U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N081 – Student Tested/Not Tested File Specifications
Version 4.4
SY 2007–08
July 2009
U.S. DEPARTMENT OF EDUCATIONN081 - Student Tested/Not Tested File Specifications v4.4
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
July 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, N081 – Student Tested/Not Tested 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 AlternateFormatCenter at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N081 – Student Tested/Not Tested File SpecificationsRevision: / Version 4.4
Issue Date: / July 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N081 – Student Tested Not Tested v4.4.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 / April 2008 /
- Updated for SY 2007-08.
- Full Year Academic Status and Testing Status (Assessment) added to Subtotal 1 in 1.2-1.
- Sections 4.2, 5.2 and 6.2 changed categories to collect data on students that met the desired population only.
- Writing removed as a permitted value for Academic Subject (Assessment).
- Reading, and Language Arts, removed as permitted values for Academic Subject (Tested).
- Sections 4.2, 5.2 and 6.2 changed category Homeless Status to Homeless Served Status.
- Sections 2.0 and 3.0 were flipped.
- Section 2.0 guidance has been updated and enhanced.
4.1 / May 2008 /
- Updated SEA level tab and LEA level tab examples.
4.2 / November 2008 /
- Table 1.2-1 – Updated instructions for Category Set G.
- Section 2.0 guidance has been updated.
4.3 / January 2009 /
- Section 2.0 - Clarify answer to question on education units to included.
- Section 2.0 - Clarify answer to the question on LEP status (only)
4.4 / July 2009 /
- Section 2.0 - Corrected answer for, "How do I report LEP status (only) in this file?"
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.
July 2009 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATIONN081 - Student Tested/Not Tested File Specifications v4.4
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
1.1Changes from the SY 2006–07 File Specifications
1.2Requirements for Submitting these Data Groups
2.0GUIDANCE FOR SUBMITTING THIS FILE
3.0FILE NAMING CONVENTION
3.1Population Status
4.0SEA STUDENT TESTED/NOT TESTED FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA Student Tested/Not Tested File Examples
4.3.1Partial Record Sample for Fixed Format SEA Student Tested/Not Tested File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA Student Tested/Not Tested File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA Student Tested/Not Tested File
5.0LEA STUDENT TESTED/NOT TESTED FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA Student Tested/Not Tested File Examples
5.3.1Partial Record Sample for Fixed Format LEA Student Tested/Not Tested File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA Student Tested/Not Tested File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA Student Tested/Not Tested File
6.0SCHOOL STUDENT TESTED/NOT TESTED FILE
6.1Header Record Definition
6.2Data Record Definition
6.3School Student Tested/Not Tested File Examples
6.3.1Partial Record Sample for Fixed Format School Student Tested/Not Tested File
6.3.2Partial Record Sample for Comma–Delimited File Format School Student Tested/Not Tested File
6.3.3Partial Record Sample for Tab–Delimited File Format School Student Tested/Not Tested File
July 2009 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATIONN081 - Student Tested/Not Tested File Specifications v4.4
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Groups: Students Tested in Mathematics Tables, ID #588; Students Tested in Reading (Language Arts) Tables, ID# 589; and Students Tested in Science Tables, ID# 590.
The data collected through this file specification collects data on students enrolled during the state testing window for the state NCLB assessments implemented to meet the requirements of Section 1111(b)(3) of ESEA. It is intended to replace similar data in Part 1 of the Consolidated State Performance Report.
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 2006–07 File Specifications
There have been changes to this file specification that resulted in changes to the record layout.
- Discontinued collecting data on students enrolled for writing assessments.
- Removed Reading, and Language Arts, as permitted values for Academic Subject (Tested).
- Changed the subtotal collection by adding the categories: full academic year status and testing status (assessment). This change will result in a more accurate population of "all students" into the CSPR.
- Changed the category sets to collect only students with disability status under IDEA and only limited English proficient students instead of both students with and students without. (The category sets for migrant and economic disadvantaged already collected only students with the status.)
- Clarified the category set that collects data on homeless students served by McKinney-Vento by changing the name from "homeless status" to "homeless served status."
1.2Requirements for Submitting these Data Groups
The data groups are submitted at the following levels:
- SEA
- LEA
- School
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: Student Tested/Not Tested Table, Required Categories, and Applicable Totals
Category Set / Table Name / Academic Subject(Tested) / Grade Level (Assessment) / Full Academic Year Status / Testing Status (Assessment) / Race//Ethnicity / Sex (Membership) / Disability Status (Only) / LEP Status (Only) / Economic Dis–advantaged Status / Migrant Status / Homeless Served Status / Total Indicator / Comments
Category Set A / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and Race/Ethnicity
Category Set B / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and Sex (Membership)
Category Set C / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and Disability Status (Only)
Category Set D / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and LEP Status (Only)
Category Set E / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and Economic Disadvantaged Status
Category Set F / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and Migrant Status
Category Set G[1] / STUDPERFTEST / X / X / X / X / X / N / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status and Homeless Status
Subtotal 1 / STUDPERFTEST / X / X / X / X / Y / Student Count by Academic Subject (Tested), Grade Level (Assessment), Full Year Academic Status, and Testing Status (Assessment)
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the number of students who were enrolled during the state NCLB assessments testing window, by whether the students participated or did not participate in the state assessment.
Additional guidance for this file is provided below:
What is the reporting period of this file?
The reporting period for this file is the state-specific testing window.
What Education Units should be included in this file?
Report LEAs and Schools that were open and had students during the state's NCLB assessment testing window.
What education units should not be included in this file?
Do not report LEAs or schools that were closed for the entire testing window.
Is the student count duplicated or unduplicated?
The student count is unduplicated by the academic subject assessed.
What grade levels should I include?
Records for the LEAs and schools need only include those grade levels offered at the LEA or school. For example, if the highest grade at a school is 6th, the record for that school does not need to include grades 7th through 12th. Records should only include the grades assessed under NCLB, that is, grades three through eight and one high school grade.
Why do the permitted values include both grades 9 through 12 as well as a value for “High School?”
Normally only one high school grade is assessed. Report your assessment results using the grade level that was assessed or simply use the HS value for high school. Data for grades 9, 10, 11, and 12 will be combined and reported in the CSPR as “high school” data.
How should I report multiracial students?
For this data collection, the five permitted values from Directive 15 are used for race/ethnicity. “Multiracial” and race/ethnicities beyond the five in Directive 15 are not included in the permitted values for race/ethnicity. If your state uses values for race/ethnicity not included in Directive 15 and those values cannot be crosswalked to the five permitted values in Directive 15, then those students are not reported in Category Set A; however, include those students in the other applicable category sets as well as Subtotal 1.
Do I report results for students who were not present for the full academic year?
Yes. Include both students who were present for the full academic year and those who were not present for the full academic year in this file. These data are used by a variety of sources, many of which do not differentiate on full year academic status.
Do I report students who are exempted from state NCLB assessments due to ‘medical emergencies’, as defined by my state, in this file?
No. Do not include such students in this file. For further information related to reporting participation rates for students with medical emergencies, see
What if my state has zero counts?
SEA level submission - Zero counts must be included in the details, category sets and subtotal.
LEA and school 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’s submission plan if you have determined that one or more of the categories are not available.
LEA and school level submissions – If all count for an LEA (school) are missing, the LEA (school) can be left out of the file. In your state’s submission plan, include the LEA (school) in the count of LEAs (schools) expected to submit the data. The records for that LEA (school) should be submitted when data are available.
What if I have data for some LEAs that have complete category sets and some have incomplete?
Missing some of the data for some of the LEAs (schools) that results in incomplete category sets (e.g., grade level (assessment)) are treated as the entire category set is missing. ESS does not allow some LEAs (schools) to submit category sets while other LEAs (schools) submit complete category sets.
How do I report Disability Status (Only) (i.e., children with disabilities (IDEA) in this file?
Include children with disabilities (IDEA) who were:
1. Tested using:
- regular assessments with or without accommodations; or
- alternate assessments including those based on grade level, modified, and alternate academic standards; AND
- Who received a valid score.
Do not include former children with disabilities (IDEA).
How do I report LEP Status (Only) in this file?
- For Math and Science, for the LEP (Only) category, report all students identified as LEP who were assigned a proficiency level as result of completing the state NCLB assessments, including recently arrived students who are LEP and who have attended schools in the U.S. for fewer than 12 months. Do not include former LEP students in this category.
- For Reading, for the LEP (Only) category, report all students identified as LEP who were assigned a proficiency level as result of completing the state NCLB assessments, including recently arrived students who are LEP and who have attended schools in the U.S. for fewer than 12 months. Do not include former LEP students in this category.
For Homeless Served Status do I report all homeless students?
Report only homeless children and youths who received services under subgrants funded by the McKinney-Vento program.
Do I have to submit data by homeless served status (category set G) for science? No. Data on science by homeless served status are optional for SY 2007-08.
Do all category sets include all students?
Category sets C, D, E, F and G do not include all students. When reporting on Disability Status (Only), LEP Status (Only), Migrant Status, Economic Disadvantaged Status and Homeless Served Status, only include the students who meet the criteria of the category.
Do any other file specifications collect similar data?
Under NCLB, states assess students annually. The matrix below illustrates the relationship between the data on the assessments and EDFacts data groups and files.
Student ParticipationReading/Language Arts / Mathematics / Science
N/X081, ID#589 / N/X081, ID#588 / N/X081, ID#590
Student Performance
Reading/Language Arts / Mathematics / Science
N/X078, ID#584 / N/X075, ID#583 / N/X079, ID#585
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 Student Tested/Not Tested file submissions:
sslevSTUTSTTBLvvvvvvv.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 Student Tested/Not Tested submission
LEA for a Local Education Agency Student Tested/Not Tested submission
SCH for a School Student Tested/Not Tested submission
Filename= STUTSTTBL (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 STUDENT TESTED/NOT TESTED FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Student Tested/Not Tested 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: Student Tested/Not Tested File, 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 STUDENT PERFORMANCE TESTED
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, and 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., 2007–2008 or 2007 2008).
Filler / 127 / 363 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 490 / 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 grand totals.