Automated Data Exchange Documentation

2013 TCAPand CoAlt
Student Biographical Data File Layout and Field Definitions

File Name: sbd####.nna

Field Name / No. of
Bytes / Begin
Pos. / End
Pos. / Field
Type / Examples / Updateablefor SBD
Sequence # / 7 / 1 / 7 / Numeric / 0000001
Valid digits are 0-9 / NO
Content / 3 / 8 / 10 / Alpha / SRW, RW, R, W, M, S or TRW (CoALT only) / NO
District Number / 4 / 11 / 14 / Numeric / 0010
(CDE assigned district code) / NO
District Name / 30 / 15 / 44 / Alphanumeric / Mapleton / NO
School Code / 4 / 45 / 48 / Numeric / 0798
(CDE assigned school code) / NO
School Name / 30 / 49 / 78 / Alphanumeric / Bertha Heid Elementary / NO
Grade / 2 / 79 / 80 / Numeric / 03, 04, 05, 06, 07, 08, 09, 10, 11 / NO
State Student ID (or SASID) / 10 / 81 / 90 / Numeric / 1234567891 / YES
Local Student ID (or district ID) / 10 / 91 / 100 / Numeric / 1234567891 or blank / YES
Last Name / 20 / 101 / 120 / Alpha / Smith / YES
First Name / 9 / 121 / 129 / Alpha / Joe / YES
Middle Initial / 1 / 130 / 130 / Alpha / K / YES
Birth Date / 6 / 131 / 136 / MMDDYY Date format / 090669 / YES
Gender / 1 / 137 / 137 / Alpha / F or M / YES
Ethnicity: Hispanic or Latino / 2 / 138 / 139 / Alphanumeric / 00, 04 / YES
Race: American Indian or Alaska Native / 2 / 140 / 141 / Alphanumeric / 00, 01 / YES
Race: Asian / 2 / 142 / 143 / Alphanumeric / 00, 02 / YES
Race: Black or African American / 2 / 144 / 145 / Alphanumeric / 00, 03 / YES
Race: White / 2 / 146 / 147 / Alphanumeric / 00, 05 / YES
Race: Native Hawaiian or other Pacific Islander / 2 / 148 / 149 / Alphanumeric / 00, 06 / YES
Federal Race/Ethnicity Reporting Category / 2 / 150 / 151 / Alphanumeric / 01, 02, 03, 04, 05, 06, 07 / YES
Language Background / 1 / 152 / 152 / Numeric / 0,1,2 / YES
Language Proficiency / 1 / 153 / 153 / Numeric / 0,1, 2,3 / YES
Bilingual / 1 / 154 / 154 / Numeric / 0,1,2,3,4,5 / YES
ESL / 1 / 155 / 155 / Numeric / 0,1,2,3,4,5 / YES
Colorado Continuously / 1 / 156 / 156 / Numeric / 0,1 / YES
Date Most Recently Enrolled in US / 6 / 157 / 162 / MMDDYY Date format / 090101 / YES
Continuous in District / 1 / 163 / 163 / Numeric / 0,1 / YES
Continuous in School / 1 / 164 / 164 / Numeric / 0,1 / YES
OctoberNew to School / 1 / 165 / 165 / Numeric / 0,1 / YES
IEP / 1 / 166 / 166 / Numeric / 0,1 / YES
504 Plan / 1 / 167 / 167 / Numeric / 0,1 / YES
Title 1 / 1 / 168 / 168 / Numeric / 0,1 / YES
Migrant / 1 / 169 / 169 / Numeric / 0,1 / YES
Immigrant / 1 / 170 / 170 / Numeric / 0,1 / YES
Gifted/Talented / 1 / 171 / 171 / Numeric / 0,1,2,3,4 / YES
District Use only D (Homeless) / 1 / 172 / 172 / Numeric / 0,1 / YES
District Use only A (Expelled) / 1 / 173 / 173 / Numeric / 0,1 / YES
District Use only C (Free/Reduced Lunch Eligible) / 1 / 174 / 174 / Numeric / 1,2,3 / YES
Disability (State Codes) / 2 / 175 / 176 / Alphanumeric / 00,01,03,04,05,06,07,08,09,10, 13,14 / YES
Physical Disability / 1 / 177 / 177 / Alpha / Y, N / Yes, TCAP and CoAlt Only
Orthopedic Impairment / 1 / 178 / 178 / Alpha / Y, N / Yes, TCAP and CoAlt Only
Other Health Impairment / 1 / 179 / 179 / Alpha / Y, N / Yes, TCAP and CoAlt Only
Test Invalidation 1 (Reading, Math & Science) / 1 / 180 / 180 / Alphanumeric / 0-2, 4-9, B or blank
See Definitions! / YES
Test Invalidation 2 (Writing) / 1 / 181 / 181 / Alphanumeric / 0-2, 4-9, B or blank
See Definitions! / YES
Test Type / 1 / 182 / 182 / Alphanumeric / TCAP=C, TCAPA=A, 11th Grade Alternate=O / NO
Vendor Record # / 7 / 183 / 189 / Numeric / Vendor Student Record ID / NO
CoAlt Test Invalidation / 1 / 190 / 190 / Alphanumeric / 0,4,5,6,9, A, B or blank / YES
Barcode Present / 1 / 191 / 191 / Numeric / 0=No; 1=Yes / NO

Student Biographical Data Preliminary Edit Checks

The following criteria must be met before further validation of the file will occur:

  1. File Names
  2. Data File Name - SBD####.nna
  3. SBD - Indicates Student Biographical Data
  4. #### - Is your District/BOCES code
  5. .nn - Is the data file revision number (01, 02, 03, 04.... 99) Note: the data file revision number will be increased by one for each submission.
  6. a - Is the file format
  7. Record Sizes-- All records submitted should be fixed-width ASCII.
  8. The record size for the Data File (sbd####.nna) must be 191 bytes.
  9. No blanks allowed except where specified.

Student Biographical Data Definitions

In general variables follow the same definitions found in the Student October Collection ( However, where there are differences the definitions in this document override Student October definitions. For example, Language Proficiency codes differ in this collection.

Sequence Number: A unique record identifier.

  • Do NOT change this field. If changed, this will result in a FATAL error that will stop all processing of your file.

Content: TCAP or COALT content area.

  • Do NOT change this field. If changed, this will result in a FATAL error that will stop all processing of your file.

Code / Description / Applies to Grade(s)
R / Reading / 3
SR / Spanish Reading / 3
W / Writing / 3
SW / Spanish Writing / 3
RW / Combined Reading and Writing / 4-10
SRW / Spanish Combined Reading and Writing / 4
M / Math / 3-10
S / Science / 5,8,10
TRW / Spanish Translation of COALT Reading & Writing / 3,4

District Number: CDE assigned district/BOCES code.

  • Refer to School District/BOCES Codes.
  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.
  • To make changes call SBD contact in CDE Assessment Unit

District Name: The name of your school district.

  • Do NOT change this field. I
  • f changed, this will result in a FATAL error that will stop all processing of your file.
  • To make changes call SBD contact in CDE Assessment Unit

School Code: CDE assigned school code.

  • Refer to (Appendix A.1, School Building Codes Table)
  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.
  • To make changes call SBD contact in CDE Assessment Unit

School Name: The name of your school.

  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.
  • To make changes call SBD contact in CDE Assessment Unit

Grade: A two digit code that which represents the grade level of the student.

  • Valid grades are: 03, 04, 05, 06, 07, 08, 09, 10, (11 for alternate assessment only).
  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.
  • To discuss changes call SBD contact in CDE Assessment Unit

Student State ID (SASID): The State Assigned Student ID

  • 10 digit field.

District (or Local) ID

  • You MAY change this field.
  • This is the district, or local ID, and was submitted as “Record Number” in the October Count/Pre-coded Labels data submissions. There was no place to record it on the student data grid on the test booklets, therefore, students who did not have a pre-coded label will show a blank.
  • May be filled with a 10-digit numeric code or blank.

Last Name

  • You MAY change this field.
  • Will be only 20 characters in length, contains no punctuation

First Name

  • You MAY change this field.
  • Will only be 9 characters in length, contains no punctuation

Middle Initial

  • You MAY change this field.
  • Will only be 1 character in length. May be blank.

Birth Date

  • You MAY change this field.
  • Must be a valid date in the MMDDYY format.

Gender

  • You MAY change this field.
  • A 1-character field,
  • M= Male
  • F= Female

RACE AND ETHNCITY FIELDS: For more detailed information about the definitions of race and ethnicity, see the documents posted here:

Ethnicity:Hispanic or Latino

  • You MAY change this field
  • A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin,regardless of race. The term, "Spanish origin," can be used in addition to "Hispanic or Latino."
  • A 2-digit field, valid values are 00, 04
  • 00 = Not Hispanic
  • 04 = Hispanic or Latino

Race: American Indian or Alaska Native

  • You MAY change this field
  • A person having origins in any of the original peoples of North America and South America(including Central America), and who maintains tribal affiliation or community attachment.
  • A 2-digit field, valid values are 00, 01
  • 00 = No
  • 01 = American Indian or Alaska Native

Race: Asian

  • You MAY change this field
  • A person having origins in any of the original peoples of the Far East,Southeast Asian, or the Indian subcontinent including, for example,Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.
  • A 2-digit field, valid values are 00, 02
  • 00 = No
  • 02 = Asian

Race: Black or African American

  • You MAY change this field
  • A person having origins in any of the black racial groups of Africa.
  • A 2-digit field, valid values are 00, 03
  • 00 = No
  • 03 = Black or African American

Race: White

  • You MAY change this field
  • A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
  • A 2-digit field, valid values are 00, 05
  • 00 = No
  • 05 = White

Race: Native Hawaiian or other Pacific Islander

  • You MAY change this field
  • A person having origins in any of the original peoples ofHawaii, Guam, Samoa, or other Pacific Islands.
  • A 2-digit field, valid values are 00, 06
  • 00 = No
  • 06 = Native Hawaiian or other Pacific Islander

Federal Race/Ethnicity Reporting Category

  • You MAY change this field
  • The single category used to classify the student or staff member in aggregated federalor state reporting such as pupil counts, graduation rates, and assessment results.This designation is based on the race and ethnicity information provided to the reporting districtby the student (or his or her parent/guardian) or staff member.
  • A 2-digit field, valid values are 00, 01, 02, 03, 04, 05, 06, 07
  • 01 = American Indian or Alaska Native
  • 02 = Asian
  • 03 = Black or African American
  • 04 = Hispanic or Latino
  • 05 = White
  • 06 = Native Hawaiian or other Pacific Islander
  • 07 = Two or more races

Language Background

  • You MAY change this field
  • A 1-digit field,
  • valid values are
  • 0 = English
  • 1 = Spanish
  • 2 = Other

Language Proficiency

Note: Districts will be instructed to code Primary or Home Language other than English (PHLOTE) and Former ELL (FELL) students will be coded as Not applicable (0). In future years the collection will be updated to include PHLOTE and FELL.

  • You MAY change this field
  • A 1-digit field,
  • valid values are
  • 0 = Not Applicable
  • 1 = NEP
  • 2 = LEP
  • 3 = FEP

ELL Program - Bilingual

  • You MAY change this field
  • A 1-digit field
  • valid values are
  • 0 = No
  • 1 = Yes
  • 2 = Re-designated Monitored Y1
  • 3 = Re-designated Monitored Y2
  • 4 = Exited Y3
  • 5 = Parent Choice

ELL Program - ESL

  • You MAY change this field
  • A 1-digit field,
  • valid values are 0 = No
  • 1 = Yes
  • 2 = Re-designated Monitored Y1
  • 3 = Re-designated Monitored Y2
  • 4 = Exited Y3
  • 5 = Parent Choice

Colorado Continuously

  • You MAY change this field
  • Since 3/08/10(For Grade 11 records, use 4/28/10)
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

Date Most Recently Enrolled in US

  • You MAY change this field
  • Must be a valid date in the MMDDYY format

District Continuously

  • You MAY change this field
  • Since 3/12/12(For Grade 11 records, use 4/24/12)
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

School Continuously

  • You MAY change this field
  • since 3/12/12(For Grade 11 records, use 4/24/12)
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

October New to School

  • You MAY change this field
  • A 1-digit field,
  • valid values
  • 0 = No
  • 1 = Yes

IEP

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

504 Plan

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

Title I

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

Migrant

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

Immigrant

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

Gifted and Talented

  • You MAY change this field
  • A 1-digit field,
  • valid values
  • 0 = No
  • 1 = Language Arts
  • 2 = Mathematics
  • 3 = Both Language Arts and Mathematics
  • 4 = Other

District Use D (Homeless)

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

District Use A (Expelled)

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 0 = No
  • 1 = Yes

District Use only C (Free Reduced Lunch)

  • You MAY change this field
  • A 1-digit field
  • valid values
  • 1 = Free lunch eligible
  • 2 = Reduced lunch eligible
  • 3 = Not eligible for Free or Reduced lunch

Disability

Note: For 2012-2013 this field will remain the same. However, to accommodate the use of disability categories used during the 2012 Student October Count Collection, Physical Disability, Orthopedic Impairment, and Other Health Impairment fields have been added. In future collections the disability response categories will be changed to reflect the new CDE codes, eliminating the need for the three additional fields.

  • You MAY change this field
  • A 2-digit field,
  • Valid values
  • 00 = None
  • 01 = Limited intellectual capacity
  • 03 = Emotional disability
  • 04 = Specific learning disability
  • 05 = Hearing disability
  • 06 = Visual disability
  • 07 = Physical disability (Physical Disability, Orthopedic Impairment and Other Health Impairment)*
  • 08 = Speech/language disability
  • 09 = Deaf-blind
  • 10 = Multiple disabilities
  • 13 = Autism
  • 14 = Traumatic Brain Injury

*If you have selected 07 (Physical Disability) and your district has moved to using the new disability categories: Please indicate which specific disability by using Physical Disability, Orthopedic Impairment and Other Health Impairment fields.

Physical Disability

  • You MAY change this field
  • A 1-digit field
  • valid values
  • Y= Yes
  • Blank or N=No

Orthopedic Impairment

  • You MAY change this field
  • A 1-digit field
  • valid values
  • Y=Yes
  • Blank or N=No

Other Health Impairment

  • You MAY change this field
  • A 1-digit field
  • valid values
  • Y= Yes
  • Blank or N=No

Test Invalidation 1 (Reading, Math & Science ONLY):

  • Applies only to TCAPApplies only to TCAP; CoAlt & 11th Grade Alternate records will be blank
  • You MAY change this field
  • A 1-digit field
  • valid values are 0-2, 4-9, B, or blank
  • 0 = Student Tested all Sessions
  • 1 = Unable to test due to language
  • 2 = Taking CoAlt(valid for all grades)
  • 4 = Parental refusal
  • 5 = Test not completed
  • 6 = Withdrew before completion
  • 7 = Extreme frustration
  • 8 = Non-approved accommodation/modification
  • 9 = Misadministration
  • B = District Educational Services

Test Invalidation 2 (Writing)

  • Applies only to TCAPApplies only to TCAP; CoAlt & 11th Grade Alternate records will be blank
  • You MAY change this field
  • A 1-digit field
  • valid values are 0-2, 4-9, B, or blank
  • 0 = Student Tested all Sessions
  • 1 = Unable to test due to language
  • 2 = Taking CoAlt(valid for all grades)
  • 4 = Parental refusal
  • 5 = Test not completed
  • 6 = Withdrew before completion
  • 7 = Extreme frustration
  • 8 = Non-approved accommodation/modification
  • 9 = Misadministration
  • B = District Educational Services

Test Type

  • A one digit field identifying whether the data were obtained from files for TCAP (C), CoAlt(A), or 11th Grade Alternate (O).
  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.

Vendor Record Number

  • A seven digit unique identifier provided by the vendor
  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.

COALTTest Invalidation

  • Applies to CoAltand 11th Grade Alternate ONLY--Will be blank for TCAP records
  • A 1-digit field
  • valid values are 0, 4, 5, 6, 9, A, B and blank
  • 0 = Student Tested all Sessions
  • 4 = Parental refusal
  • 5 = Test not completed
  • 6 = Withdrew before completion
  • 9 = Misadministration
  • A = Taking TCAP Assessment
  • B = District Educational Services

Barcode Present

  • a one digit field indicating whether data came from a file with a barcode or not
  • Do NOT change this field.
  • If changed, this will result in a FATAL error that will stop all processing of your file.
  • Applies to TCAP and CoAlt
  • Valid values
  • 0=No
  • 1=Yes;

Top| ADEWebsite

Last Modified: 01/05/13
For support or suggestions please contact the administrator at: mailto:

2013 TCAP, CoAlt, and 11th Grade Alternate Student Biographical Data File Layout and Field Definitions

Page 1 of 14