U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X129 – CCD School XML Specifications

Version 4.3

SY 2007 – 08

(New for 2007- 08)

September 2008

U.S. DEPARTMENT OF EDUCATIONX129 – CCD School

XML Specifications v4.3

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, X129 – CCD School File 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: / X129 – CCD School XML Specifications
Revision: / Version 4.3
Issue Date: / September 2008
Security Level: / Unclassified – For Official Use Only
Filename: / X129 - CCD School v4.3.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
4.0 / December 2007 / This is a new file specification for SY 2007-08.
4.1 / May 2008 /
  • Section 4.1 modified definition for Title I School Status.

4.2 / July 2008 /
  • Section 2.1 modified guidance and definition for Shared Time Status

4.3 / September 2008 /
  • Change all references to the data group "Classroom Teachers" to "Teachers."
  • Section 2.0 – updated Q/A section in Guidance.

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

2.1Data Group Guidance

3.0FILE NAMING CONVENTION

3.1XML Specification Headings

4.0SCHOOL METRIC OBJECTS

4.1Agency XML Object

4.2School File Transmit XML Object

September 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONX129 – CCD School

XML Specifications v4.3

1.0PURPOSE

This document contains instructions for building XML files to submit the following EDFacts Data Groups:

  • Shared Time Status, ID# 573
  • Title I School Status, ID# 22
  • Magnet Status, ID# 24
  • Teachers (FTE), ID# 644

The definition for these data groups are in Table 4.1-1. 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 collected through this file specification is primarily for the Non-Fiscal Survey of the Common Core of Data (CCD). This elementary and secondary data is also used by many other U.S. Department of Education program offices. The Title I status is also collected to meet the information needs of the Title I program office.

1.1Changes from the SY 2006-07 File Specifications

This is a new file specification for SY 2007-08 although these data groups were previously collected in N/X101.

1.2Requirements for submitting this Data Group

This data group is submitted at the following level:

  • School

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification collects status data and general counts for the current school year.

See below for additional guidance concerning this file:

What is the reporting period for this file?

These status data and general counts are as of October 1 of the current year for Shared Time Status (ID 573) and Teachers (FTE) (ID 644); and beginning of the school year for Title I School Status (ID 22) and Magnet Status (ID 24).

Which Education Units should be included in the file?

Include all schools that are open for school year 2007-2008. This includes new, added, changed agencies and reopened schools.

Which Education Units should not be included in the file?

Do not include closed, inactive or future schools.

What if my state does not recognize magnet schools?

If your state does not recognize magnet schools, it should be reported as “NA.” There is a value of “NA” (Not Applicable) for when states do not recognize magnet schools.

How does the data group Teachers - FTE (ID 644) relate to the teacher categories in N/X059?

In N/X059 the permitted values of pre-kindergarten, kindergarten, elementary, secondary, and teachers of ungraded classes are subsets of "Teacher.”

Is there additional guidance available for submitting FTE counts of Teachers (FTE) (ID 644)?

Yes, reference N/X059 Staff FTE specification (Section 2.0 Guidance For Submitting This File).

2.1Data Group Guidance

Shared Time Status (ID 573)

CCD reports headcount student membership, not FTE, and requires that a student be reported in the membership in only one school. States report these students in the membership of the student's school of record.) "Shared time" schools are most commonly vocational/ technical schools. This is not the same as students being enrolled in secondary school while also enrolled in a post-secondary school.

  • The allowable values are Yes, No and Missing. “Not collected” is not a valid permitted value.

Title I School Status (ID 22)

If the Title I School Status is not available, it should be reported as “Missing.”

  • The allowable values are the selected values or Missing. “Not collected” is not a valid permitted value.
  • EDEN tracks Title 1 status in one field but CCD uses two Title 1 values. The following table shows how the data from EDEN translates to CCD.

EDEN / CCD
Title 1 Status / Definition / Title 1 Eligible / Schoolwide Title 1
MISSING / Missing / Missing / Missing
TGELGBNOPROG / Title I Targeted Assistance Eligible School– No Program / True / False
TGELGBTGPROG / Title I Targeted Assistance School / True / False
SWELIGTGPROG / Title I Schoolwide eligible–Title I Targeted Assistance Program / True / True
SWELIGNOPROG / Title I Schoolwide Eligible School – No Program / True / True
SWELIGSWPROG / Title I Schoolwide School / True / True
NOTTITLE1ELIG / Not a Title I School / False / False

Magnet Status (ID 24)

This includes magnet programs within the school. “Not collected” is not a valid permitted value.

  • The allowable values are Yes, No, NA and Missing. “Not collected” is not a valid permitted value.

Teachers (FTE) (ID 644)

A classroom teacher is defined as an individual who provides instruction to Pre-Kindergarten, Kindergarten, grades 1 through 12, or ungraded classes; or who teaches in an environment other than a classroom setting and who maintains daily student attendance records. If the FTE of Teachers is not available, it should be reported as “-1” (Missing).

  • The allowable value is a number (including zero) or “-1” (Missing). “Not collected” is not a valid permitted value.

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 CCD School file submissions:

sslevCCDSCHOOLvvvvvvv.xml

Where:

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

lev= SCH for CCD School submission.

Filename= CCDSCHOOL (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

4.0SCHOOL METRIC OBJECTS

In order to simplify the transmission process, the School Agency has been separated into two (2) distinct objects: Status XML and File Transmit XML.

4.1Agency XML Object

This section defines the XML object used to submit all School Agency information. The XML object matrix is followed by an example of the object.

Table 4.1-1: School, Agency XML Object

Element / Data Element Name
(from Fixed Format document) / Attribute / Char / Definition / Comments / Permitted Values
AGENCY / M
ID 559
FIPS State Code / FIPSSTATECODE / M / The two-digit Federal Information Processing Standards (FIPS) for the state, District of Columbia, and the possessions and freely associated areas of the United States (e.g., Puerto Rico). / For a list of valid FIPS State Codes, refer to the EDFacts Workbook.
ID 570
State Agency Number / STATEAGENCYIDNUMBER / M / A number used to uniquely identify state agencies. This ID cannot be updated through this file. / 01 = State Education Agency
ID 4
State LEA Identifier / STATELEAIDNUMBER / M / The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This ID is a required field. This data element cannot be updated through this file.
ID 5
State School
Identifier / STATESCHOOLIDNUMBER / M / The identifier assigned to a school by the state education agency. Also known as the State School Identification Number. This ID cannot be updated through this file.
SHAREDTIMEIND / ID 573
Shared Time Status / M / An indication that a school offers vocational/technical education or other educational services in which some or all students are enrolled at a separate school of record and attend the shared-time school on a part-time basis. / YES
NO
MISSING
TITLEISTATUS / ID 22
Title I School Status / M / An indication that a school is designated under state and federal regulations as being eligible for participation in programs authorized by Title I of ESEA as amended by NCLB and whether it has a Title I program. / TGELGBNOPROG – Title I Targeted Assistance Eligible School– No Program
TGELGBTGPROG – Title I Targeted Assistance School
SWELIGTGPROG – Title I Schoolwide eligible–Title I Targeted Assistance Program
SWELIGNOPROG – Title I Schoolwide Eligible School – No Program
SWELIGSWPROG – Title I Schoolwide School
NOTTITLE1ELIG – Not a Title I School
MISSING
MAGNETSTATUS / ID 24
Magnet Status / M / An indication of whether the school is a magnet school or has a magnet program within the school. / MAGYES – Magnet Yes
MAGNO – Magnet No
NA – Not Applicable
MISSING
CLASSTEACHFTE / ID 644
Teachers (FTE) / M / The number of full-time equivalent (FTE) staff.
Note: Decimal numbers down to one hundredth FTE are permitted.
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:

<AGENCY FIPSSTATECODE="80" STATEAGENCYIDNUMBER="01"

STATEALEAIDNUMBER="001000-0000001"

STATESCHOOLIDNUMBER=“100500”>

<SHAREDTIMEIND>YES</SHAREDTIMEIND>

<TITLEISTATUS>TGELGBTGPROG</TITLEISTATUS>

<MAGNETSTATUS>MAGYES</MAGNETSTATUS>

<CLASSTEACHFTE>103.75</CLASSTEACHFTE>

<EXPLANATION>Explanation goes here.</EXPLANATION>

</AGENCY>

4.2School File Transmit XML Object

This element represents the file transmit object for the School. The XML object matrix is followed by an example of the object.

Table 4.2-1: School, File Transmit XML Object

Element / Data Element Name
(from Fixed Format document) / Attribute / Char / Definition / Comments / Permitted Values
FILETRANSMISSION / M
File Type / FILELAYOUTTYPE / M / Identifies the type of file being submitted. / CCD SCHOOL
File Identifier / FILEID / M / Any combination of standard characters to further identify the file as specified by the SEA, e.g., a date, person’s name, and version number.
File Reporting Period / SCHOOLYEAR / 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., 2007-2008 or 2007 2008.
AGENCY / MR / The information that fully describes the education unit.

Example:

<FILETRANSMISSION

FILELAYOUTTYPE="CCD SCHOOL"

FILEID="School CCD File"

SCHOOLYEAR="2007 2008">

<AGENCY> See Agency XML Object example in Section 4.2. </AGENCY>

</FILETRANSMISSION>

Our mission is to ensure equal access to education and to promote educational excellence throughout the nation.

September 2008 / 1 / SY 2007-08