U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N123 – MEP Students Served – Regular School Year
File Specifications
Version 7.0
SY 2010-11
December 2010
U.S. DEPARTMENT OF EDUCATIONN123 – MEP Students Served – Regular School Year
File Specifications v7.0
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
December 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, N123 – MEP Students Served - Regular School Year File 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 Alternate Format Center at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N123 – MEP Students Served – Regular School Year File SpecificationsRevision: / Version 7.0
Issue Date: / December 2010
Security Level: / Unclassified – For Official Use Only
Filename: / n123-7-0.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 / 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 / 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 / Version 6.0 or subsequent updates (i.e., 6.1, 6.2, etc) of this file specification is used to build files for SY 2009-10.
7.0 / December 2010 / Updated specifications for SY 2010-11.
Updated category name in table 1.2-2 to "Migrant Priority for Services (Only)" to match the Data Viewer.
RELEASE AUTHORIZATION
Name / Signature / DateAuthor
QA
Release Authority
PREFACE
This document provides technical instructions for building files that are submitted through the Education Data Exchange Network (EDEN) Submission System (ESS). 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.
This document is to be used in coordination with other documentation including the EDEN Submission System User Guide and the Business Rules Guide.
Data submitted through the ESS is authorized 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.
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
1.1Changes from the SY 2009-10 File Specifications
1.2Requirements for Submitting this Data Group
2.0GUIDANCE FOR SUBMITTING THIS FILE
3.0FILE NAMING CONVENTION
3.1Population Status
4.0SEA MEP STUDENTS SERVED – REGULAR SCHOOL YEAR FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA MEP Students Served – Regular School Year File Examples
4.3.1Partial Record Sample for Fixed Format SEA MEP Students Served – Regular School Year File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA MEP Students Served – Regular School Year File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA MEP Students Served – Regular School Year File
5.0LEA MEP STUDENTS SERVED – REGULAR SCHOOL YEAR FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA MEP Students Served – Regular School Year File Examples
5.3.1Partial Record Sample for Fixed Format LEA MEP Students Served – Regular School Year File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA MEP Students Served – Regular School Year File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA MEP Students Served – Regular School Year File
December 2010 / 1 / SY 2010-11U.S. DEPARTMENT OF EDUCATIONN123 – MEP Students Served – Regular School Year
File Specifications v7.0
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFactsData Group: Migrant Education Program (MEP) Students Served Regular School Year Table, DG636. 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 XML file formats. General guidance for constructing all file types may be found in the EDFactsWorkbook.
1.1Changes from the SY 2009-10 File Specifications
Other than the editorial changes listed in the document history on page ii, there have been no changes to this file specification.
1.2Requirements 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 Students Served – Regular School Year File, Core Reporting Requirements
SEA / LEA / SchoolReporting Period / The regular school year that coincides most closely with the 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 / Once for the SEA. / State determines methodology for LEAs to count individual students in the MEP program,
Zero counts / Required for category set A / Not required
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 “N” (No) because no subtotals or education unit totals are required for this file.
Table 1.2–2: MEP Students Served Regular School Year Table, Required Categories, and Applicable Totals
Category Set / Table Name / Age/Grade (All) / Age/Grade (w/o under 3) / Migrant Priority for Services Status (Only) / Continuation (Only) / Total Indicator / Comments
Category Set A / MIGRNTSERVREGSY / X / N / Student Count by Age/Grade (All)
Category Set B / MIGRNTSERVREGSY / X / X / N / Student Count by Age/Grade (w/o under 3) and Migrant Priority for Services Status (Only)
Category Set C / MIGRNTSERVREGSY / X / X / N / Student Count by Age/Grade (w/o under 3) and Continuation (Only)
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the unduplicated number of migrant children who participated in MEP during the regular school year.
Which students should be reported in this file?
Report children who participate in Migrant Education Programs (MEP) under Title 1, Part C including those served under continuation of services authority during the regular school year. Participating migrant children include:
- Children who received instructional or support services funded in whole or in part with MEP funds during the regular school year.
- 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, Section 1304(e) (1–3)).
Which students should not be reported in this file?
Exclude migrant children who were served
- through a Title I SWP where MEP funds were combined with those of other programs
- during the summer/intersession term only and received no services from a project funded by MEP during the regular school year
- by a “referred” service only
Are all students reported in all category sets?
No. All students are reported in category set A. Only students over age 3 and with priority for services status are reported in category set B. Only students over age 3 and receiving services under continuation of services provisions are reported in category set C.
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.”
Why are there two categories for age/grade?
A count of all students is required for category set A. However, data on priority for services (category set B) and continuation (category set C) are collected only for ages above 2. Therefore, one age/grade includes birth through 2 while the other does not.
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[*], or those in a correctional setting.
Which migrant students are reported as having“priority for services” status (only)?
Report participating migratory children who have been classified as having “priority for services” because they are failing, or most at risk of failing to meet the state’s challenging state academic content standards and student academic achievement standards, and their education has been interrupted during the regular school year.
How are student counts reported by continuation (only)?
Report only participating migrant children who received instructional or supportservices during the regular school year served under the continuation of services authority Sections 1304(e) (2)–(3). Do notinclude children served under Section 1304(e) (1), which are children whose eligibility expired during the school term.
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. For example, N/X124 is used to collect the same type of data about students who were served during summer or intersession terms. Section 5.3, "Relationships Among Files," in the EDFacts Workbook explains how these files relate to one another.
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 Students Served – Regular School Year file submissions:
sslevMSTSVRGSYvvvvvvv.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 MEP Students Served – Regular School Year submission.
LEA for a Local Education Agency MEP Students Served – Regular School Year submission.
Filename= MSTSVRGSY (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 1.2–2
O – Optional, data in this field are optional
4.0SEA MEP STUDENTS SERVED – REGULAR SCHOOL YEAR FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA MEP Students Served – Regular School Year 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: MEP Students Served – Regular School Year 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 MIGRANT STUDENTS SERVED REGULAR SY
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., 2010-2011 or 2010 2011). / 2010-2011
or
2010 2011
Filler / 127 / 228 / String / M / Leave filler fields blank.
Carriage Return / Line Feed (CRLF) / 355 / 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 education unit totals.
Section 4.3 contains examples of data records.
Table 4.2–1: MEP Students Served – Regular School Year File, SEA 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.
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 cumulative unduplicated number of participating migrant students who received instructional or supporting services in a Migrant Education Program (MEP). / MIGRNTSERVREGSY
Age/Grade (All) / 69 / 15 / String / A / 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
Migrant Priority for Services Status (Only) / 84 / 15 / String / A / An indication that migratory children 1) are failing to meet, or most at risk of failing to meet, the state's challenging academic content standards and student academic achievement standards; and 2) have experienced interruptions in their education during the regular school year. / PS – Students classified as having "Priority for Services"
MISSING
Age/Grade (w/o under 3) / 99 / 15 / String / A / The age group or grade level (primary instructional level) of children (students). / 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
Continuation (Only) / 114 / 15 / String / A / An indication that migrant children are receiving instructional or support services under the continuation of services authority ESEA Title III Section 1304(e)(2)-(3). / CONTINUED- Continued
MISSING
Filler / 129 / 15 / String / M / Leave filler field blank.
Total Indicator / 144 / 1 / String / M / An indicator that defines the count level (i.e., detail level, subtotal level or education unit total level). / N – specifies detail level
Explanation / 145 / 200 / String / O / Text field for state use. /
Student Count / 345 / 10 / Number / M / If the count provided is either a subtotal or education unit total, it must be equal to or greater than the sum of its parts.
Carriage Return / Line Feed (CRLF) / 355 / 1 / M