CDS Manual for Regular School Districts and Charters
Contents
1. Login gt gt CDS School Year 2015 2016 Select Login Level M County 5 District gt DOE Administrator Web User ID Password CDS Support CDSHELP doe state nj us 609 292 4369 Page 4 Login First click the radio button to the left of the level you want to access The District Level has access to both district information and school information Once a level is selected the appropriate ID boxes will appear on the screen In the box to the right of County ID type in the 2 digit county code In the box to the right of District ID type in the 4 digit district code Next type in your Web User ID and password Then click the Log on button All Charter Schools must login at the District Level and complete the District Level LEA Information and the School Level Information Before logging into the CDS system you must contact your Homeroom Administrator previously called Web User Administrator or WUA to create your Homeroom ID and password for this project You can find detailed information regarding user accounts by clicking on the hyperlink called About User Account Administration at http www state nj us njded data collections District Main Menu The main menu contains three categories with links to navigate the system 1 Information and Status This section displays an overview of information that is needed for the district and each school at the district gt Basic Information and St2. Current Schools In Your District Summary of Schools This links to the School List amp CDS Information Status table that lists the schools identified in the district LEA and summarizes the CDS information status for each school The table contains columns for CDS_ID new schools school names CDS information reported and finalized Screen shot below taken from test data N Deet of Education NJDOE CDS INFORMATION SYSTEM District Main Menu CDS DISTRICT LEVEL SCHOOL LIST amp CDS INFORMATION STATUS You can view input update CDS school data by clicking on School Name SCHOOL OP DATA DISTRICT COUNTY z cos 088 SCHOOL NAME STATUS LOADED CHANGE MADE CERTIFY E ceRrTIFY E 999999101 9999 BETA SCHOOL 1 reopened P Yes P Yes P Ap 999999102 2999 BETA SCHOOL 2 Yes P Yes 999999103 2999 BETA SCHOOL 3 reopened P Yes P Ye 999999104 9999 BETA SCHOOL 4 P Yes Ye 999999105 9999 BETA SCHOOL 5 VP Yes 8 999999106 2999 BETA SCHOOL 6 A Yes 2 omplete I 999999107 2999 BETA SCHOOL 7 P Yes 74 39 m e The CDS_ID column lists the existing CDS identification code for each school This information cannot be changed but does need to be reviewed If there is a discrepancy then contact CDS Support immediately at CDSHELP doe state nj us The SCHOOL NAME column displays each school as a link The link allow for linking to the school information contained on the CDS VIEW SCHOOL INFORMATION screen T
3. School Special Education School Vocational Education School Alternative Education School Reportable Program A public elementary secondary school that does NOT focus primarily on vocational special or alternative education although it may provide these programs in addition to a regular curriculum An elementary secondary school that focuses primarily on serving the needs of students with disabilities A school that focuses primarily on providing secondary students with an occupationally relevant or career related curriculum including formal preparation for vocational technical or professional occupations A public elementary secondary school that addresses the needs of students that typically cannot be met in a regular school program The school provides nontraditional education serves as an adjunct to a regular school and falls outside the categories of regular special education or vocational education A program within a school that may be self contained but does not have its own principal If 5 is used please provide a description of the entity in the explanation field Additional Guidance on School Type 1 Charter schools are classified in the same manner as non Charter schools 2 To be reported as a reportable program in the Directory that program or entity a May not be a public school under the CCD and EDFacts definition of a school See section 2 5 Other Definitions and
4. Special Education Coordinator District ABC Anti bullying Coordinator Technology Directory LEA PARCC IT Contact State Testing Coordinator PARCC Coordinator District Educational Stability Liaison McKinney Vento Homeless Education Liaison Bilingual ESL ELS Point of Contact 10 NCLB Coordinator 11 School Physician COMIN ANKRYWNE The District Educational Stability Liaison is defined as The educational stability liaison serves as the primary contact for communication collaboration and information sharing with the DCF and school staff regarding students in the district who are in out of home placements In many districts this person may also be the child welfare liaison required by N J A C 6A 16 11 1 a 6 the McKinney Vento liaison required by the McKinney Vento Homeless Education Assistance Improvements Act of 2001 a guidance counselor or a social worker The district educational stability liaison facilitates school registration placement educational planning support services resource identification collaboration and problem resolution In addition the liaison may be invited to attend cross trainings between education and child welfare personnel to acquire knowledge about systems and resources Once you have completed and or updated the information please click on the Save button to update the record Please verify information before saving it CDS Support CDSHELP doe state nj us 609 292 4369 Page 15 CDS School
5. b Must report students to EDFacts at the school level for a specific federal program requirement and c The students reported in the reportable program are eligible to receive free public education from the state CDS Support CDSHELP doe state nj us 609 292 4369 Page 19 3 Ifa school has 10 or more students and 90 or more of those students have IEPs the school should be reported either as a Special Education School School Type 2 or as an Alternative Education School School Type 4 This is one criteria CCD uses in their review of school type so that similar schools are consistently identified as having a Special Education focus Schools with less than 90 of the students having IEPs can also be reported as Special Education or Alternative Education school types if that meets your state s criteria e State School Type field is required for state reporting Select the most appropriate from the drop down menu See the choice in the screen shot below When possible please be consistent with the federal school type selection Regular Special Ed Vo Tec Evening Adult Ed Summer Share time only Voc Regional day e Governance field is required for state reporting Select the most appropriate from the drop down menu Governance is typically a Local Education Agency LEA which is governed by a Board of Education which is municipal regional or county based for vocational or special services or comm
6. for the upcoming school year If the district was selected as a choice district for the upcoming school year please click on the Yes radio button If you are not a choice district you must click on the No radio button e Urban 31 are the former Abbott districts e PEA field is for Preschool Education Aid under current funding statute previously called ECPA e Federal Tax ID EIN field is the district s federal tax ID which is required for the Office of Grants Management e Vendor Registration Date field is the date the district registered as a business with the state of New Jersey e Lunch Program field indicates whether the district participates in the USDA approved lunch program free amp reduced e Federal Education Agency Type Choose from the following options that best fits the district in most cases regular school districts will choose Regular local school district that is NOT a component of a supervisory union and Charter Schools will choose Independent Charter School Regular local school district that is NOT a component of a supervisory union Local school district that is a component of a supervisory union Supervisory Union Administrative Center Regional Education Service Agency State Agency Federal Agency Independent Charter District Other education agencies CDS Support CDSHELP doe state nj us 609 292 4369 Page 9 The chart belo
7. the source of contact for NJDOE program offices the county education offices and the regional achievement centers Currently school contacts must also include the following positions 1 Principal or Charter School Lead Person 2 School Charter School Anti bullying Specialist 3 State Testing Coordinator 4 School Nurse CDS Support CDSHELP doe state nj us 609 292 4369 Page 26 Create New School Information This allows the user to input information required for requesting NEW School approval by the County Education Office When you click on this link it takes you to a blank school information screen where you are required to fill out all the fields marked with an asterisk This screen is the same as the school information screen Once the new school information is submitted a temporary school ID is generated Upon approval by the County Office a new school CDS code will then appear next to the new school listed in the list of school in your district CDS Support CDSHELP doe state nj us 609 292 4369 Page 27
8. 2015 2016 County District School Information System CDS User Manual Version 5 State of New Jersey Department of Education 100 River View Plaza PO Box 500 Trenton NJ 08625 0500 Table of Contents Purpose tenes nee R E E E E E E EE 3 Getting SraTleU s kas cassausanndnsd anaeseacoedes ri iende EERE E EEEE ENES EEE ENRETE EE E 3 CDS 18 9 310 seen mer Renn i i E E E S 3 LOCA se E EE E TAA OEE AAE RN 4 LOSM e A EE A E ean 5 District Main Menu cise essbnnds casvnigsdasesvieunsisiaa sedi niindubs ben gides ion levseanytaceyaladenbas teens 5 CDS Information and Certification ccc cece cece cee ccceenccceuucceuuencs 7 CDS DS GCE oi vcciioricsnmitadieanunasumnsannsnineunierdoventeaenecwacamesenerunsiinenineapbcrumsancssumseiuoounns 7 Manage District ImfOrmatiOn icici covsaysetvewrn candimecewradsradeeeataenecwads 7 District ONCACUS gic sds cards sinieicdonesdunnsdatutiovnntrsdiniabinuundiiashisdneinaucesieeaanin 14 CDS SCHOO csi cacga ia a a a a a a a a aas LO Current Schools in Your District od nimiciieericineenhimceadn 16 Manage the School Data Mem c c ccscscsicssasasscstosntassssntecesasecsvandsedsennasecs 17 Update School Information suc ccncvscnseaccomexenscssedeasasekwensiovacssscanivententesetnean 18 School Contact Information cccccccsesesesesesesessseseseseseseseseseseees 26 Create New School Information eeeeeeeeeeeeeeeeeeeeeeesseessressrsssesssesssessssss 27 CDS Support CD
9. SHELP doe state nj us 609 292 4369 Page 2 Purpose The CDS Information System CDS collects and tracks data about educational entities in the state of New Jersey that receive any state or federal funds By law state education agencies must submit to the U S Department of Education non fiscal information about all public schools school districts and state education agencies The purposes of this system are to centralize data provided by local education agencies and schools provide users with the ability to easily analyze and report on submitted data and to reduce the reporting burden for both local and state data producers Getting Started There are multiple levels of the CDS System District County and DOE Administrator Local education agencies will be responsible for school and district data County offices of education will be responsible for county data the verification of district school data the approval of requests for new schools codes and operational status changes The CDS System is a dynamic system where some entries automatically update the system while others require approval action by the County Office of Education such as approval for a new school code DOE administration is currently responsible for updating and maintaining data for specific groups of education entities such as Dept of Corrections Juvenile Justice Dept of Children and Families and Nonpublic schools CDS Support For help or to ask que
10. a 2013 04 12 MEYVE Out of State Indicator Yes No Choice School Yes No Number of Possible School Days Length of a Regular School Day School Reform Type N A X Start Time of School Day HH 00 7 mh End Time of School Day HH 00 7 n Billed Entity Number BEN e School Name short field is pre populated and cannot be changed by a user The field size is 25 characters to accommodate NJDOE s older data collection systems e School Name long field needs to be entered and accepts up to 60 characters It is used for the federal directory of schools e School Primary Phone No field is pre populated but it can be changed Please do not use any special characters in this field as it is formatted for the federal directory file of schools e Federal Code NCES SCH code field is pre populated for existing schools as well as for future charter schools that have been previously reported in the federal directory of schools If this field is blank and the CDS Support CDSHELP doe state nj us 609 292 4369 Page 18 school was open or listed as future then please contact the CDS Support immediately at CDSHELP doe state nj us e Federal School Type field is required for federal reporting Select the most appropriate from the drop down menu Below is a chart of the descriptions from the federal specification Additional guidance follows School Type Description Regular
11. ately at CDSHELP doe state nj us e School Contact Information This section allows the user to enter and update contact information for the school District Main Menu Login User AZHAO MANAGE THE SCHOOL DATA County NJDOEIMS District NJDOE OIT School 9999 BETA SCHOOL 2 99 9999 102 gt VIEW THE SCHOOL INFORMATION gt UPDATE THE SCHOOL INFORMATION gt SCHOOL CONTACT INFORMATION for more than one school contactors Exit System CDS Support CDSHELP doe state nj us 609 292 4369 Page 17 Update The School Information Basic Information This section identifies descriptive data about schools in your district State authorized Charter Schools have descriptive school information as well 7 x eS e Required input field County NJDOE IMS District NJDOE OIT School 9999 BETA SCHOOL 2 CDS_ID 999999102 Approved amp Finalized Basic Information School Name short 9999 BETA SCHOOL 2 School Name long 99 9999 Sch 2 School Primary Phone No 0000000000 formst 888 888 8888 Federal Code NCES SCH code Federal School Type Special Ed ba State School Type Special Ed bd Governance Private Nonpublic Authorizing Source Approved Private School for Students with Disabilities v Public LEA Located In 4555 2nd Public LEA Located In If Applicable Secondary Only District SY Start SCH Operational Status closed z Effective Date of Updated School a e
12. atus This section provides valuable information to determine what actions are needed to complete the report gt Certification District and School information must be certified in the section to be finalized 2 District gt Manage District Information Allows entry of district level basic information gt District Contacts Allows entry of district level contacts CDS Support CDSHELP doe state nj us 609 292 4369 Page 5 3 School gt Schools In Your District Allows the user to see a list of all the schools in the district The user can access the data for each school by clicking on the school link gt Manage School Allows the user to select and access school information from which they can view or update certain school level information gt Create New School Information Allows the user to input information required for requesting NEW Schools approved by the County Office of Education 3 Department of Education NJDOE CDS INFORMATION SYSTEM _ Ae ES School Year 2015 2016 CDS USERS MANUAL LOGIN USER doe DISTRICT MAIN MENU NJDOE IMS NJDOE OIT INFORMATION AND CERTIFICATION gt BISIC INFORMATION amp STATUS gt CERTIFICATION Before certifying please complete all data review and update on district and schools and check the basic information amp status DISTRICT gt MANAGE DISTRICT INFORMATION gt DISTRICT CONTACTS for multiple types of contacts in the dis
13. ay Select the end time of the school day by hour and 5 minute increments Times listed are based on 24 hours 1 00 am equals 1 00 midnight equals 24 00 Class Information Section This is a mandatory section and provides information for class types within the school Click Enter or Update Class Type Information to add class types or edit existing class type information To simply view class type information that has been entered click View Class Type Class Information Section Please enter or update or view class type information by following links which will pop up a sub window form Enter or Update Class Type Information View Class Type You have Input CDS Support CDSHELP doe state nj us 609 292 4369 Page 22 To enter or update class type information use the drop down menu to choose the approved class program type For each type enter the number of classes and the starting and ending age of the students Click the add one line button to add additional class types until all approved class types for each age range have been entered If no program information is to be added select N A Class Information Section Number of Class StartingAgeof Ending Age of Approved Class Type Program Type Student Student Delete 1 Autism v 4 2 12 Oo KKK add one line Close the Window without Save Data Save Data and Close the Window Publi
14. c schools have the following class type options Select Cognitive mild Multiple Disabilities Preschool Disabled Visual Impairments Auditory Impairments Cognitive moderate Cognitive severe Learning language Disabilities mild to moderate Learning language Disabilities severe Behavioral Disabilities Gifted and Talented Vocational Program Alternative Education Program ESL Bilingual N A Once all class program types have been entered click Save data and close window to exit the pop up screen CDS Support CDSHELP doe state nj us 609 292 4369 Page 23 Emergency Information Section Emergency Information Section Office of Emergency Management Contact EOEO Contact name and phone number if available NJ Approved Shelter No bi Powered by oil bs e Fill in the Office of Emergency Management Contact field with the name of the local Office of Emergency Management this is usually someone from the Police Department Provide a phone number if available e Answer yes if your school is an approved shelter A New Jersey approved shelter means it has been designated as a shelter by local county authority or has some approval or agreement with the Red Cross to be designated as an approved shelter e Select the appropriate power source that would be used in the event of an emergency Addresses This box contains both the location 911address and the mailing address Both are ma
15. e as this information is posted on the NJDOE website and is used as the source of contact for NJDOE program offices the county education offices and the regional achievement centers The PRIMARY DISTRICT CONTACT should be the district superintendent or the lead person for Charters or APSSD Contact information will be available for updates throughout the school year and should be kept up to date as this information is posted on the NJDOE website as well as county education office websites Up to 14 additional district contacts are available to enter under the District Contacts link Select the number of additional contact you want to entry by clicking on the drop down box next to Add more contacts and selecting the number of contact you wish to add 5 DISTRICT CONTACT INFORMATION County NJDOE IMS District NJDOE OIT Primary Contact Information Delete Title Mrs X Position Spec Ed Coordinator Supervisor of Special Education Services Phone No 609 777 1234 format 888 888 8888 or 8888888888 or 888 888 8888 x1234 Cell Phone No format 888 888 8888 Mandatory for Superintendent or Business Administrator Fax No format 888 888 8888 Email irma doe state nj us CDS Support CDSHELP doe state nj us 609 292 4369 Page 14 Public school district and Charter Schools must include the following positions Superintendant Charter School Lead Business Administrator
16. his screen option is located on the menu for Manage School Information This screen is discussed in detail in later in the manual The CHANGE MADE column displays if a change was made in the system for each school This signals the County Office to review the change The DISTRICT CERTIFIED column will have a check mark in it when the district has entered all the required information about the school has CDS Support CDSHELP doe state nj us 609 292 4369 Page 16 updated the school record and has certified that it is correct on the CERTIFICATION section e The COUNTY CERTIFIED column will indicate approved or not approved after the county office reviews the data reported The CDS System is not complete until Approved appears in this column Manage the School Data Menu This link allows the user to select and access school information from which they can view or update This section contains links to three menu options as well as a link to exit the system e View The School Information This section displays all the descriptive information the system has about school Use this screen to print information for each school e Update the school information This section allows the user to update some but not all the fields of school information Some of the pre populated fields are not changeable such as the Federal NCES School Code If there is incorrect data in unchangeable fields contact CDS Support immedi
17. ing after having been closed can only choose new or reopened IMPORTANT NOTE If the operational status of a school changes during the school year DOE will manually change the database Contact CDS Support at CDSHELP doe state nj us e Effective Date of Updated LEA Op Status field is only filled out if the district LEA or charter school operational status is changed during the school year e Out of State Indicator field is set to NO assuming that all open schools are located in the State of New Jersey The only exception may be a CDS Support CDSHELP doe state nj us 609 292 4369 Page 21 Future Charter School that has a contact address out of state typically NY or PA e Choice School field should be NO for most schools If the district has a NJDOE approved Choice School then the YES radio button should be selected e Number of Possible School Days field should be entered by the district and consistent with school board policy e Length of a Regular School Day field should be greater than four hours This is not instructional time only it is from starting bell to ending bell and is reported in minutes e School Reform Type is for public schools that have been selected as a Focus Priority or Reward School FOCUS PRIORITY REWARD e Start Time of School Day Select the start time of the school day by hour and 5 minute increments e End Time of School D
18. issions LEA State Charter State Agenc College operated Urban Hope e Authorizing Source All LEAs use the value of N A Approved private school for disabled ontracted preschool lonpublic JA CDS Support CDSHELP doe state nj us 609 292 4369 Page 20 e Public LEA Located In field is used for state reporting and consists of the 4 digit district code in which the school resides For regular public school it is the same code as their district code For Charter Schools use the elementary or K 12 public school district code in which the charter school is located e 2 LEA School Is Located In field is optional and only used when a school resides within two different LEAs This situation occurs when a school resides in an elementary LEA i e K 8 and a secondary LEA i e 9 12 If this situation exists then the previous field is used for the elementary level LEA and this field is used for the secondary level LEA i e the 9 12 LEA e SY Start SCH Operational Status field is set to open but it can be changed from selecting from the drop down menu closed v D closed new added changed agency inactive future school reopened _ This field is used for both federal and state reporting If a school is closing temporarily 2years or less then the INACTIVE code should be selected If the school is opening this school year SY then it should be listed as NEW A school which is open
19. istrict LEA District Name must end with the words School District and should be the official name as approved by the State Board Charter School Name must end in Charter School or name as was approved by the DOE Do not use all CAPITAL letters in this field The second field District Name short is pre populated and cannot be changed by a district Please notice unchangeable after the field NJDOE uses the District Name short on all of our in house data collections whereas the longer name is used for the NJDOE School Directory and EDFacts federal electronic reporting CDS Support CDSHELP doe state nj us 609 292 4369 Page 7 DISTRICT MAIN MENU LOGIN USER APSSD Approved Private Schools for Students with Disabilities APSSD CDS DISTRICT INFORMATION Not Approved amp Required input field County NJDOE IMS District NJDOE OIT District Basic Information District Name long DOE TEST TEST District Name short NJDOE OIT unchangeable District Primary Phone No 117 11 in format 888 888 8888 District Primary Fax No 888 888 8888 format 388 888 8888 District Additional Information The second box contains fields of miscellaneous information about the district needed for state and federal reporting County Approved amp County NJDOE IMS District NJDOE OIT Required input field District Basic Information DOE TEST 123 Dis
20. lementary schools districts with varying community types 99999 Does Not Apply e Website Address field needs to contain a valid URL address starting with www This web address appears on the NJDOE School Directory e Billed Entity Number is the unique number assigned by USAC to an entity that participates in the Schools and Libraries E Rate Program Addresses This box contains both the location 911 address and the mailing addresses Both are mandatory and a check box is available if the mailing address is the same as the 911 address A 911 address is the physical street address of a structure This physical address is maintained in a confidential 911 telephone number information database which links telephone numbers and addresses at the time of a 911 emergency call Location 911 Address Street Address Line 1 Address Line 2 Address Line 3 City State Zip TEST TEST TEST TEST TEST TEST TEST NJ v 11171 1111 Mailing Address Check here if the Mailing address is the same as the Location 911 Address Street Address Line 1 Address Line 2 Address Line 3 City State Zip TEST TEST room 2 TEST NJ 11111 1111 CDS Support CDSHELP doe state nj us 609 292 4369 Page 13 District Contacts for multiple types of contacts in the district This link takes the user to the Contacts screens which are available for updates throughout the school year This information must be kept up to dat
21. nd inside an urbanized area with population of 250 000 or more 08659 Suburb Midsize Territory outside a principal city and inside an urbanized area with population less than 250 000 and greater than or equal to 100 000 08660 Suburb Small Territory outside a principal city and inside an urbanized area with population less than 100 000 08661 Town Fringe Territory inside an urban cluster that is less than or equal to 10 miles from an urbanized area 08662 Town Distant Territory inside an urban cluster that is more than 10 miles and less than or equal to 35 miles from an urbanized area 08663 Town Remote Territory inside an urban cluster that is more than 35 miles from an urbanized area CDS Support CDSHELP doe state nj us 609 292 4369 Page 12 08664 Rural Fringe Census defined rural territory that is less than or equal to 5 miles from an urbanized area as well as rural territory that is less than or equal to 2 5 miles from an urban cluster 08665 Rural Distant Census defined rural territory that is more than 5 miles but less than or equal to 25 miles from an urbanized area as well as rural territory that is more than 2 5 miles but less than or equal to 10 miles from an urban cluster 08666 Rural Remote Census defined rural territory that is more than 25 miles from an urbanized area and is also more than 10 miles from an urban cluster 08999 Regional Contain multiple e
22. ndatory and a check box is available if the mailing address is the same as the location 911 address Location 911 Address Street Address Line 1 Address Line 2 Address Line 3 City State Zip 100 test test st trenton NJ 08823 Mailing Address Check here if the Mailing address is the same as the Location 911 Address Street Address Line 1 Address Line 2 Address Line 3 City State Zip 100 test test st trenton NJ 08823 CDS Support CDSHELP doe state nj us 609 292 4369 Page 24 School Grade Levels of Students Served This is required for state reporting Select the grade levels of students being served by the school whether they are attending the school or being served in another location There are descriptions of the grade levels listed in the following table Grade levels outside the norm of the school may include preschool for students with disabilities special programs for a select group of students who would not normally attend this school such as gifted program or LEP programs IMPORTANT NOTE If the operational status of or a configuration of students served for a school changes during the school year contact CDS Support at CDSHELP doe state nj us with the updated information to be changed School Grade Levels Descriptions 3H PS 3 yrs old half day DH oo nde oa PG Post graduate 3F PS 3 yrs old full day DF rane oo Kide gariet A1 Adult HS lt 14 credits 4H PS 4 yrs old half day f KH Ki
23. ndergarten half day A2 Adult HS gt 14 credits 4F PS 4 yrs old full day f KF Kindergarten full day 5H PS 5 yrs old half day f PF Pre first 5F PS 5 yrs old full day f 01 1 grade 02 2 grade 03 3 grade Official School Grade Configuration This is required for state and federal reporting The district should have selected the officially recognized grade configuration of the school There are descriptions of the official grade configurations are listed in the following table IMPORTANT NOTE If the operational status of or a configuration for a school changes during the school year contact CDS Support at CDSHELP doe state nj us with the updated information to be changed manually CDS Support CDSHELP doe state nj us 609 292 4369 Page 25 Prekindergarten grade PG Post graduate Kindergarten grade AE Adult Education 1 grade grade 2 grade grade 3 grade grade 4 grade 10 grade i grade 12 grade Program Description If the school offers special programs write a description for the program Descriptions can include but are not limited to tuition acceptance of students from outside the district specific type of student served program philosophy etc The maximum number of characters is 1200 School Contact Information The school contacts screen is available for updates throughout the school year and must be kept up to date because this information will be posted on the NJDOE website used as
24. ommunity colleges or technical institutes and 4 Other agencies that do not meet the criteria for any other agency types 1 through 7 SEAs may submit on the same LEA directory file a juvenile detention center a University lab school a residential treatment center and a postsecondary technical center all of which are Other Education Agencies along with LEAs with Agency Types of 1 7 Do not report these agencies on the current list as Type 8 Other Agency Type e Nonpublic PK 12 school agencies e Charter school agencies If 8 is used please provide a description of the entity in the explanation field e NJDOE District Operating Type field is pre populated based on the Office of School Finance type of grade plans for a district e DFG field is District Factor Groups and is pre populated by NJDOE for public school districts only vocational and charters do not have a DFG e DUNS Number DUNS data universal numbering system numbers are issued by Dun and Bradstreet D amp B and consist of nine digits It is used for federal grant reporting and is a required field that cannot be changed If the field is blank or has the incorrect number please contact CDSHELP doe state nj us Although we separate state and county operated correctional facilities into Type 5 or Type 8 the number of hospitals serving students is a lot smaller It would be unnecessarily confusing to try to separate ho
25. pervisory Union ID data field These are typically for school age children in a specified population e g agency responsible for state schools for the blind or deaf students correctional facilities and state hospitals These are typically for school age children in a specified populations Independent Charter District Any LEA that is made up only of one or more charter schools 1 LEAs with an Education Agency Type Code of 3 Supervsiory Union are not included in N X052 because the students are reported by the LEAs with the Education Agency Type Code of 2 Local school district that is a component of a supervisory union FTEs of staff are reported by either the LEA with the code of 3 or 2 but not by both 1 LEAs with an Education Agency Type Code of 4 Regional Education Service Agency report staff and students not reported by another LEA CDS Support CDSHELP doe state nj us 609 292 4369 Page 10 8 Other Education Agencies Other Education Agencies include 1 Intermediate levels of public agencies that provide education but are not school districts such as county juvenile detention centers sheriffs Offices or university lab schools 2 Nongovernmental organizations that provide education such as hospitals residential treatment centers YMCA or Easter Seal Society 3 Postsecondary schools or agencies reported in order to include a postsecondary shared time school such as c
26. spitals into state and county operated CDS Support CDSHELP doe state nj us 609 292 4369 Page 11 e NCES District ID field is the code USED uses to identify LEAs It is pre populated and assigned by USED The code is used for federal reporting and is unchangeable e SY Start LEA Operational Status field is default set to open meaning the LEA or Charter was open the previous year and will open again in the upcoming school year If this is the first year a Charter is operating with student enrollment and the status is listed as future then the this field needs to be changed to new which can be selected from the drop down menu e Effective Date of Updated LEA Op Status field is only filled out if the district LEA or charter school operational status is changed during the school year e Community Type field is an indication of a census defined area The following is a list of the types and meanings Community Type Codes Meanings 08655 City Large Territory inside an urbanized area and inside a principal city with population of 250 000 or more 08656 City Midsize Territory inside an urbanized area and inside a principal city with population less than 250 000 and greater than or equal to 100 000 08657 City Small Territory inside an urbanized area and inside a principal city with population less than 100 000 08658 Suburb Large Territory outside a principal city a
27. stions email CDS HELP doe state nj us or call 609 292 4369 CDS Support CDSHELP doe state nj us 609 292 4369 Page 3 Location The CDS Information System is located on the NJ DOE Homeroom Website http homeroom state nj us and then click on the CDS link The following screen will appear n 4 De i NJDOE CDS INFORMATION SYSTEM _ Ae Welcome to the NJDOE CDS Information System The Current CDS 2015 2016 Data Collection Starting Date March 15 2015 Deadline Date April 24 2015 CDS Manual for Regular School Districts and Charters CDS Manual for County Offices of Education CDS Manual for APSSD Schools Only Please Select a School Year to login to CDS Information System School Year 2015 2016 Current Data Collection Year v Note Data can be input on the Current Data Collection Year Others are for historical purposes only and cannot be changed Click on Year 2015 2016 to enter information for the upcoming school year Previous years available in the drop down menu will provide historical data and cannot be changed You will then be directed to the log in screen x s Department of Education NJDOE CDS INFORMATION SYSTEM _ te ey DOE Homeroom CDS Manual for Regular School Districts and Charters CDS Manual for APSSD schools only Log on other school year To access the CDS Information System the user must select either the County or District level login
28. trict SCHOOL gt SCHOOLS IN YOUR DISTRICT Summary of Schools gt MANAGE SCHOOL Select School X gt CREATE NEW SCHOOL INFORMATION this sect Before entering info in thi ion consult the County Office or DOE if this is a new school or if requesting a new code Exit System CDS Support CDSHELP doe state nj us 609 292 4369 Page 6 CDS Information and Certification Basic Information amp Status This section lists the completion status of the district and each school Errors that need to be corrected can be found here District certification and County office approval will be displayed here Continually check this page until all errors are fixed and the County Office have approved the district and each school Certification The district and school information must be certified in this section This signals the County Office to review the information and either approve or not approve it CDS District Manage District Information This section identifies descriptive data about your district LEA State authorized Charter Schools are also considered LEAs and have descriptive information as well District Basic Information The basic information contains four fields for district names phone number and fax number The first field District Name long is entered by the district and accepts up to 60 characters It should NOT begin with THE and should reflect the legal name of the d
29. trict Name long pubiic school District Name must end with the words School District and should be the official name as approved by the State Board Charter School Name must end in Charter School or name as was approved by the DOE District Name short NJDOE OIT unchangeable District Primary Phone No 123 456 8888 format 888 898 8888 District Primary Fax No 888 888 9999 format 888 888 2898 District Additional Information Choice District yes No Urban 31 yes No PEA yes No Federal Tax ID EIN 123456789 numbers only Vendor Registration Date 2011 06 01 format YYYY MM DD and not a future date Lunch Program No v Federal Education Agency Type Regular local school district that is NOT a component of a supervisory union NJDOE District Operating Type Beta unchangeable DFG 1 unchangeable DUNS Number 888888888 unchangeable NCES District ID unchangeable federal info SY Start LEA Operational Status fe open ad Effective Date of Updated LEA Op Status format YYYY MM DD and the effective date cannot be in the past Community Type 08655 City Large bd www school com Website Address format to begin with www Do not include http Billed Entity Number BEN 1234 CDS Support CDSHELP doe state nj us 609 292 4369 Page 8 e Choice District field is used to identify the districts accepted as a choice district by NJDOE
30. w explains the federal education agency types Education Agency Type Description 1 Regular local school district that is NOT a component of a supervisory union Local school district that is a component of a supervisory union Supervisory union Regional Education Service Agency RESA State Agency providing elementary and or secondary level instruction Federal Agency providing elementary and or secondary level instruction This agency type includes both independent school districts and those that are a dependent segment of a local government such as a city or county Agencies that do not operate schools referred to as non ops but have primary responsibility to provide free public elementary and or secondary education to school age children within their jurisdictions should be included A superintendent and administrative services are shared with other local school districts Each agency given this code must have an entry in the Supervisory Union Identification Number Non ops in supervisory unions should be included in this category Supervisory union administrative center or county superintendent s office serving the same purpose Each agency given this code must have an entry in the Supervisory Union ID data field Agencies created for the purposes of providing specialized educational services to other education agencies Each agency given this code can optionally have an entry in the Su
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