U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N065 – Federally Funded Staff

File Specifications

Version 5.2

SY 2008-09

April 2010

U.S. DEPARTMENT OF EDUCATIONN065 – Federally Funded Staff File Specifications v5.2


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

Carmel Martin

Assistant Secretary

April 2010

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, N065 – Federally Funded Staff File Specifications, Washington, D.C., 2009.

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 AlternateFormatCenter at (202) 260–0852 or (202) 260–0818.

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: / N065 – Federally Funded Staff File Specifications
Revision: / Version 5.2
Issue Date: / April 2010
Security Level: / Unclassified – For Official Use Only
Filename: / n065-5-2.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 / Version 4.0 or subsequent updates (i.e., 4.1, 4.2, etc.) of this file specification is used to build files for SY 2007-08.
5.0
State Review Version / June 2009 /
  • Added LEA collection for MEP data groups
  • 1.0, 1.2 and 2.0 - Updated guidance

5.0
Final / August 2009 /
  • 1.2 - Revised column for LEA in tables 1.2.2-1 and 1,2,3-1
  • 2.1 – Added question “how do the permitted values in this file relate to the captions in CSPR” to introduce table 2.1-1
  • 2.2 – Reformatted the answer to “how is FTE calculated for other MEP staff” to make it easier to read
  • 5.2 – Added definitions and permitted values for MEP data to row “table name” and added rows for “staff category (MEP)” and “MEP session type”

5.1 / February 2010 / 5.2 – Table 5.2-1 – Corrected LEA level data record layout. Moved filler field that was inserted between Staff Category (MEP) and Staff Category (Title I) back and placed it between Table Name and Staff Category (MEP).
5.2 / April 2010 /
  • 2.2 – Added question “How is the state MEP director reported?”
  • 5.2 – Table 5.2-1 – Removed permitted value “MEPSDIR” from permitted value list for Staff Category (MEP).
  • 5.3.2 and 5.3.3 – Removed records which included “MEPSDIR” from LEA level data file examples.

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 EDFactsWorkbook, EDFacts Business Rules Guide and the EDEN Submission System User Guide.

EDEN is a centralized, coordinated repository of state reported, Kthrough 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 File

1.2.1Title I TAS Staff Funded (FTE) Table, DG550.

1.2.2MEP Personnel (Headcount) Table, DG625

1.2.3MEP Personnel (FTE) Table, DG515

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Title I TAS Staff Funded (DG550)

2.2Migrant Education Program Personnel FTE (DG515) and Headcount (DG625)

3.0FILE NAMING CONVENTION

3.1Population Status

4.0SEA FEDERALLY FUNDED STAFF FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA Federally Funded Staff File Examples

4.3.1Partial Record Sample for Fixed Format SEA Federally Funded Staff File

4.3.2Partial Record Sample for Comma–Delimited File Format SEA Federally Funded Staff File

4.3.3Partial Record Sample for Tab–Delimited File Format SEA Federally Funded Staff File

5.0LEA FEDERALLY FUNDED STAFF FILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA Federally Funded Staff File Examples

5.3.1Partial Record Sample for Fixed Format LEA Federally Funded Staff File

5.3.2Partial Record Sample for Comma–Delimited File Format LEA Federally Funded Staff File

5.3.3Partial Record Sample for Tab–Delimited File Format LEA Federally Funded Staff File

April 2010 / 1 / SY 2008-09

U.S. DEPARTMENT OF EDUCATIONN065 – Federally Funded Staff File Specifications v5.2


1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFacts Data Groups:

  1. MEP Personnel (FTE) Table, DG515
  2. MEP Personnel (Headcount) Table, DG625
  3. Title I TAS Staff Funded (FTE) Table, DG550.

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 EDFactsWorkbook.

1.1Changes from the SY 2007-08 File Specifications

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

  • Added the collection of data groups 515 - MEP Personnel (FTE) and 625 -MEP Personnel (Headcount) for reporting level LEA.

1.2Requirements for Submitting this File

The record layouts used in these file specifications are different from most other file specifications. The electronic files created will contain three “tables:” one table for each data group collected using this file specification.

This section contains the core reporting requirements and required categories for each “table” in the record layout.

1.2.1Title I TAS Staff Funded (FTE) Table, DG550.

The following table lists the core reporting requirements.

Table 1.2.1-1 Title I TAS Staff Funded (FTE) Table, DG550, Core Reporting Requirements

SEA / LEA / School
Reporting Period / Entire school year
Education units reported / Include SEA / LEAs with targeted assistance programs / File not submitted at the school level
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have targeted assistance programs
Type of count / Full time equivalent / Full time equivalent
Zero counts / Required / Not required

The following table indicates the valid combinations of categories needed for each table within this file. An “X” in the column indicates that the column must be populated when reporting that particular category. The total indicator must be “N” (No) because no subtotals or education unit totals are required for this file.

Table 1.2.1–2: Federally Funded Staff Table, Required Categories, and Applicable Totals

Table Name / Category Set / MEP Session Type / Staff Category
(MEP) / Staff Category
(Title l) / Total Indicator / Comments
TITLEISTFTASFD / Category Set A / X / N / FTE by Staff Category (Title I)

1.2.2MEP Personnel (Headcount) Table, DG625

The following table lists the core reporting requirements.

Revised!Table 1.2.2-1MEP Personnel (Headcount) DG625, Core Reporting Requirements

SEA / LEA / School
Reporting Period / Program year Sept 1, 2008 through August 31, 2009
Education units reported / Include SEA / LEAs with MEP / File not submitted at the school level
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have MEP
Type of count / Once for each MEP session type / Once for each MEP session type at any LEA with MEP
Zero counts / Required / Not required

The following table indicates the valid combinations of categories needed for each table within this file. An “X” in the column indicates that the column must be populated when reporting that particular category. The total indicator must be “N” (No) because no subtotals or education unit totals are required for this file.

Table 1.2.2–2: MEP Personnel (Headcount) DG625 Required Categories, and Applicable Totals

Table Name / Category Set / MEP Session Type / Staff Category
(MEP) / Staff Category
(Title l) / Total Indicator / Comments
MEPERS / Category Set A / X / X / N / Staff Count by MEP Session Type and Staff Category (MEP)

1.2.3MEP Personnel (FTE) Table, DG515

The following table lists the core reporting requirements.

Revised!Table 1.2.3-1Personnel (FTE) Table, DG515, Core Reporting Requirements

SEA / LEA / School
Reporting Period / Entire school year
Education units reported / Include SEA / LEAs with MEP / File not submitted at the school level
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have MEP
Type of count / Full time equivalent by MEP session type / Full time equivalent by MEP session type
Zero counts / Required / Not required

The following table indicates the valid combinations of categories needed for each table within this file. An “X” in the column indicates that the column must be populated when reporting that particular category. The total indicator must be “N” (No) because no subtotals or education unit totals are required for this file.

Table 1.2.3–2: Federally Funded Staff Table, Required Categories, and Applicable Totals

Table Name / Category Set / MEP Session Type / Staff Category
(MEP) / Staff Category
(Title l) / Total Indicator / Comments
MEPFTE / Category Set A / X / X / N / FTE by MEP Session Type and Staff Category (MEP)

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect cumulative counts of MEP and Title I staff data for the school year. Three tables should be built: one for MEP Personnel (Headcount), one for the MEP Personnel (FTE), and one for Title I TAS Funded. The differences are:

  • Table Name – The table names are different – see section 1.2 for the names of the tables.
  • Staff Category – The staff category for the MEP data is different than the staff category for the Title I data – see section 1.2
  • MEP Session Type – The MEP data requires MEP Session Type in addition to the staff category. The Title I data are only by staff category. See section 1.2 for more information.

Additional guidance is below:

How are staff counts reported?

For Title I TAS Staff (DG550) and MEP Personnel (FTE) (DG 515):

  • Report staff in terms of full-time equivalent (FTE) to the hundredths.

For MEP Personnel (Headcount) (DG 625)

  • Report staff by headcount as integers.

2.1Title I TAS Staff Funded (DG550)

Which staff are included?

Include only staff for targeted assistance programs (TAS).Do not include staff for schoolwide programs.

How are administrators and supervisors who serve both TAS and schoolwide programs reported?

For administrators and supervisors who service both TAS and schoolwide programs, report the FTE attributable to their TAS duties only.

What permitted values are used to report staff?

The following permitted values are used to report staff for Title I:

  • Title I Teachers
  • Title I academic paraprofessionals - An “academic paraprofessional”[1] for Title I purposes is an employee of an LEA who provides instructional support in a program supported with Title I, Part A funds.Instructional support includes the following activities:
  1. Providing one–on–one tutoring for eligible students, if the tutoring is scheduled at a time when a student would not otherwise receive instruction from a teacher;
  2. Providing assistance with classroom management, such as organizing instructional and other materials;
  3. Providing assistance in a computer laboratory;
  4. Conducting parental involvement activities;
  5. Providing support in a library or media center;
  6. Acting as a translator; or
  7. Providing instructional services to students.
  • Other paraprofessionals – Paraprofessionals who do not provide instructional support, for example, paraprofessionals who are translators or who work with parental involvement or computer assistance. Only staff that meet this “other paraprofessionals” definition need to be reported in the Title I Other Staff (TITO) EDFacts category.[2]
  • Clerical support staff
  • Administrators (non-clerical)

Revised! How do the permitted values in this file relate to the captions in CSPR?

The permitted values of the Title I targeted assistance staff used in this file relate to the captions used in the CSPR as follows:

Table 2.1–1: Relationship of CSPR and EDFacts Title I Staff Categories

Title I Staff Categories
Captions used in CSPR / EDFacts Permitted Value
Teachers / Title I Teachers (TITTCH)
Paraprofessionals (see below) / Title I AcademicParaprofessionals (TITPARA)
Other Paraprofessionals (see below) / Title I Other Staff (TITO)
Clerical Support Staff / Title I Support Staff (TITSUP)
Administrators (non–clerical) / Title I Administrators (TITADM)

2.2Migrant Education Program Personnel FTE (DG515) and Headcount (DG625)

Which staff are included?

Include only staff for MEP programs. Do not include staff employed in schoolwide programs that combine MEP funds/services with those of other programs.

What permitted values are used to report staff?

The following permitted values are used to report staff for MEP:

  • MEPState Director – The MEPStateDirector is the manager within the SEA who administers the MEP on a statewide basis.
  • MEP Teacher – A classroom instructor who is licensed and meets any other teaching requirements in the State.
  • MEP Counselor – A professional staff member who guides individuals, families, groups, and communities by assisting them in problem–solving, decision–making, discovering meaning, and articulating goals related to personal, educational, and career development.
  • MEP Paraprofessional – An individual who:
  • provides one–on–one tutoring if such tutoring is scheduled at a time when a student would not otherwise receive instruction from a teacher;
  • assists with classroom management, such as organizing instructional and other materials;
  • provides instructional assistance in a computer laboratory;
  • conducts parental involvement activities;
  • provides support in a library or media center;
  • acts as a translator; or
  • provides instructional support services under the direct supervision of a teacher (Title I, Section 1119(g)(2)).

Because a paraprofessional provides instructional support, he/she should not be providing planned direct instruction or introducing to students new skills, concepts, or academic content.Individuals who work in food services, cafeteria or playground supervision, personal care services, non–instructional computer assistance, and similar positions are not considered paraprofessionals under Title I.

  • MEP Recruiter – A staff person responsible for identifying and recruiting children as eligible for the MEP and documenting their eligibility on the Certificate of Eligibility.
  • MEP Records Transfer Staff – An individual who is responsible for entering, retrieving, or sending student records from or to another school or student records system.

New!How is the state MEP director reported?

The state MEP director is reported only in the SEA file. The FTE reported for the regular school year and intersession/summer are aggregated to respond to the question in the CSPR.

How is FTE calculated for the state MEP director?

For the state MEP director, use the number of days worked for the MEP.To do so, first define how many full–time days constitute one FTE for the state director in your state for the reporting period (program year). To calculate the FTE number to report, sum the total days the state director worked for the MEP during the reporting period and divide this sum by the number of full–time days that constitute one FTE in the reporting period.

How is FTE calculated for other MEP staff?

The FTE of other MEP staff may be calculated using one of two methods:

  • Percentage of time
  • In each job category, sum the percentage of time that staff were funded by the MEP and enter the total FTE for that category.
  • Number of days worked
  • First define how many full–time days constitute one FTE for each job classification in your State for each term, for example,.
  • One regular–term FTE may equal 180 full–time (8 hour) work days
  • One summer term FTE may equal 30 full–time work days
  • One intersession FTE may equal 45 full–time work days split between three 15–day non–contiguous blocks throughout the year.
  • Sum the total days the individuals worked in a particular job classification for a term
  • Divide this sum by the number of full–time days that constitute one FTE in that term.

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 Federally Funded Staff file submissions:

sslevFEDFUNSTFvvvvvvv.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 Federally Funded Staff submission

LEA for a Local Education Agency Federally Funded Staff submission

Filename= FEDFUNSTF (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 1.2–1

O – Optional, data in this field is optional

4.0SEA FEDERALLY FUNDED STAFF FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Federally Funded Staff File. The file type is specified in the header record.