U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
X145– MEP Services XML Specifications
Version 6.0
SY 2009-10
February 2010
U.S. DEPARTMENT OF EDUCATIONX145 – MEP Services
XML Specifications v6.0
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
February 2010
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, X145– MEP ServicesXML Specifications, Washington, D.C., 2010.
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: / X145 - MEP ServicesXML SpecificationsRevision: / Version 6.0
Issue Date: / February 2010
Security Level: / Unclassified – For Official Use Only
Filename: / x145-6-0.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 / Version 4.0 or subsequent updates (i.e., 4.1, 4.2, etc.) of this file specification is used to build files for SY 2007-08.
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 / February 2010 / Updated specifications for SY 2009-10.
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, Kthrough 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 2008-09 File Specifications
1.2Requirements for Submitting this Data Group
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1Definitions
3.0FILE NAMING CONVENTION
3.1XML Specification Headings
4.0STATE EDUCATION AGENCY METRIC OBJECTS
4.1Category XML Object
4.2Table Type XML Object
4.3Agency XML Object
4.4File Transmit XML Object
5.0LOCAL EDUCATION AGENCY METRIC OBJECTS
5.1Category XML Object
5.2Table Type XML Object
5.3Agency XML Object
5.4File Transmit XML Object
February 2010 / 1 / SY 2009-10U.S. DEPARTMENT OF EDUCATIONX145 – MEP Services
XML Specifications v6.0
1.0PURPOSE
This document contains instructions for building XML files to submit EDFacts Data Group: MEP Services Table, DG684.The definition for this data group is in the row “Table Name” in Table 4.2-1.
The data in this file specification are currently collected in the Consolidated State Performance Report (CSPR), Part II which is legislatively supported by Sections 9302 and 9303 of the Elementary and Secondary Education Act, as amended.
A separate document contains the non-XML file formats. General guidance for constructing all file types may be found in EDFacts Workbook.
1.1Changes fromthe SY 2008-09 File Specifications
1.2The guidance has been updated and other editorial changes have been made. These changes are listed in the document history on page ii. Requirements for Submitting this Data Group
This section contains two tables that summarize the reporting requirements. The first table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. The second table contains the required categories and applicable totals.
Table 1.2-1 MEP Services, Core Reporting Requirements
SEA / LEA / SchoolReporting Period / Program Year, September 1 – August 31.
Education units included / Include SEA if the state has MEP programs operated under Title I, Part C. / Operational LEAs that have subgrants under Title I, Part C / File not submitted at the school level
Education units not included / Closed, inactive, or future LEAs.
LEAs that do not have subgrants under Title I, Part C
Type of count / See Section 2.0 Guidance, question “How are student counts reported?” / See Section 2.0 Guidance, question “How are student counts reported?”
Zero counts / Not required / Not required
The following table indicates the valid combinations of categories 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 “N” (No) because no subtotals or education unit totals are required for this file.
Table 1.2–2: MEP Services Table, Required Categories, and Applicable Totals
Category Set / Table Name / MEP Session Type / MEP Services / Age/Grade (All) / Total Indicator / CommentsCategory Set A / MEPSERVICES / X / X / X / N / Student Count by MEP Session Type, MEP Services and Age/Grade (All)
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the number of participating migrant children who receive services funded by MEP.
Which students should be reported in this file?
Include children who participate in Migrant Education Programs (MEP) under Title 1, Part C including those served under continuation of services authority. Participating migrant children include:
- Children who received instructional or support services funded in whole or in part with MEP funds.
- Children who received a MEP–funded service, even those children who continued to receive services (1) during the term their eligibility ended, (2) for one additional school year after their eligibility ended, if comparable services were not available through other programs, and (3) in secondary school after their eligibility ended, and served through credit accrual programs until graduation (e.g., children served under the continuation of services authority, Sections 1304(e)(1–3)).
- Children who were served by a “referred” service only.
Which students should not be reported in this file?
Participating migrant children do not include children who were served through a Title I SWP where MEP funds were combined with those of other programs.
What are services?
Services are a subset of all allowable activities that the MEP can provide through its programs and projects. Services are those educational or educationally related activities that:
(1)directly benefit a migrant child;
(2)address a need of a migrant child consistent with the SEA’s comprehensive needs assessment and service delivery plan;
(3)are grounded in scientifically based research or, in the case of support services, are a generally accepted practice; and
(4)are designed to enable the program to meet its measurable outcomes and contribute to the achievement of the State’s performance targets.
What are allowable activities that are not services?
Examples of allowable activities that are not services are activities related to:
- identification and recruitment activities
- parental involvement
- program evaluation
- professional development,
- administration of the programs
- one-time act of providing instructional packets to a child or family
- handing out leaflets to migrant families on available reading programs as part of an effort to increase the reading skills of migrant children
Although these are allowable activities, they are not services because they do not meet all of the criteria above.
How are student counts reported at the SEA level?
Student counts are reported separately by MEP session type (either regular school year or summer/intersession). Some services are counted under more than one permitted value.
The following table explains how student counts are reported.
Permitted value / Unduplicated number of participating migrant children who received … / Scope / Reported under another permitted value?Instructional services / Any type of MEP funded instructional services / Include whether provided by either a teacher or a paraprofessional. / When provided by A teacher might be reported under reading instruction, math instruction or high school credit accrual
Reading instruction / Reading instruction provided by a teacher / Do not include reading instruction provided by a paraprofessional. / Yes, reported under instructional services
Math instruction / Math instruction provided by a teacher / Do not include reading instruction provided by a paraprofessional. / Yes, reported under instructional services
High school credit accrual[1] / High school credit accrual provided by a teacher / Do not include instruction provided by a paraprofessional.
Report only students in grades 9, 10, 11, 12, ungraded or out-of-school / Yes, reported under instructional services
Support services[2] / Any MEP funded support service. / If counseling services, report under counseling services
Counseling services[3] / Counseling services / Yes, reported under support services
Referral services / Educational or educationally related service funded by another non-MEP program/organization that they would not otherwise received without efforts supported by MEP funds / Include children who were served by referred services regardless of whether the student received other MEP funded services (i.e. students who received only referral services).
Do not include children who were referred but received no services.
Below are some examples of how students should be reported.
- Student A receives daily instructional services in a MEP program during the regular school year. Student B receives weekly instructional services in a MEP program during the regular school year. Both A and B are counted once when reporting the number of students receiving instructional services for the MEP program during the regular school year.
- Student C received instructional services in a MEP program during the regular school year but did not receive such services during the summer/intersession. Student D received instructional services in a MEP program during both the regular school year and the summer/intersession. Student C is counted once when reporting the number of students receiving instructional services for the MEP program during the regular school year. Student D is counted once for both the MEP program during the regular school year and the summer/intersession program.
- Student E receives both instructional services and support services during the regular school year but no services during the summer/intersession. For the regular school year, student E is counted once for instructional services and once for support services.
While students are counted only once for each session type and service, math, reading and high school credit accrual services are counted with instructional services and separately. Also, counseling services are counted with support services and separately. For example:
- Student F received instructional services in math from a teacher. Student F would also be counted under both instructional services and math instruction.
- Student G received instructional services in math from a paraprofessional. Student G is counted under only instructional services. Math instruction includes only math instruction when provided by a teacher.
How are student counts reported at the LEA level?
Using the table in the question above as a guide, for the LEA level, the state determines the methodology to count individual students.
How are student counts reported by age/grade?
Report children in the highest age/grade that they attained during the reporting period. For example, a child who turns 3 during the reporting period would only be reported as “Age 3 through 5 (not Kindergarten).” The permitted value “age 3 to 5” is for those children who are not in kindergarten. Report 5 year olds in kindergarten using the permitted value for “kindergarten.”
What does the permitted value “out-of-school” mean?
Out of school means youth up through age 21 who are entitled to a free public education in the State but are not currently enrolled in a K through 12 institution. This could include students who have dropped out of school, youth who are working on a GED outside of a K through 12 institution, and youth who are “here-to-work” only. It does not include preschoolers.
What does the permitted value “ungraded” mean?
Ungraded means the children are served in an educational unit that has no separate grades. For example, some schools have primary grade groupings that are not traditionally graded, or ungraded groupings for children with learning disabilities. In some cases, ungraded students may also include special education children, transitional bilingual students, students working on a GED through a K through 12 institution[4], or those in a correctional setting.
Do other file specifications collect related data?
Yes. There are several file specifications that collect data on students eligible for funding and for students served under the migrant student program. Section 5.3, "Relationships Among Files," in the EDFacts Workbook explains how these files relate to one another.
2.1Definitions
Counseling Services
Services to help a student to better identify and enhance his or her educational, personal, or occupationalpotential; relate his or her abilities, emotions, and aptitudes to educational and career opportunities; utilize his or her abilities in formulating realistic plans; and achieve satisfying personal and social development. These activities take place between one or more counselors and one or more students as counselees, between students and students, and between counselors and other staff members. The services can also help the child address life problems or personal crisis that result from the culture of migrancy.
High School Credit Accrual
Instruction in courses that accrue credits needed for high school graduation provided by a teacher for students on a regular or systematic basis, usually for a predetermined period of time. High school credit accrual includes correspondence courses taken by a student under the supervision of a teacher.
Referred Services
Educational or educationally-related services provided from non-MEP programs or organizations that otherwise would not have been obtained by migrant children, but are obtained for migrant children through the efforts of MEP funded personnel. Other non-MEP local, state, and/or federal funds support the delivery of the referred services.
Examples of “referred” services are health services, nutrition services, counseling services, and transportation services, provided and funded by another program or organization due to the advocacy or referral efforts of the MEP personnel (CSPR Reporting Requirements for the Title I, Part C, Migrant Education Program Glossary, 2008).
Support Services
These MEP-funded services include, but are not limited to, health, nutrition, counseling, and social services for migrant families; necessary educational supplies, and transportation. The one-time act of providing instructional or informational packets to a child or family does not constitute a support service.
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 MEP Services file submissions:
sslevMEPSERVICvvvvvvv.xml
Where:
ss= Two-characterUSPSState Abbreviation for the submitting SEA.
lev= Three-character abbreviation for the level submitted. Use:
SEA for a State Education Agency MEP Services submission
LEA for a Local Education Agency MEP Services submission
Filename=MEPSERVIC (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).
.xml= The three-character file extension identifying the Data Records.
3.1XML Specification Headings
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 as previously defined.
- Definition/Comments – definition and additional comments related to formats or other business rules.
- Permitted Values – disaggregated values for data elements.
The Char (characteristics) column in the XML format matrices accepts the following codes:
Table 3.1-1: EDEN 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
4.0STATE EDUCATION AGENCY METRIC OBJECTS
In order to simplify the transmission process, the State Agency has been separated into three(3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the State Agency corresponding to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Age/Grade (All), etc.), and the associated value. The metric objects are contained within the file transmission objects that define the group of values being submitted.
4.1Category XML Object
The category XML object is used to define the characteristics associated with a count. There would be three categories defined for a count. The XML object matrix is followed by an example of the object.
Table 4.1-1: SEA, Category XML Object
Element / Attribute / Data Element Name(from Fixed
Format document) / Category Value / Char / Definition / Comments / Permitted Values
CATEGORY
TYPE / M / The category(ies) for the table type.
MEP Session Type / MEPSESSSTF
MEP Services / MEPSERVICES
Age/Grade (All) / AGEGRDALL
VALUE / M / The category permitted value.
MEPSESSSTF / The time of year that a migrant education program (MEP) operates. / MEPRSYALL– Regular School Year
MEPSUM– Summer Term or Intersession
MISSING
MEPSERVICES / The type of services received by participating migrant students in the migrant education program (MEP). / COUNSELSERV – Counseling Services
HSACCRUAL – High School Accrual
INSTRSERV – Instructional Services
MATHINSTR – Mathematics Instruction
READINSTR – Reading Instruction
REFSERV – Referral Services
SUPPSERV – Support Services
MISSING
AGEGRDALL / The age group or grade level (primary instructional level) of children (students). / UNDER3 – Under 3 Years
3TO5NOTK – 3 years through 5 (not K)
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
OOS – Out of School
UG– Ungraded
MISSING
Example: