U.S. DEPARTMENT OF EDUCATION
EDFactsSubmission System
C045 – Immigrant
File Specifications
Version 9.0
SY 2012-13
May 2012
U.S. DEPARTMENT OF EDUCATIONC045 – Immigrant
File Specifications v9.0
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
May 2012
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,C045 – Immigrant File Specifications, Washington, D.C., 2012.
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: / C045 – Immigrant File SpecificationsRevision: / Version 9.0
Issue Date: / May 2012
Security Level: / Unclassified – For Official Use Only
Filename: / c045-9-0.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change1.0 – 8.0 / Versions 1.0 through 8.0 are used to build files for school years prior to SY 2012-13
9.0 / May 2012 / Reformat and updated for SY 2012-13
PREFACE
This document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS 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 EDFacts Workbook, ESS User Guide and the Business Rules Guide.
Data submitted through the ESS areauthorized 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.
May 2012 / 1 / SY 2012-13U.S. DEPARTMENT OF EDUCATIONC045 – Immigrant
File Specifications v9.0
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1Changes from the SY 2011-12 File Specifications
2.2Core Requirements for Submitting this File
2.3Required Categories and Totals
2.4Guidance
FILE NAMING CONVENTION
3.0FIXED OR DELIMITED FILES
3.1Header Record Definition
3.2Data Record Definition
4.0XML SPECIFICATIONS
4.1Category XML Object
4.2Table Type XML Object
4.3Agency XML Object
4.4File Transmit XML Object
May 2012 / 1 / SY 2012-13U.S. DEPARTMENT OF EDUCATIONC045 – Immigrant
File Specifications v9.0
1.0PURPOSE
This document contains instructions for building files to submit EDFacts Data Group 519: Immigrant Table. The definition for this data group is:
The unduplicated number of students who meet the definition of immigrant children and youth in Title III of ESEA, Section 3301(6) and who are enrolled in elementary and secondary schools.
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 (ESEA), as amended. These data will be used as responses in the Consolidated State Performance Report (CSPR) and the Title III Biennial Report.
2.0GUIDANCE FOR SUBMITTING THIS FILE
This section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance.
2.1Changes from the SY 2011-12 File Specifications
Other than the editorial changes listed in the document history on page ii, there have been no other changes to this file specification.
2.2Core Requirements for Submitting this File
The following table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting.
Table 2.2-1: Core Reporting Requirements
SEA / LEA / SchoolReporting Period / Entire school year
Education units included / Include SEA / Operational LEAs that have immigrant students enrolled in elementary and secondary schools / File not submitted at the school level
Education units notreported / LEAs that do not have any immigrant students enrolled in elementary and secondary schools
Type of count / Once for the SEA / At any LEA where the student is enrolled in an elementary or secondary school
Zero counts / Not required / Not required
2.3Required Categories and Totals
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 category valuemust be submittedwhen reporting that aggregation.
- The total indicator must be either “Y” (Yes) or “N” (No).
- If the record is for a category set, specify an “N” (No).
- If the record is for a subtotal or education unit total, specify a “Y” (Yes).
- The abbreviationsin the “Table Name” column represent the technical name of the data used in the file.
Table 2.3–1: Required Categories and Totals
Aggregation / Table Name / LEP Status (Both) / Language(Home) / Program Participation (Immigrant) / Total Indicator / Comments
Category Set A / IMMIGRNT / X / N / Immigrant Students by LEP Status (Both)
Category Set B / IMMIGRNT / X / N / Immigrant Students by Language (Home)
Category Set C / IMMIGRNT / X / N / Immigrant Students by Program Participation (Immigrant)
Does not include all students
Total of the education unit / IMMIGRNT / Y / Total of the Education Unit
2.4Guidance
This file specification is used to collect the number of students who meet the definition of immigrant children and youth in ESEA Title III, Section 3301(6) and are enrolled in elementary and secondary schools.
This section contains guidance for submitting this file in the format of questions and answers.
Which students should be reported in this file?
Students who meet the definition of immigrant and are enrolled in public elementary and secondary schools.
Keep in mind that immigrant students are not necessarily limited English proficient (LEP) students. Immigrant students can also be from such countries as England or Australia.
What is the definition of immigrant?
Immigrant children and youth means individuals who:
(A)are aged 3 through 21;
(B)were not born in any State; and
(C)have not been attending one or more schools in any one or more States for more than 3 full academic years.[*]
For the definition above, "state" means the 50 states, the District of Columbia, and the Commonwealth of Puerto Rico.
Are children (students) born to U.S. citizens abroad (e.g., children born on a military base overseas) considered immigrants for purposes of this file?
These students can be considered immigrants if they meet all the criteria in the definition of immigrant.
Are all students reported in all category sets?
No. All immigrant students should be reported in category sets A and B and in the total for the education unit. Category set C does not include all immigrant students.
How are student counts reported by LEP status (both)?
Students who meet the definition of limited English proficient students in section 4.3 of the EDFacts Workbook should be reported as limited English proficient students (LEP). Students who do not meet that definition should be reported as not limited English proficient students (NLEP).
Where are the permitted values and codes for the category language (home)?
This file uses the permitted values and codes for language (home) from ISO 639-2.
The ISO 639-2 language codes can be found at the following web site:
The ISO 639-2 language codes are also located in the Data Framework in EDEN. You can access the Data Framework from the left-hand menu in the EDEN Portal.
1. Click on the link for Data Framework in the left-hand menu of the EDEN Portal once you have logged in. The link is under Education Unit Profile.
2. Click on the link for Categories.
3. Select the school year from the dropdown menu.
4. Scroll down the page and click on the link for Language (in the first column).
The page will refresh with a table containing all languages and their codes.
What if a student has a language (home) that is not in the list?
The list of language codes is very extensive. Check the language category AND the subcategories of each language. In the event that a student has a home language that is not included in the list, try to determine the language family for that language. Additional information on language families is contained on the Enthnologue website, which can be found at:
An example of this would be for students who speak the Maay language. This language is not included in the language list. According to the Ethnolgue Web site Maay is a Cushitic language. The ISO 639-2 has a value for Cushitic (Other). In this case you would report your Maay speaking students under “Cushitic (Other).” In the explanation field include a comment that the students in this category speak the Maay language.
In cases where you have language codes that are not among those accepted by ESS and do not map to another code that is part of the ISO 639-2 you should leave those students out of the count in category set B but include them in the “Total of the Education Unit.”
Is the home language the same as a student’s native language?
The home language is not necessarily the student’s native language.
Which students are reported in category set C under program participation (immigrant)?
Report only students who participated in programs for immigrant children and youth funded under ESEA Title III, Section 3114(d)(1) using funds reserved for immigrant education programs/activities. Exclude immigrant students who received services in Title III language instructional education programs under Sections 3114(a) and 3115(a).
FILE NAMING CONVENTION
The following file naming convention is to help identify files to provide technical assistance.
A maximum of 25 characters (including the file extension) is allowed for the file name.
The following is the naming convention for file submissions:
sslevIMMIGRANTvvvvvvv.ext
Table 3.0-1: File Naming Convention
Where / Means / Limit in charactersss / USPS State Abbreviation / 2
lev / Abbreviation for level:
- SEA for an State Education Agency level
- LEA for an Local Education Agency level
filename / IMMIGRANT / 9
vvvvvvv / Alphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803) / 7
.ext / Extension identifying the file format:
.txt – fixed
.csv – comma delimited
.tab – tab delimited
.xml – XML / 4
3.0FIXED OR DELIMITED FILES
This section describes the fixed file and delimited file specifications. The fixed file and delimited files contain a header record followed by data records. The file type is specified in the header record.
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 2.3-1“Required Categories and Totals”
O - Optional, data in this field are optional
3.1Header Record Definition
The header record is required and is the first record in every file submitted to the ESS. 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.
Table 4.1–1: 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 IMMIGRANT
LEA IMMIGRANT
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 / 61 / 25 / String / M / The file name including extension, the same as the external file name. See section 3.0
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 / The school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years. / 2012-2013
OR
2012 2013
Filler / 127 / 333 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 460 / 1 / M /
Table 4.1–2: Header Record Example
Format / File Type, Total Records in File, File Name, File Identifier, File Reporting Period,¶Example / LEA IMMIGRANT,15,EULEAIMMIGRANTver0007.CSV,characters to identify file,2012-2013,¶
3.2Data Record Definition
Data records are required and immediately follow the header record in every file submitted to the ESS. Data records provide counts for the specified category sets, subtotals and education unit totals.
Table 4.2–1: Data Records
Data Element Name / 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.
DG559
State Code / 11 / 2 / String / M / The two-digit Federal Information Processing Standards for the state, District of Columbia, and the possessions and freely associated areas of the United States. / For a list of valid State Codes, refer to the EDFacts Workbook.
DG570
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
DG4
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. / SEA level – Blank
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / See section 1.0 / IMMIGRNT
Filler / 69 / 15 / String / M / Leave filler field blank.
Filler / 84 / 15 / String / M / Leave filler field blank.
Filler / 99 / 15 / String / M / Leave filler field blank.
Filler / 114 / 15 / String / M / Leave filler field blank.
LEP Status (Both) / 129 / 15 / String / A / An indication of whether students are limited English proficient. / LEP – Limited English proficient (LEP) Student
NLEP – Non–limited English proficient (Non–LEP) Student
MISSING
Program Participation (Immigrant) / 144 / 15 / String / A / An indication that immigrant students participated in programs for immigrant children and youth funded under ESEA Title III, Section 3114(d)(1) using funds reserved for immigrant education programs/activities. / PART – Participated in programs
MISSING
Language (Home) / 159 / 15 / String / A / The name of the specific language or dialect that students use to communicate at home. / See Section 2.4for web site with list of language codes.
MISSING
Total Indicator / 174 / 1 / String / M / An indicator that defines the count level – see table 2.3-1 “Required Categories and Totals” / N – Specifies category set
Y – Specifies subtotal or total of the education unit
Explanation / 175 / 200 / String / O / Text field for state use.
Student Count / 375 / 10 / Number / M
Carriage Return / Line Feed (CRLF) / 385 / 1 / M
Table 4.2–2: Data Record Example – School level
Aggregation / ExampleFormat / File Record Number,State Code,State Agency Number,State LEA Identifier,Filler,Table Name,Filler,Filler,Filler,Filler,LEP Status (Both),Program Participation (Immigrant),Language (Home),Total Indicator,Explanation,Student Count¶
Category Set A / 1,80,01,00611NORTHEAST,,IMMIGRNT,,,,,LEP,,,N,,60¶
Category Set B / 3,80,01,00611NORTHEAST,,IMMIGRNT,,,,,,,JPN,N,,40¶
Category Set C / 5,80,01,00611NORTHEAST,,IMMIGRNT,,,,,,PART,,N,,20¶
Total of education unit / 6,80,01,00611NORTHEAST,,IMMIGRNT,,,,,,,,Y,,75¶
May 2012 / 1 / SY 2012-13
U.S. DEPARTMENT OF EDUCATIONC045 – Immigrant
File Specifications v9.0
4.0XML SPECIFICATIONS
The XML files contain three (3) distinct metric objects and a file transmit objects. The structure of the objects contains a node that defines the education unit that corresponds to the submitted metric. The structure also contains nodes that represent the characteristics of the metric (see table 2.3-1 for a list of the characteristics used in this file), the associated value, and whether the metric value is a subtotal or total of the education unit. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.
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 see table 5.0-1 below
- Definition/Comments – definition and additional comments related to formats or other business rules.
- Permitted Values –values for data elements.
The Char (characteristics) column in the XML format matrices accepts the following codes:
Table 5.0-1: XML Format Codes
Code / CharacteristicM / Mandatory Element/Attribute
O / Optional
C / Conditionally Required
MR / Mandatory and Repeatable Element
OR / Optional and Repeatable Element
CR / Conditional and Repeatable Element
The size of the fields is found in the record layouts in section 4.1 and 4.2.