U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N107 - High School Graduation Rate Indicator

File Specifications

Version 7.1

SY 2010-11

November 2011

U.S. DEPARTMENT OF EDUCATIONN107 – High School Graduation Rate Indicator

File Specifications v7.1

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 2011

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, N107 – High School Graduation Rate Indicator File Specifications, Washington, D.C., 2011.

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: / N107 - High School Graduation Rate Indicator File Specifications
Revision: / Version 7.1
Issue Date: / November 2011
Security Level: / Unclassified – For Official Use Only
Filename: / n107-7-1.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / This file specification was not used 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 2006-07.
5.0 / Version 5.0 or subsequent updates (i.e., 5.1, 5.2, etc) of this file specification is used to build files for SY 2008-09.
6.0 / Version 6.0 or subsequent updates (i.e., 6.1, 6.2, etc) of this file specification is used to build files for SY 2009-10.
7.1 / November 2011 /
  • Updated specifications for SY 2010-11.
  • Changed permitted valued by deleting "met" and adding "met (goal)" and "met (target)"

RELEASE AUTHORIZATION

Name / Signature / Date
Author
QA
Release Authority

PREFACE

This document provides technical instructions for building files that are submitted through the Education Data Exchange Network (EDEN) Submission System (ESS). 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.

This document is to be used in coordination with other documentation including the EDEN Submission System User Guide and the Business Rules Guide.

Data submitted through the ESS is authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 9/30/2013). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.

CONTENTS

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

1.1Changes from SY 2009-10 File Specifications

1.2Requirements for Submitting this Data Group

2.0GUIDANCE FOR SUBMITTING THIS FILE

3.0FILE NAMING CONVENTION

3.1Population Status

4.0LEA HIGH SCHOOL GRADUATION RATE INDICATOR FILE

4.1Header Record Definition

4.2Data Record Definition

4.3LEA High School Graduation Rate Indicator File Examples

4.3.1Partial Record Sample for Fixed Format LEA High School Graduation Rate Indicator File

4.3.2Partial Record Sample for Comma–Delimited File Format LEA High School Graduation Rate Indicator File

4.3.3Partial Record Sample for Tab–Delimited File Format LEA High School Graduation Rate Indicator File

5.0SCHOOL HIGH SCHOOL GRADUATION RATE INDICATOR FILE

5.1Header Record Definition

5.2Data Record Definition

5.3School High School Graduation Rate Indicator File Examples

5.3.1Partial Record Sample for Fixed Format School High School Graduation Rate Indicator File

5.3.2Partial Record Sample for Comma–Delimited File Format School High School Graduation Rate Indicator File

5.3.3Partial Record Sample for Tab–Delimited File Format School High School Graduation Rate Indicator File

November 2011 / 1 / SY 2010-11

U.S. DEPARTMENT OF EDUCATIONN107 – High School Graduation Rate Indicator

File Specifications v7.1

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: High School Graduation Rate Indicator Status, DG557. The definition for this data group is in the row “Table Name” in Table 4.2-1.

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.

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 SY 2009-10 File Specifications

The permitted value “met” has been replaced with the permitted values “met (goal)” and “met (target).” Other editorial changes and guidance updates are listed in the document history on page ii.

1.2Requirements for Submitting this Data Group

This section contains two tables that summarize the reporting requirements. The first table contains the reporting period and the education units included or excluded. The second table contains the required categories and applicable totals.

Table 1.2-1 High School Graduation Rate Indicator, Core Reporting Requirements

SEA / LEA / School
Reporting Period / School year
The high school graduation rate indicator is the indicator used for the AYP calculations for SY 2010-11.
Education units reported / This file is not submitted at the SEA level / Operational LEAswith high school grades / Operational schoolswith high school grades
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have high school grades. / Closed, inactive, or future schools
Schools that do not have high school grades.

The following table indicates the valid combinations of categories. An “X” in the column indicates that the column must be populated when reporting that particular category. The acronyms in the Table Name column represent the technical name of the data used in the file.

Table 1.2-2: High School Graduation Rate Indicator Tables, Required Categories

Table Name / Category Set / Major Racial and Ethnic Groups / Disability Status (Only) / LEP Status
(Only) / Economically Disadvantaged Status / Status / Comments
HSGRDRTIND / A / X / X / Optional
Status for each major racial and ethnic groups
HSGRDRTIND / B / X / X / Optional
Status for children with disabilities (IDEA)
HSGRDRTIND / C / X / X / Optional
Status for students who are LEP
HSGRDRTIND / D / X / X / Optional
Status for students who are economically disadvantaged
HSGRDRTIND / X / Required
All students

New! Submission of data by subgroups (category sets A through D) is optional for
SY 2010-11. Submission of data by subgroups (category sets A through D) will be required for SY 2011-12 and SY 2012-13.

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the high school graduation rate indicator.

See below for additional guidance concerning this file.

Revised! What are the permitted values for status?

For any school or district, the high school graduation rate indicator has one of the following statuses for each student subgroup and for all students:

  • METGOAL – The school or district met the goal for the high school graduation rate indicator for a student subgroup or for all students.
  • METTARGET - The school or district met the target for the high school graduation rate indicator for a student subgroup or for all students.
  • NOTMETADDIND: The school or district did not meet the high school graduation rate indicator for a student subgroup or for all students.
  • TOOFEW: The number of students in the school or district or for a student subgroup was less than the minimum group size outlines in a state’s consolidated accountability workbook necessary required to reliably calculate the high school graduation rate indicator.
  • NOSTUDENTS: There are no students in a student subgroup. If no students are in the school or district, the school or district should not be included in this file. However, if schools or districts with no students are included in the file, the status would be “NOSTUDENTS.”
  • MISSING: The status of the high school graduation rate indicator for a specific school or district is not available at the time the file is prepared.

New! What is the difference between met (goal) and met (target)?

A state’s graduation rate goal represents the graduation rate that the state expects all high schools in the state to meet, ultimately. A state’s annual graduation rate target reflects continuous and substantial improvement from the prior year toward meeting or exceeding the graduation rate goal. A school can meet the goal or meet the target to make adequate yearly progress on the other academic indicator.

Why is “NA – Not applicable” a permitted value for status?

Schools or districts that are not required to meet the high school graduation rate indicator (for example, elementary schools) should not be included in the file. However, if an SEA decides to include them in the file they should be reported as “NA – not applicable.”

Are records required by subgroup for SY 2010-11?

No. Only the “all students” records are required. Submission of data by subgroups is optional for SY 2010-11.

What records are required?

Each school or district with a 12th grademust have an “all students” record. If data are reported by subgroup, each school or district will have records for each category set and for all students. A school or district does not have to have records for each of the permitted values of the category A major racial and ethnic groups.

Category set or all students / Number of records per school or district
Category set A – major racial and ethnic groups / One or more
Category set B – LEP status (only) / One
Category set C – disability status (only) / One
Category set D – economically disadvantaged status / One
All students / One

Each record in the file indicates the status of the High School Graduation Rate Indicator for a specific student subgroup or “all students”. For example, if a school met the High School Graduation Rate Indicator Status for economically disadvantaged students, the record would indicate “ECODIS” in the field for “Economically Disadvantaged Status” and “METADDIND” in the field for “Status.”When reporting the indicator for all students, only the field “Status” is used. The status for “All Students” is the result of the participation of all students. It is not the overall designation of the district or school.

How are statuses reported by major racial and ethnic groups?

The permitted values are:

  • White (not Hispanic) / Caucasian
  • Black (not Hispanic) / African American
  • Hispanic / Latino – use if includes Puerto Ricans
  • Hispanic (not Puerto Rican)
  • Puerto Rican
  • Asian – Use if doesn’t include Pacific Islanders
  • Asian / Pacific Islander
  • American Indian / Alaska Native / Native American
  • Multicultural / Multiethnic / Multiracial / Other
  • Filipino
  • Native Hawaiian / Other Pacific Islander / Pacific Islander

Which permitted values should be used for the category major racial and ethnic groups?

States should use whichever permitted values best align with the major racial and ethnic subgroups used to determine adequate yearly progress (AYP) as outlined in their State Accountability Plan.

Do any other file specifications collect related data?

Yes. Under ESEA as amended, states determine the Adequate Yearly Progress (AYP) status of each school and district. Each school and district receives one overall AYP designation, collected in N/X103 Data Group DG 32. This determination is based on the evaluation of each subgroup within a school or district. The matrix below illustrates the relationship between AYP status and the indicators used to calculate it and EDFacts data groups and files.

AYP Status [1]
N/X103, DG32 (N/X103, DG617)
Reading/Language Arts / Mathematics / Other indicators
95% Participation / AMO Status by Subgroup / 95% Participation / AMO Status by Subgroup / Elementary/
secondary / High school graduation rate
N/X110, DG553 / N/X111, DG552 / N/X108, DG555 / N/X109, DG554 / N/X106, DG556 / N/X107,
DG557

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 High School Graduation Rate Indicator file submissions:

sslevHGSCHGRDvvvvvvv.ext

Where:

ss= Two–characterUSPSState Abbreviation for the submitting SEA.

lev= Three–character abbreviation for the level submitted. Use:

LEA for a Local Education Agency High School Graduation Rate Indicatorsubmission

SCH for a School High School Graduation Rate Indicatorsubmission

Filename= HGSCHGRD (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 1.2-2

O - Optional, data in this field areoptional

4.0LEAHIGH SCHOOL GRADUATION RATE INDICATOR FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEAHigh School Graduation Rate Indicator 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.

See Section 4.3 for examples of the header record.

Table 4.1–1: High School Graduation Rate Indicator, LEA Header Record

DataElementName / Start
Position / Length / Type / Pop / Definition/Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / LEA HS GRADUATION RATE INDICATOR STATUS
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 are 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., 2010-2011 or 2010 2011). / 2010-2011 or
2010 2011
Filler / 127 / 278 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 405 / 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 asingle status value for each agency.

See Section 4.3 for examples of the data record.

Table 4.2–1: High School Graduation Rate Indicator, LEA Data Record

DataElementName / Start
Position / 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 EDFactsWorkbook.
ID 570
State Agency Number / 13 / 2 / String / M / A number usedto uniquely identify state agencies. This ID cannot be updated through this file. / 01 – State Education Agency
ID 4
State LEA Identifier / 15 / 14 / String / M / The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / An indication of whether the district met the High School Graduation Rate requirement in accordance with state definition. / HSGRDRTIND
Major Racial and Ethnic Groups / 69 / 15 / String / A / The major racial and ethnic groups states use for accountability and assessment data. / MA - Asian
MAN - American Indian / Alaska Native or Native American
MAP - Asian / Pacific Islander
MB - Black (not Hispanic) or African American
MF - Filipino
MHL - Hispanic / Latino
MHN - Hispanic (not Puerto Rican)
MM - Multicultural or Multiethnic or Multiracial
MNP - Native Hawaiian / Other Pacific Islander or Pacific Islander
MPR - Puerto Rican
MW - White (not Hispanic) or Caucasian
MISSING
Filler / 84 / 15 / String / M / Leave filler field blank.
Disability Status (Only) / 99 / 15 / String / A / An indication that children (students) are Children with Disabilities (IDEA). / WDIS – Children with one or more disabilities (IDEA)
MISSING
Filler / 11 / 15 / String / M / Leave filler field blank.
LEP Status (Only) / 129 / 15 / String / A / An indication of whether students met the definition of limited English proficient students. / LEP – Limited English proficient (LEP) Student
MISSING
Filler / 144 / 15 / String / M / Leave filler field blank
Economic Disadvantaged Status / 159 / 15 / String / A / An indication of whether the student meets the state criteria for classification as economically disadvantaged. / ECODIS – Economic Disadvantage Students
MISSING
Filler / 174 / 15 / String / M / Leave filler field blank.
Filler / 189 / 1 / String / M / Leave filler field blank.
Explanation / 190 / 200 / String / O / Text field for state use.
Status / 390 / 15 / String / M / An indication of whether the district met the High School Graduation Rate requirement in accordance with state definition. / METGOAL – Met (goal)
METTARGET – Met (target)
NOTMETADDIND - Not Met
TOOFEW - Too Few Students for reliability
NOSTUDENTS – No Students in the Sub-population
MISSING
NA – Not Applicable
Carriage Return/Line Feed (CRLF) / 405 / 1 / M