NJ Report Extract Assessment Tools

Overview

TABLE OF CONTENTS

• Where is the Student's State Testing Data Located on the Student Record?
• Where is the Extract Located?
• Which Tool Should I Run?
• Assessment Tools
• Biology Import
• NJSmart Import
• FAFSA Import

There are various tools you can run to update state reporting fields/info on the NJ>Tools>Assessment Tools screen:

Click here for a video presentation on the tools.

We have state reporting webinars here.

Where is the Student's State Testing Data Located on the Student Record?

You can view/manage individual students' state testing info via Student Data>Modify Student>State Tests>State Testing Data. The tools found here update the individual student's State Testing data tab.

Where is the Extract Located?

The NJSmart report - State Assessment Registration Submission - can be found on the NJ>NJSmart>Snapshots tab when it is made available for the year.

The Math, ELA, and Science Registration files for Pearson Access Next are found/downloaded via NJ>NJ Tests>NJSLA/PAN.

Which Tool Should I Run?

Each tool would accomplish something different.  You have many different options to update your district's students, as needed.

For example, if you simply need to update the Test Code to a static value by grade level, you can use tool "X.2 Mass Update Assessment Test Info Fields" and select the Assessment Test (such as NJSLA/NJGPA Fall) and then Subject (such as ELA) and then the Field (such as TEST CODE) and in the "To" field you would enter the Test Code you want to update for all kids in the selected Grade Level.

So, if you are entering ELA10 for all of Grade 10 for the NJGPA Fall ELA test selection, this is an example of what that could look like:

There are other tools, such as "B.1 - Populate students "Test Administrator" or "Staff Member Identifier" or "DLM Educator Identifiers fields with their current Homeroom or Print Period Teacher in 2024-25." which would update student's "Test Administrator" field based on specific values as written in the tool description.  Your district might not have to run every single tool on the screen because the update method does not apply to your needs. We recommend reading through the descriptions to see if a tool accomplishes what you need to do for all of your students.

Some fields may also be updated via Student Data>Mass Change which utilize Student Lists.

Assessment Tools

Specific tools for NJSLA/Start Strong fields that can be run via NJ>Tools>Assessment Tools:

X.1 - Copy Assessment Test Info Fields from one Assessment to another

All data in 'From' assessment (Session Name, Test Code etc.) will be copied into 'To' Assessment. All data in 'To' assessment will first be removed before copy

NOTE: There is a subject dropdown for you to update the specific subject (MATH, ELA, SCIENCE) - so you would have to run it for each one. Make sure you select a School in the "For Student in" field when using this tool.

X.2 - Mass Update Assessment Test Info Fields

There is a subject dropdown for you to update the specific subject (MATH, ELA, SCIENCE) - so you would have to run it for each one.

Note: there is a similar tool in Student Data>Mass Change for this. Select "Assessment Testing Data" in Step 2 to access it there. Make sure you select a School in the "For Student in" field when using this tool.

A.0 - Create Student Lists for Block Testing 

This will create a student list for students enrolled in semester courses. Students will be added to this list if they

• Are in grades 09, 10 , 11 or 12.
• Are already set with a test code of ELA09, ELA10, ELA11, ALG01, ALG02 or GEO01
• Are enrolled in a course in the selected semester (below) with a NCES SCED code of 01001 ELA09, 01002 ELA10 or 01003 ELA11 (if ELA is included in selection below), or with a code of: 02052 Algebra I, 02053 Algebra I Part 1, 02054 Algebra I Part 2, 02055 Transition Algebra, 02056 Algebra II, 02106 Trigonometry/Algebra, 02071 Informal Geometry, 02072 Geometry, 02073 Analytic Geometry, 02074 Principles of Algebra and Geometry, 02075 Particular Topics in Geometry, or 02079 Geometry Other (if MATH is included in selection below).

A.1 - Populate student's "Test Code" for MATH

Pre-Secondary Students Test Code set based on grade level (e.g. MAT03, MAT08). Secondary students will have the following test codes set based on NCES SCED code of courses found in the students current year schedule.

• ALG01 if student scheduled into 02052 Algebra I, 02053 Algebra I Part 1, 02054 Algebra I Part 2, or 02055 Transition Algebra (and 52052 Algebra I if 7 or 8th grade option selected))
• ALG02 if student scheduled into 02056 Algebra II or 02106 Trigonometry/Algebra
• GEO01 if student scheduled into 02071 Informal Geometry, 02072 Geometry, 02073 Analytic Geometry, 02074 Principles of Algebra and Geometry, 02075 Particular Topics in Geometry, or 02079 Geometry Other (and 52072 Geometry I if 7 or 8th grade option selected)

- New option, "Exclude students based on NJSmart Federal HS Math Testing Req field." added to tool A.1 - Populate student's "Test Code" for MATH.

The following codes will qualify for exemption:
A = Student registered for and/or took the Algebra I assessment in high school.
C = Student took Algebra I in middle school and registered for and/or took the Geometry assessment in high school.
D = Student took Algebra I in middle school and registered for and/or took the Algebra II assessment in high school.
E = Student took Algebra I, Geometry, and Algebra II in middle school

A.2 - Populate student's "Test Code" for ELA 

• Students will have test code set based on grade level (e.g. ELA03) or Secondary NCES course (e.g. ELA10 for 01002)

• Students with "Exempt Taking ELA" set to true on their State Tests screen with an active ESL/LEP record and in their first year of enrollment in th US will be set to EXELA - LEP Exempt.

- New option, "DO NOT assign Test Code of ELA10 to students" added to tool A.2 - Populate student's "Test Code" for ELA

A.3 - Populate "Test Code" for Science

• Students will have test code set based on courses NCES codes or grade level.

• Students with "Exempt Taking Science" set to true on their State Tests screen will receive no test code.

B.1 - Populate students "Test Administrator" or "Staff Member Identifier" or "DLM Educator Identifiers" fields with their current Homeroom or Print Period Teacher in 202X-2X.

• If the HR teacher is marked as a shared teacher and the "Shared/Co Teacher 1" field is filled out on the shared teacher record, the staff member in the "Shared/Co Teacher 1" field will be used as the examiner.

B.2 - Populate students "Test Administrator" or "Session Name" fields based off of their Scheduled Courses in 202X-2X.

**READ CAREFULLY**

This tool will examine each student's schedule. For Math, if a course is found in the selected MP with an NCES SCED code equal to one of the following:

-02052 Algebra I, 02053 Algebra I Part 1, 02054 Algebra I Part 2, 02055 Transition Algebra, 52052 Algebra I, 02056 Algebra II, 02106 Trigonometry/Algebra

-02071 Informal Geometry, 02072 Geometry, 02073 Analytic Geometry, 02074 Principles of Algebra and Geometry, 02075 Particular Topics in Geometry, or 02079 Geometry Other

then the Test Administrator (or Session Name) for MATH will be updated with the teacher of that course.

For English, if a course is found with an NCES Subject Code of 01 or 51 (English Language and Literature) then the Test Administrator for ELA will be updated with the teacher of that course.
BE AWARE that if a student is scheduled into more than one course with a NCES Subject Code of 01 or 51 within the selected MP, then one of those courses will be chosen randomly and selected
 as the Test Administrator (or Session Name) for ELA. It is not advised that you run this process for ELA if this is the case.

For Science, if a course is found with an NCES of 53234, 53235, 53236, 53238 or NCES Subject Area of 03 (Science) then the Test Administrator for Science will be updated with the teacher of that course.
BE AWARE that if a student is scheduled into more than one course with a NCES Subject Code of 03 within the selected MP, then one of those courses will be chosen randomly and selected
 as the Test Administrator (or Session Name) for Science. It is not advised that you run this process for Science if this is the case.

You may choose to update only Math or only ELA or only Science in the selection method below. The Test Administrator (or Session Name) field will only be updated if a teacher is found based on above criteria.

B.3 - Populate students "Session Name" field based on "Test Administrator" field.

B.4 - Populate students "Session Name" field based on Student Homeroom

B.5 - Populate students "Class Name" Identifier field based on "Staff Member Identifier" field. 

B.6 - Populate students "Class Name" Identifier to match student's Session Name field.

• This tool copies the value set for a student's Session Name field into the student's Class Name field

B.7 - Populate students "Staff Member Identifier" to match student's "Test Administrator" field.

• This tool copies the value set for a student's Test Administrator field into the student's Staff Member Identifier field

B.8 - Populate students Class Name and Staff Member Identifier field based off of their Scheduled Courses in 202X-2X

**READ CAREFULLY**
This tool will examine each student's schedule. For Math, if a course is found in the selected MP with an NCES SCED code equal to one of the following:
-02052 Algebra I, 02053 Algebra I Part 1, 02054 Algebra I Part 2, 02055 Transition Algebra, 52052 Algebra I, 02056 Algebra II, 02106 Trigonometry/Algebra
-02071 Informal Geometry, 02072 Geometry, 02073 Analytic Geometry, 02074 Principles of Algebra and Geometry, 02075 Particular Topics in Geometry, or 02079 Geometry Other
then the Staff Member Identifier field will be updated with the teacher SMID (for Staff Member) and course section (for ClassName) of that course.

For English, if a course is found with an NCES Subject Code of 01 or 51 (English Language and Literature) then the Identifier field will be updated with the teacher/course section of that course.
BE AWARE that if a student is scheduled into more than one course with a NCES Subject Code of 01 or 51 within the selected MP, that one of those courses will be chosen randomly and set.
 It is not advised that you run this process for ELA if this is the case.

For Science, if a course is found with an NCES of 53231-38 or NCES Subject Area of 03 (Science) then the Identifier field will be updated with the teacher/course section of that course.
BE AWARE that if a student is scheduled into more than one course with a NCES Subject Code of 03 or 53 within the selected MP, that one of those courses will be chosen randomly and set.
 It is not advised that you run this process for Science if this is the case.

You may choose to update only Math or only ELA or only Science in the selection method below. The ClassName or Staff Member field will only be updated if a teacher is found based on above criteria.

C.1 - Clear Assessment Testing Info fields from student State Testing Data

This tool will clear/reset Assessment fields from students State Testing Data tab. Check off the fields you wish to be cleared then hit the CLEAR DATA button.

C.2 - Clear EL NJSLA Accommodations from NJSLA Accommodations tab and ACCESS For ELL fields from student State Testing Data

This tool will clear/reset EL NJSLA Accommodations and ACCESS For ELL fields from students State Testing Data tab. Check off the sections you wish to be cleared then hit the CLEAR DATA button.

D.1 - Populate the Accessibility Features section for NJSLA Accommodations for Students in grades 3-11.

• This tool will mass set the Accessibility Features portion of NJSLA Accommodations for ALL students that are eligible to be included in NJSLA in grades 3-11.
• You may check off what fields specifically you want to update and its corresponding YES/NO value.

D.2 - Populate the Settings Considerations section for NJSLA Accommodations for Students in grades 3-11.

• This tool will mass set the Settings Considerations portion of NJSLA Accommodations for ALL students that are eligable to be included in NJSLA in grades 3-11.
• You may check off what fields specifically you want to update and its corresponding YES/NO value.

E.1 - Update Access for ELL Students 202X-2X

• Updates the 'Taking the ACCESS for ELLs 2.0' on State Tests -> State Testing Data tab in student data

F.1 - Populate student's NJASK Examiner field with their current Homeroom Teacher in 202X-2X.

• If the HR teacher is marked as a shared teacher and the "Shared/Co Teacher 1" field is filled out on the shared teacher record, the staff member in the "Shared/Co Teacher 1" field will be used as the examiner

Biology Import

The Import Biology Tests tool can be found via NJ>Tools>Biology Import.

NJSmart Import

The "Import State Student IDs from NJSmart Excel File" tool can be found via NJ>Tools>NJSmart Import.  The main article can be found here.

FAFSA Import

A new tool that allows users to upload Fafsa CSV or Excel files.  It's found via NJ>Tools>FAFSA Import.

- Update Fafsa Requirement Status: Mark the Fafsa requirement as "Completed" and set the "Completed Requirement Signed On" field in Genesis under Student Data>Modify Student>Graduation tab.

- Pre-Import Preview: Display results before data is imported:

 - Students not found (no match by first and last name in Genesis) will be highlighted in red.

 - Students with a "Waived" Fasfa requirement in Genesis will not be imported and will be highlighted in yellow.