Question

Answer

What if I only want specific classes to be included in the export?

Classes can be included based on their curriculum course. Here's how:

1. For each course to be included, configure its 'Third Party Class Subject Code' with a code that contains the letters 'hmh'.
2. Enable the option 'Only include classes with a Third Party Class Subject Code:'.

Where do I setup Third Party Class Subject Codes?

Scheduling -> Curriculum -> School Curriculum -> Modify.

Where do the choices for the Third Party Class Subject Code come from?

Setup -> Codes. Look for the 'Third Party Class Subject Codes' code table. If there isn't already an entry in that table, add an entry whose code, description, or both contain 'hmh'.

Option Name

Notes

Export Options:

The HMHAPPLICATIONS column should be populated with:

1. Nothing: Leaves the field blank.
2. One district-wide value defined below: Populates the column, in both the users and class file, with the value supplied in the option below.
3. Third Party Class Subject Code: For each class, takes the Third Party Subject Code of the class's curriculum record and uses that to populate the HMHAPPLICATIONS column. The column will only be populated if the code or the description of the 'Third Party Subject Code' contains the letters 'hmh'. Currently, this option only has an effect on the class file.

District-wide HMHAPPLICATIONS value:

This value will populate the HMHAPPLICATIONS column when using the 'One district-wide value defined below' selection of the previous option.

Only include classes with a Third Party Class Subject Code:

When enabled, the classes file will exclude all classes that lack a 'Third Party Subject Code'.

Class File Options:

For classes, the GRADE column should be populated with:

1. NCES Grade span from curriculum course: Uses the 'NCES Grade span' field of a curriculum course to populate the GRADE column of each class.
2. Scheduling Grade Levels from curriculum course: Uses the 'Grade Levels' field of a curriculum course to populate the GRADE column of each class. If more than one grade is checked, only the first is used.
3. Grade Level of Students in the Class: Uses the grade level of students in the class to determine the GRADE column of each class. If a class contains students with different grade levels, one will be chosen automatically.
4. Course Level Code:

The NCES Grade span and Scheduling Grade Levels are configured in Scheduling -> Curriculum -> School Curriculum -> Modify. (Scheduling Grade Levels are under the 'Scheduling Related' heading and are labelled 'Grade Levels')

Class Assignments File Options

Exclude teachers if their subsection is excluded from NJSmart

Users File Options:

Only include users that are present in the classassignments file:

When enabled, the users and demographics files will only contain students and teachers that are present in the classassignments file.

Options for Teachers:

Teacher username source:

email

Teacher password source:

Hardcoded text for teacher password:

Be aware of any security implications of using this option.

Teacher LASID source: (this option will be added on 10/01)

None, Local ID, Other ID

Teacher SASID source: (this option will be added on 10/01)

None, State ID

Prepend T to Teacher IDs (1234 becomes T1234):

Append school code to teacher usernames and LASIDs:

Populate teacher LASID's with Other ID instead of Teacher ID: (this option will be removed on 10/01. 'Teacher LASID source' will take its place)

Options for Students:

Student username source:

email, student ID, first name + last name + school code

Student username custom prefix:

text placed here will be prepended to all student usernames.

Student username custom suffix:

text placed here will be appended to the end of all student usernames.

Student password source:

Student User Text, Student State ID

Student Password is in this user text field:

Student password custom prefix

School Selection Options:

PID:

If this is filled in for a school, the value in this field will populate the ORGANIZATIONID column for students, teachers, and classes.

HMHAPPLICATIONS for Users:

If this is filled in for a school, the value in this field will populate the HMHAPPLICATIONS column for students and teachers in the users file.

Teacher Grades:

If this is filled in for a school, the value in this field will populate the GRADE column for teachers in the users file.

Class Grades:

If this is filled in for a school, the value in this field will populate the GRADE column for classes in the class file. This option takes precedence over the 'For classes, the GRADE column should be populated with' option.

Users File

Includes records for students and staff.

Column

Notes

SCHOOLYEAR

ROLE

Students = "S", Teachers = "T"

LASID

Local ID

SASID

State ID

FIRSTNAME

MIDDLENAME

LASTNAME

GRADE

For Students:

Looks up student's state grade level.

"3F","3H","4F","4H" become "PK".

"KF","KH" become "K".

"01" - "09" become "1" - "9".

"10" - "12" are unchanged.

For Staff:

Looks up the valid grades defined for the teacher's school. Takes the first and last valid grades and populates the column as <first valid grade>-<last valid grade>. The grades are translated to the values HMH expects the same as student grades. For example a range of 'KF-08' would be exported as 'K-8'.

USERNAME

PASSWORD

ORGANIZATIONTYPEID

"MDR"

ORGANIZATIONID

See 'PID' option.

PRIMARYEMAIL

HMHAPPLICATIONS

Class File

Column

Notes

SCHOOLYEAR

CLASSLOCALID

COURSEID

COURSENAME

COURSESUBJECT

CLASSNAME

CLASSDESCRIPTION

CLASSPERIOD

Populated with the Print Periods of all subsections of the class section. Duplicate values are removed.

ORGANIZATIONTYPEID

"MDR"

ORGANIZATIONID

See 'PID' option.

GRADE

Populated with the NCES Grade Span of this class's curriculum record.

TERMID

HMHAPPLICATIONS

Class Assignment File

Column

Notes

SCHOOLYEAR

CLASSLOCALID

LASID

ROLE

POSITION

Demographic File

Demographic info for students.

Column

Notes

SCHOOLYEAR

LASID

GENDER

DOB

RACE

ISHISPANIC

SPECIALSERVICES

ENGLISHPROFICIENCY

SPECIALCONDITIONS

ECONOMICSTATUS