseTraining
name
DQ300: Course
Submission
Section Entry Date
Data Elements
Student Data
Staff Data
Definition
The date the student was assigned to the specific course and section.
Range of Values:
Type: Numeric (must be YYYYMMDD format)
Validation Rules:
1. Field is mandatory for all students and staff members.
2. An error will occur if value does not meet the acceptable range of values
3. An error will occur if the student or staff course entry date occurs after the
student course exit date for that particular record
Additional Notes:
1. Students and staff members who exit and reenter the section at any point in
time should receive a new entry date.
2. Districts must report only the most recent entry date.
3. Entry date is determined by the date the staff or student entered the course.
13
Course
#: CourseTraining
name
DQ300: Course
Submission
Section Exit Date
Data Elements
Student Data
Staff Data
Definition
The date the student exited the specific course section
Range of Values:
Type: Numeric (must be YYYYMMDD format)
Validation Rules:
1. Field is mandatory for all students who are no longer active in the course.
2. An error will occur if value does not meet the acceptable range of values.
3. An error will occur if the student course exit date occurs before the
student course entry date for that particular record.
Additional Notes:
1. Students and staff members who exit and reenter the section at any point in
time should receive a new entry date.
2. Districts must report only the most recent entry date.
3. Entry date is determined by the date the staff or student exited the course.
14
Course
#: CourseTraining
name
DQ300: Course
Submission
Subject Area
Data Elements
Student Data
Staff Data
Definition
The general content code per the NCES SCED code listing.
Range of Values:
Type: Numeric, Minimum Length: 2, Maximum Length: 2
Validation Rules:
1. Field is mandatory for all courses.
2. An error will occur if value is not a valid SCED
Subject Area code.
3. Error will occur if field is left blank.
Additional Notes:
1. Some courses may combine content from more than one single subject
area, in deciding on the appropriate codes leverage your curriculum
coordinator and wise judgment to assign the appropriate subject area code.
15
Course
#: CourseTraining
name
DQ300: Course
Submission
Course Identifier
Data Elements
Student Data
Staff Data
Definition
Course codes within a subject area as identified by the NCES SCED codes.
Range of Values:
Type: Numeric, Minimum Length: 3, Maximum Length: 3
Validation Rules:
1. Field is mandatory for all courses.
2. An error will occur if value is not a valid SCED
Course Identifier code.
3. Error will occur if field is left blank.
Additional Notes:
1. There are no course descriptions in SCED that are specific to students with
disabilities or indicate that a course has been modified for these students.
Select the subject area and course identifier based on course content.
16
Course
#: CourseTraining
name
DQ300: Course
Submission
Course Level
Data Elements
Student Data
Staff Data
Definition
Conveys the course’s level of rigor.
Range of Values:
Type: Alpha, Minimum Length: 1, Maximum Length: 1
Validation Rules:
1. Field is mandatory for all courses.
2. An error will occur if value is not a valid SCED
Course Level code.
3. Error will occur if field is left blank.
Additional Notes:
1. B=basic/remedial, G= general or regular, E= enriched or advanced, H= honors,
X= no specified rigor
2. Determination of course rigor is made at the district level
17
Course
#: CourseTraining
name
DQ300: Course
Submission
Grade Span
Data Elements
Student Data
Staff Data
Definition
Identifies the intended grade span for a prior–to-secondary course.
Range of Values:
Type: Alphanumeric, 4 Characters with no decimals , PK through 12
Validation Rules:
1. Field is mandatory for all prior-to-secondary courses.
2. Error will occur if field is left blank for Prior-To-Secondary courses.
3. An error will occur if value does not match the acceptable range of values.
Additional Notes:
1. For example, a course appropriate for kindergarten and first grade would be
assigned a Grade Span of KG01.
2. Grade Span refers to the intended grade span for the course, regardless of the
actual student membership grade span
18
Course
#: CourseTraining
name
DQ300: Course
Submission
Available Credit
Data Elements
Student Data
Staff Data
Definition
Identifies the amount of credit(s) available to a student toward graduation who
successfully meets the objectives of the course.
Range of Values:
Type: Numeric with decimal point, Minimum: 0.000, Maximum: 20.000
Validation Rules:
1. Field is mandatory for all secondary courses.
2. An error will occur if value does not match the acceptable range of
values.
3. A course cannot have Grade Span and Available Credit filled in. If
Available Credit is filled in, Grade Span must be blank. If Grade
Span is filled in, Available Credit must be blank.
Additional Notes:
1. Decimal points must be input in this field.
2. A value of 0 indicates no credits available.
3. These are not Carnegie Units.
19
Course
#: CourseTraining
name
DQ300: Course
Submission
Course Sequence
Data Elements
Definition
Range of Values:
Student Data
Staff Data
Two character element where the first digit indicates the sequence of a course
section in relation to a multi-part course and the second digit indicates the total
number of courses in the multi-part course sequence.
Type: Numeric, Minimum: 2 characters, Maximum: 2 characters, (Must be a
number between 11 and 99)
Validation Rules:
1. An error will occur if the field is left blank.
2. Error will occur if value of the first digit is greater than the second digit.
Additional Notes:
1. For courses without multiple parts, Course Sequence will equal 11 (which
means 1 of 1 in a course sequence.
2. An example is a Biology course split into 2 semesters but still the same
course.
20
Course
#: CourseTraining
name
DQ300: Course
Submission
Local Course Title
Data Elements
Student Data
Staff Data
Definition
District’s local title for the specific course
Range of Values:
Type: AlphaNumeric, Minimum: 1, Maximum: 50
Validation Rules:
1. Field is mandatory for all courses.
2. An error will occur if the field is left blank.
Additional Notes:
1. The entry for this field is determined based on your district’s current course
title.
2. Truncate the course title for courses that exceed the value range.
21
Course
#: CourseTraining
name
DQ300: Course
Submission
Local Course Code
Data Elements
Student Data
Staff Data
Definition
Local code assigned by a district for a specific course
Range of Values:
Type: AlphaNumeric, Minimum: 1, Maximum: 15
Validation Rules:
1. Field is mandatory for all courses.
2. An error will occur if the field is left blank.
Additional Notes:
1. The entry for this field is determined based on your district’s current course
code.
2. LEAs that do not not have local codes must design a code scheme.
22
Course
#: CourseTraining
name
DQ300: Course
Submission
Local Section Code
Data Elements
Student Data
Staff Data
Definition
Local code assigned by a district for a specific course
Range of Values:
Type: AlphaNumeric, Minimum: 1, Maximum: 10
Validation Rules:
1. Field is mandatory for all courses.
2. An error will occur if the field is left blank.
Additional Notes:
1. The entry for this field is determined based on your district’s current course
code.
2. LEAs that do not not have local codes must design a code scheme.
23
Course
#: CourseTraining
name
DQ300: Course
Submission
Credits Earned
Data Elements
Student Data
Staff Data
Definition
Total number of credits this student received upon completion of the course.
This is for 6th grade students and higher only.
Range of Values:
Type: Numeric with decimal point, Minimum: 0.000, Maximum: 20.000
Validation Rules:
1. Field is mandatory for all students with secondary course codes who are no
longer active in the course and have been assigned a Section Exit Date.
2. An error will occur if value does not match the acceptable range of values.
3. Error will occur if value is not entered for students who have a Section Exit
Date for a Secondary Course.
Additional Notes:
1. Decimal points must be input in this field.
2. These are not Carnegie Units.
24
Course
#: CourseTraining
name
DQ300: Course
Submission
Numeric Grade Earned
Data Elements
Student Data
Staff Data
Definition
Numeric grade the student received upon completion of the course section.
This is for 6th grade students and higher only
Range of Values:
Type: Numeric, Minimum: 0, Maximum: 100, Whole numbers
Validation Rules:
1. Field is mandatory for students with secondary course codes if Alpha Grade
Earned and Completion Status are left blank.
2. An error will occur if value does not match the acceptable range of values.
3. Error will occur if Credit Earned is greater than 0.000 and Alpha Grade Earned
and Completion Status are left blank
Additional Notes:
1. All students in courses with secondary course codes with an available credit of greater than 0.000
and students with prior-to-secondary course codes with a grade span of 060X or higher must have
EITHER the Numeric Grade Earned, Alpha Grade Earned, or Completion Status field filled in.
2. Numeric grade is NOT a weighted value.
25
Course
#: CourseTraining
name
DQ300: Course
Submission
Alpha Grade Earned
Data Elements
Student Data
Staff Data
Definition
Letter grade the student received upon completion of the course section. This is
for 6th grade students and higher only
Range of Values:
Type: Alpha, Accepted Values: A, A+, A-, B, B+, B-, C, C+, C-, D, D+, D-, E, E+, E-, F,
F+, F-
Validation Rules:
1. Field is mandatory for students in courses with Secondary course codes if
Numeric Grade Earned and Completion Status are left blank.
2. Error will occur if value does not match the acceptable range of values.
3. Error will occur if Credit Earned is greater than 0.000 and Numeric Grade
Earned and Completion Status are left blank.
Additional Notes:
1.
2.
26
All students in courses with secondary course codes with an available credit of greater than
0.000 and students with prior-to-secondary course codes with a grade span of 060X or higher
must have EITHER the Numeric Grade Earned, Alpha Grade Earned, or Completion Status field
filled in.
E, E+ and E- refer to a grade and not “Exempt”.
Course
#: CourseTraining
name
DQ300: Course
Submission
Completion Status
Data Elements
Student Data
Staff Data
Definition
Indicator of the completion status of the student for the given course This
is for 6th grade students and higher only.
Range of Values:
Type: Alpha, Accepted Values: P = Pass, F = Fail, W= Withdrawal, I= Incomplete,
NG= No grade earned (i.e. an audited class)
Validation Rules:
1. Field is mandatory for students in courses with Secondary course codes if
Numeric Grade Earned and Alpha Grade Earned are left blank.
2. An error will occur if value does not match the acceptable range of values.
3. Error will occur if Credit Earned is greater than 0.000 and Numeric Grade
Earned and Alpha Grade Earned are left blank.
Additional Notes:
1.
27
All students in courses with secondary course codes with an available credit of greater
than 0.000 and students with prior-to-secondary course codes with a grade span of
060X or higher must have EITHER the Numeric Grade Earned, Alpha Grade Earned, or
Completion Status field filled in.
Course
#: CourseTraining
name
DQ300: Course
Submission
Mapping SCED codes for Course Descriptions

NCES SCED is a series of codes that are combined to create a unique identifier that
distinguishes each prior-to-secondary and secondary course available to students and
teachers. When creating your SCED, the combined Subject Area and Course Identifier create
your course description for each SCED.

Before submitting your records to course, you must map your local course codes to the
appropriate national SCED combination. Use the SCED Course Codes document to do this.
This can be downloaded from the NJ SMART Portal and DOE Website.
28
Course
#: CourseTraining
name
DQ300: Course
Submission
Scenario

Example: A school district provides a one year chemistry course where the content is broken
down into two semesters. The local course names are “Chemistry 1” and “Chemistry 2.” Each
course provides 2.500 credits for successful completion.
1. Based on its description in the SCED Manual, this district determined that the SCED below was the best match
for the course described above. In general, a district should choose the SCED that best fits their local course.
When seeking a SCED, remember to begin with the Subject Area first followed by the Course Identifier.
2. The district in this scenario has determined that the rigor
Chemistry courses involve studying the composition, properties, and reactions of
course is standard. The course level is G. Please note that
coursesistypidetermined
cally explore such concepts
as the behavi
ors of solidand
s,
selection of substances.
CourseThese
level
by your
district
liquids, and gases; acid/base and oxidation/reduction reactions; and atomic structure.
between districts.
03
101
G Chemistry
Chemical formulas and equations and nuclear reactions are also studied.
12
3. This is a Secondary Course.Grade Span should not be entered
Course
Course
an Available
Credit
value
must
be
entered,
2.5.
Name
Description
Course
but
Subject Identifier
Code
Area
Code
4. This is the first part in a two part sequence for this Chemistry
course. Therefore, the course sequence is 12 or interpreted as 1 of 2.
29
Course
#: CourseTraining
name
DQ300: Course
Submission
Guided Practice
30
1. A one semester 9th grade poetry class
that carries 2.500 credits
2. A 3rd grade departmentalized
mathematics class
Subject Area:
01
Subject Area:
52
Course Identifier:
001
Course Identifier:
033
Course Level:
G
Course Level:
G
Grade Span/Credit: 2.500
Grade Span/Credit: 0303
Sequence:
Sequence:
11
11
Course
#: CourseTraining
name
DQ300: Course
Submission
Guided Practice
31
3. The first-year of a two year Advance
Algebra 1 Class offered to seventh
graders carries no credit.
4. A self contained special education
class in an elementary school that
teaches all subjects and grades three
through five:
Subject Area:
52
Subject Area:
73
Course Identifier:
052
Course Identifier:
039
Course Level:
E
Course Level: B, G H, E, or X (your
district determines this)
Grade Span/Credit:
0708
Grade Span/Credit:
0305
Sequence:
12
Sequence:
11
Course
#: CourseTraining
name
DQ300: Course
Submission
Wrapping Up: You’ve learned…
 How to find help information
 Upcoming Dates and Deadlines
 The recommended timeline to complete tasks
 The data elements involved in Course Submission
 How to map SCED Codes
32
Course
#: CourseTraining
name
DQ300: Course
Submission
Questions?
33
Course
#: CourseTraining
name
DQ300: Course
Submission
Available Resources
 NJ SMART help desk
 Training & Assistance
 1-800-254-0295
 Webinars
 njsmart@pcgus.com
 Web Videos
 www.njsmart.org
 Help tab
 Handbooks
 Templates
 FAQs
34
Course
#: CourseTraining
name
DQ300: Course
Submission