U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N141 – LEP Enrolled File Specifications
Version 4.2
SY 2007–08
(New for 2007- 08)
September 2008
U.S. DEPARTMENT OF EDUCATION N141 – LEP Enrolled
File Specifications v4.2
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
Margaret Spellings
Secretary
Office of Planning, Evaluation and Policy Development
Williamson “Bill” M. Evers
Assistant Secretary
September 2008
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, N141 – LEP Enrolled 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 Alternate Format Center at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N141 – LEP Enrolled File SpecificationsRevision: / Version 4.2
Issue Date: / September 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N141 - LEP Enrolled v4.2.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 / This file specification was not used for SY 2006-07.
4.0 / March 2008 / Not applicable – This is a new file specification.
4.1 / Sept 2008 /
- Updated guidance on Language Codes.
- Updated Language Codes in examples.
4.2 / September 2008 /
- Section 2.1 – updated definitions
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.
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
1.1Changes from the SY 2006–07 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 LEP ENROLLED FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA LEP Enrolled File Examples
4.3.1Partial Record Sample for Fixed Format SEA LEP Enrolled File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA LEP Enrolled File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA LEP Enrolled File
5.0LEA LEP ENROLLED FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA LEP Enrolled File Examples
5.3.1Partial Record Sample for Fixed Format LEA LEP Enrolled File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA LEP Enrolled File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA LEP Enrolled File
September 2008 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATION N141 – LEP Enrolled
File Specifications v4.2
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: LEP Enrolled Table, ID# 678. 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 EDFacts Workbook.
The data in this file specification is currently collected in the Consolidated State Performance Report (CSPR), Part I.
1.1Changes from the SY 2006–07 File Specifications
Not applicable. This is a new file specification for SY 2007-08.
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 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: LEP Enrolled Tables, Required Categories, and Applicable Totals
Category Set / Table Name / Grade Level (Basic) / Language (Home) / English Proficiency Level / Total Indicator / CommentsCategory Set A / LEPENROLLED / X / N / Student Count by Grade Level (Basic)
Category Set B / LEPENROLLED / X / N / Student Count by Language (Home)
Category Set C / LEPENROLLED / X / N / Student Count by English Proficiency Level
Grand Total / LEPENROLLED / Y / Grand Total
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification collects the unduplicated number of LEP students enrolled in an elementary or secondary school at any time during the school year.
What is the reporting period of this file?
The reporting period for this file is the entire school year.
What is the EDFacts submission period for this file?
This file is listed amongst the End files.
What education units should be included in this file?
Include all LEAs that have a LEP program whether or not that program is funded by Title III.
What education units should not be included in this file?
Do not submit LEAs that did not have a LEP program.
Is the student count duplicated or unduplicated?
The student count in this file is unduplicated. If a student was enrolled at two different schools in an LEA during the school year they would still only be counted once.
If a student was enrolled in one LEA during the year then moved to a different LEA during the year then that student would be counted once for each LEA he was enrolled in. At the SEA level the student would still only be counted once.
Do I need to include all grade levels?
Records for the LEAs need only include those grade levels offered at the LEA. For example, if the highest grade at a LEA is 8th, the record for that LEA does not need to include grades 9th through 12th.
Where can I find a list of language codes that can be used in this file?
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.
- 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.
- Click on the link for Categories.
- Select the school year from the dropdown menu.
- 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 do I do if the Language Code list does not include a language spoken in my state?
The list of language codes is very extensive. In the event that a language spoken at your state is not included in the list, please try to determine the language family for that language. The ISO 639-2 has many “Other” values that could apply to your state. When using these “Other” values please include an explanation of what the other language is.
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 student count using the Cushitic (Other). In the explanation field include a comment that the students in this category speak the Maay language. The Ethnologue Web site can be found at:
In cases where you have language codes that are not amongst 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 Grand Total.
Is home language the same as native language?
The home language is not necessarily the same as the student’s native language.
What if my state has zero counts?
SEA level submission - Zero counts are not required.
LEA level submissions - As explained under the question “How do I avoid the ‘Student Performance Level numbers are not contiguous’ error,” you may need to include some zero counts so that the student performance level numbers are contiguous. Beyond the zero counts needed to prevent that error, you do not have to include zero counts at the LEA level.
How do I avoid the “Student Performance Level Numbers are not contiguous” error?
This error message indicates that the file includes educational units that have some performance level counts, (L1, L2, L3…etc.) but not all. EDEN expects that for each category included in the file, the list of performance levels will be contiguous, beginning with L1. Typically, this error message occurs when counts of zero are left out of the file. SEA submitters should make sure that each reported category represents all levels used by the state, regardless of the total, to prevent this error from occurring.
What if my state has missing data?
SEA level submission - Submit data when the data are available. Note in your state submission plan if the data by Grade Level, by Language or by English Proficiency Level are determined not to be available to submit.
LEA level submission –
- If all counts for an LEA are missing, the LEA can be left out of the file. In your state’s submission plan, include the LEA in the count of LEAs expected to submit the data. The records for that LEA should be submitted when data are available
- If counts are missing for one of the category sets but not for others, submit the data you have. Missing counts (-1) can be left out of the file. The file can be resubmitted with all the category sets when the data are available.
Do other file specifications collect similar data?
Title III of ESEA provides grants for the education of limited English proficient students. The best way to understand the data for students who are served by Title III and/or are limited English proficient is to focus on the universe included in each file.
Universe of students who are included / What data are collected about the universe of students included / Reportingperiod / File # / Data
group ID
All students assessed and determined to be LEP / Count of the students who were assessed and determined to be LEP / October 1 / N/X047 / 116
Count of the students who were assessed and determined to be LEP / School year / N/X141 / 678
The testing status for the annual assessment on English proficiency of the students in N/X141 who were present during the testing window / Testing window / N/X137 / 674
The results of the annual assessment on English proficiency (This is the subset of students in N/X137 who were tested.) / Testing window / N/X139 / 676
Students who took native language assessments / The results of native language assessments, if state has native language assessments / Testing window / N/X049 / 272
Students enrolled in any program designed for LEP students / Count of students enrolled in a program designed for limited English proficient students / October 1 / N/X046 / 123
Students enrolled in Title III programs / Count of students who are enrolled in a program designed for limited English proficient students that is funded by Title III / School year / N/X116 / 648
The testing status for the annual assessment on English proficiency of the students in N/X116 who were present during the testing window / Testing window / N/X138 / 675
The results of the annual assessment on English proficiency (This is the subset of student in N/X138 who were tested.) / Testing window / N/X050 / 151
Monitored Former Title III Students / Count of the monitored former Title III students who no longer receive services and the results of their content assessment / School year / N/X126 / 668
Immigrants / Count of the immigrant students whether LEP or not / School year / N/X045 / 519
Does this file specification collect the same data as N/X047?
N/X047 and N/X141 collect the same data with one important distinction, the collection period. N/X047 collects a count at the beginning of the school year while N/X141 collects a cumulative count of students enrolled during the entire school year.
How do I report students who were placed in LEP instruction through other assessments?
For students not able to be assessed through the state English Language Proficiency Test but placed in LEP instruction through other assessments, use Level 0 (alternatively assessed).
2.1Definitions
The following are definitions that support this file:
Limited English Proficient Students (for purposes of this file specification)
The standard definition of Limited English Proficient Students (also known as English Language Learners), in coordination with the State’s definition based on Title 9[*] of ESEA, is:
Students
(A)Who are in Kindergarten, grades 1 through 12, or ungraded;
(B)who are enrolled or preparing to enroll in an elementary school or a secondary school;
(C)(who are i, ii, or iii)
(i)who were not born in the United States or whose native languages are languages other than English;
(ii)(who are I and II)
(I)who are a Native American or Alaska Native, or a native resident of the outlying areas; and
(II)who come from an environment where languages other than English have a significant impact on their level of language proficiency; or
(iii)who are migratory, whose native language are languages other than English, and who come from an environment where languages other than English is dominant; and
(D)whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individuals (who are denied i or ii or iii)
(i)the ability to meet the State’s proficient level of achievement on State assessments described in section 1111(b)(3);
(ii)the ability to successfully achieve in classrooms where the language of instruction is English; or
(iii)the opportunity to participate fully in society.
To be classified as limited English proficient, an individual must be A, B, C, and D. For C, an individual can be i, ii, or iii. If C–ii, the individual must be I and II. For D, an individual must be denied i or ii or iii. For D, an individual must be denied i or ii or iii.
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 LEP Enrolled file submissions:
sslevLEPENROLLvvvvvvv.ext
Where:
ss= Two–character USPS State Abbreviation for the submitting SEA.
lev= Three–character abbreviation for the level submitted. Use:
SEA for a State Education Agency LEP Enrolled submission
LEA for a Local Education Agency LEP Enrolled submission
Filename= LEPENROLL(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 LEP ENROLLED FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA LEP Enrolled Table 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: LEP Enrolled 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 LEP ENROLLED
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., 2007–2008 or 2007 2008.
Filler / 127 / 213 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 340 / 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.