U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N063 – Teacher Quality in Elementary Classes
File Specifications
Version 5.2
SY2008 – 09
August 2009
U.S. DEPARTMENT OF EDUCATIONN063 - Teacher Quality in Elementary Classes
File Specifications v5.2
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
Arne Duncan
Secretary
Office of Planning, Evaluation and Policy Development
Carmel Martin
Assistant Secretary
August 2009
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, N063 – Teacher Quality in Elementary Classes File Specifications, Washington, D.C., 2009.
This technical guide is also available on the Department’s Web site at:
http://www.ed.gov/edfacts
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 AlternateFormatCenter at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N063 – Teacher Quality in Elementary Classes File SpecificationsRevision: / Version 5.2
Issue Date: / August 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N063 - Teacher Quality in Elementary Classes v5.2.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change1.0 / 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 / Version 5.0 or subsequent updates (i.e., 4.1, 4.2, etc) of this file specification is used to build files for SY 2007-09.
5.0 / October 2008 /
- Replaced SY 2008-09 with SY 2008-09.
- Updated all instances of “education unit total” with “total of the education unit.”
- 2.0 – Clarified first sentence by adding “according to the state definition.”
- 2.0 – Clarified response to “what education units should be included in this file” by adding “have elementary classes.”
- 4.3, 5.3, 6.3 - Updated data file examples for SY 2008-09.
5.1 / April 2009 /
- 2.0 – Added reference to N/X064 in the introduction paragraph.
- 2.0 – Added questions for which education units should not be reported in this file, what if the teacher of record changes during the school year, are classes taught by special education teachers reported in this file, should classes be identified based on the grades offered by the school or LEA, and are zeros required.
- 2.0 – Expanded on the answer to “what is the reporting period for this file.”
- 2.0 – Changed the wording of the question “who is the teacher of record for a class” to “ what if a class has more than one teacher.”
- 2.0 – Deleted the question “why are missing and not collected not permitted values for qualification status.”
- 2.0 – Standardized the language for some questions.
5.2 / August 2009 /
- 1.0 – Revised language in paragraph on information requirement for this file.
- 1.1 – Updated information on changes from previous school year
- 1.2 – Reformatted to include core reporting requirements
- 2.0 – Changed guidance on reporting classes so that the data collected using this file can be used to respond to questions on the counts of core academic elementary classes as well as counts of core academic classes by poverty quartiles of elementary schools.
- 4.2, 5.2, and 6.2 – In row for “class count” added guidance on the how count is reported
RELEASE AUTHORIZATION
Name / Signature / DateAuthor
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 2007-08 File Specifications
1.2Requirements for Submitting this Data Group
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1Core Academic Classes
2.2NEW! Reporting at SEA, LEA and School Levels
3.0FILE NAMING CONVENTION
3.1Population Status
4.0SEA TEACHER QUALITY IN ELEMENTARY CLASSES FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA Teacher Quality in Elementary Classes File Examples
4.3.1Partial Record Sample for Fixed Format SEA Teacher Quality in Elementary Classes File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA Teacher Quality in Elementary Classes File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA Teacher Quality in Elementary Classes File
5.0LEA TEACHER QUALITY IN ELEMENTARY CLASSES FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA Teacher Quality in Elementary Classes FileExample
5.3.1Partial Record Sample for Fixed Format LEA Teacher Quality in Elementary Classes File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA Teacher Quality in Elementary Classes File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA Teacher Quality in Elementary Classes File
6.0SCHOOL TEACHER QUALITY IN ELEMENTARY CLASSES FILE
6.1Header Record Definition
6.2Data Record Definition
6.3School Teacher Quality in Elementary Classes File Example
6.3.1Partial Record Sample for Fixed Format School Teacher Quality in Elementary Classes File
6.3.2Partial Record Sample for Comma–Delimited File Format School Teacher Quality in Elementary Classes File
6.3.3Partial Record Sample for Tab–Delimited File Format School Teacher Quality in Elementary Classes File
August 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN063 - Teacher Quality in Elementary Classes
File Specifications v5.2
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Teacher Quality in Elementary Classes Table, ID# 381. The definition for this data group is in the row “Table Name” in Table 4.2-1.
New!The data collected 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).
A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.
1.1Changes from the SY 2007-08File Specifications
New!There have been no changes to the record layout. The guidance has been changed so that the data collected using this file can be used to respond to question in the CSPR on both:
- the count of elementary core academic classes
- the count of core academic classes in elementary schools by poverty quartiles
1.2Requirements for Submitting this Data Group
New! This section contains two tables that summarize the reporting requirements. The first table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. The second table contains the required categories and applicable totals.
New!Table 1.2-1 Teacher Quality in Elementary Classes Table Core Reporting Requirements
SEA / LEA / SchoolReporting Period / Entire school year
The count of classes must include all semesters, quarters, or terms of the school year. For example, if core academic classes are held in summer sessions, those classes should be included in the count of core academic classes. A state determines into which school year classes fall.
Education units reported / LEAs that were operational and had core academic elementary classes during the reporting period. / Schools that are included as elementary when calculating poverty quartiles for elementary schools.
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have core academic elementary classes during the reporting period. / Closed, inactive, or future schools
Schools that are not included as elementary when calculating poverty quartiles for elementary schools.
Type of count / Unduplicated count of elementary core academic classes in the state / Unduplicated count of elementary core academic classes in the LEA / Count of core academic classes in schools included in the calculation of poverty quartiles for elementary schools
Zero counts / Not required / Not required / Not required
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 total of the education unit, specify a “Y” (Yes).
Table 1.2–2: Teacher Quality in Elementary Classes Table, Required Categories, and Applicable Totals
Category Set / Table Name / Qualification Status (Teachers) / Total Indicator / CommentsCategory Set A / ELCLTCHQUAL / X / N / Elementary Classes by Qualification Status (Teachers)
Total of the Education Unit / ELCLTCHQUAL / Y / Total of the Education Unit
2.0GUIDANCE FOR SUBMITTING THIS FILE
Revised! This file specification is used to collect data on elementary core academic classes and core academic classes in elementary schools.. A separate file, N/X064 – Teacher Quality in Core Secondary Classes, collects the count of secondary core academic classes and core academic classes in secondary schools.
The guidance is divided into two sections. The first section contains guidance on core academic classes. The second section contains guidance for reporting at the various education levels.
2.1Core Academic Classes
What does “highly qualified” mean?
Section 9101(23) of the ESEA defines the term “highly qualified.” The definition can be found at: http://www.ed.gov/policy/elsec/leg/esea02/pg107.html#sec9101.
What are the core academic subjects?
Core academic subjects are English, reading/language arts, mathematics, science, foreign languages, civics and government, economics, arts, history, and geography[1]. While the statute includes the arts in the core academic subjects, it does not specify which of the arts are core academic subjects; therefore, states must make this determination.
How is a teacher defined?
A teacher is an individual who provides instruction in the core academic areas to kindergarten, grades 1 through 12, or ungraded classes, or individuals who teach in an environment other than a classroom setting and who maintain daily student attendance records[2].
How is a class defined?
A class is a setting in which organized instruction of core academic course content is provided to one or more students (including cross-age groupings) for a given period of time. (A course may be offered to more than one class.) Instruction, provided by one or more teachers or other staff members, may be delivered in person or via a different medium. Classes that share space should be considered as separate classes if they function as separate units for more than 50 percent of the time[3].
What if a class has more than one teacher?
The teacher of record (the person who is primarily responsible for the instruction that takes place in the classroom) is the person who must be highly qualified. If a class is taught by a non-highly qualified teacher with the assistance of a highly qualified consultative teacher, report the class asnottaught by a highly qualified teacher.
What if the teacher of record changes during the school year?
The state should establish a point in time to determine whether the classes are taught by highly or not highly qualified teachers. The determination is based on who the teacher of record was at that time even if the teacher changes the next day.
Are tutorial and pull-out programsreported in this file?
No. Exclude tutorials, pull-out programs, and other instruction that are not classroom-based.
Are classes taught by special education teachers reported in this file?
It depends. Classes taught by special education teachers are included if the class is direct instruction of a core academic subject.
How are elementary classesreported?
States have two approaches to reporting elementary classes.
- Count self-contained classrooms as one class – If a state counts self-contained classrooms as one class, to avoid over representing subject area specialists and resource teachers, subject area specialists and resource teachers should also be counted as teaching one class.
- Count self-contained classrooms for each subject taught – If a state counts self-contained classrooms as more than one classes (each core academic subject taught is a class), then the subject area specialistsand resource teachers would count as teaching multiple classes.
2.2NEW! Reporting at SEA, LEA and School Levels
Core academic classes are reported differently at the SEA and LEA level than at the school level:
- Classification to determine highly qualified status – For the SEA and LEA level, classes are reported as elementary or secondary based on how the state classifies the class to determine whether the teacher is highly qualified. The configuration of the school is not relevant to this count.
- Classification based calculation of poverty quartiles – For the school level, classes are reported as elementary or secondary based on whether the school where the classes is taught is included in the calculation of poverty quartiles for elementary schools or for secondary schools.
This means that the total classes reported in this file at the school level may not equal the total classes reported in this file at the SEA and LEA levels.
Example
BetaSchool offers grades 1st through 12th.
The school is included as an elementary school when calculating poverty quartiles.
The state determines competency requirements for grades 1st through 8th as elementary instruction and for grades 9th through 12th as secondary instruction.
There is one core academic class for each grade in the span 1st through 8th.
There are four core academic classes for each grade in the span 9th through 12th.
For SEA and LEA level, BetaSchool is reported based on classification used to determine highly qualified status. Therefore grades 1st through 8th are reported as elementary and grades 9th through 12th are reported as secondary. The table below illustrates how the data would be reported for BetaSchool
Table 2.2-1 Example - Reporting for BetaSchool at the SEA and LEA Level
Reporting at SEA and LEA level / File # / Classes reported for Beta School / CommentsElementary classes / N/X063 / 8 / One class for each grade, 1 through 8
Secondary classes / N/X064 / 16 / Four classes for each grade 9 through 12
For the school level, BetaSchool is reported based on how the school was classified for the calculation of the poverty quartiles. BetaSchool was classified as an elementary school.
Table 2.2-2 Example - Reporting for BetaSchool at the School Level
Reporting at SEA and LEA level / File # / Classes reported for Beta School / CommentsElementary classes / N/X063 / 24 / All classes are reported as elementary
Secondary classes / N/X064 / 0 / BetaSchool is not included in the file at the school level.
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 Teacher Quality in Elementary Classes file submissions:
sslevELMCLSTEAvvvvvvv.ext
Where:
ss= Two–characterUSPSState Abbreviation for the submitting SEA.
lev= Three–character abbreviation for the level submitted. Use:
SEA for a State Education Agency Teacher Quality in Elementary Classes submission
LEA for a Local Education Agency Teacher Quality in Elementary Classes submission
SCH for a School Teacher Quality in Elementary Classes submission
Filename= ELMCLSTEA (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)
.ext= Three–character file extension identifying the file format as follows:
.txt – fixed format
.csv – comma–delimited format
.tab – tab–delimited format
3.1Population Status
The “Pop” column in the header and data records is coded as follows:
M - Mandatory, this field must always be populated
A - This field is populated in accordance with Table 1.2-2
O - Optional, data in this field is optional
4.0SEA TEACHER QUALITY IN ELEMENTARY CLASSES FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Teacher Quality in Elementary Classes File. The file type is specified in the header record.
4.1Header Record Definition
The header record is required and is the first record in every file submitted to the EDEN Submission System. The purpose of the header record is to provide information as to the file type, number of Data Records in the file, file name, file identifier, and file reporting period.
Section 4.3 contains examples of the header record.
Table 4.1–1: Teacher Quality in Elementary Classes, SEA Header Record
Data Element Name / StartPosition / Length / Type / Pop / Definition / Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA ELEMENTARY CLASSES TEACHER QUALIFICATION
Total Records In File / 51 / 10 / Number / M / The total number of Data Records contained in the file. The header record is NOT included in this count.
File Name (Including file extension) / 61 / 25 / String / M / File Name and extension are provided by the SEA. The file name should be the same as the external file name. (Please see File Naming Convention in Section 3.0 of this document.)
File Identifier / 86 / 32 / String / M / Any combination of standard characters to further identify the file as specified by the SEA, e.g., a date, person’s name, version number.
File Reporting Period / 118 / 9 / String / M / Enter the Academic School Year for which data is being reported. The required format for entering the File Reporting Period is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space must separate the beginning and ending years, e.g., 2008–2009or 2008 2009.
Filler / 127 / 213 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 340 / 1 / M /
4.2Data Record Definition
Data Records are required and immediately follow the header record in every file submitted to the EDEN Submission System. Data Records provide counts for the specified categories as well as subtotals and totals of the education unit.