U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N135 – Neglected or Delinquent Long Term File Specifications
Version 4.1
SY 2007–08
(NEW for 2007–08)
November 2008
U.S. DEPARTMENT OF EDUCATION N135 – Neglected or Delinquent Long
Term File Specifications v4.1
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
Margaret Spellings
Secretary
Office of Planning, Evaluation and Policy Development
Williamson “Bill” M. Evers
Assistant Secretary
November 2008
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, N135 – Neglected or Delinquent Long Term File Specifications, Washington, D.C., 2008.
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: / N135 – Neglected or Delinquent Long Term File SpecificationsRevision: / Version 4.1
Issue Date: / November 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N135 – N or D Long Term v4.0.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 / June 2008 / This is a new file specification for SY 2007–08.
4.1 / November 2008 / · Changed “SEA” to State or State Agency
· 1.0 – Added definitions instead of referring to record layout because file collects two different data groups.
· 1.0 – Corrected definition by adding “consecutive.”
· 2.0 – Revised guidance to better explain the data submitted.
· 2.3 – Clarified information about the program types.
· 4.2 and 5.2 – Removed science, missing, and not collected as permitted values for “academic subject (assessment)
· 4.2 and 5.2 – Removed missing and not collected as permitted values for “Pre-post test indicator” and “pretest results.”
· 4.3 and 5.3 – Updated examples.
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 ii
PREFACE ii
1.0 PURPOSE 2
1.1 Changes from the SY 2006–07 File Specifications 2
1.2 Requirements for Submitting this Data Group 2
2.0 GUIDANCE FOR SUBMITTING THIS FILE 2
2.1 Category Set A – All Long-Term Students 2
2.2 Category Set B – All Long-Term Students Who Took Both Pre and Post Tests 2
2.3 Definitions 2
2.4 Number Format 2
3.0 FILE NAMING CONVENTION 2
3.1 Population Status 2
4.0 STATE AGENCY NEGLECTED OR DELINQUENT LONG TERM FILE 2
4.1 Header Record Definition 2
4.2 Data Record Definition 2
4.3 SEA Neglected or Delinquent Long Term File Examples 2
4.3.1 Partial Record Sample for Fixed Format SEA Neglected or Delinquent Long Term File 2
4.3.2 Partial Record Sample for Comma–Delimited File Format SEA Neglected or Delinquent Long Term File 2
4.3.3 Partial Record Sample for Tab–Delimited File Format SEA Neglected or Delinquent Long Term File 2
5.0 LEA NEGLECTED OR DELINQUENT LONG TERM FILE 2
5.1 Header Record Definition 2
5.2 Data Record Definition 2
5.3 LEA Neglected or Delinquent Long Term File Examples 2
5.3.1 Partial Record Sample for Fixed Format LEA Neglected or Delinquent Long Term File 2
5.3.2 Partial Record Sample for Comma–Delimited File Format LEA Neglected or Delinquent Long Term File 2
5.3.3 Partial Record Sample for Tab–Delimited File Format LEA Neglected or Delinquent Long Term File 2
November 2008 / 12 / SY 2007-08U.S. DEPARTMENT OF EDUCATION N135 – Neglected or Delinquent Long
Term File Specifications v4.1
1.0 PURPOSE
This document contains instructions for building fixed and delimited files to submit the following EDFacts Data Groups:
· Neglected or Delinquent (N or D) Long Term Tables (State Agencies), ID# 672
o The number of students served for at least 90 consecutive days during the reporting period by Title I, Part D, Subpart 1 of ESEA as amended by NCLB.
· Neglected or Delinquent (N or D) Long Term Tables (LEAs), ID# 671
o The number of students served for at least 90 consecutive days during the reporting period by Title I, Part D, Subpart 2 of ESEA as amended by NCLB.
A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.
The data in this file specification is 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 by the No Child Left Behind Act of 2001.
1.1 Changes from the SY 2006–07 File Specifications
Not applicable. This is a new file specification for SY 2007–08.
Neglected or Delinquent - Long Term Specifications (N/X135) collects data that was previously collected in N/X125 and N/X113.
1.2 Requirements for Submitting this Data Group
The data group is submitted at the following levels:
· State
· LEA
The following tables (the state and LEA levels are explained in separate tables) 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 grand totals are required for this file.
Table 1.2–1: State N or D Long Term Tables, Required Categories, and Applicable Totals
Category Set / Table Name / Academic Subject (Assessment) / N or D Program (Subpart 1) / Pre–Post–Test Indicator / Pretest
Results / Total Indicator / Comments /
Category Set A / SEANDLONGTERM / X / X / X / N / Student Count by Academic Subject (Assessment), N or D Program (Subpart 1) and Pre- and Post -Test Indicator
Category Set B / SEANDLONGTERM / X / X / X / N / Student Count by Academic Subject (Assessment), N or D Program (Subpart 1) and Pre-test Results
Table 1.2–2: LEA N or D Long Term Tables, Required Categories, and Applicable Totals
Category Set / Table Name / Academic Subject (Assessment) / N or D Program (Subpart 2) / Pre–Post–Test Indicator / Pretest
Results / Total Indicator / Comments /
Category Set A / LEANDLONGTERM / X / X / X / N / Student Count by Academic Subject (Assessment), N or D Program (Subpart 2) and Pre- and Post-Test Indicator
Category Set B / LEANDLONGTERM / X / X / X / N / Student Count by Academic Subject (Assessment), N or D Program (Subpart 2) and Pre-test Results
2.0 GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the number of long term students who received or benefited from Title I, Part D, Subpart 1 and Subpart 2 and data on whether they took both a pre and post test as well as their pre test results.
See below for additional guidance concerning this file:
What is the reporting period of this file?
The reporting period for this file is July 1 through June 30.
What education units should be included in this file?
At the State level, report all long-term students served by Subpart 1 subgrantees.
At the LEA level, include all LEAs that were open during the reporting period and were a
Title I, Part D, Subpart 2 subgrantee.
What education units should not be included in this file?
At the LEA level, do not submit LEAs that were not Title I, Part D, Subpart 2 subgrantees.
Who is a long-term student?
Long term is defined as students who were enrolled for at least 90 consecutive calendar days from July 1, 2007 through June 30, 2008.
What is the difference between Subpart 1 (state) and Subpart 2 (LEA)?
The Part D, Subpart 1, State Agency Neglected or Delinquent (N or D) program provides formula grants to States for supplementary education services to help provide education continuity for children and youths in state-run institutions (including neglect programs juvenile detention and corrections,and adult corrections) so that these youths can make successful transitions to school or employment once they are exit the program or facility. Funds are allocated by formula to States, which make subgrants to the state agencies responsible for educating children and youths who are N or D.
The Subpart 2 Local Education Agency Program requires each State to reserve from its Title I, Part A allocation, funds generated by the number of children in locally operated institutions for delinquent youths. Subgrants are awarded to LEAs with high proportions of youths who are N or D to supplement educational services in local neglect, detention, corrections, and at-risk programs.
Should State and LEA level data match?
No. The State and LEA levels of this file count two different populations of students.
· The State level of the file only tracks students served by Subpart 1. These students are served in agencies that are run by the state.
· The LEA level of the file only tracks students served by Subpart 2. These students are in locally operated institutions for delinquent youths.
How do I classify program types?
Classify programs based on how the programs are classified to ED for funding purposes. Section 2.3 contains the definitions of each program type.
Data on Juvenile Detention Facilities can be combined with data on Juvenile Corrections under the permitted value for Juvenile Corrections. If this is done, include in the explanation field “includes Juvenile Detention Facilities.”
What if a student is admitted to a facility or program multiple times in the reporting year?
Count each student only once for each program type that the student is served by or receives benefits from. For example, if a student was in a Juvenile Detention Facility for 95 days in the Fall of 2007 and 100 days in the Spring of 2008, the student would be reported once under Juvenile Detention Facilities.
What if a program is funded through Title I, Part A?
Do not include programs funded through Title I, Part A. Include only programs funded under Title I, Part D, Subpart 1 or Subpart 2.
Do any other file specifications collect similar data?
This file specification collects data on youths who were in programs for 90 consecutive days or longer. It is a subset of files N/X119 and N/X127 which collect data on all Neglected, Delinquent or at risk youth. More information on the relationship between these files can be found in the SY 2007-08 EDFacts Workbook.
2.1 Category Set A – All Long-Term Students
What students are included in category set A?
For each N or D Program Type and academic subject combination, report all the long-term students who received services or benefited from Title I, Part D. Report these students as either:
· PRE-POST – Students with both a pre- and a post-test (which occurred during the reporting period.
· NPRE-POST – Students with only a pre-test, only a post-test, or with neither a pre- nor post-test.
For example, if the Neglected Program had 100 long-term students and had the following data for the math assessment:
· 60 – Took both a pre- and post-test
· 10 – Took a pre-test but not a post-test
· 12 – Took a post-test but not a pre-test
· 18 – Took neither a pre- or post-test
The data would be reported as follows:
Academic Subject / N or D Program / Pre-Post Test Indicator / Student CountM / NEGLECT / PRE-POST / 60
M / NEGLECT / NPRE-POST / 40
What if the post-test did not occur during the reporting period?
Report the student as “NPRE-POST.” Include in “PRE-POST” only students whose post-test occurred during the reporting period. Students whose post-tests occurred after the reporting period will be reported as “PRE-POST” in the next year.
What if the pre-test did not occur during the reporting period?
If the pre-test occurred in the six months prior to the beginning of the reporting period but the post-test occurred during the reporting period, include the student in “PRE-POST.”
What if I don’t have data for one of the program types?
Submit the data for all the program types that you have data for. Leave out the program types that you do not have data for. Note in the submission plan which program type you do not have data for.
What if I don’t have data for math or for reading/language arts?
Submit the data for which ever academic subject you have data for. Leave out of the academic subject that for which you do not have data. Note in the submission plan which academic subject does not have data.
What if I don’t have data on pre/post test indicator?
Don’t submit the file. Note in the submission plan that the file will not be submitted.
What if I don’t have data from all the subpart 1 or subpart 2 subgrantees?
Submit the data that you have.
For subpart 1, note in the explanation field the number of subgrantees that submitted and did not submit data.
For subpart 2, include in the submission plan the total number of LEAs that data should have data because the LEA has a subgrant. The difference between the number reported in the submission plan and the number included in the LEA file will be the number of LEAs that did not have data.