U.S. DEPARTMENT OF EDUCATION

EDFactsSubmission System

C110 – Reading/Language Arts Participation Status

File Specifications

Version 8.0

SY 2011-12

January 2012

U.S. DEPARTMENT OF EDUCATIONC110 – Reading/Language Arts Participation Status


File Specifications v8.0

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

January 2012

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,C110 – Reading/Language Arts Participation Status File Specifications, Washington, D.C., 2012.

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: / C110 – Reading/Language Arts Participation Status File Specifications
Revision: / Version 8.0
Issue Date: / January 2012
Security Level: / Unclassified – For Official Use Only
Filename: / c110-8-0.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 – 7.0 / Versions 1.0 through 7.0 are used to build files for school years prior to SY 2011-12
8.0 / January 2012 / Reformat and updated for SY 2011-12

PREFACE

This document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.

This document is to be used in coordination with other documentation including the EDFacts Workbook, ESS User Guide and the Business Rules Guide.

Data submitted through the ESS areauthorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 9/30/2013). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.

January 2012 / 1 / SY 2011-12

U.S. DEPARTMENT OF EDUCATIONC110 – Reading/Language Arts Participation Status


File Specifications v8.0

Contents

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Changes from the SY 2010-11 File Specifications

2.2Core Requirements for Submitting this File

2.3Required Categories and Totals

2.4Guidance

3.0FILE NAMING CONVENTION

4.0FIXED OR DELIMITED FILES

4.1Header Record Definition

4.2Data Record Definition

5.0XML SPECIFICATIONS

5.1Category XML Object

5.2Table Type XML Object

5.3Agency XML Object

5.4File Transmit XML Object

January 2012 / 1 / SY 2011-12

U.S. DEPARTMENT OF EDUCATIONC110 – Reading/Language Arts Participation Status


File Specifications v8.0

1.0PURPOSE

This document contains instructions for building files to submit EDFacts Data Group: Reading/Language Arts Participation Status Table, DG553. The definition for this data group is

An indication of whether the district met the 95 percent participation requirement on the reading/language arts assessment in accordance with state definition.

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.

2.0GUIDANCE FOR SUBMITTING THIS FILE

This section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance.

2.1Changes from the SY 2010-11 File Specifications

Other than the editorial changes listed in the document history on page ii, there have been no other changes to this file specification.

2.2Core Requirements for Submitting this File

The following table contains the reporting periodand the education units included or excluded.

Table 2.2-1: Core Reporting Requirements

SEA / LEA / School
Reporting Period / School year
The status in this file can be viewed as a final result for the school year. For example, the status for SY 2011-12 is based on assessments administered during SY 2011-12.
Education units reported / This file is not submitted at the SEA level / Operational LEAs required to determine AYP status / Operational schools
Education units not reported / Closed, inactive, or future LEAs / Closed, inactive, or future schools

2.3Required Categories and Totals

The following table 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. The abbreviations in the “Table Name” column represent the technical name of the data used in the file.

Table 2.3–1: Required Categories and Totals

Category Set / Table Name / Major Racial Ethnic Group / LEP Status
(Only) / Disability Status (ONLY) / Economically Disadvantaged Status / Participation Status / Comments
Category Set A / RLAPRTSTAT / X / X / Status by Major Racial Ethnic Group
Category Set B / RLAPRTSTAT / X / X / Status by LEP Status (Only)
Category Set C / RLAPRTSTAT / X / X / Status by Disability Status (Only)
Category Set D / RLAPRTSTAT / X / X / Status by Economically Disadvantaged Status
Total of the Education Unit / RLAPRTSTAT / X / Status for All Students

2.4Guidance

This section contains guidance for submitting this file in the format of questions and answers.

Are students who were not enrolled for the full academic year included?

Yes. The participation status is based on all students, including both those enrolled for a full academic year and those students not enrolled for a full academic year.

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 major racial and ethnic group.

Table 2.4-1:Number of records

Category set or all students / Number of records per school or district
Category set A – major racial ethnic group / One or more
Category set B – LEP status (only) / One
Category set C – disability status (only) / One
Category set D – economically disadvantaged status / One
Total of the Education Unit - All students / One

Each record in the file indicates the status of the Reading/Language Arts Participation for a specific student subgroup or all students. For example, if a school met the Reading/Language Arts Participation Status for economically disadvantaged students, the record would indicate “ECODIS” in the field for “Economically Disadvantaged Status” and “MET” in the field for “Status.” When reporting the indicator for all students, only the field “Status” is used. The status of “All Students” is the result of the participation of all students. It is not the overall designation of the district or school.

What are the permitted values for participation status?

For any school or district, the Reading/Language Arts Participation status has one of the following statuses for the various student subgroups and for all students:

  • MET: The school or district met the 95% Reading/Language Arts Participation rate for the specific student subgroup or all students.
  • NOTMET: The school or district did not meet the 95% Reading/Language Arts Participation rate for the specific student subgroup or all students.
  • TOOFEW: The number of students in a specific student subgroup or all students was less than the minimum group size outlines in a state’s consolidated accountability workbook necessary required to reliably calculate the Reading/Language Arts Participation 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 Reading/Language Arts Participation status for a specific school or district is not available at the time the file is prepared.

Why is “NA – Not applicable” a permitted value for participation status?

Districts that are not required to meet the Reading/Language Arts participation status due to exceptional circumstances should be left out of the file. However, if an SEA decides to include them in the file they should be reported as “NA – Not applicable.” This status is not used in conjunction with the other statuses. If a subgroup of students is not present in a district or school, the status is reported as “NOSTUDENTS.”

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 whichever permitted values best align with the major racial ethnic subgroups used to determine adequate yearly progress (AYP) as outlined in their State Accountability Plan.

Do any other file specifications collect related data?

Yes. Under NCLB, states determine the Adequate Yearly Progress (AYP) status of each school and district. Each school and district receives one overall AYP designation, which is collected in C103, 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.

Table 2.4-2:AYP Status and Indicators

AYP Status[*]
C103, DG32
Reading/Language Arts / Mathematics / Other indicators
95% Participation / AMO Status by Subgroup / 95% Participation / AMO Status by Subgroup / Elementary/
secondary / High school graduation rate
C110, DG553 / C111, DG552 / C108, DG555 / C109, DG554 / C106, DG556 / C107,
DG557

3.0FILE NAMING CONVENTION

The following file naming convention is to help identify files to provide technical assistance.

A maximum of 25 characters (including the file extension) is allowed for the file name.

The following is the naming convention for file submissions:

sslevRLAPTSTATvvvvvvv.ext

Table 3.0-1: File Naming Convention

Where / Means / Limit in characters
ss / USPS State Abbreviation / 2
lev / Abbreviation for level:
  • LEA for an Local Education Agency level
  • SCH for a school level
/ 3
filename / RLAPTSTAT / 9
vvvvvvv / Alphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803) / 7
.ext / Extension identifying the file format:
.txt – fixed
.csv – comma delimited
.tab – tab delimited
.xml – XML / 4

4.0FIXED OR DELIMITED FILES

This section describes the fixed file and delimited file specifications. The fixed file and delimited files contain a header record followed by data records. The file type is specified in the header record.

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 2.3-1“Required Categories and Totals”

O - Optional, data in this field are optional

4.1Header Record Definition

The header record is required and is the first record in every file submitted to the ESS. 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.

Table 4.1–1: 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. / LEA READING/LANGUAGE ARTS PARTICIPATION STATUS
SCHOOL READING/LANGUAGE ARTS PARTICIPATION 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 / The file name including extension, the same as the external file name. / See section 3.0
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 / The school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years. / 2011-2012
OR
2011 2012.
Filler / 127 / 278 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 405 / 1 / M /

Table 4.1–2: Header Record Example

Format / File Type, Total Records in File, File Name, File Identifier, File Reporting Period,¶
Example / LEAREADING/LANGUAGEARTSPARTICIPATIONSTATUS,9,EULEARLAPTSTATVER0007.CSV,LEARLAPartic,2011-2012,¶

4.2Data Record Definition

Data records are required and immediately follow the header record in every file submitted to the ESS. Data records provide the statuses for the education units.

Table 4.2–1: Data Records

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 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. / 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 data element 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.
ID 5
StateSchool Identifier / 29 / 20 / String / M / The School identifier assigned by the state education agency (SEA). This data element cannot be updated through this file. / LEA - Blank
Table Name / 49 / 20 / String / M / See section 1.0 / RLAPRTSTAT
Filler / 69 / 15 / String / M / Leave filler field blank.
Major Racial Ethnic Group / 84 / 15 / String / A / The major racial and ethnic groups states use for accountability and assessment data. / MA - Asian
MAN - American Indian / Alaska Native or Native American
MAP - Asian / Pacific Islander
MB - Black (not Hispanic) or African American
MF - Filipino
MHL - Hispanic / Latino
MHN - Hispanic (not Puerto Rican)
MM - Multicultural or Multiethnic or Multiracial
MNP - Native Hawaiian / Other Pacific Islander or Pacific Islander
MPR - Puerto Rican
MW - White (not Hispanic) or Caucasian
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 Disadvantage 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 / Text field for state use
Status / 390 / 15 / String / M / See section 2.4 / MET – Met 95%
NOTMET – Did Not Meet 95%
TOOFEW – Too Few Students for Reliability
NOSTUDENTS – No Students in the Subgroup
MISSING
NA – Not Applicable[†]
Carriage Return / Line Feed (CRLF) / 405 / 1 / M

Table 4.2–2: Data Record Example – School level

Aggregation / Example
Format / File Record Number,FIPS State Code,State Agency Number,State LEA Identifier,State School Identifier,Table Name,Filler,Major Racial Ethnic Group ,Filler,Disability Status (Only),LEP Status (Only),Filler,Economically Disadvantaged Status,Filler,Filler,Explanation,Status¶
Category Set A / 1,80,01,00603EUPHORIA,30600,RLAPRTSTAT,,MAN,,,,,,,,,MET¶
Category Set B / 7,80,01,00603EUPHORIA,30600,RLAPRTSTAT,,,,,LEP,,,,,,MET¶
Category Set C / 8,80,01,00603EUPHORIA,30600,RLAPRTSTAT,,,,WDIS,,,,,,,NOTMET¶
Category Set D / 9,80,01,00603EUPHORIA,30600,RLAPRTSTAT,,,,,,,ECODIS,,,,NOTMET¶
Total of education unit / 10,80,01,00603EUPHORIA,,RLAPRTSTAT,,,,,,,,,,,NOTMET¶

5.0XML SPECIFICATIONS

The XML files contain three (3) distinct metric objects and a file transmit objects. The structure of the objects contains a node that defines the education unit that corresponds to the submitted metric. The structure also contains nodes that represent the characteristics of the metric (see table 2.3-1 for a list of the characteristics used in this file)and the associated value. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.

The XML specifications are represented in a table with the headings:

  • Element – name of the XML element tag.
  • Attribute – name of the XML attribute tag.
  • Category Value – name of the category.
  • Char – the XML element or attribute characteristic see table 5.0-1 below
  • Definition/Comments – definition and additional comments related to formats or other business rules.
  • Permitted Values –values for data elements.

The Char (characteristics) column in the XML format matrices accepts the following codes: