U.S. DEPARTMENT OF EDUCATION
EDFactsSubmission System
C179 – Academic Achievement in Science
File Specifications
Version 10.1
SY 2013-14
February 2014
U.S. DEPARTMENT OF EDUCATIONC179 –Academic Achievement in Science
File Specifications v10.1
This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-09-O-0044 with 2020 Company, LLC. Brandon Scott served as the contracting officer’s representative. No official endorsement by the U.S. Department of Education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred.
U.S. Department of Education
Arne Duncan
Secretary
Office of Planning, Evaluation and Policy Development
Denise Forte
Acting Assistant Secretary
February 2014
This technical guide is in the public domain. Authorization to reproduce it in whole or in part is granted. While permission to reprint this publication is not necessary, the citation should be: U.S. Department of Education, Office of Planning, Evaluation and Policy Development,C179 – Academic Achievementin Science File Specifications, Washington, D.C., 2013.
This technical guide is also available on the Department’s Web site at:
On request, this publication is available in alternate formats, such as Braille, large print, or computer diskette. For more information, please contact the Department’s Alternate Format Center at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / C179 – Academic Achievementin Science File SpecificationsRevision: / Version 10.1
Issue Date: / February 2014
Security Level: / Unclassified – For Official Use Only
Filename: / c179-10-1.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change1.0 – 8.0 / Versions 1.0 through 8.0 are used to build files for school years prior to SY 2012-13 under file spec N/X079.
9.0 / June2012 / Updated for SY 2012-13
10.0 / March 2013 / Updated for SY 2013-14
10.1 / February 2014 / Updated to include guidance on field testing
PREFACE
This document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.
This document is to be used in coordination with other documentation including the EDFacts Workbook, ESS User Guide and the Business Rules Guide.
Data submitted through the ESS areauthorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 02/29/2016). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.
February 2014 / 1 / SY 2013-14U.S. DEPARTMENT OF EDUCATIONC179 –Academic Achievement in Science
File Specifications v10.1
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1Changes from the SY 2012-13 File Specifications
2.2Core Requirements for Submitting this File
2.3Required Categories and Totals
2.4Guidance
2.4.1Grade Level
2.4.2Performance Level
2.4.3Full Academic Year Status
2.4.4Major Racial and Ethnic Groups
2.4.5Sex (Membership)
2.4.6Disability Status (Only)
2.4.7LEP Status (Only)
2.4.8Economically Disadvantaged Status
2.4.9Migrant Status
2.4.10Homeless Enrolled Status
2.4.11Assessment Administered
2.4.12States that Conduct Assessments in the Fall
2.4.13Reporting Academic Achievement Results for Children with Disabilities (IDEA) at the LEA Level
3.0FILE NAMING CONVENTION
4.0FIXED OR DELIMITED FILES
4.1Header Record Definition
4.2Data Record Definition
5.0XML SPECIFICATIONS
5.1Category XML Object
5.2Table Type XML Object
5.3Agency XML Object
5.4File Transmit XML Object
APPENDIX: EDFACTS – CSPR CROSSWALK
February 2014 / 1 / SY 2013-14U.S. DEPARTMENT OF EDUCATIONC179 –Academic Achievement in Science
File Specifications v10.1
1.0PURPOSE
This document contains instructions for building files to submit EDFacts Data Group 585: Academic Achievement in Science Table. The definition for this data group is:
The unduplicated number of students who completed the state assessment in science for whom a proficiency level was assigned.
The data reported using this file specification are used to monitor and report performance on programs and activities supported by the Elementary and Secondary Education Act, as amended. These data will be used as responses in the Consolidated State Performance Report (CSPR).The appendix contains a crosswalk between this file and section 1.3.3 of the CSPR.
2.0GUIDANCE FOR SUBMITTING THIS FILE
This section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance.
2.1Changes from the SY 2012-13 File Specifications
The guidance has been updated and other editorial changes have been made. These changes are listed in the document history on page ii. There have been no changes to the record layouts.
2.2Core Requirements for Submitting this File
The following table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting.
Table 2.2-1: Core Reporting Requirements
SEA / LEA / SchoolReporting Period / State-specific assessment testing window
Education units reported / Include SEA / Operational LEAs that had students during the assessment testing window / Operational schools that had students during the assessment testing window
Education units not reported / Closed, inactive, or future LEAs / Closed, inactive, or future schools
Count / Once / Once at LEA in accordance with ESEA regulations / Only at school where student was assessed
Zero counts / Required / Not required[*] / Not required*
Zero exception / Assessment Administered – If a state doesnot use a permitted value (i.e., alternate assessments based on modified achievement standards and alternate assessments based on grade level achievement standards), the counts by that permitted value should be left out of the file.
Major Racial and Ethnic Groups - If a state does not use a permitted value, the counts by that permitted value should be left out of the file. See section 2.4.4.
2.3Required Categories and Totals
The following table indicates the valid combinations of categories and the subtotals and/or totals needed for this file.
- An “X” in the column indicates that the category valuemust be submittedwhen reporting that aggregation.
- The total indicator must be either “Y” (Yes) or “N” (No).
- If the record is for a category set, specify an “N” (No).
- If the record is for a subtotal or education unit total, specify a “Y” (Yes).
- The abbreviationsin the “Table Name” column represent the technical name of the data used in the file.
Table 2.3–1: Required Categories and Totals
Category Set / Table Name / Grade Level (Assessment) / Performance Level / Assessment Administered / Major Racial and Ethnic Groups / Sex (Membership) / Disability Status (Only) / LEP Status (Only) / EconomicallyDisadvantaged Status / Migrant Status / Homeless Enrolled Status / Total Indicator / Comments
Category Set A / STUDPERFS / X / X / X / X / N / Student Count by Major Racial and Ethnic Groups, Assessment Administered, Grade Level (Assessment), Performance Level
Category Set B / STUDPERFS / X / X / X / X / N / Student Count by Sex (Membership), Assessment Administered, , Grade Level (Assessment), Performance Level,
Category Set C / STUDPERFS / X / X / X / X / N / Student Count by Disability Status (Only), Assessment Administered, , Grade Level (Assessment), Performance Level
Category Set D / STUDPERFS / X / X / X / X / N / Student Count by LEP Status (Only), Assessment Administered, , Grade Level (Assessment), Performance Level
Category Set E / STUDPERFS / X / X / X / X / N / Student Count by Economically Disadvantaged Status, Assessment Administered, Grade Level (Assessment), Performance Level
Category Set F / STUDPERFS / X / X / X / X / N / Student Count by Migrant Status, Assessment Administered, , Grade Level (Assessment), Performance Level
Category Set G / STUDPERFS / X / X / X / X / N / Student Count by Homeless Enrolled Status, Assessment Administered, , Grade Level (Assessment), Performance Level
Subtotal 1 / STUDPERFS / X / X / X / Y / All Students by Assessment Administered, , Grade Level (Assessment), Performance Level
2.4Guidance
This section contains guidance for submitting this file in the format of questions and answers.
Which students should be reported in this file?
Include all students who:
- Took the assessment,
- Received a valid score, and
- Were assigned a proficiency level
In other words if a student was reported as participating in C189, the student is also reported in the science academic achievement file.
This includes students who participated in regular assessments with or without accommodations; or alternate assessments including those based on grade level, modified, and alternate academic standards. Both students who were enrolled for a full academic year and those not enrolled for a full academic year are also included in this file.
The diagram below illustrates how the participation data relate to the reporting of data on academic achievement.
REVISED!
C189
REVISED! Which students are not reported in this file?
Do not include students reported as a “non-participants” in C189 in the science academic achievement file.
If the Secretary approved your state’s double-testing flexibility waiver, those students approved to be assessed on the field test in lieu of the current state assessment should NOT be included in this file. They will only be included in C189-Assessment Participation in Science under the appropriate “field testing” permitted values. For more information on double-testing flexibility, please refer to your state’s approved double-testing flexibility waiver application.
What if my state assigns non-participants to the lowest level of proficiency?
Those students are not reported in these files (for reporting academic achievement results).
Can my state report academic achievement data on its web site with non-participants assigned to the lowest level of proficiency?
Yes. The state will still report the academic achievement data to ED without including the non-participants. In this case, the data on assessments reported by the state will be different than the data on academic achievement reported to ED.
REVISED! Are all students reported in all category sets?
No. All students should be reported in category set B (by sex (membership)) and in the Subtotal 1. For category set A (by major racial and ethnic groups), see question “what if some students are not assigned to a major racial and ethnic group” in section 2.4.4. For the other category sets, only include the students whomeet the definition of the category being collected. For example, category set C collects information on children with disabilities (IDEA). Do not include students who do not meet that definition in category set C.
In the case where a student’s race/ethnicity or sex is unknown and cannot be reported, leave these students out of the relevant category set (either Cat Set A-Major Racial and Ethnic Groups) or Cat Set B-Sex (Membership)), but include them in the Subtotal.
Do any other file specifications collect related data?
Yes. The matrix below illustrates the relationship between the data on the assessments and EDFacts data groups and files. This file collects data on Academic Achievement in science.
Student ParticipationReading/Language Arts / Mathematics / Science
C188, DG589 / C185, DG588 / C189, DG590
Academic Achievement
Reading/Language Arts / Mathematics / Science
C178, DG584 / C175, DG583 / C179, DG585
2.4.1Grade Level
What grade levels should be reported?
LEA and school records should include all grade levels that the state uses for reporting purposes, if those grade levels are present in the LEA or school. Science assessments are requiredfor one grade in each of the following grade spans:
- Grades 3 through 5;
- Grades 6 through 9; and
- High School (Grades 10, 11, 12).
For example, a K-6 school would report one grade level in the 3 through 5 grade span. The school would include grade 6 only if that grade is designated as a reporting grade level for the 6 through 9 grade span.
State records must include academic achievement data for one grade in each of the three grade spans defined above.
Why do the permitted values include grades 10 through 12 as well as a value for “High School?”
The permitted values are provided so SEAs have more flexibility. For high school grades, assessment results can be reported by specific grade levels or by using the permitted value for high school (HS). Data reported by specific grade levels (10, 11, and 12) or high school (HS) will be used for reporting results of statewide assessments in high school. Do not report data using both specific grade level and the permitted value for high school (HS).
How are assessments of students in grade 9 reported?
For science assessments, ESEA groups grade 9 with grades 6 through 9. Science assessments taken in grade 9 should not be reported under the value for High School.
2.4.2Performance Level
What performance levels should be reported?
The data reported in academic achievement files are reported by state-defined academic achievement (performance) levels. In the files, the state-defined academic achievement levels are labeled as level 1 through level 6. A state must report at least 3 levels. The state defined academic achievement levels are specific to an assessment type. That is, the number (and name) of levels used for the alternate assessment on alternate achievement standards may be different than the number of levels used for the regular assessment, based on the state’s Accountability Workbook.
The above information are contained in the EMAPS Academic Achievement Levels survey and mapped accordingly. The academic achievement levels used in the academic achievement files must be the same as the academic achievement levels reported in EMAPS.
Level 1 must be reported as the lowest academic achievement level. Use the other numbers (i.e., 2, 3, 4, 5, and 6) sequentially. Use only the numbers needed. For example, if a state has 4 academic achievement levels, the state will report data using numbers 1, 2, 3, and 4. Number 1 will be the lowest level of performance and number 4 will be the highest level.
How do I get rid of the error: “Student Performance Level Numbers are not contiguous”?
This error message indicates that the file includes educational units that have some performance level counts, (L1, L2, L3…etc.) but not all. EDFacts expects that for each category included in the file, the list of performance levels will be contiguous, beginning with L1. Typically, this error message occurs when counts of zero are left out of the file. SEA submitters should make sure that each reported category has all levels used by the state represented, to prevent this error from occurring.
For example, the state has 4 performance levels. A school in that state had no economically disadvantaged students scoring at levels 1, 2 and 4. The 55 economically disadvantaged students scored at level 3.
If the records are submitted as follows, the file will receive an error because levels 1 and 2 are missing.
100,06,01,123456,98765,STUDPERFS,05,,,,,,ECODIS,,REGASSWOACC,,L3,FULLYR,,N,,55
To avoid the error, the file must be submitted as follows:
100,06,01,123456,98765,STUDPERFS,05,,,,,,ECODIS,,REGASSWOACC,,L1,FULLYR,,N,,0
101,06,01,123456,98765,STUDPERFS,05,,,,,,ECODIS,,REGASSWOACC,,L2,FULLYR,,N,,0
102,06,01,123456,98765,STUDPERFS,05,,,,,,ECODIS,,REGASSWOACC,,L3,FULLYR,,N,,55
2.4.3Full Academic Year Status
Are students who were not present for the full academic year included?
Yes. (Beginning with SY 2011-12, states are no longer required to report student FAY status for scienceassessments.)
2.4.4Major Racial and Ethnic Groups
What are the permitted values for major racial and ethnic groups?
The permitted values are:
White (not Hispanic) / CaucasianBlack (not Hispanic) / African American
Hispanic / Latino
Hispanic (not Puerto Rican)
Puerto Rican
Asian
Asian / Pacific Islander
American Indian / Alaska Native / Native American
Multicultural / Multiethnic / Multiracial / Other
Filipino
Native Hawaiian / Other Pacific Islander / Pacific Islander
Which permitted values should be used?
States should use whichever permitted values best align with the major racial and ethnic subgroups used to determine adequate yearly progress (AYP) as outlined in their State Accountability Plan.
What if my state has a major racial and ethnic group labeled as “other?”
A few states included a group entitled “other” in their accountability plans. These states should determine if one of the permitted values above adequately describes the group entitled “other.” If one of the permitted values does not adequately describe the group entitled “other,” the SEA should inform ED through PSC.
What if my state has a major racial and ethnic group that is not listed above?
SEAs should inform ED through PSC if the list above does not include all the major racial and ethnic groups used by the state.
REVISED! What if some students are not assigned to a major racial and ethnic group?
SEAs are required to report academic achievement data by the major racial and ethnic groups, as defined by the State. Some students in the State may not be included in a major racial and ethnic group. In the case where a student’s race/ethnicity is unknown and cannot be reported, leave these students out of Cat Set A-Major Racial and Ethnic Groups, but include them in the Subtotal. Therefore, the data by major racial and ethnic groups in the assessment file will not necessarily equal the total number of students. For this reason, ESS will not include edit checks comparing the total to the aggregation of the number of students reported by the major racial and ethnic groups.
2.4.5Sex (Membership)
NEW!In the case where a student’s sex is unknown and cannot be reported, leave these students out of Cat Set B-Sex (Membership), but include them in the Subtotal.