U.S. DEPARTMENT OF EDUCATION
EDFacts Submission System
C141 – LEP Enrolled File Specifications
Version 9.0 SY 2012-13
May 2012
U.S. DEPARTMENT OF EDUCATION C141 – LEP Enrolled File Specifications v9.0
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
May 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, C141 – LEP Enrolled File Specifications, Washington, D.C., 2012.
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.
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DOCUMENT CONTROL DOCUMENT INFORMATION Title: C141 – LEP Enrolled File Specifications Revision: Version 9.0 Issue Date: May 2012 Security Level: Unclassified – For Official Use Only Filename: 091547494da771c5be6363a0ef4ff4dc.doc
DOCUMENT HISTORY Version Date Summary of Change Number 1.0 – 8.0 Versions 1.0 through 8.0 are used to build files for school years prior to SY 2012-13 9.0 May 2012 Updated for SY 2012-13
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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 are authorized 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.
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CONTENTS
DOCUMENT CONTROL...... ii PREFACE...... iii 1.0 PURPOSE...... 1 2.0 GUIDANCE FOR SUBMITTING THIS FILE...... 1 2.1 Changes from the SY 2011-12 File Specifications...... 1 2.2 Core Requirements for Submitting this File...... 1 2.3 Required Categories and Totals...... 2 2.4 Guidance...... 2 3.0 FILE NAMING CONVENTION...... 4 4.0 FIXED OR DELIMITED FILES...... 5 4.1 Header Record Definition...... 5 4.2 Data Record Definition...... 6 5.0 XML SPECIFICATIONS...... 8 5.1 Category XML Object...... 9 5.2 Table Type XML Object...... 10 5.3 Agency XML Object...... 11 5.4 File Transmit XML Object...... 12
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1.0 PURPOSE
This document contains instructions for building files to submit EDFacts Data Group DG678: LEP Enrolled Table. The definition for this data group is
The unduplicated number of LEP students enrolled in an elementary or secondary school at any time during the school year.
This file specification is used to provide data for the Consolidated State Performance Report (CSPR), Part I.
2.0 GUIDANCE 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.
2.1 Changes from the SY 2011-12 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.
2.2 Core Requirements for Submitting this File
The following table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting.
Table 2.2-1: Core Reporting Requirements SEA LEA School Reporting Period Entire school year Education units Include SEA Operational LEAs that File not submitted included have LEP students at the school level enrolled Education units not Closed, inactive, or reported future LEAs LEAs that do not have LEP students enrolled Type of count Once Once for any LEA where the students were enrolled
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SEA LEA School Zero counts Required for Not required category set A only, student counts by Grade Level (Basic) Zero exceptions Zeros are not required for category set B student counts by Language (Home)
2.3 Required Categories and Totals
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 category value must be submitted when reporting that aggregation. The total indicator must be either “Y” (Yes) or “N” (No). o If the record is for a category set, specify an “N” (No). o If the record is for a subtotal or education unit total, specify a “Y” (Yes). 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 Grade Language Total Category Set Table Name Level (Home) Comments Indicator (Basic) Category Set X Student Count by Grade Level LEPENROLLED N A (Basic) Category Set X Student Count by Language LEPENROLLED N B (Home) Total of the Education LEPENROLLED Y Total of the Education Unit Unit
2.4 Guidance
This section contains guidance for submitting this file in the format of questions and answers.
Which students should be reported in this file?
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Report limited English proficient students enrolled in elementary and secondary schools. The definition of limited English proficient students is in section 4.3 of the EDFacts Workbook.
What grade levels should be reported? Records for an LEA need only include those grade levels offered at the LEA. For example, if the highest grade at an LEA is 8th, the record for that LEA does not need to include grades 9th through 12th.
Where are the permitted values and codes for the category language (home)? This file uses the permitted values and codes for language (home) from ISO 639-2. The ISO 639-2 language codes can be found at the following Web site: http://www.loc.gov/standards/iso639-2/php/English_list.php.
The ISO 639-2 language codes are also located in the Data Framework in EDEN. You can access the Data Framework from the left-hand menu in the EDEN Portal. 1. Click on the link for Data Framework in the left-hand menu of the EDEN Portal once you have logged in. The link is under Education Unit Profile. 2. Click on the link for Categories. 3. Select the school year from the dropdown menu. 4. Scroll down the page and click on the link for Language (in the first column).
The page will refresh with a table containing all languages and their codes.
What if a student has a language (home) that is not in the list? The list of language codes is very extensive. In the event that a student has a home language that is not included in the list, please try to determine the language family for that language. The ISO 639-2 has many “Other” values that could apply to your state. When using these “Other” values please identify the other language in the Explanation field.
An example of this would be for students who speak the Maay language. This language is not included in the language list. According to the Ethnologue Web site, Maay is a Cushitic language. The ISO 639-2 has a value for Cushitic (Other). In this case you would report your Maay speaking student count using the Cushitic (Other). In the Explanation field, include a comment that the students in this category speak the Maay language. The Ethnologue Web site can be found at: http://www.ethnologue.com/home.asp
In cases where you have language codes that are not among those accepted by ESS and do not map to another code that is part of the ISO 639-2, you should leave those students out of the count in category set B but include them in the Total of the Education Unit.
Is home language the same as native language? No. The home language is not necessarily the same as the student’s native language.
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How are Title III consortia reported in this file? If your state has Title III consortia, report data by the individual LEAs for this file.
Do other files collect related data? Yes. There are other files that collect data on LEP students. Section 5.4.4 in the EDFacts Workbook explains how these files relate to one another.
3.0 FILE 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:
sslevLEPENROLLvvvvvvv.ext
Table 3.0-1: File Naming Convention Where Means Limit in characters ss USPS State Abbreviation 2 lev Abbreviation for level: 3 SEA for an State Education Agency level LEA for an Local Education Agency level filename LEPENROLL 9 vvvvvvv Alphanumeric string designated by the SEA to 7 uniquely identify the individual submission (e.g., ver0001, v010803) .ext Extension identifying the file format: 4 .txt – fixed .csv – comma delimited .tab – tab delimited .xml – XML
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4.0 FIXED 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
4.1 Header 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 Start Lengt Permitted Element Positi Type Pop Definition / Comments h Values Name on File Type 1 50 String M Identifies the type of file being SEA LEP submitted. ENROLLED
LEA LEP ENROLLED Total 51 10 Numb M The total number of Data Records Records In er contained in the file. The header record File is NOT included in this count. File Name 61 25 String M The file name including extension, the See section 3.0 (Including same as the external file name. file extension) File 86 32 String M Any combination of standard characters Identifier to further identify the file as specified by the SEA (e.g., a date, person’s name, and version number). File 118 9 String M The school year for which data are being 2012-2013 Reporting reported. The required format is "CCYY– Period CCYY" or "CCYY CCYY", where either a OR hyphen or a space separates the beginning and ending years. 2012 2013 Filler 127 213 String M Leave filler field blank.
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Data Start Lengt Permitted Element Positi Type Pop Definition / Comments h Values Name on Carriage 340 1 M Return / Line Feed (CRLF)
Table 4.1–2: Header Record Example Format File Type, Total Records in File, File Name, File Identifier, File Reporting Period,¶ Exampl LEA LEP ENROLLED,21,euleaLEPENROLLver0007.csv,characters to identify file,2012- e 2013,¶
4.2 Data Record Definition
Data records are required and immediately follow the header record in every file submitted to the ESS. Data records provide counts for the specified category sets, subtotals and education unit totals.
Table 4.2–1: Data Records Data Start Lengt Definition / Element Positi Type Pop Permitted Values h Comments Name on File Record 1 10 Numb M A sequential number Number er assigned by the State that is unique to each row entry within the file. DG559 11 2 String M The two–digit American For a list of valid State State Code National Standards Codes, refer to the Institute (ANSI) code for EDFacts Workbook. the state, District of Columbia, and the possessions and freely associated areas of the United States. DG570 13 2 String M A number used to 01 – State Education State uniquely identify state Agency Agency agencies. This ID Number cannot be updated through this file. DG4 15 14 String M The identifier assigned SEA level – Blank State LEA to a local education Identifier agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file. Filler 29 20 String M Leave filler field blank.
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Data Start Lengt Definition / Element Positi Type Pop Permitted Values h Comments Name on Table Name 49 20 String M See Section 1.0 LEPENROLLED Grade Level 69 15 String A The grade level (primary UG – Ungraded (Basic) instructional level) of KG – Kindergarten students. 01 – Grade 1 02 – Grade 2 03 – Grade 3 04 – Grade 4 05 – Grade 5 06 – Grade 6 07 – Grade 7 08 – Grade 8 09 – Grade 9 10 – Grade 10 11 – Grade 11 12 – Grade 12 MISSING Language 84 15 String A The name of the specific See guidance for Web (Home) language or dialect that site with list of language students use to codes. communicate at home. MISSING Filler 99 15 String M Leave filler field blank. Filler 114 15 String M Leave filler field blank. Total 129 1 String M An indicator that defines N – Specifies category Indicator the count level – see set table 2.3-1 “Required Y – Specifies subtotal or Categories and Totals” total of the education unit Explanation 130 200 String O Text field for state use. Student 330 10 Numb M Count er Carriage 340 1 M Return / Line Feed (CRLF)
Table 4.2–2: Data Record Example – LEA level Aggregation Example Format File Record Number,FIPS State Code,State Agency Number,State LEA Identifier,Filler,Table Name,Grade Level (Basic),Language (Home),Filler,Filler,Total Indicator,Explanation,Student Count¶ Category Set A 14,80,01,00613EUPHORIA,,LEPENROLLED,12,,,,N,,10¶ Category Set B 15,80,01,00613EUPHORIA,,LEPENROLLED,,SPA,,,N,,10¶ Total of education unit 19,80,01,00613EUPHORIA,,LEPENROLLED,,,,,Y,,140¶
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5.0 XML SPECIFICATIONS
The XML files contain three (3) distinct metric objects and a file transmit object. 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), the associated value, and whether the metric value is a subtotal or total of the education unit. 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: Table 5.0-1: XML Format Codes Code Characteristic M Mandatory Element/Attribute O Optional C Conditionally Required MR Mandatory and Repeatable Element OR Optional and Repeatable Element CR Conditional and Repeatable Element
The size of the fields is found in the record layouts in section 4.1 and 4.2.
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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.
Table 5.1-1: Category XML Object Definition Data Element Attrib Name Cha Definition / Element Category Value Permitted Values ute (from Fixed r Comments Format document) CATEGOR Y TYPE M The category or categories for the table type. Grade Level GRADELVBASIC (Basic) Language (Home) LANGHOME VALUE M The category permitted value. GRADELVBASIC The grade level UG - Ungraded (primary KG - Kindergarten instructional 01 - Grade 1 level) of 02 - Grade 2 students. 03 - Grade 3 04 - Grade 4 05 - Grade 5 06 - Grade 6 07 - Grade 7 08 - Grade 8 09 - Grade 9 10 - Grade 10 11 - Grade 11 12 - Grade 12 MISSING LANGHOME The name of the See guidance section specific for Web site with list language or of language codes. dialect that MISSING students use to communicate at home.
Table 5.1-2: Category XML Object Example Format
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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.
Table 5.2-1: Table Type XML Object Definition Data Element Name Cha Permitted Element (from Fixed Attribute Definition / Comments r Values Format document) TABLETYPE Table Name TYPEABBRV M See Section 1.0 LEPENROLLED Total Indicator TOTALINDICAT M An indicator that defines the N – Specifies OR count level – see table 2.3-1 category set “Required Categories and Y – Specifies Totals” subtotal or total of the education unit CATEGORY MR The categories used to define the characteristics associated with the count. AMOUNT Student Count M EXPLANATIO Explanation O Text field for state use N
Table 5.2-2: Examples of Table Type XML Objects Format
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5.3 Agency XML Object
This section defines the XML object used to submit all metric information. The XML object matrix is followed by an example of the object.
Table 5.3-1: Agency XML Object Definition Data Element Name Cha Permitted Element (from Fixed Attribute Definition / Comments r Values Format document) AGENCY DG559 FIPSSTATECODE M The two–digit American For a list of State Code National Standards valid State Institute (ANSI) code for Codes, refer to the state, District of the EDFacts Columbia, and the Workbook. possessions and freely associated areas of the United States. DG570 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. DG4 STATELEAIDNUMBER M The identifier assigned to a SEA – Not State LEA local education agency used Identifier (LEA) by the state education agency (SEA). Also known as State LEA ID. 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.
Table 5.3-2: Examples of Agency XML Objects Level Example Format
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5.4 File Transmit XML Object
The purpose of the File Transmit XML Object is to provide information as to the file type, file identifier, and file reporting period.
Table 5.4-1: File Transmit XML Object Definition 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 LEP E being submitted. ENROLLED
LEA LEP ENROLLED 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 The school year for which 2012-2013 Period data are being reported. The required format is OR "CCYY–CCYY" or "CCYY CCYY", where either a 2012 2013 hyphen or a space must separate the beginning and ending years. AGENCY MR The information that fully describes the education unit.
Table 5.4-2: Examples of File Transmission XML Objects Level Example Format May 2012 13 SY 2012-13 U.S. DEPARTMENT OF EDUCATION C141 – LEP Enrolled File Specifications v9.0 FILEID=“characters to identify file" SCHOOLYEAR=“2012 2013">
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