U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N150 –Graduation Rates for High School Adjusted CohortsFile Specifications
Version 5.0
SY 2008-09
August 2009
U.S. DEPARTMENT OF EDUCATIONN150 – Graduation Rates for High School Adjusted Cohorts
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, N150 – Graduation Rates for High School Adjusted CohortsFile 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: / N150 – Graduation Rates for High School Adjusted CohortsFile SpecificationsRevision: / Version 5.0
Issue Date: / August 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N150 - Graduation Rates for High School Adjusted Cohortsv5.0.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 / This file specification was not used for SY 2007-08.
5.0
State Review
Version / August 2009 / This file specification is new for SY 2008-09.
5.0
Final / August 2009 / 1.2 – Corrected definition of DG 695, Graduation Rate Four Year Adjusted Cohort Table.
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, Kthrough 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 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN150 – Graduation Rates for High School Adjusted Cohorts
File Specifications v5.0
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
1.1Changes from the SY 2007-08 File Specifications
1.2Requirements for Submitting this File
2.0GUIDANCE FOR SUBMITTING THIS FILE
3.0FILE NAMING CONVENTION
3.1Population Status
4.0STATE EDUCATION AGENCY FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA Graduation Rates for High School Adjusted Cohorts File Examples
4.3.1Partial Record Sample for Fixed Format SEA Graduation Rates for High School Adjusted Cohorts File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA Graduation Rates for High School Adjusted Cohorts File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA Graduation Rates for High School Adjusted Cohorts File
5.0LOCAL EDUCATION AGENCY FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA Graduation Rates for High School Adjusted Cohorts File Examples
5.3.1Partial Record Sample for Fixed Format LEA Graduation Rates for High School Adjusted Cohorts File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA Graduation Rates for High School Adjusted Cohorts File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA Graduation Rates for High School Adjusted Cohorts File
6.0SCHOOL FILE
6.1Header Record Definition
6.2Data Record Definition
6.3School Graduation Rate File Examples
6.3.1Partial Record Sample for Fixed Format School Graduation Rates for High School Adjusted Cohorts File
6.3.2Partial Record Sample for Comma–Delimited File Format School Graduation Rates for High School Adjusted Cohorts File
6.3.3Partial Record Sample for Tab–Delimited File Format School Graduation Rates for High School Adjusted Cohorts File
August 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN150 – Graduation Rates for High School Adjusted Cohorts
File Specifications v5.0
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Groups:
-Graduation Rate Four Year Adjusted Cohort Table, DG695
-Graduation Rate Extended Year Adjusted Cohort Table, DG697
The data collected using this file specification are for states using the adjusted cohort graduation rate as defined in ED’s final Title I regulations, released in October 2008. Only states with an adjusted cohort graduation rate approved for accountability purposes should report this file and file N/X151; all other states should report graduation rate data through file N/X041. The definition for these data groupsare in the row “Table Name” 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.
1.1Changes from the SY 2007-08 File Specifications
This specification is new for SY 2008-09.
1.2Requirements for Submitting this File
This section summarizes the reporting requirements.
States with approved four-year adjusted cohort graduation rates should submit this file including data for Graduation Rate Four Year Adjusted Cohort Tables (DG695). States which also have an approved extended year cohort graduation rate should submit this file also including data for Graduation Rate Extended Year Cohort Tables (DG697). States that do not have an approved graduation rate meeting the definitions in the October 2008 Title I Regulations of a “four year adjusted” or “extended year” cohort graduation rates for use in school year 2008-09 should not submit this file. States that do not yet have an approved cohort graduation rate in place for school year 2008-09 should submit data using N/X041 – Graduation Rate for their school year 2008-09 graduation rates.
Table 1.2-1 contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. Table 1.2-2 contains the required categories and applicable totals. Table 1.2-3 contains the table names used in the files for each of the data groups.
Table 1.2-1 Graduation Rates for High School Adjusted Cohorts, Core Reporting Requirements
SEA / LEA / SchoolReporting Period / Entire school year
Education units reported / Include SEA / Operational LEAs with a 12th grade / Operational schools with a 12th grade
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have a 12th grade / Closed, inactive, or future schools
Schools that do not have a 12th grade
Zero rates / Not required / Not required / 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 either “Y” (Yes) or “N” (No). If the record is for a detail count, specify an “N” (No). If the record is for a subtotal or total of the education unit, specify a “Y” (Yes).
Table 1.2–2: Graduation Rates for High School Adjusted Cohorts, Required Categories, and Applicable Totals
Category Set / Table Name / Major Racial Ethnic Group / Disability Status (Only) / LEP Status (Only) / Economically Disadvantaged Status / Total Indicator / CommentsCategory Set A / See table 1.2-3 / X / N / Rate by Major Racial Ethnic Group
Category Set B / See table 1.2-3 / X / N / Rate by Disability Status (Only)
Category Set C / See table 1.2-3 / X / N / Rate by LEP Status (Only)
Category Set D / See table 1.2-3 / X / N / Rate by Economically Disadvantaged Status
Total of the Education Unit / See table 1.2-3 / Y / Graduation Rate for All Students
The following table contains the table names used in the files and the definitions of the two data groups reported in this file.
Table 1.2-3 Graduation Rates for High School Adjusted Cohorts, Table Names Used in Files and Definitions
DG# / DG Name / Table Name used in file / Definition695 / Graduation Rate Four Year Adjusted Cohort Table / GRADRT4YRADJ / Revised! The number of students who graduate in four years with a regular high school diploma divided by the number of students who form the adjusted cohort for that graduating class.
697 / Graduation Rate Extended Year Adjusted Cohort Table / GRADRTEXTADJ / The number of students who graduate in the time period of the extended rate with a regular high school diploma divided by the number of students who form the adjusted cohort for the extended rate.
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the graduation rate for high school adjusted cohortsas defined in ED’s October 2008 Title I regulations. Use this file specification to report your state’s approved cohort graduation rate; report the four year adjusted cohort and, if applicable to your state, the extended year adjusted cohort graduation rates.
What is the different between the two data groups?
After being approved, all states will calculate a graduation rate based on a four year adjusted cohort. That rate is defined below.
Thegraduation rate four year adjusted cohort is the number of students who graduate in four years with a regular high school diploma divided by the number of students who form the adjusted cohort for that graduating class.The four-year adjusted cohort rate includes students who graduate in four years or less.
States may also be approved to calculate and use a graduation rate based on an extended year adjusted cohort. That rate is defined below.
The graduation rate extended year adjusted cohort is the number of students who graduate in the time period of the extended rate with a regular high school diploma divided by the number of students who form the adjusted cohort for the extended rate. The extended year adjusted cohort includes students who transfer into the cohort after year four and excludes students who transfer out, emigrate, or die after year four.
NOTE: If you report the four year adjusted cohort ratesin this file, you mustreport four year adjusted cohort countsin File N/X151. If you report the extended timeadjusted cohort rates in this file, you must report the extended time adjusted cohort counts in File N/X151.
Where is more information about using cohort graduation rates for accountability purposes available?
Refer to for the high school graduation rate non-regulatory guidance.
How is this file specification different from file specifications N/X151 – Graduation Counts for High School Adjusted Cohorts?
This file specification is used to report the graduation rateas defined in ED’s October 2008 Title I regulations. File specifications N/X151 are used to report the number of students in the adjusted cohort used to calculate the graduation rate. States with cohort graduation rates approved by the U.S. Department of Education for accountability purposes should report both files N/X150 and N/X151.
Should a state without a cohort graduation rate approved by U.S. Department of Education for accountability purposes report this file?
No. States that do not have cohort graduation rates approved for accountability purposes should continue to report graduation rates to ED using file N/X041 and should not report files N/X150 or N/X151. States that have cohort graduation rates approved by ED for accountability purposes should submit files N/X150 and N/X151and should not report file N/X041.
How does this file relate to Adequate Yearly Progress (AYP) data?
States will use SY2008-09 graduation rates to determine its high school graduation rate indicators for SY2009-10. Be sure to report SY2008-09graduation rate data in the SY2008-09 file, and the SY2009-10 high school graduation rate indicator status in the SY2009-10 file.
How are graduation rates reported by major racial and ethnic group?
Report students based on the major racial and ethnic group.
What are the permitted values for the category major racial and ethnic group?
The permitted values are:
- White (not Hispanic) / Caucasian
- Black (not Hispanic) / African American
- Hispanic / Latino – use if includes Puerto Ricans
- Hispanic (not Puerto Rican)
- Puerto Rican
- Asian – Use if doesn’t include Pacific Islanders
- Asian / Pacific Islander
- American Indian / Alaska Native / Native American
- Multicultural / Multiethnic / Multiracial / Other
- Filipino
- Native Hawaiian / Other Pacific Islander / Pacific Islander
Which permitted values should be used for the category major racial and ethnic?
States should use thepermitted values for the major racial ethnic subgroups outlined in their State Accountability Workbook andused to determine adequate yearly progress (AYP).
How are graduation rates reported by disability status (only)?
Include in the rate only students who meet the definition of children with disabilities (IDEA) in section 4.2 of the EDFacts Workbook.
How are graduation rates reported by LEP status (only)?
Include in the rate only students who meet the definition of limited English proficient (LEP) students in section 4.3 of the EDFacts Workbook.
How are graduation rates reported by economically disadvantaged status?
Include in the rate only students who meet the state’s definition of economically disadvantaged status.
How are students who change status in certain category groups (ex: disability, LEP, or economically disadvantaged status) during high school reported in the cohort?
The business rules regarding the inclusion or exclusion of students based on statuses are SEA-defined. SEAs should have standards defined and universally applied with regards to students changing status in these groups from the beginning to the end of high school. For additional information, refer to question A-10 of the non-regulatory guidance, which can be found at:
What is the total for the education unit?
The total for the education unit is the graduation rate for all students in the cohort.
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 Graduation Rates for High School Adjusted Cohorts file submissions:
sslevGRADRTCOHvvvvvvv.ext
Where:
ss=Two–characterUSPSState Abbreviation for the submitting SEA.
lev= Three–character abbreviation for the level submitted. Use:
SEA for a State Education Agency Graduation Rates for High School Adjusted Cohorts submission
LEA for a Local Education Agency Graduation Rates for High School Adjusted Cohorts submission
SCH for a School Graduation Rates for High School Adjusted Cohorts Submission
Filename=GRADRTCOH (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 is optional
4.0STATE EDUCATION AGENCY FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Graduation Rates for High School Adjusted Cohorts 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: Graduation Rates for High School Adjusted Cohorts, SEA Header Record
DataElementName / StartPosition / Length / Type / Pop / Definition/Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA GRADUATION RATE ADJUSTED COHORT
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., 2008-2009 or 2008 2009.
Filler / 127 / 224 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 351 / 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.