Homeless Student Enrolled - SY Count V4.1

U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X118 – Homeless Students Enrolled – School Year Count XML Specifications

Version 4.3 SY 2007-08

October 2008 U.S. DEPARTMENT OF EDUCATION X118 – Homeless Students Enrolled – SY Count XML Specifications v4.3

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

October 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, X118 – Homeless Students Enrolled – School Year Count XML 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.

October 2008 i SY 2007-08 U.S. DEPARTMENT OF EDUCATION X118 – Homeless Students Enrolled – SY Count XML Specifications v4.3

DOCUMENT CONTROL DOCUMENT INFORMATION X118 – Homeless Students Enrolled – School Year Count XML Title: Specifications Revision: Version 4.3 Issue Date: October 2008 Security Level: Unclassified – For Official Use Only Filename: 029a4255f770afad0a78bb241adc6381.doc.doc

DOCUMENT HISTORY Version Date Summary of Change Number 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 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 April 2008 Updated for SY 2007-08.  Section 2.0 guidance was updated and enhanced.  Sections 2.0 and 3.0 were flipped.  Section 4.1 and 5.1 the data group definition was changed.  Section 4.1 and 5.1 the Homeless Primary Nighttime Residence category permitted values were updated.  Section 4.1 and 5.1 grade level category name changed.  Section 4.0 the SEA level was added to the collection. 4.1 April 2008  Updated Microsoft Word file property name. 4.2 September 2008  Section 4.2 and 5.2 – Ungraded permitted value was removed from Age/Grade (3-5/K-12) Category. 4.3 October 2008  Section 2.1 updated Definitions.  Section 4.1, 5.1 updated permitted values table.

RELEASE AUTHORIZATION Name Signature / Date Author QA Release Authority

October 2008 ii SY 2007-08 U.S. DEPARTMENT OF EDUCATION X118 – Homeless Students Enrolled – SY Count XML Specifications v4.3

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.

October 2008 iii SY 2007-08 U.S. DEPARTMENT OF EDUCATION X118 – Homeless Students Enrolled – SY Count XML Specifications v4.3

CONTENTS

DOCUMENT CONTROL...... ii PREFACE...... iii 1.0 PURPOSE...... 1 1.1 Changes from SY 2006–07 File Specifications...... 1 1.2 Requirements for Submitting this Data Group...... 1 2.0 GUIDANCE FOR SUBMITTING THIS FILE...... 2 2.1 Definitions...... 3 3.0 FILE NAMING CONVENTION...... 4 3.1 XML Specification Headings...... 4 4.0 STATE AGENCY METRIC OBJECTS...... 6 4.1 Category XML Object...... 6 4.2 Table Type XML Object...... 8 4.3 Agency XML Object...... 9 4.4 File Transmit XML Object...... 10 5.0 LOCAL EDUCATION AGENCY METRIC OBJECTS...... 11 5.1 Category XML Object...... 11 5.2 Table Type XML Object...... 13 5.3 Agency XML Object...... 14 5.4 File Transmit XML Object...... 15

October 2008 iv SY 2007-08 U.S. DEPARTMENT OF EDUCATION X118 – Homeless Students Enrolled – SY Count XML Specifications v4.3

1.0 PURPOSE

This document contains instructions for building XML files to submit EDFacts Data Group: Homeless Students Enrolled – School Year Count Table, ID# 655. The definition for this data group is in the row “Table Name” in Table 4.2-1.

A separate document contains the non–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 through the Consolidated State Performance Report Part I, Section 1.9 for monitoring and reporting section 724 of the Elementary and Secondary Education Act. 1.1 Changes from SY 2006–07 File Specifications There have been changes to this file specification. These changes resulted in changes to the record layout.

 The SEA level was added to the collection.  The grade level category name changed from grade level (program services) to grade level (3-5/K-12, ungraded).  Additional guidance has been provided in Section 2.0. 1.2 Requirements for Submitting this Data Group The data group is submitted at the following levels:  SEA  LEA

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 “N” (No) because no subtotals or grand totals are required for this file.

Table 1.2–1: Homeless Students Enrolled – SY Count Table, Required Categories, and Applicable Totals Homeless Primary Age/Grade Total Category Set Table Name Nighttime Comments (3–5/K–12) Indicator Residence Student Count Category Set HOMLESENROLC by Age/Grade X N A NT (3-5/K-12; ungraded) Student Count by Homeless Category Set HOMLESENROLC X N Primary B NT Nighttime Residence.

October 2008 1 SY 2007-08 U.S. DEPARTMENT OF EDUCATION X118 – Homeless Students Enrolled – SY Count XML Specifications v4.3

2.0 GUIDANCE FOR SUBMITTING THIS FILE

This file specification collects the cumulative unduplicated number of homeless students enrolled in public school at any time during the school year.

See below for additional guidance concerning this file:

What is the reporting period for this file? The reporting period for this file is the entire school year.

What is the EDFacts submission period for this file? This file is listed amongst the End files.

What education units should be included in this file? Include all LEAs that were open during the reporting period and had students. Report students whether or not the LEA has a McKinney-Vento subgrant.

What education units should not be included in this file? Do not submit LEAs that were closed or future for the entire reporting period. Also, do not submit LEAs that did not have students.

What if my state has zero counts? SEA level submission - Zero counts must be included for the details in the category sets. LEA level submission - Zero counts are not required.

What if my state has missing data? SEA level submission – Submit data when the data are available. Note in your state submission plan if the data by age/grade or by homeless primary nighttime residence are determined not to be available to submit.

LEA level submission  If all counts for an LEA are missing, the LEA can be left out of the file. In your state’s submission plan, include the LEA in the count of LEAs expected to submit the data. The records for that LEA should be submitted when data are available.  If counts are missing for one of the category sets but not for the other, submit the data you have. Missing counts (-1) can be left out of the file. The file can be resubmitted with all the category sets when the data are available.

What grades levels should be reported in this file? Records for LEAs need only include those grade levels offered at the LEA. For example, if the highest grade at an LEA is 6th, the record for that LEA does not need to include grades 7th through 12th.

Is the student count duplicated?

The student counted is unduplicated at the LEA level. If a student were to change LEAs during the school year she/he would be counted at each LEA, but only counted once at the SEA level.

Do other file specifications collect similar data? N/X043 collects a count of homeless students served; that file is a subset of this file

2.1 Definitions The following are definitions that support this file:

Homeless Primary Nighttime Residence Homeless is defined as children/youth who lack a fixed, regular, and adequate nighttime residence, and includes: (1) students who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement; (2) students who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings (within the meaning of section 103(a)(2)(C)); (3) students who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and (4) migratory students who qualify as homeless for the purposes of this subtitle because they are living in circumstances described in (1) through (3) above.

The homeless primary nighttime residence is determined at the time of the initial identification as homeless. Below is additional information about the permitted values for homeless primary nighttime residence:  Shelters include transitional housing and awaiting foster care.  Doubled-up means living with another family.  Unsheltered includes cars, parks, campgrounds, temporary trailers including FEMA trailers, and abandoned buildings.

3.0 FILE 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 Homeless Students Enrolled – School Year Count file submissions: sslevHLSTDENCTvvvvvvv.xml

Where: ss = Two–character USPS State Abbreviation for the submitting SEA. lev = Three–character abbreviation for the level submitted. Use: SEA for a State Education Agency Homeless Students Enrolled – SY Count Submission LEA for a Local Education Agency Homeless Students Enrolled – SY Count submission Filename = HLSTDENCT (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). .xml = The three–character file extension identifying the Data Records.

3.1 XML Specification Headings 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 as previously defined.  Definition/Comments – definition and additional comments related to formats or other business rules.  Permitted Values – disaggregated values for data elements.

The Char (characteristics) column in the XML format matrices accepts the following codes: Table 3.1–1: EDEN XML Format Codes Code Characteristic M Mandatory Element/Attribute O Optional

Code Characteristic C Conditionally Required MR Mandatory and Repeatable Element OR Optional and Repeatable Element CR Conditional and Repeatable Element

4.0 STATE AGENCY METRIC OBJECTS

In order to simplify the transmission process, the State Agency has been separated into three (3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the State Agency that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Age/Grade (3-5/K-12), Homeless Primary Nighttime Residence, etc.), the associated value, and whether the metric value is a subtotal or grand total. The metric objects are contained within the file transmission objects that define the group of values that is being submitted. 4.1 Category XML Object The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count. The XML object matrix is followed by an example of the object.

Table 4.1–1: SEA, Category XML Object Data Element Name Attrib Category Definition / Permitted Element (from Fixed Char ute Value Comments Values Format document) CATEGOR Y TYPE M The category(ies) for the table type. Age/Grade (3-5/K- AGE3TOGRADE 12) 12 Homeless Primary HOMELSPRMRE Nighttime S Residence VALUE M The category permitted value. AGE3TOGRADE The age group or 3TO5NOTK - 3 12 grade level (primary years through 5 instructional level) of (not K) children (students). KG - Kindergarten 01 - Grade 1 02 - Grade 2 03 - Grade 3 04 - Grade 4 05 - Grade 5 06 - Grade 6 07 - Grade 7 08 - Grade 8

Data Element Name Attrib Category Definition / Permitted Element (from Fixed Char ute Value Comments Values Format document) 09 - Grade 9 10 - Grade 10 11 - Grade 11 12 - Grade 12 MISSING NOTCOLLECT - Not Collected HOMELSPRMRE The primary nighttime S - Shelters, S residence of the Transitional student at the time Housing, the student is Awaiting Foster identified as Care homeless. D - Doubled–up (i.e., living with another family) U - Unsheltered (e.g. cars, parks, campgrounds, temporary trailers including FEMA trailers, or abandoned buildings) HM - Hotels/Motels MISSING

Example:

4.2 Table Type XML Object The table type XML object is used to define the type and value of the count. It may contain category XML objects to define additional characteristics. The XML object matrix is followed by an example of the object.

Table 4.2–1: SEA, Table Type XML Object Data Element Name Permitted Element (from Fixed Attribute Char Definition / Comments Values Format document) TABLETYPE Table Name TYPEABBRV M The cumulative HOMLESENROL unduplicated number of CNT homeless students enrolled in public schools at any time during the school year. Total Indicator TOTALINDICAT M An indicator that defines the N - specifies OR count level (i.e., detail level, detail level subtotal level or grand total level). CATEGORY MR The categories used to define the characteristics associated with the count. AMOUNT Student Count M If the count provided is either a subtotal or grand total, it must be equal to or greater than the sum of its parts. EXPLANATIO Explanation O Submitted files will be N 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.

Example:

10 Explanation goes here. 10 Explanation goes here.

4.3 Agency XML Object This section defines the XML object used to submit all State Agency metric information. The XML object matrix is followed by an example of the object.

Table 4.3–1: SEA, Agency XML Object Data Element Name Cha Permitted Element (from Fixed Attribute Definition / Comments r Values Format document) AGENCY ID 559 FIPSSTATECODE M The two–digit Federal For a list of FIPS State Code Information Processing valid FIPS Standards (FIPS) for the State Codes, state, District of Columbia, refer to the and the possessions and EDFacts freely associated areas of Workbook. the United States (e.g., Puerto Rico). ID 570 STATEAGENCYIDNUMB M A number used to uniquely 01 - State State Agency ER identify state agencies. Education Number This ID cannot be updated Agency through this file. TABLETYP MR The XML Object used to E define the type and value of the count.

Example:

See Table Type XML Object example in Section 4.2

4.4 File Transmit XML Object The file transmit object identifies the metric group being transmitted. It also identifies whether the metric group is at the State Agency, LEA or school level. Further, each metric group has an allowable set of Table Types, categories, and category values that correspond to a particular reporting period. This section defines the various file transmit objects and valid metric combinations at the State Agency level.

Table 4.4–1: SEA, File Transmit XML Object Data Element Name Cha Permitted Element (from Fixed Attribute Definition / Comments r Values Format document) FILETRANSMISSIO M N File Type FILELAYOUTTYP M Identifies the type of file SEA E being submitted. HOMELESS STUDENTS ENROLLED SY COUNT File Identifier FILEID 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 SCHOOLYEAR M Enter the Academic School Period 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., 2007–2008 or 2007 2008. AGENCY MR The information that fully describes the education unit.

Example:

See Agency XML Object example in Section 4.3

5.0 LOCAL EDUCATION AGENCY METRIC OBJECTS

In order to simplify the transmission process, the Local Education Agency has been separated into three (3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the LEA that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Age/Grade (3-5/K-12), Homeless Primary Nighttime Residence, etc.), the associated value, and whether the metric value is a subtotal or grand total. The metric objects are contained within the file transmission objects that define the group of values that is being submitted. 5.1 Category XML Object The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count. The XML object matrix is followed by an example of the object.

Table 5.1–1: LEA, Category XML Object Data Element Name Attrib Category Definition / Permitted Element (from Fixed Char ute Value Comments Values Format document) CATEGOR Y TYPE M The category(ies) for the table type. Age/Grade (3-5/K- AGE3TOGRADE 12) 12 Homeless Primary HOMELSPRMRE Nighttime S Residence VALUE M The category permitted value. AGE3TOGRADE The age group or 3TO5NOTK - 3 12 grade level (primary years through 5 instructional level) of (not K) children (students). KG - Kindergarten 01 - Grade 1 02 - Grade 2 03 - Grade 3 04 - Grade 4 05 - Grade 5 06 - Grade 6 07 - Grade 7 08 - Grade 8

Data Element Name Attrib Category Definition / Permitted Element (from Fixed Char ute Value Comments Values Format document) 09 - Grade 9 10 - Grade 10 11 - Grade 11 12 - Grade 12 MISSING NOTCOLLECT - Not Collected HOMELSPRMRE The primary nighttime S - Shelters, S residence of the Transitional student at the time Housing, the student is Awaiting Foster identified as Care homeless. D - Doubled–up (i.e., living with another family) U - Unsheltered (e.g. cars, parks, campgrounds, temporary trailers including FEMA trailers, or abandoned buildings) HM - Hotels/Motels MISSING

Example: See Category XML Object Example in Section 4.1.

5.2 Table Type XML Object The table type XML object is used to define the type and value of the count. It may contain category XML objects to define additional characteristics. The XML object matrix is followed by an example of the object.

Table 5.2–1: LEA, Table Type XML Object Data Element Name Permitted Element (from Fixed Attribute Char Definition / Comments Values Format document) TABLETYPE Table Name TYPEABBRV M The cumulative HOMLESENROL unduplicated number of CNT homeless students enrolled in public schools at any time during the school year. Total Indicator TOTALINDICAT M An indicator that defines the N - specifies OR count level (i.e., detail level, detail level subtotal level or grand total level). CATEGORY MR The categories used to define the characteristics associated with the count. AMOUNT Student Count M If the count provided is either a subtotal or grand total, it must be equal to or greater than the sum of its parts. EXPLANATIO Explanation O Submitted files will be N 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.

Example: See Table Type XML Object example in Section 4.2.

5.3 Agency XML Object This section defines the XML object used to submit all Local Education Agency metric information. The XML object matrix is followed by an example of the object.

Table 5.3–1: LEA, Agency XML Object Data Element Name Cha Permitted Element (from Fixed Attribute Definition / Comments r Values Format document) AGENCY ID 559 FIPSSTATECODE M The two–digit Federal For a list of FIPS State Code Information Processing valid FIPS Standards (FIPS) for the State Codes, state, District of Columbia, refer to the and the possessions and EDFacts freely associated areas of Workbook. the United States (e.g., Puerto Rico). ID 570 STATEAGENCYIDNUMB M A number used to uniquely 01 - State State Agency ER identify state agencies. Education Number This ID cannot be updated Agency through this file. ID 4 STATELEAIDNUMBER M The identifier assigned to a State LEA local education agency Identifier (LEA) by the state education agency (SEA). Also known as State LEA ID. This ID is a required field. This data element cannot be updated through this file. TABLETYP MR The XML Object used to E define the type and value of the count.

Example:

See Table Type XML Object example in Section 4.2

5.4 File Transmit XML Object The file transmit object identifies the metric group being transmitted. It also identifies whether the metric group is at the State Agency, LEA or school level. Further, each metric group has an allowable set of Table Types, categories, and category values that correspond to a particular reporting period. This section defines the various file transmit objects and valid metric combinations at the LEA level.

Table 5.4–1: LEA, File Transmit XML Object Data Element Name Cha Permitted Element (from Fixed Attribute Definition / Comments r Values Format document) FILETRANSMISSIO M N File Type FILELAYOUTTYP M Identifies the type of file LEA E being submitted. HOMELESS STUDENTS ENROLLED SY COUNT File Identifier FILEID 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 SCHOOLYEAR M Enter the Academic School Period 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., 2007–2008 or 2007 2008. AGENCY MR The information that fully describes the education unit.

Example:

See Agency XML Object example in Section 5.3

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