U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N046 – Limited English Proficiency (LEP) Program

File Specifications

Version 4.2

SY 2007 – 08

September 2008

U.S. DEPARTMENT OF EDUCATION
N046 – LEP Program 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, N046 – Limited English Proficiency (LEP) Program 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: / N046 – Limited English Proficiency (LEP) Program File Specifications
Revision: / Version 4.2
Issue Date: / September 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N046 - LEP Program v4.2.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / Version 1.0 or subsequent updates (i.e., 1.1, 1.2, etc) of this file specification is used to build files 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
4.1 / December 2007 /
  • 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, 6.2.

4.1 / April 2008 /
  • Section 2.1 LEP definition state assessment changed “section 111(b) (3)" to "section 1111(b) (3)".

4.2 / June 2008 /
  • Section 2.1 Updated guidance section of N/X046 to be consistent with the Business Rules Guide.

4.2 / September 2008 /
  • Section 2.0 – Updated Q/A section of Guidance.

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 Specifications

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) PROGRAM FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA Limited English Proficiency (LEP) Program File Examples

4.3.1Partial Record Sample for Fixed Format SEA LEP Program File

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

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

5.0LEA LIMITED ENGLISH PROFICIENCY (LEP) PROGRAM FILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA Limited English Proficiency (LEP) Program File Example

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

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

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

6.0SCHOOL LIMITED ENGLISH PROFICIENCY (LEP) PROGRAM FILE

6.1Header Record Definition

6.2Data Record Definition

6.3School Limited English Proficiency (LEP) Program File Example

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

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

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

September 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATION
N046 – LEP Program File Specifications v4.2

1.0PURPOSE

This document contains official instructions for building fixed and delimited files to submit EDFacts Data Group: Limited English Proficiency (LEP) Program Tables, ID# 123. 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 data. LEA level data collected through this file is also used for the Non-Fiscal Survey of the Common Core of Data (CCD). School level data will be used by the Office for Civil Rights (OCR).

1.1Changes from the SY 2006–07 File Specifications

There have been changes to this file specification. These changes did not result in changes to the record layout.

  • A new subtotal, "Sex (membership)” was added.
  • 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) Program Table, Required Categories, and Applicable Totals

Category Set / Table Name / Race/
Ethnicity / Sex (Membership) / Disability Status (Only) / Total Indicator / Comments
Category Set A / LEP / X / X / N / LEP Students by Race/Ethnicity and Sex (Membership).
Category Set B / LEP / X / X / N / LEP Students by Sex (Membership) and Disability Status (Only). Does not include all students.
Subtotal 1 / LEP / X / Y / Subtotal by Sex (Membership)
Grand Total / LEP / Y / Grand Total

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification collects data on LEP students in programs designed for LEP students. This includes students served through NCLB Title III and students receiving LEP services through other programs designed for LEP students. Other files collect data on LEP students include: enrolled as of October 1 (N/X047), enrolled during the school year (N/X141), assessed in native languages (N/X049), English language proficiency testing (N/X139), and English language proficiency testing, one point in time (N/X137). Files that collect data on Title III LEP students include: served (N/X116), English language instruction educational program testing (N/X138), English language proficiency testing (N/X050), and Title III Former students (N/X126).

See below for additional guidance concerning this file:

What is the reporting period for this file?

The reporting period for this data is a student count based on October 1 enrollment.

Which Education Units should be included in the file?

Include all LEAs and schools with students in membership.

Which Education Units should not be included in the file?

Do not include LEAs or schools with no students in membership.

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 do not have disabilities in according to IDEA do not need to be included in this category set.

Why is this file collected at the school level?

Data reported at the school level are optional for this year and will be used by the Office for Civil Rights (OCR).

How should I handle zero counts?

SEA level submission - Zero counts must be included for the category set, subtotal and Grand total.

LEA and School level submissions – If the count for an entire LEA/School is zero, submit only Grand Total as zero.

How should I handle Missing data?

SEA level submission – Submit data when data are available.

2.1Definitions

This collection uses the definitions detailed below:

Limited English Proficient

In coordination with the State’s definition based on Title 9 of ESEA, students:

(A)who are aged 3 through 21;

(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

Children having mental retardation, a hearing impairment including deafness, a speech or language impairment, a visual impairment including blindness, serious emotional disturbance (hereafter referred to as emotional disturbance), an orthopedic impairment, autism, traumatic brain injury, developmental delay, another health impairment, a 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) Program file submissions:

sslevLEPPROGRMvvvvvvv.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 Limited English Proficiency (LEP) Program submission

LEA for a Local Education Agency Limited English Proficiency (LEP) Program submission

SCH for a School Limited English Proficiency (LEP) Program submission

Filename= LEPPROGRM (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) PROGRAM FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Limited English Proficiency (LEP) Program 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) Program 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 DEMOGRAPHIC
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 / 318 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 445 / 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) Program 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 theEDFacts 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 English language instruction educational programs designed for LEP students. / LEP
Filler / 69 / 15 / String / M / Leave filler field blank.
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.
Filler / 159 / 15 / String / M / Leave filler field blank.
Filler / 174 / 15 / String / M / Leave filler field blank.
Filler / 189 / 15 / String / M / Leave filler field blank.
Filler / 204 / 15 / String / M / Leave filler field blank.
Filler / 219 / 15 / String / M / Leave filler field blank.
Total Indicator / 234 / 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 / 235 / 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 / 435 / 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) / 445 / 1 / M