U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N064 – Teacher Quality in Core Secondary Classes

File Specifications

Version 6.0

SY 2009-10

October 2009

U.S. DEPARTMENT OF EDUCATIONN064 - Teacher Quality in

Core Secondary Classes 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

October 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, N064 – Teacher Quality in Core Secondary Classes 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: / N064 – Teacher Quality in Core Secondary Classes File Specifications
Revision: / Version 6.0
Issue Date: / October 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N064 - Teacher Quality in Core Secondary Classes v6.0.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / Version 1.0 or subsequent updates (i.e., 1.1, 1.2, etc) of this file specification is used to build files for SYs 2003-04 and 2004-05.
2.0 / Version 2.0 or subsequent updates (i.e., 1.2, 2.2, etc) of this file specification is used to build files for SY 2005-06.
3.0 / Version 3.0 or subsequent updates (i.e., 3.1, 3.2, etc) of this file specification is used to build files 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 / October 2009 / Updated specifications for SY 2009-10.

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

PREFACE

1.0PURPOSE

1.1Changes from the SY 2008-09 File Specifications

1.2Requirements for Submitting this Data Group

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Core Academic Classes

2.2Reporting at SEA, LEA and School Levels

3.0FILE NAMING CONVENTION

3.1Population Status

4.0SEA TEACHER QUALITY IN SECONDARY CLASSES FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA Teacher Quality in Secondary Classes File Examples

4.3.1Partial Record Sample for Fixed Format SEA Teacher Quality in Secondary Classes File

4.3.2Partial Record Sample for Comma–Delimited File Format SEA Teacher Quality in Secondary Classes File

4.3.3Partial Record Sample for Tab–Delimited File Format SEA Teacher Quality in Secondary Classes File

5.0LEA TEACHER QUALITY IN SECONDARY CLASSES FILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA Teacher Quality in Secondary Classes File Example

5.3.1Partial Record Sample for Fixed Format LEA Teacher Quality in Secondary Classes File

5.3.2Partial Record Sample for Comma–Delimited File Format LEA Teacher Quality in Secondary Classes File

5.3.3Partial Record Sample for Tab–Delimited File Format LEA Teacher Quality in Secondary Classes File

6.0SCHOOL TEACHER QUALITY IN SECONDARY CLASSES FILE

6.1Header Record Definition

6.2Data Record Definition

6.3School Teacher Quality in Secondary Classes File Example

6.3.1Partial Record Sample for Fixed Format School Teacher Quality in Secondary Classes File

6.3.2Partial Record Sample for Comma–Delimited File Format School Teacher Quality in Secondary Classes File

6.3.3Partial Record Sample for Tab–Delimited File Format School Teacher Quality in Secondary Classes File

October 2009 / 1 / SY 2009-10

U.S. DEPARTMENT OF EDUCATIONN064 - Teacher Quality in

Core Secondary Classes File Specifications v6.0

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Teacher Quality in Secondary Classes Table, DG383. The definition for this data group is in the row “Table Name” in Table 4.2-1.

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. These data will be used as responses in the Consolidated State Performance Report (CSPR).

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 2008-09 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.

1.2Requirements for Submitting this Data Group

This section contains two tables that summarize the reporting requirements. The first table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. The second table contains the required categories and applicable totals.

Table 1.2-1 Teacher Quality in Core Secondary Classes Table Core Reporting Requirements

SEA / LEA / School
Reporting Period / Entire school year
The count of classes must include all semesters, quarters, or terms of the school year. For example, if core academic classes are held in summer sessions, those classes should be included in the count of core academic classes. A state determines into which school year classes fall.
Education units reported / LEAs that were operational and had core academic secondary classes during the reporting period. / Schools that are included as secondary when calculating poverty quartiles for secondary schools.
Education units not reported / Closed, inactive, or future LEAs
LEAs that do not have core academic secondary classes during the reporting period. / Closed, inactive, or future schools
Schools that are not included as secondary when calculating poverty quartiles for secondary schools.
Type of count / Unduplicated count of secondary core academic classes in the state / Unduplicated count of secondary core academic classes in the LEA / Count of core academic classes in schools included in the calculation of poverty quartiles for secondary schools
Zero counts / 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: Teacher Quality in Secondary ClassesTable, Required Categories, and Applicable Totals

Category Set / Table Name / Qualification Status (Teachers) / Total Indicator / Comments
Category Set A / SCCLTCHQUAL / X / N / Secondary Classes by Qualification Status (Teachers)
Total of the Education Unit / SCCLTCHQUAL / Y / Total of the Education Unit

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect data onsecondarycore academic classes and core academic classes in secondary schools.. A separate file, N/X063 – Teacher Quality in Elementary Classes, collects the count of elementary core academic classes and core academic classes in elementary schools.

The guidance is divided into two sections. The first section contains guidance on core academic classes. The second section contains guidance for reporting at the various education levels.

2.1Core Academic Classes

What does “highly qualified” mean?

Section 9101(23) of the ESEA defines the term “highly qualified.” The definition can be found at:

What are the core academic subjects?

Core academic subjects are English, reading/language arts, mathematics, science, foreign languages, civics and government, economics, arts, history, and geography[1]. While the statute includes the arts in the core academic subjects, it does not specify which of the arts are core academic subjects; therefore, states must make this determination.

How is a teacher defined?

A teacher is an individual who provides instruction in the core academic areas to kindergarten, grades 1 through 12, or ungraded classes, or individuals who teach in an environment other than a classroom setting and who maintain daily student attendance records[2].

How is a class defined?

A class is a setting in which organized instruction of core academic course content is provided to one or more students (including cross-age groupings) for a given period of time. (A course may be offered to more than one class.) Instruction, provided by one or more teachers or other staff members, may be delivered in person or via a different medium. Classes that share space should be considered as separate classes if they function as separate units for more than 50 percent of the time[3].

What if a class has more than one teacher?

The teacher of record (the person who is primarily responsible for the instruction that takes place in the classroom) is the person who must be highly qualified. If a class is taught by a non-highly qualified teacher with the assistance of a high qualified consultative teacher, report the class as not taught by a highly qualified teacher.

What if the teacher of record changes during the school year?

The state should establish a point in time to determine whether the classes are taught by highly or not highly qualified teachers. The determination is based on who the teacher of record was at that time even if the teacher changes the next day.

Are tutorials and pull-out programsreported?

No. Exclude tutorials, pull-out programs, and other instruction that is not classroom-based.

Are classes taught by special education teachers reported?

It depends. Classes taught by special education teachers are included if the class is direct instruction of a core academic subject.

How are self-contained multiple-subject secondary classesreported?

Each core academic subject taught for which students are receiving credit toward graduation should be counted. For example, if the same teacher teaches English, calculus, history, and science in a self-contained classroom, count these as four separate classes. If the teacher were highly qualified only to teach English, the English class would be counted as taught by a highly qualified teacher while the other three classes would be counted as not taught by a highly qualified teacher.

2.2Reporting at SEA, LEA and School Levels

Core academic classes are reported differently at the SEA and LEA level than at the school level:

  • Classification to determine highly qualified status – For the SEA and LEA level, classes are reported as elementary or secondary based on how the state classifies the class to determine whether the teacher is highly qualified. The configuration of the school is not relevant to this count.
  • Classification based calculation of poverty quartiles – For the school level, classes are reported as elementary or secondary based on whether the school where the classes is taught is included in the calculation of poverty quartiles for elementary schools or for secondary schools.

This means that the total classes reported in this file at the school level may not equal the total classes reported in this file at the SEA and LEA levels.

Example

BetaSchool offers grades 1st through 12th.

The school is included as an elementary school when calculating poverty quartiles.

The state determines competency requirements for grades 1st through 8th as elementary instruction and for grades 9th through 12th as secondary instruction.

There is one core academic class for each grade in the span 1st through 8th.

There are four core academic classes for each grade in the span 9th through 12th.

For SEA and LEA level, BetaSchool is reported based on classification used to determine highly qualified status. Therefore grades 1st through 8th are reported as elementary and grades 9th through 12th are reported as secondary. The table below illustrates how the data would be reported for BetaSchool

Table 2.2-1 Example - Reporting for BetaSchool at the SEA and LEA Level

Reporting at SEA and LEA level / File # / Classes reported for Beta School / Comments
Elementary classes / N/X063 / 8 / One class for each grade, 1 through 8
Secondary classes / N/X064 / 16 / Four classes for each grade 9 through 12

For the school level, BetaSchool is reported based on how the school was classified for the calculation of the poverty quartiles. BetaSchool was classified as an elementary school.

Table 2.2-2 Example - Reporting for BetaSchool at the School Level

Reporting at the School level / File # / Classes reported for Beta School / Comments
Elementary classes / N/X063 / 24 / All classes are reported as elementary
Secondary classes / N/X064 / 0 / BetaSchool is not included in the file at the school level.

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 Teacher Quality in Secondary Classes file submissions:

sslevSECCLSTEAvvvvvvv.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 Teacher Quality in Secondary Classes submission

LEA for a Local Education Agency Teacher Quality in Secondary Classes submission

SCH for a School Teacher Quality in Secondary Classes submission

Filename=SECCLSTEA (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

4.0SEA TEACHER QUALITY IN SECONDARY CLASSES FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Teacher Quality in Secondary Classes 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: Teacher Quality in Secondary Classes File, 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 SECONDARY CLASSES TEACHER QUALIFICATION
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, 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 / 213 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 340 / 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.

Section 4.3 contains examples of Data Records.

Table 4.2–1: Teacher Quality in Secondary Classes File, SEA 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 State that is unique to each round 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 (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
Filler / 15 / 14 / String / M / Leave filler field blank.
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / The number of secondary classes in core academic subjects. / SCCLTCHQUAL
Filler / 69 / 15 / String / M / Leave filler field blank.
Filler / 84 / 15 / String / M / Leave filler field blank.
Filler / 99 / 15 / String / M / Leave filler field blank.
Qualification Status (Teachers) / 114 / 15 / String / A / An indication of whether teachers are classified as highly qualified for their assignment according to state definition. / HQ – Highly qualified
NHQ – Not highly qualified
Total Indicator / 129 / 1 / String / M / An indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit level). / N – specifies detail level
Y – specifies a subtotal or total of the education unit level.
Explanation / 130 / 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. /
Class Count / 330 / 10 / Number / M / If the count provided is either a subtotal or total of the education unit, it must be equal to or greater than the sum of its parts.
Report based on classification to determine highly qualified status
Carriage Return/Line Feed (CRLF) / 340 / 1 / M