U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N118–Homeless Students Enrolled
File Specifications
Version 5.1
SY 2008-09
November 2009
U.S. DEPARTMENT OF EDUCATIONN118 – Homeless Students Enrolled
Specifications v5.1
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
November 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, N118 – Homeless Students Enrolled 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: / N118 – Homeless Students Enrolled File SpecificationsRevision: / Version 5.1
Issue Date: / November 2009
Security Level: / Unclassified – For Official Use Only
Filename: / n118-5-1.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change1.0 / This file specification was not used for SYs 2003-04 and 2004-05.
2.0 / This file specification was not used 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 / May 2009 /
- Replaced "grand total" with "total of the education unit" throughout document.
- Removed "Not Collected" as a valid value for all category codes.
- Changed name of file and data group to clarify what data are collected.
5.0
Final / May 2009 /
- 1.0 – Revised language in paragraph on information requirement for this file
- 2.0 – Revised the answer to the question “what is the relationship of this file to other EDFacts files?”
5.1 / November 2009 /
- 1.2 – Removed Ungraded from Category Set A comments in table 1.2-1.
- 2.0 - Added guidance on what to do with Ungraded Students.
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, EDFactsBusiness 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.
November 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN118 – Homeless Students Enrolled
Specifications v5.1
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
2.1Definitions
3.0FILE NAMING CONVENTION
3.1Population Status
4.0SEA HOMELESS STUDENTS ENROLLED FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA Homeless Students Enrolled Examples
4.3.1Partial Record Sample for Fixed Format SEA Homeless Students Enrolled File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA Homeless Students Enrolled File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA Homeless Students Enrolled File
5.0LEA HOMELESS STUDENTS ENROLLED FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA Homeless Students Enrolled File Examples
5.3.1Partial Record Sample for Fixed Format LEA Homeless Students Enrolled File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA Homeless Students Enrolled File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA Homeless Students Enrolled File
November 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN118 – Homeless Students Enrolled
Specifications v5.1
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFactsData Group: Homeless Students Enrolled Table, DG655. The definition for this data group is in the row “Table Name” in Table 4.2–1.
A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFactsWorkbook.
Revised!The data collected using this file specifications are used to monitor and report performance on programs and activities supported by the Elementary and Secondary Education Act (ESEA), as amended.
1.1Changes from the SY 2007-08 File Specifications
Other than the editorial changes and additional guidance listed in the document history on page ii, there have been no other changes to this file specification.
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 “N” (No) because no subtotals or totals of the education unit are required for this file.
Table 1.2–1: Homeless Students Enrolled Table, Required Categories, and Applicable Totals
Category Set / Table Name / Age/Grade (3–5/K–12) / Homeless PrimaryNighttime Residence / Total Indicator / Comments
Category Set A / HOMLESENROLCNT / X / N / Student Count by Age/Grade (3-5/K-12)
Category Set B / HOMLESENROLCNT / X / N / Student Count by Homeless Primary Nighttime Residence.
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification collects the cumulative number of homeless students enrolled in a public school at any time during the school year.
See below for additional guidance concerning this file:
What is the reporting period for this file?
The reporting period for this file is the program defined school year of July 1 through June 30.
Which education units should be reported in this file?
Include the SEA. Include LEAs that were operational during the reporting period and had schools where students were enrolled. Include LEAs whether or not the LEA has a McKinney-Vento subgrant.
Which education units should not be reportedin this file?
Exclude LEAs that were closed, inactive or future for the entire reporting period. Also,do not submit LEAs that did not have schools where students were enrolled.
What students are reported in this file?
Report students who are enrolled in the LEA and have been identified as homeless.
What is the definition of homeless?
Homeless children and youth are individuals who lack a fixed, regular, and adequate nighttime residence. Homeless children and youth include:
- Children and youth who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement.
- Children and youth who have a primary nighttime residence that is a public or private place not designed for or originally used as a regular sleeping accommodation for human beings.
- Children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings.
- Migratory children (see the EDFacts Workbook section 4.4.1 for definition) who qualify as homeless because the children are living in circumstances described in the above.
What grades levels should be reported in this file?
Records for LEAs need only include those grade levels offered at the LEA. For example, if the highest grade of an LEA is 6th, the record for that LEA does not need to include grades 7th through 12th.
How are student counts reported?
Students should be reported once for the SEA. If the SEA is unable to eliminate duplicated counts, include in the explanation field a note such as “may include duplicate students.”
Students should be reported for any LEA where the student was identified as homeless and enrolled in a school in the LEA, A student could be reported at more than one LEA if the student was enrolled in schools in more than one LEA and identified as homeless in those LEAs.
New! How are ungraded students reported?
Ungraded students can be left out of category set A. Ungraded students should be included in category set B. For SY 2009-10, ungraded students will be reported in this file.
When is primary night time resident determined?
A student’s primary nighttime residence is determined at the time of the initial identification of homelessness.
What are the permitted values for primary night time resident?
The permitted values for primary night time resident are:
- S – Shelters, transitional housing, awaiting foster care
- D – Doubled–up means sharing the housing of other persons due to economic hardship, loss of housing or other reasons (such as domestic violence).
- U – Unsheltered includes cars, parks, campgrounds, temporary trailers including FEMA trailers, or abandoned buildings
- HM – Hotels/motels
Are zeros required?
SEA level - Zero counts must be included for the details in the category sets.
LEA level - Zero counts are not required.
Revised!What is the relationship of this file to other EDFacts files?
N/X043 collects a count of the students served by programs funded by McKinney-Vento because the students were identified as homeless. N/X118 collects a count of students who were identified as homeless, regardless of whether they received services under a program funded by McKinney-Vento. In one sense, N/X043 can be thought of as a subset of N/X118; that is, more students can be identified as homeless than will receive services under programs funded by McKinney-Vento. However, students in N/X118 should be reported by the LEA in which the students are enrolled in a school. In N/X043, students are reported by the LEA where the students are served, which could be different than the LEA in which the student is enrolled in a school.
2.1Definitions
The following are definitions that support this file:
Homeless Students
Homeless students are defined as children/youth who lack a fixed, regular, and adequate nighttime residence, and includes:
(1)students who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement;
(2)students who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings (within the meaning of section 103(a)(2)(C));
(3)students who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and
(4)migratory students who qualify as homeless for the purposes of this subtitle because they are living in circumstances described in (1) through (3) above.
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 Homeless Students Enrolled – School Year Count file submissions:
SslevHLSTDENCTvvvvvvv.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 Homeless Students Enrolled
submission
LEA for a Local Education Agency Homeless Students Enrolled
submission
Filename= HLSTDENCT (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 HOMELESS STUDENTS ENROLLED FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Homeless Students Enrolled 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: Homeless Students Enrolled, SEA Header Record
DataElementName / StartPosition / Length / Type / Pop / Definition / Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA HOMELESS STUDENTS ENROLLED SY COUNT
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., 2008-2009 or 2008 2009).
Filler / 127 / 198 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 325 / 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.
See Section 4.3 for examples of the Data Record.
Table 4.2–1: Homeless Students Enrolled,SEA Data Record
DataElementName / StartPosition / Length / Type / Pop / Definition / Comments / Permitted Values
File Record Number / 1 / 10 / Number / M / A sequential number assigned by the State that is unique to each row entry within the file.
ID 559
FIPSState Code / 11 / 2 / String / 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 / 13 / 2 / String / M / A number used to uniquely identify state agencies. This ID cannot be updated through this file. / 01– State Education Agency
Filler / 15 / 14 / String / M / Leave filler field blank.
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / The cumulative unduplicated number of homeless students enrolled in public schools at any time during the school year. / HOMLESENROLCNT
Age/Grade (3-5/K-12) / 69 / 15 / String / A / The age group or grade level (primary instructional level) of children (students). / 3TO5NOTK–3 years through 5 (not K)
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
Homeless Primary Nighttime Residence / 84 / 15 / String / A / The primary nighttime residence of the student at the time the student is identified as homeless. / S – Shelters, Transitional housing, Awaiting Foster Care
D – Doubled–up (i.e., living with another family)
U – Unsheltered (e.g. cars, parks, campgrounds, temporary trailers including FEMA trailers, or abandoned buildings)
HM – Hotels/Motels
MISSING
Filler / 99 / 15 / String / M / Leave filler field blank.
Total Indicator / 114 / 1 / String / M / An indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit level). / N–Specifies detail level
Explanation / 115 / 200 / String / 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.
Student Count / 315 / 10 / Number / M / If the count provided is either a subtotal or total of the education unit, it must be equal to or greater than the sum of its parts.
Carriage Return/Line Feed (CRLF) / 325 / 1 / M
November 2009 / 1 / SY 2008-09
U.S. DEPARTMENT OF EDUCATIONN118 – Homeless Students Enrolled
File Specifications v5.1