Course #: Course name DQ300: Course Submission Training Course Submission Training, 2011-2012.

Course #: Course nameDQ300: Course Submission Training

Course Submission Training, 2011-2012


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

Submission Guidelines

Recognize general LEA responsibilities during the Course Submission

Internalize key dates and deadlines

Strategize according to the recommended action timeline for a healthy submission.

Course Data Overview

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.

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Available Resources

Training & Assistance

Web Videos

Webinars

Help tab

Handbooks

Templates

FAQs

Download the NCES SCED Codes

Manual from the Help Tab for this

Training.

NJ SMART help desk

1-800-254-0295

[email protected]

www.njsmart.org

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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.

Collecting course data is a necessary step in effective data informed decision making.

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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

Why are we doing a Course Collection?

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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

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May 16, 2012

Open: SID/ SMID Management

Open: Special Education

Open: EOY State Submission – LDM

Open: CTE Submission – Practice Period

Open: Course Submission- Practice Period

June 29, 2012

Deadline: EOY State Submission – LDM

Deadline: CTE Submission – Practice Submission

Deadline: Course Submission- Practice Period

July 5, 2012

Open: SID/ SMID Management

Open: Special Education- Refresh Disabled

Open: Official EOY State Submission

Open: Official CTE Submission

Open: Official Course Submission

August 2, 2012

Deadline: Official EOY State Submission

Deadline: Official CTE Submission

Deadline: Official Course Submission

Close: SID/ SMID Management

Close: Special Education

August 7, 2012

Open: SID/SMID Management 2012-2013 SY

Open: State Submission – LDM

Open: Special Education Submission – LDM

Open: Staff Submission – Practice Period

Open: Transportation- Practice Period

October 15, 2012

Deadline: SID/ SMID Management Snapshot

Deadline: State Submission – LDM

Deadline: Special Education Submission – LDM

Deadline: Staff Submission – Practice Period

Deadline: Transportation- Practice Period

October 18, 2012

Open: Official State Submission

Open: Official Special Education Submission

Open: Official Staff Submission

Open: Official Transportation

Open: Pre-ID- Practice

Key Portal Dates and Deadlines

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Course Submission Recommended TimelineSchool Year: 2011-2012 Action

February Work with your curriculum coordinatorContact your SIS ProviderAttend a NJ SMART Course Training Webinar

March Finish mapping your course codesDownload and review your resources

April Begin entering your Course Data

Mid May Upload during the practice periodCorrect your errorsEnsure 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 SubmissionResolve your Errors

August Release your records

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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.

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Data Elements

Data Elements Overview (cont.)

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

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

Staff File Data Elements

Grade SpanCourse SequenceLocal Course TitleLocal Course CodeLocal Section CodeSection Entry DateSection Exit Date

Student File Data Elements

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

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:

Student Data Staff Data

Repeating Elements

Definition 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)

Key Ideas: 1. A students LID and a staff member’s LSID must be unique2. These elements must remain the same through out each submission3. 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.

Errors: 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.

Additional Notes: 1. It is important for confidentiality that LID and LSID do not contain any embedded meaning linked to student or staff specific information.

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Repeating Elements (cont.)

State ID

Local ID

Date of Birth

First Name

Last Name

Staff Submission

1111111111

123

19990302

Mark

Smith

SMID Management

1111111111

123

19990302

Mark

Smith

Course Roster Submission

1111111111

123

19990302

Marcus

Smith

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Section Entry Date

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

Type: Numeric (must be YYYYMMDD format)

1. Field is mandatory for all students and staff members.2. An error will occur if value does not meet the acceptable range of values3. An error will occur if the student or staff course entry date occurs after the

student course exit date for that particular record

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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Section Exit Date

The date the student exited the specific course section

Type: Numeric (must be YYYYMMDD format)

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.

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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Subject Area

The general content code per the NCES SCED code listing.

Type: Numeric, Minimum Length: 2, Maximum Length: 2

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.

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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Course Identifier

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Course codes within a subject area as identified by the NCES SCED codes.

Type: Numeric, Minimum Length: 3, Maximum Length: 3


Course Identifier code.3. Error will occur if field is left blank.

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.


Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Course Level

Conveys the course’s level of rigor.

Type: Alpha, Minimum Length: 1, Maximum Length: 1


Course Level code.3. Error will occur if field is left blank.

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

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Grade Span

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

Type: Alphanumeric, 4 Characters with no decimals , PK through 12

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.

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

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Available Credit

Identifies the amount of credit(s) available to a student toward graduation who successfully meets the objectives of the course.

Type: Numeric with decimal point, Minimum: 0.000, Maximum: 20.000

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.

1. Decimal points must be input in this field.2. A value of 0 indicates no credits available.3. These are not Carnegie Units.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Course Sequence

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)

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.

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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Local Course Title

District’s local title for the specific course

Type: AlphaNumeric, Minimum: 1, Maximum: 50

1. Field is mandatory for all courses.2. An error will occur if the field is left blank.

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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Local Course Code

Local code assigned by a district for a specific course



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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Local Section Code

Local code assigned by a district for a specific course



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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Credits Earned

Total number of credits this student received upon completion of the course. This is for 6th grade students and higher only.

Type: Numeric with decimal point, Minimum: 0.000, Maximum: 20.000

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.

1. Decimal points must be input in this field.2. These are not Carnegie Units.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Numeric Grade Earned

Numeric grade the student received upon completion of the course section. This is for 6th grade students and higher only

Type: Numeric, Minimum: 0, Maximum: 100, Whole numbers

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

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.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Alpha Grade Earned

Letter grade the student received upon completion of the course section. This is for 6th grade students and higher only

Type: Alpha, Accepted Values: A, A+, A-, B, B+, B-, C, C+, C-, D, D+, D-, E, E+, E-, F, F+, F-

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.


2. E, E+ and E- refer to a grade and not “Exempt”.

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Data Elements

Definition

Range of Values:

Validation Rules:

Additional Notes:


Completion Status

Indicator of the completion status of the student for the given course This is for 6th grade students and higher only.

Type: Alpha, Accepted Values: P = Pass, F = Fail, W= Withdrawal, I= Incomplete, NG= No grade earned (i.e. an audited class)

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.


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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.

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Scenario

03 101 Chemistry

Chemistry courses involve studying the composition, properties, and reactions of substances. These courses typically explore such concepts as the behaviors of solids, liquids, and gases; acid/base and oxidation/reduction reactions; and atomic structure. Chemical formulas and equations and nuclear reactions are also studied.

SubjectArea Code

Course Identifier Code

Course Name

Course Description

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.

3. This is a Secondary Course.Grade Span should not be entered but an Available Credit value must be entered, 2.5.

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.

2. The district in this scenario has determined that the rigor of this course is standard. The course level is G. Please note that the selection of Course level is determined by your district and may vary between districts.

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.

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Guided Practice 1. A one semester 9th grade poetry class that carries 2.500 credits

2. A 3rd grade departmentalized mathematics class

Subject Area: Subject Area:

Course Identifier: Course Identifier:

Course Level: Course Level:

Grade Span/Credit: Grade Span/Credit:

Sequence: Sequence:11

G

2.500

01 52

G

0303

11

001 033

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Guided Practice 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: Subject Area:

Course Identifier: Course Identifier:

Course Level: Course Level:

Grade Span/Credit: Grade Span/Credit:

Sequence: Sequence:12

E

0708

52 73

B, G H, E, or X (your district determines this)

0305

11

052 039

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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

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Questions?

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Available Resources

NJ SMART help desk

1-800-254-0295

[email protected]

www.njsmart.org

Help tab

Handbooks

Templates

FAQs

Training & Assistance

Webinars

Web Videos

34

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Course #: Course name DQ300: Course Submission Training Course Submission Training, 2011-2012.

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