U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N132 – School End of School Year Status File Specifications

Version 6.1

SY 2009-10

August 2010

U.S. DEPARTMENT OF EDUCATIONN132 - School End of School Year Status

File Specifications v6.1

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

August 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, N132 – School End of School Year Status 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 AlternateFormatCenter at (202) 260-0852 or (202) 260-0818.

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: / N132 – School End of School Year Status File Specifications
Revision: / Version 6.1
Issue Date: / August 2010
Security Level: / Unclassified – For Official Use Only
Filename: / n132-6-1.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / 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 / March 2010 /
  • Updated specifications for SY 2009-10.
  • 1.2 and 2.0 – Reformatted guidance to incorporate a core requirements table into section 1.2
  • 2.2 – Changed the response to the question “how are migrant students who were enrolled in more than one school during the reporting period reported in this file”
  • Removed the following data groups from this file:
  • Public school choice transfer received status, DG543
  • Public school choice transfer used status, DG542
  • SES provided status, DG545

6.1 / August 2010 /
  • 2.2 – Removed the words “cumulative, unduplicated” from question “What is this?” and added new question “How are migrant students who leave a school and then return to the same school reported in this file?”
  • 2.2 – Added new question “Which migrant students should be reported in this data group?”

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.

August 2010 / 1 / SY 2009-10

U.S. DEPARTMENT OF EDUCATIONN132 - School End of School Year Status

File Specifications v6.1

Contents

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

1.1Changes from the SY 2008-09 File Specifications

1.2Requirements for Submitting this File

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Consolidated MEP Funds Status (DG514)

2.2Migrant Students Eligible - Regular School Year (DG110)

2.3Economically Disadvantaged Students (DG56)

2.4School Poverty Percentage (DG31)

2.5GFSA Reporting Status (DG603)

2.6School Improvement Funds Status (DG693)

2.7School Improvement Funds Allocation Table (DG694)

3.0FILE NAMING CONVENTION

3.1Population Status

4.0NCLB SCHOOL END OF SCHOOL YEAR STATUS FILE

4.1Header Record Definition

4.2Data Record Definition

4.3NCLB School End of School Year Status File Examples

4.3.1Partial Record Sample for Fixed Format NCLB School End of School Year Status File

4.3.2Partial Record Sample for Comma-Delimited File Format NCLB School End of School Year Status File

4.3.3Partial Record Sample for Tab-Delimited File Format NCLB School End of School Year Status File

August 2010 / 1 / SY 2009-10

U.S. DEPARTMENT OF EDUCATIONN132 - School End of School Year Status

File Specifications v6.1

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFactsData Groups:

  • Consolidated MEP Funds Status, DG514
  • Economically disadvantaged students, DG56
  • GFSA Reporting Status, DG603
  • Migrant Students Eligible - RegularSchool Year, DG110
  • School Poverty Percentage, DG31
  • School Improvement Funds Status, DG693
  • School Improvement Funds Allocation Table, DG694

A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFactsWorkbook.

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 (ESEA), as amended. These data will be used as responses in the Consolidated State Performance Report (CSPR). The GFSA Reporting Status (DG603) is used to monitor and report on the Gun-Free Schools Act. It will be used for responses to the Gun-Free Schools Act Report.

1.1Changes from theSY 2008-09 File Specifications

There have been changes to the file specification that resulted in changes to the record layout. The following data groups have been removed from this file:

  • Public school choice transfer received status, DG543
  • Public school choice transfer used status, DG542
  • SES provided status, DG545

1.2Requirements for Submitting this File

This section contains a table that summarizes the core reporting requirements.

Table1.2-1School End of School Year Status, Core Reporting Requirements

SEA / LEA / School
Reporting Period / See instructions for each data group in section 2.0
Education units reported / File not submitted at the SEA level / File not submitted at the LEA level / Schools that were operational at any time during the school
Education units not reported / Schools that were closed, inactive, or future for the entire school year. Also exclude operational schools, if the school meets all of the following criteria:
  • Never had students during the school year
  • Did not have a migrant education program, and
  • Did not receive school improvement funds under Section 1003 of the ESEA for the school year

Type of count / See instructions for each data group in section 2.0
Zero counts / See instructions for each data group in section 2.0

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file is used to collect a variety of statuses, percentages and counts that are collected at the school level.

The guidance is organized by data group collected through this file.

2.1Consolidated MEP Funds Status (DG514)

What is this?

This data group indicates whether or not a school has a schoolwide program, as defined by Title I of ESEA, in which federal Migrant Education Program (MEP) funds are consolidated with other funds in a schoolwide program, as authorized under 34 CFR Section 200.29. See ESEA section 1306(a)(4) and 34 CFR section 200.29(c) for the circumstances when MEP funds can be consolidated.

What is the reporting period?

The reporting period is the Migrant Education Program year from September 1 through August 31. This reporting period captures activities occurring both during the school year and the summer, while generally corresponding with the start and end of the school year.

What are the permitted values?

The permitted values are:

  • Yes – MEP program funds were consolidated into a schoolwide program (SWP)
  • No – MEP program funds are not combined, including when the school does not have a Title I schoolwide program
  • NA - The school does not have a migrant education program (MEP).

What if the status is missing?

Use the permitted value “missing.” This is a mandatory field that must be populated.

2.2Migrant Students Eligible - RegularSchool Year (DG110)

What is this?

This data group is the number of eligible migrant students enrolled in a public school during the regular school year.

What is the reporting period?

The reporting period is the regular school year.

Who are eligible migrant students?

Eligible migrant students are children who are, or whose parents or spouses are, migratory agricultural workers, including migratory dairy workers, or migratory fishers, and who, in the preceding 36 months, in order to obtain, or accompany such parents or spouses, in order to obtain, temporary or seasonal employment in agricultural or fishing work (A) have moved from one local education agency (LEA) to another; (B) in a state that comprises a single LEA, have moved from one administrative area to another within such LEA; or (C) reside in an LEA of more than 15,000 square miles, and migrate a distance.

NEW!Which migrant students should be reported in this data group?

Migrant students who are in grades K through 12 and ungraded should be included. Do not include Pre-K, even if these students are part of the ungraded group.

NEW!How are migrant students who leave a school and then return to the same school reported in this file?

If a migrant student leaves a school and comes back, they are counted only once. A migrant student can be reported at more than one school in the state but only once for each school.

How are migrant students who were enrolled in more than one school during the reporting period reported in this file?

Each migrant student should be counted at any school that they attended.

What if the school has no eligible migrant students?

Report zero. This field is mandatory and cannot be left blank.

What if the count is missing?

Use “-1” to represent missing. This is a mandatory field that must be populated.

2.3Economically Disadvantaged Students (DG56)

What is this?

This data group is the unduplicated number of students who met the state criteria for classification as economically disadvantaged according to the state definition.

What is the reporting period?

The reporting period is October 1. In other words, how many students enrolled in the school on October 1 met the state criteria for classification as economically disadvantaged?

What if the school has no economically disadvantages students?

Report zero. This field is mandatory and cannot be left blank.

What if the count is missing?

Use “-1” to represent missing. This is a mandatory field that must be populated.

2.4School Poverty Percentage (DG31)

What is this?

This data group is the percentage of students in the school identified as economically disadvantaged according to the state definition. This data group is sometimes referred to as the “School Poverty Level.”

What is the reporting period?

The reporting period is October 1.

How should the percentage be reported?

Percentages should be reported as numeric valuesin the format of (5, 4). For example, 100 percent would be represented as “1.0000” and 90 percent would be represented as “0.9000.” The decimal point should be present in the value provided. See the file examples in Section 4.

What if the percentage is missing?

Use “-1” to represent missing. This is a mandatory field that must be populated.

2.5GFSA Reporting Status (DG603)

What is this?

This data group indicates whether or not a school submitted a Gun-Free Schools Act (GFSA) of 1994 report to the state, as defined by Title 18, Section 921. (This data group is also reported at the LEA level in N/X131 LEA.)

What is the reporting period?

The reporting period is the school year. In other words, for the school year did the school report on gun incidents to the SEA?

What are the permitted values?

The permitted values are:

  • YESWITHREP – School submitted a report that indicated one or more students had an offense.
  • YESWOREP – School submitted a report that indicated that no students had offenses.
  • NO – The school did not submit a report.
  • NA – The school is not required to submit a report. (This should be very rare.)

What if the status is missing?

Report the school as “no.” If the status is missing, the assumption will be that the school did not submit a report.

2.6School Improvement Funds Status (DG693)

What is this?

This data group indicates whether or not the school received School Improvement funds under Section 1003 of ESEA.

What is the reporting period?

The reporting period is the school year. In other words, during the school year did the school receive School Improvement funds under Section 1003 of ESEA?

What are the permitted values?

The permitted values are:

  • AONLY – The school received funds and all of those funds were Section 1003(a).
  • GONLY – The school received funds and all of those funds were Section 1003(g).
  • BOTH – The school received funds from both Section 1003(a) and Section 1003(g).
  • NOFUNDS – The school received no school improvement funds.
  • NA – Not applicable, the school was not eligible to receive school improvement funds.

What if the status is missing?

The field is optional and can be left blank.

2.7School Improvement Funds Allocation Table (DG694)

What is this?

This data group is the dollar amount the school was allocated under school improvement under Section 1003(a) and/or 1003(g) of ESEA. There are separate fields for Section 1003(a) and Section 1003(g) funds. Section 1003(a) and 1003(g) funds must be reported separately.

What is the reporting period?

The reporting period is the school year. In other words, during the current school year what funds were allocated to the school under Section 1003(a) or (g) of ESEA?

What if aschool received no funds?

The fields should be left blank.

How should the dollar amounts be reported?

The dollar amount should be expressed as numeric values in whole dollars, no decimal places or symbols (e.g., “$” or “,”). For example, $10,000 would be reported as “10000.”

What if the dollar amount is missing?

This is an optional field and should be left blank.

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 NCLB School End of School Year Status file submissions:

sslevSCHSYENDvvvvvvv.ext

Where:

ss=Two-characterUSPSState Abbreviation for the submitting SEA.

lev= Three-character abbreviation for the level submitted. Use:

SCH for a School NCLB School End of School Year Status submission.

Filename=SCHSYEND (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

O - Optional, data in this field is optional

4.0NCLB SCHOOL END OF SCHOOL YEAR STATUS FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the NCLB School End of School Year Status file type. 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:NCLBSchool End of School Year Status File, School 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. / NCLBSCHOOLEND SY 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 (e.g., 2009-2010 or 2009 2010).
Filler / 127 / 270 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 397 / 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 totals of the education unit.

See Section 4.3 for examples of the Data Record.

Table 4.2-1:NCLBSchool End of SchoolYearStatusFileSchool 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 SEA that is unique to each row entry within the file.
DG 559
FIPSState 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.
DG 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
DG 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.
DG 5
StateSchool Identifier / 29 / 20 / String / M / The identifier assigned to a school by the state education agency (SEA). Also known as the States School Identification Number. This ID cannot be updated through this file.
DG 514
Consolidated MEP Funds Status / 49 / 15 / String / M / An indication of whether the school has a schoolwide program, as defined by Title I of ESEA, as amended,,in which federal Migrant Education Program (MEP) funds are consolidated as authorized under 34 CFR Section 200.29. / YES
NO
NA–Not applicable.
MISSING
DG 603
GFSA Reporting Status / 64 / 15 / String / M / An indication of whether the school or local education agency (LEA) submitted a Gun-Free Schools Act (GFSA) of 1994 report to the state, as defined by Title 18, Section 921. / YESWITHREP–Yes, with reporting of one or more students for an offense
YESWOREP– Yes, with no reportedoffenses
NO
NA– Not Applicable
DG 31
School Poverty Percentage / 79 / 6 / Decimal / M / The percentage of students in the school identified as economically disadvantaged according to the state definition. Also known as School Poverty Level. / Percentage – Numeric value of (5, 4), with 100 percent represented as 1.0000.
DG 56
Economically Disadvantaged Students / 85 / 6 / Number / M / The unduplicated number of students who met the state criteria for classification as economically disadvantaged according to the state definition.
DG 110
Migrant Students Eligible -RegularSchool Year / 91 / 15 / Number / M / The cumulative unduplicated number of eligible migrant students enrolled in a public school during the regular school year.
Filler / 106 / 15 / String / M / Leave filler field blank.
Filler / 121 / 15 / String / M / Leave filler field blank.
Filler / 136 / 15 / String / M / Leave filler field blank.
DG 693
School Improvement Funds Status / 151 / 15 / String / O / An indication of whether the school received School Improvement funds under Section 1003 of ESEA, as amended. / AONLY - Section 1003(a) only
GONLY - Section 1003(g) only
BOTH - Both Section 1003(a) and Section 1003(g)
NOFUNDS - , No school improvement funds
NA - Not Applicable
DG 694(a)
School Improvement Funds Allocation – 1003(a) / 166 / 15 / String / O / The funding that the school received for school improvement under Section 1003(a) of ESEA, as amended. / Dollars (to the nearest dollar)
DG 694(g)
School Improvement Funds Allocation – 1003(g) / 181 / 15 / String / O / The funding that the school received for school improvement under Section 1003(g) of ESEA, as amended. / Dollars (to the nearest dollar)
Explanation / 196 / 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) / 396 / 1 / M /