U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N106 – Elementary/Middle Additional Indicator
File Specifications
Version 5.0
SY 2008–09
August 2009
U.S. DEPARTMENT OF EDUCATIONN106 – Elementary/Middle Additional Indicator
File Specifications v5.0
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
Arne Duncan
Secretary
Office of Planning, Evaluation and Policy Development
Carmel Martin
Assistant Secretary
August 2009
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, N106 – Elementary/Middle Additional Indicator File Specifications, Washington, D.C., 2009.
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: / N106 – Elementary/Middle Additional Indicator File SpecificationsRevision: / Version 5.0
Issue Date: / August 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N106 - ElemMiddle Additional Indicator v5.0.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 / 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.
4.0 / Version 4.0 or subsequent updates (i.e., 4.1, 4.2, etc.) of this file specification is used to build files for SY 2006–07.
5.0
State Review
Version / July 2009 /
- Replaced SY 2007-08 with SY 2008-09.
- Updated all instances of “grand total” with “total of the education unit.”
- 2.0, 4.2, 5.2 – Updated guidance on racial ethnic
- 4.3, 5.3 – Added note that examples use 5 original permitted values.
- 4.3, 5.3 – Updated data file examples for SY 2008-09.
5.0
Final / August 2009 /
- 1.0– Revised language for information requirement.
- 1.1– Corrected explanation of change from prior SY
- 1.2 – Revised requirements for reporting required categories
- 1.2 and 2.0 – Reformat
- 2.0 – Revised “what are the permitted values for status.”
- 2.0 – Added “why is ‘NA-Not applicable’ a permitted value for status”
- 2.1 – Added guidance for submitting data by student subgroups
- 4.2 and 5.2 – Added footnote referencing use of “NA” for the row “status”
- 4.3 and 5.3 – Updated examples to remove the use of “NA” with other permitted values for a single education unit
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
1.1Revised! Changes from the SY 2007-08 File Specifications
1.2Revised! Requirements for Submitting this Data Group
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1New! Guidance for Submitting Data by Student Subgroups
3.0FILE NAMING CONVENTION
3.1Population Status
4.0LEA ELEMENTARY/MIDDLE ADDITIONAL INDICATOR FILE
4.1Header Record Definition
4.2Data Record Definition
4.3LEA Elementary/Middle Additional Indicator File Examples
4.3.1Partial Record Sample for Fixed Format LEA Elementary/Middle Additional Indicator File
4.3.2Partial Record Sample for Comma–Delimited File Format LEA Elementary/Middle Additional Indicator File
4.3.3Partial Record Sample for Tab–Delimited File Format LEA Elementary/Middle Additional Indicator File
5.0SCHOOL ELEMENTARY/MIDDLE ADDITIONAL INDICATOR FILE
5.1Header Record Definition
5.2Data Record Definition
5.3School Elementary/Middle Additional Indicator File Examples
5.3.1Partial Record Sample for Fixed Format School Elementary/Middle Additional Indicator File
5.3.2Partial Record Sample for Comma–Delimited File Format School Elementary/Middle Additional Indicator File
5.3.3Partial Record Sample for Tab–Delimited File Format School Elementary/Middle Additional Indicator File
August 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN106 – Elementary/Middle Additional Indicator
File Specifications v5.0
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFactsData Group: Elementary/Middle Additional Indicator Status Table, DG556. The definition for this data group is in the row “Table Name” in Table 4.2–1.
Revised!The data collected using this file specification are used to monitor and report performance on programs and activities supported by 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.
1.1Revised!Changes from the SY 2007-08 File Specifications
For SY 2008-09, states may report only the elementary/middle additional indicator for all students instead of reporting the indicator for all students and the subgroups listed in the accountability section of ESEA, as amended. For SY 2009-10, the Department plans to require reporting of the indicator for all students and the subgroups listed in the accountability sections of ESEA, as amended.
For SY 2008-09, if the state elects to report only for all students, each LEA or school will have one record as described in table 1.2-2.
For SY 2008-09, if the state elects to report for all students and the subgroups, each LEA or school will have multiple records as described in table 1.2-3. The data by racial ethnic will be reporting using the 5 or 7 permitted values described in sections 4.0 and 5.0 of the document “EDFacts Guidance on Submitting Racial and Ethnic Data.” In future school years, these data would be submitted using major racial ethnic groups described in that same document in section 7.0.
1.2Revised!Requirements for Submitting this Data Group
New!This section contains tables that summarize the reporting requirements. The first table contains the reporting period and the education units included or excluded. The second and third tables contain the required categories and applicable totals.
New!Table 1.2-1 Elementary/Middle Additional Indicator Tables,, Core Reporting Requirements
SEA / LEA / SchoolReporting Period / School year
The status in this file can be viewed as a final result for the school year...
Education units reported / This file is not submitted at the SEA level / Operational LEAs with elementary and middle grades / Operational schoolswith elementary and middle grades
Education units not reported / Closed, inactive, or future LEAs
LEAs that have only high school grades. / Closed, inactive, or future schools
Schools that have only high school grades.
The following tables 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.
If the state elects to report only all students, use the following table:
New!Table 1.2–2: Elementary/Middle Additional Indicator Tables, Required Categories for all students election
Category Set / Table Name[1] / Racial Ethnic / LEP Status (Only) / Disability Status (Only) / Economically Disadvantaged Status / Status / CommentsAll Students / ELEMIDADNIND / X / All Students
If the state elects to report all students and subgroups, use the following table:
Revised!Table 1.2–3: Elementary/Middle Additional Indicator Tables, Required Categories for all students and subgroups election
Category Set / Table Name / Racial Ethnic / LEP Status (Only) / Disability Status (Only) / Economically Disadvantaged Status / Status / CommentsCategory Set A / ELEMIDADNIND / X / X / Status by Racial Ethnic
Category Set B / ELEMIDADNIND / X / X / Status by LEP Status (Only)
Category Set C / ELEMIDADNIND / X / X / Status by Disability Status (Only)
Category Set D / ELEMIDADNIND / X / X / Status by Economically Disadvantaged Status
All Students / ELEMIDADNIND / X / All Students
When reporting all students and subgroups, the record for all students must be included in the file or the file will have errors.
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the elementary/middle additional indicator.
The guidance below applies regardless of whether the SEA elects to submit data by subgroups. Additional guidance for submitting data by subgroups is in section 2.1.
Revised! What are the permitted values for status?For any school or district, the elementary/middle additional indicator has one of the following statuses for the various student subgroups and for all students:
- METADDIND: The school or district met the additional indicator for the specific student subgroup or all students.
- NOTMETADDIND: The school or district did not meet the additional indicator for the specific student subgroupor all students.
- TOOFEW: The number of students in a specific student subgrouporall students was less than the minimum group size outlines in a state’s consolidated accountability workbook necessary required to reliably calculate theadditional indicator status.
- NOSTUDENTS: There were no students in the subgroup. If a school or district has no students in a specific subgroup, the status should be reported as "NOSTUDENTS." (If no students are in the school or district, the school or district should not be included in this file.)
- MISSING: The status of the additional indicator for a specific school or district is not available at the time the file is prepared.
New!Why is “NA – Not applicable” a permitted value for status?
Schools or districts that are not required to meet the elementary/middle additional indicator (for example, high schools) should not be included in the file. However, if an SEA decides to include them in the file they should be reported as “NA – Not applicable.”
Do any other file specifications collect related data?
Yes, Under ESEA as amended, states determine the Adequate Yearly Progress (AYP) status of each school and district. Each school and district receives one overall AYP designation, collected in N/X103 Data Group DG32. This determination is based on the evaluation of each subgroup within a school or district. The matrix below illustrates the relationship between AYP status and the indicators used to calculate it and EDFacts data groups and files.
AYP Status[2]N/X103, DG32 (N/X103, DG617)
Reading/Language Arts / Mathematics / Other indicators
95 % Participation / AMO Status by Subgroup / 95% Participation / AMO Status by Subgroup / Elementary/
secondary / High school graduation rate
N/X110, DG553 / N/X111, DG552 / N/X108, DG555 / N/X109, DG554 / N/X106, DG556 / N/X107,
IDG557
2.1New!Guidance for Submitting Data by Student Subgroups
The guidance below applies if the SEA elects to submit data by student subgroups in addition to submitting data for all students.
What records are required?
Each school or district will have records for each category set and for all students. A school or district does not have to have records for each of the permitted values of the category racial ethnic
Category set or all students / Number of records per school or districtCategory set A – racial ethnic / One or more
Category set B – LEP status (only) / One
Category set C – disability status (only) / One
Category set D – economically disadvantaged status / One
All students / One
Each record in the file indicates the status of the Elementary/Middle Additional Indicatorfor a specific student subgroup or “all students”. For example, if a school met the Elementary/Middle Additional Indicator Status for economically disadvantaged students, the record would indicate “ECODIS” in the field for “Economically Disadvantaged Status” and “METADDIND” in the field for “Status.”When reporting the indicator for all students, only the field “Status” is used. The status for “All Students” is the result of the participation of all students. It is not the overall designation of the district or school.
How are statuses reported by racial ethnic?
Use the permitted values in either section 4.0 or 5.0 of the document “EDFacts Guidance on Submitting Racial and Ethnic Data.”
Note - For future SYs, the category racial ethnic will be changed to the category major racial and ethnic group. The permitted values for major racial and ethnic group are described in section 7.0 of the document “EDFacts Guidance on Submitting Racial and Ethnic Data.”
Can the permitted value “NA-not applicable” be used with other permitted values?
No. For any district or school, this permitted value is not used in conjunction with other permitted values. If a subgroup of students is not present in a district or school, the status is reported as “NOSTUDENTS.”
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 Elementary/Middle Additional Indicator file submissions:
sslevELMDADINDvvvvvvv.ext
Where:
ss= Two–characterUSPSState Abbreviation for the submitting SEA.
lev= Three–character abbreviation for the level submitted. Use:
LEA for a Local Education Agency Elementary/Middle Additional Indicator submission
SCH for a School Elementary/Middle Additional Indicator submission
Filename= ELMDADIND (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 or table 1.2-3
O – Optional, data in this field is optional
4.0LEA ELEMENTARY/MIDDLE ADDITIONAL INDICATOR FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEA Elementary/Middle Additional Indicator 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: Elementary/Middle Additional Indicator, LEA 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. / LEA ELEMENTARY/MIDDLE ADDITIONAL INDICATOR
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., 2008-2009 or 2008 2009).
Filler / 127 / 278 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 405 / 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.
See Section 4.3 for examples of the Data Record.
Table 4.2–1: Elementary/Middle Additional Indicator, LEA Data Record
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
FIPSState 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 usedto uniquely identify state agencies. This ID cannot be updated through this file. / 01– State Education Agency
ID 4
State LEA Identifier / 15 / 14 / String / M / The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / An indication of whether the district met the Elementary/Middle Additional Indicator requirement in accordance with state definition. / ELEMIDADNIND
Filler / 69 / 15 / String / M / Leave filler field blank.
Racial Ethnic / 84 / 15 / String / A / See “EDFacts Guidance on Submitting Racial Ethnic Data.” / See “EDFacts Guidance on Submitting Racial Ethnic Data.”
MISSING
Filler / 99 / 15 / String / M / Leave filler field blank.
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
LEP Status (Only) / 129 / 15 / String / A / An indication that students are limited English proficient. / LEP – Limited English proficient (LEP) Student
MISSING
Filler / 144 / 15 / String / M / Leave filler field blank.
Economically Disadvantaged Status / 159 / 15 / String / A / An indication of whether students meet the state criteria for classification as economically disadvantaged. / ECODIS– Economically Disadvantaged (ED) Students
MISSING
Filler / 174 / 15 / String / M / Leave filler field blank.
Filler / 189 / 1 / String / M / Leave filler field blank.
Explanation / 190 / 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.
Status / 390 / 15 / String / M / An indication of whether the district met the Elementary/Middle Additional Indicator requirement in accordance with state definition. / METADDIND – Met
NOTMETADDIND – Not Met
TOOFEW – Too Few Students for Reliability
NOSTUDENTS – No students in the Subgroup
MISSING
NA – Not Applicable[3]
Carriage Return / Line Feed (CRLF) / 405 / 1 / M