U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X116 – Title III LEP Students Served XML Specifications

Version 4.2

SY 2007- 08

September 2008

U.S. DEPARTMENT OF EDUCATIONX116 – Title III LEP Students Served XML Specifications v4.2


This technical guide was produced under U.S. Department of Education Contract No. GS00F0049M–ED05P01299 with Perot Systems Government Services, Inc. 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

Margaret Spellings

Secretary

Office of Planning, Evaluation and Policy Development

Williamson “Bill” M. Evers

Assistant Secretary

September 2008

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, X116 – Title III LEP Students Served XML Specifications, Washington, D.C., 2008.

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: / X116 – Title III LEP Students Served XML Specifications
Revision: / Version 4.2
Issue Date: / September 2008
Security Level: / Unclassified – For Official Use Only
Filename: / X116 - Title III LEP Students Served v4.2.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / Version 1.0 or subsequent updates (i.e., 1.1, 1.2, etc.) of this file specification is used to build files for SYs 2003-04 and 2004-05.
2.0 / Version 2.0 or subsequent updates (i.e., 2.1, 2.2, etc.) of this file specification is used to build files for SY 2005-06.
3.0 / Version 3.0 or subsequent updates (i.e., 3.1, 3.2, etc.) of this file specification is used to build files for SY 2006-07.
4.0 / April 2008 /
  • Updated for SY 2007-08.
  • Sections 2.0 and 3.0 were flipped.
  • Collection added at the SEA level.
  • Category Set C: Student Count by immigrant status has been deleted in section 1.2.
  • Deleted collection by race/ethnicity and sex (membership) in sections 1.2 and 4.1.
  • Collection is now by grade level and by language (home) in Section 1.2.
  • Collection added a Grand Total.
  • Section 2.0 Guidance updated and enhanced.

4.1 / September 2008 /
  • Updated guidance on language codes.
  • Updated Language Codes in examples.

4.2 / September 2008 /
  • Section 2.0 – Updated Q/A section of Guidance.
  • Section 2.1 – Updated definitions

RELEASE AUTHORIZATION

Name / Signature / Date
Author
QA
Release Authority

PREFACE

This document provides technical instructions for building files that can be submitted through the Education Data Exchange Network (EDEN). This document is used in coordination with the EDFacts Workbook, EDFacts Business Rules Guide and the EDEN Submission System User Guide.

EDEN is a centralized, coordinated repository of state reported, K through 12, educational data residing at the U.S. Department of Education. The EDEN Submission System is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.

Contents

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

1.1Changes from the SY 2006-07 File Specifications

1.2Requirements for Submitting this Data Group

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Definitions

3.0FILE NAMING CONVENTION

3.1XML Specification Headings

4.0STATE AGENCY METRIC OBJECTS

4.1Category XML Object

4.2Table Type XML Object

4.3Agency XML Object

4.4File Transmit XML Object

5.0LOCAL EDUCATION AGENCY METRIC OBJECTS

5.1Category XML Object

5.2Table Type XML Object

5.3Agency XML Object

5.4File Transmit XML Object

September 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONX116 – Title III LEP Students Served XML Specifications v4.2


1.0PURPOSE

This document contains instructions for building XML files to submit EDFacts Data Group: Title III LEP Students Served Table, ID# 648. The definition for this data group is in the row “Table Name” in Table 4.2-1.

A separate document contains the non–XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.

The data in this file specification is currently collected in the Consolidated State Performance Report (CSPR), Part I.

1.1Changes from the SY 2006-07 File Specifications

There have been changes to this file specification which resulted in changes to the record layout.

  • The SEA level was added to collection.
  • The Grand Total was added to collection.
  • The immigrant status value was deleted from collection.
  • The race/ethnicity and sex (membership) categories were deleted from collection.
  • The collection is now by arranged by the grade level (basic) and language (home) categories.

1.2Requirements for Submitting this Data Group

The data group is submitted at the following levels:

  • SEA
  • LEA

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 column must be populated when reporting that particular category. The total indicator must be either “Y” (Yes) or “N” (No). If the record is for a detail count, specify an “N” (No). If the record is for a subtotal or grand total, specify a “Y” (Yes).

Table 1.2–1: Title III LEP Students Served Tables, Required Categories, and Applicable Totals

Category Set / Table Name / Grade Level (Basic) / Language (Home) / Total Indicator / Comments
Category Set A / TTLIIILEPSTDSRV / X / N / Student Count by Grade Level (Basic)
Category Set B / TTLIIILEPSTDSRV / X / N / Student Count by Language (Home)
Grand Total / TTLIIILEPSTDSRV / Y / Grand Total

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification collects the number of students served by Title III programs in the LEA during the school year.

Additional guidance is below:

What is the reporting period for this file?

The reporting period for students served by Title III programs is school year.

What is the EDFacts submission period for this file?

This file is listed amongst the End files.

What education units should be included in this file?

Include all LEAs that have a Title III LEP Program.

What education units should not be included in this file?

Do not submit LEAs that did not have a Title III LEP program.

What grades are included in this file?

Include only students in grades K through 12. Pre-K students should not be included in this file.

Do I need to include all grade levels?

Records for the LEAs need only include those grade levels offered at the LEA. For example, if the highest grade at a LEA is 8th, the record for that LEA does not need to include grades 9th through 12th.

Is the student count duplicated or unduplicated?

The student count in this file is unduplicated.

Is home language the same as native language?

The home language is not necessarily the same as the student’s native language.

Where can I find a list of language codes that can be used in this file?

The ISO 639-2 language codes can be found at the following Web site:

The ISO 639-2 language codes are also located in the Data Framework in EDEN. You can access the Data Framework from the left-hand menu in the EDEN Portal.

  1. Click on the link for Data Framework in the left-hand menu of the EDEN Portal once you have logged in. The link is under Education Unit Profile.
  2. Click on the link for Categories.
  3. Select the school year from the dropdown menu.
  4. Scroll down the page and click on the link for Language (in the first column).

The page will refresh with a table containing all languages and their codes.

What do I do if the Language Code list does not include a language spoken in my state?

The list of language codes is very extensive. In the event that a language spoken at your state is not included in the list, please try to determine the language family for that language. The ISO 639-2 has many “Other” values that could apply to your state. When using these “Other” values please include an explanation of what the other language is.

An example of this would be for students who speak the Maay language. This language is not included in the language list. According to the Ethnolgue Web site Maay is a Cushitic language. The ISO 639-2 has a value for Cushitic (Other). In this case you would report your Maay speaking student count using the Cushitic (Other). In the explanation field include a comment that the students in this category speak the Maay language. The Ethnologue Web site can be found at:

In cases where you have language codes that are not amongst those accepted by ESS and do not map to another code that is part of the ISO 639-2 you should leave those students out of the count in Category Set B but include them in the Grand Total.

What if my state has zero counts?

SEA and LEA level submissions - Zero counts are not required.

What if my state has missing data?

SEA level submission - Submit data when the data are available. Note in your state submission plan if the data by Grade Level or by Language are determined not to be available to submit.

LEA level submission:

  • If all counts for an LEA are missing, the LEA can be left out of the file. In your state’s submission plan, include the LEA in the count of LEAs expected to submit the data. The records for that LEA should be submitted when data are available.
  • If counts are missing for one of the category sets but not for the other, submit the data you have. The file can be resubmitted with all the category sets when the data are available.

Do other file specifications collect similar data?

Title III of ESEA provides grants for the education of limited English proficient students. The best way to understand the data for students who are served by Title III and/or are limited English proficient is to focus on the universe included in each file.

Universe of students who are included / What data are collected about the universe of students included / Reporting
period / File # / Data
group ID
All students assessed and determined to be LEP / Count of the students who were assessed and determined to be LEP / October 1 / N/X047 / 116
Count of the students who were assessed and determined to be LEP / School year / N/X141 / 678
The testing status for the annual assessment on English proficiency of the students in N/X141 who were present during the testing window / Testing window / N/X137 / 674
The results of the annual assessment on English proficiency (This is the subset of students in N/X137 who were tested.) / Testing window / N/X139 / 676
Students who took native language assessments / The results of native language assessments, if state has native language assessments / Testing window / N/X049 / 272
Students enrolled in any program designed for LEP students / Count of students enrolled in a program designed for limited English proficient students / October 1 / N/X046 / 123
Students enrolled in Title III programs / Count of students who are enrolled in a program designed for limited English proficient students that is funded by Title III / School year / N/X116 / 648
The testing status for the annual assessment on English proficiency of the students in N/X116 who were present during the testing window / Testing window / N/X138 / 675
The results of the annual assessment on English proficiency (This is the subset of student in N/X138 who were tested.) / Testing window / N/X050 / 151
Monitored Former Title III Students / Count of the monitored former Title III students who no longer receive services and the results of their content assessment / School year / N/X126 / 668
Immigrants / Count of the immigrant students whether LEP or not / School year / N/X045 / 519

2.1Definitions

The following are definitions that support this file:

Limited English Proficient (for purposes of this file specification)

The standard definition of Limited English Proficient Students (also known as English Language Learners), in coordination with the State’s definition based on Title 9[1] of ESEA, is:

Students

(A)Who are in Kindergarten, grades 1 through 12, or ungraded;

(B)Who are enrolled or preparing to enroll in an elementary school or a secondary school;

(C)(Who are i, ii, or iii)

(i)who were not born in the United States or whose native languages are languages other than English;

(ii)(Who are I and II)

(I)who are a Native American or Alaska Native, or a native resident of the outlying areas; and

(II)who come from an environment where languages other than English have a significant impact on their level of language proficiency; or

(iii)who are migratory, whose native language are languages other than English, and who come from an environment where languages other than English is dominant; and

(D)Whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individuals (who are denied i or ii or iii)

(i)the ability to meet the State’s proficient level of achievement on State assessments described in section 1111(b)(3);

(ii)the ability to successfully achieve in classrooms where the language of instruction is English; or

(iii)the opportunity to participate fully in society.

To be classified as limited English proficient, an individual must be A, B, C, and D. For C, an individual can be i, ii, or iii. If C-ii, the individual must be I and II. For D, an individual must be denied i or ii or iii.

For D, an individual must be denied i or ii or iii.

3.0FILE NAMING CONVENTION

Being able to readily identify any particular file transmission is an important consideration for users of the EDEN Data Submission System. Being able to identify a particular file can greatly facilitate any technical assistance that may be requested by the state. A maximum of 25 characters (including the file extension) is allowed for the file name. The following is the naming convention for Title III LEP Students Served file submissions:

sslevT3LEPSTSVvvvvvvv.xml

Where:

ss= Two–character USPS State Abbreviation for the submitting SEA.

lev= Three–character abbreviation for the level submitted. Use:

SEA for a State Education Agency Title III LEP Students Served submission

LEA for a Local Education Agency Title III LEP Students Served submission

Filename= T3LEPSTSV (no more than nine characters).

vvvvvvv= Up to seven–character alphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803).

.xml= The three–character file extension identifying the Data Records.

3.1XML Specification Headings

The XML specifications are represented in a table with the headings:

  • Element – name of the XML element tag.
  • Attribute – name of the XML attribute tag.
  • Category Value – name of the category.
  • Char – the XML element or attribute characteristic as previously defined.
  • Definition/Comments – definition and additional comments related to formats or other business rules.
  • Permitted Values – disaggregated values for data elements.

The Char (characteristics) column in the XML format matrices accepts the following codes:

Table 3.1–1: EDEN XML Format Codes

Code / Characteristic
M / Mandatory Element/Attribute
O / Optional
C / Conditionally Required
MR / Mandatory and Repeatable Element
OR / Optional and Repeatable Element
CR / Conditional and Repeatable Element

4.0STATE AGENCY METRIC OBJECTS

In order to simplify the transmission process, the State Agency has been separated into three (3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the State Agency that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Grade Level (Basic), Language (Home), etc.), the associated value, and whether the metric value is a subtotal or grand total. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.

4.1Category XML Object

The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count. The XML object matrix is followed by an example of the object.

Table 4.1–1: SEA, Category XML Object

Element / Attribute / Data Element Name
(from Fixed Format document) / Category Value / Char / Definition / Comments / Permitted Values
CATEGORY
TYPE / M / The category(ies) for the table type.
Grade Level
(Basic) / GRADELVBASIC
Language (Home) / LANGHOME
VALUE / M / The category permitted value.
GRADELVBASIC / The grade level (primary instructional level) of students. / UG - Ungraded
KG - Kindergarten
01 - Grade 1
02 - Grade 2
03 - Grade 3
04 - Grade 4
05 - Grade 5
06 - Grade 6
07 - Grade 7
08 - Grade 8
09 - Grade 9
10 - Grade 10
11 - Grade 11
12 - Grade 12
MISSING
NOTCOLLECT - Not Collected
LANGHOME / The name of the specific language or dialect that students use to communicate at home. / See guidance section for Web site with list of language codes.
MISSING
NOTCOLLECT - Not collected

Example:

<CATEGORY TYPE="GRADELVBASIC" VALUE="UG"/>

<CATEGORY TYPE="LANGHOME" VALUE="spa"/>

4.2Table Type XML Object

The table type XML object is used to define the type and value of the count. It may contain category XML objects to define additional characteristics. The XML object matrix is followed by an example of the object.

Table 4.2–1: SEA, Table Type XML Object

Element / Data Element Name
(from Fixed Format document) / Attribute / Char / Definition / Comments / Permitted Values
TABLETYPE
Table Name / TYPEABBRV / M / The unduplicated number of limited English proficient (LEP) students who received services in a Title III of ESEA as amended by NCLB, English language instructional program. / TTLIIILEPSTDSRV
Total Indicator / TOTALINDICATOR / M / An indicator that defines the count level (i.e., detail level, subtotal level or grand total level). / N - specifies detail level
Y – specifies a subtotal or grand total level.
CATEGORY / OR / The categories used to define the characteristics associated with the count.
AMOUNT / Student Count / M / If the count provided is either a subtotal or grand total, it must be equal to or greater than the sum of its parts.
EXPLANATION / Explanation / O / Submitted files will be processed through various edit checks. When unusual conditions are detected, warning errors may be issued, even though the data may be valid. When this occurs, an explanation responding to the warning may be submitted with the data, or after files have been processed. The U.S. Department of Education will verify explanations, and after verification, accept the data.

Example: