U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N047 – Limited English

Proficiency (LEP) Eligible

File Specifications

Version 4.1

SY 2007-08

September 2008

U.S. DEPARTMENT OF EDUCATIONN047 – Limited English Proficiency Eligible File Spec v4.1

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, N047 – Limited English Proficiency (LEP) Eligible 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: / N047 – Limited English Proficiency (LEP) Eligible File Specifications
Revision: / Version 4.1
Issue Date: / September 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N047 - LEP Eligible v4.1.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 / 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 / April 2008 /
  • Updated for SY 2007-08.
  • Sections 2.0 and 3.0 were flipped.
  • Section 2.0 Guidance has been updated and enhanced.
  • Changes made to 4.2, 5.2, and 6.2.

4.1 / September 2008 /
  • Section 2.1 – updated definitions

RELEASE AUTHORIZATION

Name / Signature / Date
Author
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 specification

1.2Requirements for submitting this Data Group

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Definitions

3.0FILE NAMING CONVENTION

3.1Population Status

4.0STATE EDUCATION AGENCY LIMITED ENGLISH PROFICIENCY (LEP) ELIGIBLE FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA Limited English Proficiency (LEP) Eligible File Examples

4.3.1Partial Record Sample for Fixed Format SEA Limited English Proficiency (LEP) Eligible File

4.3.2Partial Record Sample for Comma–Delimited File Format SEA Limited English Proficiency (LEP) Eligible File

4.3.3Partial Record Sample for Tab–Delimited File Format SEA Limited English Proficiency (LEP) Eligible File

5.0LOCAL EDUCATION AGENCY LIMITED ENGLISH PROFICIENCY (LEP) ELIGIBLE FILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA Limited English Proficiency (LEP) Eligible File Example

5.3.1Partial Record Sample for Fixed Format LEA Limited English Proficiency (LEP) Eligible File

5.3.2Partial Record Sample for Comma–Delimited File Format LEA Limited English Proficiency (LEP) Eligible File

5.3.3Partial Record Sample for Tab–Delimited File Format LEA Limited English Proficiency (LEP) Eligible File

6.0SCHOOL LIMITED ENGLISH PROFICIENCY (LEP) ELIGIBLE FILE

6.1Header Record Definition

6.2Data Record Definition

6.3School Limited English Proficiency (LEP) Eligible File Example

6.3.1Partial Record Sample for Fixed Format School Limited English Proficiency (LEP) Eligible File

6.3.2Partial Record Sample for Comma–Delimited File Format School Limited English Proficiency (LEP) Eligible File

6.3.3Partial Record Sample for Tab–Delimited File Format School Limited English Proficiency (LEP) Eligible File

September 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONN047 – Limited English Proficiency Eligible File Spec v4.1

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: LEP Eligible Tables, ID# 116. 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 group in this file specification is intended to supply part of the Title III Biennial Evaluation Report and Consolidated State Performance Report (CSPR), Part I. School level data will be used by the Office for Civil Rights (OCR).

1.1Changes from the SY 2006–07 file specification

There have been changes to this file specification. These changes result in changes to the record layout.

  • The categories "Language (Home)” and "Immigrant Status" were discontinued.
  • Changed the grade level category from "Grade Level (Membership)" which includes Pre-kindergarten through 13, and adult education to "Grade Level (Basic)” which does not.
  • The definitions of Race/Ethnicity and Disability Status (Only) were updated.
  • Additional guidance has been provided in Section 2.0.

1.2Requirements for submitting this Data Group

This data group is submitted at the following levels:

  • SEA
  • LEA
  • School

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: Limited English Proficiency (LEP) Eligible Tables Required Categories and Applicable Totals

Category Set / Table Type / Grade Level (Basic) / Race / Ethnicity / Sex (Membership) / Disability Status (Only) / Total Indicator / Comments
Category Set A / LEPELIG / X / X / X / N / LEP eligible students by Grade Level (Basic) and Race/Ethnicity and Sex (Membership)
Category Set B / LEPELIG / X / X / N / LEP eligible students by Sex (Membership) and Disability Status (Only). Does not include all students.
Subtotal 1 / LEPELIG / X / Y / Subtotal by Sex (Membership)
Grand Total / LEPELIG / Y / Grand total

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the unduplicated number of limited English proficient (LEP) students enrolled in an elementary or secondary school. There are several file specifications that collect data on Title III of ESEA and on LEP students. Section 4.4 “Relationship among files” in the EDFacts Workbook explains how these files relate to one another.

See below for additional guidance concerning this file:

What is the reporting period for this file?

The reporting period for this file is October 1 of the school year. If another time period is used, that time period should be noted in the Explanations field.

Which Education Units should be included in the file?

Include all LEAs and schools who have LEP students enrolled on October 1 of the school year.

Which Education Units should not be included in the file?

Do not include LEAs or schools that did not have LEP students enrolled as of October 1st.

What grade levels do I need to report?

Records for the LEAs and School need only include those grade levels offered at the LEA or School. For example, if the highest grade at a School is 6th, the record for that School does not need to include grades 7th through 12th.

How do I count “multiracial” students?

For this data collection, the five permitted values from Directive 15 are used for race/ethnicity. “Multiracial” and race/ethnicities beyond the five in Directive 15 are not included in the permitted values for race/ethnicity. If your state uses values for race/ethnicity not included in Directive 15 and those values can not be cross-walked to the five permitted values in Directive 15, then those students are not reported in the detailed records; however, include those students in the subtotal by sex (membership), and in the grand total.

In Category Set B how do I report children who do not have a disability?

For Category Set B, only report students that have one or more disabilities according to IDEA. Children who don’t have disabilities according to IDEA are not to be included in this category set.

Why is this file collected at the school level?

Data reported at the school level are used by the Office for Civil Rights (OCR).

What if my state has zero counts?

SEA, LEA, and School level submissions - Zero counts are not required.

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 is not available to submit for a category set or for one or more categories.

LEA and School level submissions:

  • If all counts for an LEA or school are missing, the LEA or school can be left out of the file. In your state’s submission plan, include the LEA or school in the count of LEAs or schools expected to submit the data. The records for that LEA or school should be submitted when data are available.
  • If counts are missing for some of the combinations of permitted values but not all (e.g. Sex (Membership) is missing), submit the data you have. Missing counts
    (-1) can be left out of the file. The file should be resubmitted when the remaining data are available.
  • If counts are missing for one of the category sets but not for the other, submit the data you have. The file can be resubmitted with both category sets when the data are available.

What if I have some LEAs or schools that have complete category sets and some have incomplete?

Missing some of the data for some of the LEAs or schools that results in incomplete category sets (e.g. some schools do not have Disability Status) are treated as the entire category set is missing. ESS does not allow some LEAs or schools to submit incomplete category sets while other LEAs or schools submit complete category sets.

2.1Definitions

Limited English Proficient (for purposes of this file specification)

In coordination with the State’s definition based on Title 9 of ESEA, 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[1] (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.[2]

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.

Children with Disabilities (IDEA)

Children having mental retardation, hearing impairment including deafness, speech or language impairment, visual impairment including blindness, serious emotional disturbance (hereafter referred to as emotional disturbance), orthopedic impairment, autism, traumatic brain injury, developmental delay, another health impairment, specific learning disability, deaf-blindness, or multiple disabilities, and who, by reason thereof, receive special education and related services under the Individuals with Disabilities Education Act (IDEA) according to an individualized education program (IEP), individual family service plan (IFSP), or services plan.[3]

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 Limited English Proficiency (LEP) Eligible file submissions:

sslevLEPELIGBLvvvvvvv.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 Eligible submission

LEA for a Local Education Agency LEP Eligible submission

SCH for a School LEP Eligible submission

Filename=LEPELIGBL (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

4.0STATE EDUCATION AGENCY LIMITED ENGLISH PROFICIENCY (LEP) ELIGIBLE FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Limited English Proficiency (LEP) Eligible 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: Limited English Proficiency (LEP) Eligible File, SEA Header Record

Data Element Name / Start Position / Length / Type / Pop / Definition / Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA LEP ELIGIBLE
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, and 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 / 243 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 370 / 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.

Section 4.3 contains examples of Data Records.

Table 4.2–1: Limited English Proficiency (LEP) Eligible File, SEA Data Record

Data Element Name / 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
FIPS State 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 unduplicated number of limited English proficient (LEP) students enrolled in an elementary or secondary school. / LEPELIG
Grade Level (Basic) / 69 / 15 / String / A / The grade level (primary instructional level) of students. / UG – Ungraded
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
NOTCOLLECT – Not Collected
Race / Ethnicity / 84 / 15 / String / A / The general racial category that most clearly reflects individuals’ recognition of their community or with which individuals most identify. / AM – American Indian or Alaskan Native
AS – Asian or Pacific Islander
BL – Black (Not Hispanic)
HI – Hispanic
WH – White (Not Hispanic)
MISSING
NOTCOLLECT – Not Collected
Sex (Membership) / 99 / 15 / String / A / The concept describing the biological traits that distinguish the males and females of a species. / M – Male
F – Female
MISSING
NOTCOLLECT – Not Collected
Disability Status (Only) / 114 / 15 / String / A / An indication that children (students) are Children with Disabilities (IDEA). / WDIS –Children with one or more disabilities (IDEA)
MISSING
NOTCOLLECT – Not Collected
Filler / 129 / 15 / String / M / Leave filler field blank.
Filler / 144 / 15 / String / M / Leave filler field blank.
Total Indicator / 159 / 1 / String / M / An indicator that defines the count level (i.e., detail level, subtotal level or grand total level). / N – specifies detail level
Y – specifies a subtotal or grand total level
Explanation / 160 / 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 / 360 / 10 / Number / M / If the count provided is either a subtotal or grand total, it must be equal to or greater than the sum of its parts.
Carriage Return / Line Feed (CRLF) / 370 / 1 / M