U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N130 –ESEA Status File Specifications
Version 6.0
SY 2009–10
December 2009
U.S. DEPARTMENT OF EDUCATION N130 – ESEA Status
File 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
December 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, N130 – ESEA Status File Specifications, Washington, D.C., 2009.
· This technical guide is also available on the Department’s Web site at: http://www.ed.gov/edfacts
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: / N130 – ESEA Status File SpecificationsRevision: / Version 6.0
Issue Date: / December 2009
Security Level: / Unclassified – For Official Use Only
Filename: / n130-6-0.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. 6.0, 5.2, etc) of this file specification is used to build files for SY 2009-10.
6.0 / December 2009 / · 1.1 – Updated
· 1.2 – Editorial changes to the opening paragraph
· 2.0 – Editorial changes to the text used in the questions and deleting reference to “not collected.”
· 2.2 – Added question on states with approved differentiated accountability pilots.
· 4.2 – Added footnote on LEAs that are not accountable under the state plan
· 5.2 – Added “NA” as a permitted value for improvement status – school
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 ii
PREFACE iii
1.0 PURPOSE 1
1.1 Changes from the SY 2008–09 File Specifications 1
1.2 Requirements for Submitting these Data Groups 1
2.0 GUIDANCE FOR SUBMITTING THIS FILE 2
2.1 LEA File Guidance 2
2.2 School File Guidance 2
3.0 FILE NAMING CONVENTION 4
3.1 Population Status 4
4.0 LEA ESEA SCHOOL YEAR START STATUS FILE 5
4.1 Header Record Definition 5
4.2 Data Record Definition 6
4.3 LEA ESEA School Year Start Status File Examples 8
4.3.1 Partial Record Sample for Fixed Format LEA ESEA School Year Start Status File 8
4.3.2 Partial Record Sample for Comma–Delimited File Format LEA ESEA School Year Start Status File 9
4.3.3 Partial Record Sample for Tab–Delimited File Format LEA ESEA School Year Start Status File 9
5.0 SCHOOL ESEA SCHOOL YEAR START STATUS FILE 10
5.1 Header Record Definition 10
5.2 Data Record Definition 11
5.3 School ESEA School Year Start Status File Examples 13
5.3.1 Partial Record Sample for Fixed Format School ESEA School Year Start Status File 13
5.3.2 Partial Record Sample for Comma–Delimited File Format School ESEA School Year Start Status File 14
5.3.3 Partial Record Sample for Tab–Delimited File Format School ESEA School Year Start Status File 14
December 2009 / iv / SY 2009-10U.S. DEPARTMENT OF EDUCATION N130 – ESEA Status
File Specifications v6.0
1.0 PURPOSE
This document contains instructions for building fixed and delimited files to submit the following EDFacts Data Groups:
· Improvement Status – LEA, DG662
· Improvement Status – School, DG34
· Persistently Dangerous Status, DG36
The definition for these data groups are 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 groups included in this file specification fulfill reporting requirements under No Child Left Behind legislation.
1.1 Changes from the SY 2008–09 File Specifications
For states with approved differentiated accountability pilots, added guidance to section 2.2 and a permitted value of “NA” for improvement status – school.
For all other states, other than the editorial changes listed in the document history on page ii, there have been no other changes to this file specification.
1.2 Requirements for Submitting these Data Groups
This file is submitted at the LEA and School level. Guidance on reporting period and education units included and excluded is included in section 2.0.
Not all data groups are submitted at all levels. See the table below for the data groups applicable at each level, presented in the order they appear in the Detail Record layouts.
Table 1.2–1: ESEA Status File, Data Groups by Level Table
LEA / School /662 – Improvement Status – LEA
34 – Improvement Status – School
36 – Persistently Dangerous Status
2.0 GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect status data on LEAs and schools. Section 2.1 explains the LEA file and section 2.2 explains the school file.
2.1 LEA File Guidance
The LEA file consists of one LEA status: Improvement Status – LEA (DG662)
What is the reporting period for this file?
The reporting period of the improvement status is the current school year. The status for the current school year is based on AYP determinations from previous school years.
Which LEAs should be reported in the file?
Include only LEAs that are accountable under the State Plan and that are operational in the current school year.
Which LEAs should not be reported in the file?
For LEAs that are not accountable under the State plan (e.g., an educational service district that only provides services to students who are assigned to their home district for accountability), either leave the LEA out of the file or use the permitted value “Not Applicable.”
What are the permitted values for improvement status of LEAs?
Each LEA has only one of the following AYP statuses for each school year:
· Not in improvement
· Improvement
· Corrective Action
If the improvement status is not available, it should be reported temporarily as “missing.”
2.2 School File Guidance
The school file consists of two data groups:
· Improvement Status – School (DG 34)
· Persistently Dangerous Status (DG 36)
What is the reporting period for this file?
This file contains (1) the improvement status for the current school year based on the AYP determinations in previous school years and (2) the persistently dangerous status for the current school year based on incidents in previous school years.
Which schools should be reported in the file?
Include only schools that are operational in the current school year.
What are the permitted values for improvement status of schools?
For states that do not have approved differentiated accountability pilots, each school is either “not in improvement” or in one of the following stages of improvement:
o Improvement (Year 1)
o Improvement (Year 2)
o Corrective Action
o Planning for Restructuring
o Restructuring
If the improvement status is not available, it should be reported temporarily as “missing.”
New! What if the state has an approved differentiated accountability pilot?
There are two models for submitting DG#34 for states currently engaged in the differentiated accountability pilot.
1) If a state maintained the ESEA school improvement levels and differentiated within them, use one of the five improvement status permitted values and the explanations field provided to specify the status unique to the state’s differentiated accountability model;
2) If a state developed entirely new school improvement levels, use the “NA” permitted value and report in the explanation field the status as established in the state’s differentiated accountability model.
What are the permitted values for the persistently dangerous status of schools?
Each school is either reported as “persistently dangerous” or “not persistently dangerous. “ If the persistently dangerous status is not available, it should be reported temporarily as “missing.”
Is there additional guidance on persistently dangerous schools?
Yes. The U.S. Department of Education has published Non-Regulatory guidance on Unsafe School Choice. This guidance can be found at: http://www.ed.gov/policy/elsec/guid/unsafeschoolchoice.pdf.
3.0 FILE 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 ESEA School Year Start Status file submissions:
sslevSCHYRSTSTvvvvvvv.ext
Where:
ss = Two–character USPS State Abbreviation for the submitting SEA.
lev = Three–character abbreviation for the level submitted. Use:
LEA for a Local Education Agency ESEA School Year Start Status submission
SCH for a School ESEA School Year Start Status submission
Filename = SCHYRSTST (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
3.1 Population Status
The “Pop” column in the header and data records is coded as follows:
M - Mandatory, this field must always be populated
O - Optional, data in this field is optional
4.0 LEA ESEA SCHOOL YEAR START STATUS FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEA ESEA School Year Start Status file. The file type is specified in the header record.
4.1 Header 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: ESEA School Year Start Status File, 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 NCLB SY START STATUS
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. / 2009-2010
OR
2009 2010
Filler / 127 / 137 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 264 / 1 / M /
4.2 Data Record Definition
Data Records are required and immediately follow the header record in every file submitted to the EDEN Submission System. Data Records provide the improvement status for LEAs. Each LEA has one data record.
See Section 4.3 for examples of the Data Record.
Table 4.2–1: ESEA School Year Start Status File, LEA Data Record
Data ElementName / Start Position / Length / Type / Pop / Definition / Comments / Permitted Values /
File Record Number / 1 / 10 / Number / M / A sequential number assigned by the SEA 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 Standard (FIPS) Code 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
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 ID is a required field. This data element cannot be updated through this file.
Filler / 29 / 20 / String / M / Leave filler field blank.
ID 662
Improvement Status – LEA / 49 / 15 / String / M / An indication of the improvement stage of the local education agency (LEA). / IMPR – Improvement
CORRACT – Corrective Action
NOTIDENT – Not Identified for Improvement
MISSING
NA – Not Applicable[1]
Explanation / 64 / 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.
Carriage Return / Line Feed (CRLF) / 264 / 1 / M /