U.S. DEPARTMENT OF EDUCATION

EDFactsSubmission System

C159 – Average Scale Scores

File Specifications

Version 12.0

SY 2015-16

U.S. DEPARTMENT OF EDUCATIONC159 – Average Scale Scores
File Specifications v12.0

This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-14-O-5013 with Applied Engineering Management Corporation. 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

John King, Jr.

Secretary of Education

EDFacts

Ross Santy

System Owner

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: FILE 159 – Average Scale Scores File Specifications V12.0(SY 2015-16), U.S. Department of Education,Washington, DC: EDFacts. Retrieved [date] from

On request, this publication is available in alternate formats, such as Braille, large print, or CD Rom. For more information, please contact the Department’s Alternate Format Center at (202) 260–0818.

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: / C159 – Average Scale Scores File Specifications
Security Level: / Unclassified – For Official Use Only
Filename: / c159-12-0.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 – 11.0 / Versions 1.0 through 11.0 are used to build files for school years prior to SY 2015-16.
12.0 / October 2015 / Updated for SY 2015-16:
  • Table 2.2-1 Revised guidance
  • 2.4 Guidance has been revised due to program re-regulation. No changes to the record layouts were made and none are pending.

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 posted on under EDFacts System Documentation, including:

  • EDFacts Workbook – a reference guide to using the EDFacts

Submission System (ESS); particularly useful to new users; contains multiple appendices, including one that explains how to use the file specifications

  • ESS User Guide – provides assistance to new users of the EDFacts Submission System (ESS); it addresses the basic mechanics of system access and data submission
  • EDFacts Business Rules Guide – describes each business rule including the error number, type, message, definition, edit logic, and the file specifications where the business rules are applied

Please contact the Partner Support Center (PSC) with questions about the documents. You will find contact information for PSC and each State EDFacts Coordinator at:

Data submitted through the ESS areauthorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 2/29/2016). 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.

October 2015 / 1 / SY 2015-16

U.S. DEPARTMENT OF EDUCATIONC159 – Average Scale Scores
File Specifications v12.0

Contents

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Changes from the SY 2014-15 File Specifications

2.2Core Requirements for Submitting this File

2.3Required Categories and Totals

2.4Revised! Guidance

2.4.1Academic Subject

2.4.2Assessment Administered (Scale score)

2.4.3Grade Level

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

2.5Definitions

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

October 2015 / 1 / SY 2015-16

U.S. DEPARTMENT OF EDUCATIONC159 – Average Scale Scores
File Specifications v12.0

1.0PURPOSE

This document contains instructions for building files to submit the following EDFacts data groups:

Table 1.0-1:EDFacts data groups

Data Group Name / DG / Definition
Average scale scores table / 730 / The average scale scores on the state assessments in mathematics and reading/language arts for students for whom a scale score was determined
Achievement percentile table / 751 / The scale score at the cut point for a specific achievement percentile on the state assessments in mathematics and reading/language arts.

The data collected using this file specification are used to monitor and report performance on the School Improvement Grant (SIG) program, authorized under section 1003(g) of the Elementary and Secondary Education Act (ESEA) of 1965 as amended.

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 SY2014-15File Specifications

The School Improvement Grant program has been re-regulated. While the record layout has not changed, the guidance has been revised in accordance with the new regulations.

Please review all guidance within the file specification before submitting this file.

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 / School
Reporting Period / Testing Window – The period when the state administers statewide academic assessments as described by ESEA
Education units reported / File not submitted at the SEA level / File not submitted at LEA level / Revised!Report schools that are identified as SIG awarded schools during the current reporting year or the following reporting year and implemented a school intervention model other than closure.
See question in Section 2.4 Guidance, “What is a SIG awarded school?”
Education units not reported / Revised!Do not report schools that meet the following criteria:
  • Not identified as a SIG awarded school during the current reporting year or the following reporting year; or
  • Identified as a SIG awarded school during the current reporting year or the following reporting year that implemented the closure model.

Count / See guidance “What data are reported in the field ’scale score’”
Zero counts / Revised!A state should only use the zero permitted value if a school reported an average scale score of zero.
Zero exceptions or
Not applicable / Not required
Missing / Revised!Use “-1” to report missing counts. The state should resubmit the file if and when the data become available
Use “MISSING” when a category is not available
Related metadata survey

2.3Required Categories and Totals

The table below lists the combinations of the categories and totals that are expected to be submitted for the state and each LEA or school that should be included in the file.

  • An “X” in the column indicates that the category value must be submitted when 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 abbreviations in the “Table Name” column represent the technical name of the data used in the file.

Table 2.3–1: Required Categories and Totals

Data group and aggregation / Table Name / Academic Subject
(Scale score) / Assessment Administered
(Scale score) / Achievement Percentile / Grade Level (Assessment) / Major Racial and Ethnic Group / Sex (Membership) / Disability Status (Only) / LEP Status (Only) / Economically Disadvantaged Status / Migrant Status / Total Indicator / Comments
DG730
Category Set A / AVESCASCO / X / X / X / X / N / Scale scores by Academic Subject (Scale score), Assessment Administered (Scale score), Grade Level, and Major Racial and Ethnic Group
DG730
Category Set B / AVESCASCO / X / X / X / X / N / Scale scores by Academic Subject (Scale score), Assessment Administered (Scale score), Grade Level, and Sex
DG730
Category Set C / AVESCASCO / X / X / X / X / N / Scale scores by Academic Subject (Scale score), Assessment Administered (Scale score), Grade Level, and Disability Status (Only)
DG730
Category Set D / AVESCASCO / X / X / X / X / N / Scale scores by Academic Subject (Scale score), Assessment Administered (Scale score), Grade Level, and LEP Status (Only)
DG730
Category Set E / AVESCASCO / X / X / X / X / N / Scale scores by Academic Subject (Scale score), Assessment Administered (Scale score), Grade Level, and Economically Disadvantaged Status
DG730
Category Set F / AVESCASCO / X / X / X / X / N / Scale scores by Academic Subject (Scale score), Assessment Administered (Scale score), Grade Level, and Migrant Status
DG730
Subtotal 1 / AVESCASCO / X / X / X / Y / Scale scores for all students by Academic Subject (Scale score), Assessment Administered (Scale score), and Grade Level
DG751
Category Set A / ACHPERCEN / X / X / X / X / N / Scale scores (cut offs) by Academic Subject (Scale score), Assessment Administered (Scale score), Achievement Percentile, and Grade Level

2.4Revised!Guidance

This guidance has been significantly revised. Please read through this entire section.

What is a SIG awarded school?

A SIG awarded school is a school identified by the SEA as a Tier I, Tier II, Priority or Focus school that received funds for the SIG program and implemented one of the required school intervention models during the current reporting year or the following reporting year.

What is baseline data?

The SIG baseline year is the school year immediately prior to the first year any Tier I, Tier II, Priority or Focus school received funds for the SIG program.

Are states required to report baseline data on SIG-awarded Tier I, Tier II, Priority and Focus schools?

Yes, per the SIG final requirements published in the Federal Register on February 9, 2015, SEAs are required to report baseline data.

What data are reported in the field “scale scores”?

For DG730 Average scale scores, report the mean for all students and each student subgroup in the school by grade level for each assessment and academic subject.

For DG751 Achievement percentile table, report the scale score at the 25th percentile (SS25), 50th percentile (SS50), and 75th percentile (SS75) for all students in the school by grade level for each assessment and academic subject.

In addition to the data provided in DG730 and DG751, states will be asked to provide metadata on statewide scale score means and standard deviations. This information is necessary in order to analyze the school-level scale scores. The metadata request will be sent to states via the Partner Support Center.

What if the number of students in a subgroup is under the N size for the state?

The average scale scores should be reported unless there are no students in a subgroup.

2.4.1Academic Subject

What permitted values are used?

The permitted values are:

  • RLA1 – Reading/Language Arts 1
  • RLA2 –Reading/Language Arts 2 (Use as necessary)
  • RLA3 – Reading/Language Arts 3 (Use as necessary)
  • RLA4 – Reading/Language Arts 4 (Use as necessary)
  • RLA5 – Reading/Language Arts 5 (Use as necessary)
  • M1 – Mathematics 1
  • M2 – Mathematics 2 (Use as necessary)
  • M3 – Mathematics 3 (Use as necessary)
  • M4 – Mathematics 4 (Use as necessary)
  • M5 – Mathematics 5 (Use as necessary)
  • S1 – Science 1 (Optional)
  • S2 – Science 2 (Optional)
  • S3 – Science 3 (Optional)
  • S4 – Science 4 (Optional)
  • S5 – Science 5 (Optional)

Scale scores and achievement percentiles for science are not required.

What if a state has multiple assessments with different scale scores in mathematics, reading/language arts, or science that are used for accountability and for which students in the same grade can take? For example, student proficiency in reading/language arts is determined using an assessment for reading with a scale score range of 0 to 1000 and an assessment for language arts with a scale score range of 0 to 600.

If a state has multiple scale scores for mathematics, reading/language arts, or science, the state should report on the first assessment by using RLA1, M1, or S1, the second using RLA2, M2, S2, and so on. The state in the example would report their reading scale score results under permitted value ‘RLA1’ and their language arts scale score results under ‘RLA2’.

To assist with the interpretation of the data, a state with multiple assessments should always report on the same assessment under one permitted value. For example, the state in the example should report their reading scale scores under permitted value ‘RLA1’ for all schools they report on.

2.4.2Assessment Administered (Scale score)

What permitted values are used?

The permitted values are:

  • REGASSMENT – Regular assessments based on grade-level achievement
  • ALTASSGRADELVL – Alternate assessments based on grade-level achievement standards
  • ALTASSMODACH – Alternate assessments based on modified achievement standards
  • ALTASSALTACH – Alternate assessments based on alternate achievement standards

What if the state does not use scale scores for alternate assessments?

If the state does not assign scale scores to alternate assessments, leave the alternate assessments out of the file.

2.4.3Grade Level

What grade levels should be reported for mathematics and reading?

A school record should include all required grade levels that are present in the school. Reading/language arts and mathematics assessments are required in grade three through eight and once in high school. For example, a K-6 school would report grades 3 through 6, but not grades 7 through 8 and High School.

Why do the permitted values include both grades 9 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. Data reported by specific grade levels (9, 10, 11, and 12) or high school 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 scale scores of students in grade 9 reported?

ESEA as amended requires assessments for mathematics and reading/language arts in grades 3 through 8 and high school. In ESEA, high school is explained as grades 10, 11, and 12. Students who took assessments in grade 9 should be reported either under grade 9 or as high school.

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) / Caucasian
Black (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 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 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. 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)

There are no questions and answers specifically related to the category “sex (membership).”

2.4.6Disability status (only)

How are scale scores reported by disability status (only)?

Include only the students who meet the definition of children with disabilities (IDEA) in section 4.2 of the EDFacts Workbook and the other criteria for this file, namely, participated by taking regular assessments with or without accommodations; or alternate assessments including those based on grade level, modified, and alternate academic standards.

Which students should be excluded from the children with disabilities (IDEA) subgroup?

  • Exclude children with disabilities (IDEA) who are parentally-placed in private schools and served through services plans
  • Exclude children with disabilities (IDEA) who exited special education within the past two years.

2.4.7LEP Status (only)

How are scale scores reported by LEP status (only) for mathematics?

Include only the students who meet the definition of limited English proficient (LEP) students in section 4.3 of the EDFacts Workbook. Include recently arrived students who are LEPand who have attended schools in the U.S less than 12 months.

Do not include former LEP students in this category.

How are scale scores reported by LEP status (only) for reading/language arts?

Include only the students who meet the definition of limited English proficient (LEP) students in the EDFacts Workbook.

Do not include recently arrived students who are LEP, and who have attended schools in the U.S less than 12 months.

Do not include former LEP students in this category.

2.4.8Economically disadvantaged status

There are no questions and answers specifically related to the category “economically disadvantaged status.”

2.4.9Migrant status

How are scale scores reported by migrant status?

Include only students who meet the definition of eligible migrant students in the EDFacts Workbook.