U.S. DEPARTMENT OF EDUCATION
EDFacts Submission System
C064 – Teacher Quality in Core Secondary Classes File Specifications
Version 11.0 SY 2014-15
July 2014
U.S. DEPARTMENT OF EDUCATION C064 – Teacher Quality in Core Secondary Classes File Specifications v11.0
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
EDFacts Ross Santy System Owner
July 2014
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: FILE 064 – Teacher Quality in Core Secondary Classes File Specifications – V11.0 (SY 2014-15), U.S. Department of Education, Washington, DC: EDFacts. Retrieved [date] from http://www.ed.gov/edfacts.
On request, this publication is available in alternate formats, such as Braille, large print, or CD Rom. For more information, please contact the Department’s Alternate Format Center at (202) 260–0818.
July 2014 i SY 2014-15 U.S. DEPARTMENT OF EDUCATION C064 – Teacher Quality in Core Secondary Classes File Specifications v11.0 DOCUMENT CONTROL DOCUMENT INFORMATION Title: C064 – Teacher Quality in Core Secondary Classes File Specifications Revision: Version 11.0 Issue Date: July 2014 Security Level: Unclassified – For Official Use Only Filename: 0fce86087f588ccb8634bbcb364d9689.doc.doc
DOCUMENT HISTORY Version Date Summary of Change Number 1.0 – 10.0 Versions 1.0 through 10.0 are used to build files for school years prior to SY 2014-15 11.0 July 2014 Updated for SY 2014-15 Table 2.2-1 Clarified zero, not applicable, and missing reporting guidance 2.4.1 Revised – (What does “highly qualified” mean?) 2.4.1 Revised – (How is a teacher defined?)
July 2014 ii SY 2014-15 U.S. DEPARTMENT OF EDUCATION C064 – Teacher Quality in Core Secondary Classes File Specifications v11.0 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 posted on http://www2.ed.gov/about/inits/ed/edfacts/index.html under EDFacts System Documentation, including:
EDFacts Workbook – a reference guide to using the EDFacts Submission System (ESS); particularly useful to new users; contains multiple appendices, including one that explains how to use the file specifications
ESS User Guide – provides assistance to new users of the EDFacts Submission System (ESS); it addresses the basic mechanics of system access and data submission
EDFacts Business Rules Guide – describes each business rule includes the error number, type, message, definition, edit logic, and the file specifications where the business rules are applied
Please contact the Partner Support Center (PSC) with questions about the documents. You will find contact information for PSC and each State EDFacts Coordinator at: http://www2.ed.gov/about/inits/ed/edfacts/eden/contacts.html
Data submitted through the ESS are authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 2/29/2016). 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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DOCUMENT CONTROL...... ii PREFACE...... iii 1.0 PURPOSE...... 1 2.0 GUIDANCE FOR SUBMITTING THIS FILE...... 1 2.1 Changes from the SY 2013-14 File Specifications...... 1 2.2 Core Requirements for Submitting this File...... 1 2.3 Required Categories and Totals...... 2 2.4 Guidance...... 3 2.4.1 Core Academic Classes...... 3 2.4.2 Reporting at SEA, LEA and School Levels...... 4 2.5 Guidance...... 6 3.0 FILE NAMING CONVENTION...... 7 4.0 FIXED OR DELIMITED FILES...... 8 4.1 Header Record Definition...... 8 4.2 Data Record Definition...... 9 5.0 XML SPECIFICATIONS...... 11 5.1 Category XML Object...... 12 5.2 Table Type XML Object...... 13 5.3 Agency XML Object...... 14 5.4 File Transmit XML Object...... 15
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1.0 PURPOSE
This document contains instructions for building files to submit EDFacts Data Group 383: Teacher Quality in Secondary Classes Table. The definition for this data group is
The number of secondary classes in core academic subjects.
Elementary classes are reported in a separate file, C063 – Teacher Quality in Elementary Classes
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).
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 2013-14 File Specifications
The guidance has been updated and other editorial changes have been made. These changes are listed in the document history on page ii. There have been no changes to the record layouts.
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
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.
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SEA LEA School Education units Include SEA LEAs that were Schools that are included operational and had core included as academic secondary secondary when classes during the calculating poverty reporting period. quartiles for secondary schools. Education units not Closed, inactive, or Closed, inactive, or reported future LEAs future schools LEAs that do not have Schools that are not core academic secondary included as classes during the secondary when reporting period. calculating poverty quartiles for secondary schools. Type of count Unduplicated Unduplicated count of Count of core count of secondary core academic classes in secondary core academic classes in the schools included in academic LEA the calculation of classes in the poverty quartiles state for secondary schools Zero counts Not required Not required Not required
Zero exceptions Not applicable Missing Use “-1” to report missing counts.
Use “MISSING” when a category is not available
2.3 Required Categories and Totals
The table below lists the combinations of the categories and totals that are exoected to be submitted for the state and each LEA or school that should be included in the 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
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Qualifica tion Total Aggregation Table Name Status Indicat Comments (Teacher or s) Category Set A SCCLTCHQUA X N Secondary Classes L by Qualification Status (Teachers) Total of the SCCLTCHQUA Y Total of the Education Unit L Education Unit
2.4 Guidance
This section contains guidance for submitting this file in the format of questions and answers. 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.
2.4.1 Core Academic Classes Revised! What does “highly qualified” mean? In general, a “highly qualified teacher” is one who is: (1) fully certified or licensed by the State, (2) holds at least a bachelor’s degree from a four-year institution, and, (3) demonstrates competence in each core academic subject area in which the teacher teaches. Section 9101(23) of the ESEA defines the term “highly qualified” And the definition can be found at: http://www.ed.gov/policy/elsec/leg/esea02/pg107.html#sec9101.
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 geography1. 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.
Revised! 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 records2. Teacher means any person who meets the definition of that term under State or local law.
1 ESEA, Title IX, Section 9101(11) 2 Based on the definition of "teacher" used in the glossary for the NCES Non-Fiscal Common Core of Data (CCD) for SY 2008-09.
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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 time3.
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 programs reported? 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 classes reported? 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.
2.4.2 Reporting 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
3 Based on the definition of the entity "class/section" from the NCES Handbooks Online as of December 23, 2010.
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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
Beta School 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, Beta School 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 Beta School
Table 2.4.2-1 Example - Reporting for Beta School at the SEA and LEA Level Reporting at SEA File # Classes Comments and LEA level reported for Beta School Elementary classes C063 8 One class for each grade, 1 through 8 Secondary classes C064 16 Four classes for each grade 9 through 12
For the school level, Beta School is reported based on how the school was classified for the calculation of the poverty quartiles. Beta School was classified as an elementary school.
Table 2.4.2-2 Example - Reporting for Beta School at the School Level Reporting at the File # Classes Comments school level reported for Beta School Elementary classes C063 24 All classes are reported as elementary
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Secondary classes C064 0 Beta School is not included in the file at the school level.
Revised! How are classes reported based on classification for calculation of poverty quaritiles? Since the poverty data are collected at the school and not classroom level,States may include as elementary schools all schools that serve children in grades K through 5 (including K through 8 or K through 12 schools) and would therefore include as secondary schools those that exclusively serve children in grades 6 and higher.
2.5 Guidance
See the EDFacts Workbook (http://www2.ed.gov/about/inits/ed/edfacts/index.html) for the standard definitions. This file specification has no additional definitions.
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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:
sslevSECCLSTEAvvvvvvv.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 SCH for a school level filename SECCLSTEA 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 Permitted Lengt Element Positio Type Pop Definition / Comments Values h Name n Abbreviations File Type 1 50 String M Identifies the type of file being SEA submitted. SECONDARY CLASSES TEACHER QUALIFICATIO N
LEA SECONDARY CLASSES TEACHER QUALIFICATIO N
SCHOOL SECONDARY CLASSES TEACHER QUALIFICATIO N Total Records 51 10 Numbe M The total number of data records In File r contained in the file. The header record is NOT included in this count. File Name 61 25 String M The file name including extension, the See section 3.0 same as the external file name.
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Data Start Permitted Lengt Element Positio Type Pop Definition / Comments Values h Name n Abbreviations 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 118 9 String M The school year for which data are 2014-2015 Period being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where OR either a hyphen or a space separates the beginning and ending years. 2014 2015 Filler 127 213 String M Leave filler field blank. Carriage 340 1 M Return / Line Feed (CRLF)
Below is an example of a header record.
Table 4.1–2: Header Record Example Forma File Type, Total Records in File, File Name, File Identifier, File Reporting t Period,¶ Examp SCHOOL SECONDARY CLASSES TEACHER QUALIFICATION,15,EUSEASECCLS le TEA0007.CSV,characters to identify file,2014-2015,¶
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 Start Data Element Lengt Permitted Values Positio Type Pop Definition / Comments Name h Abbreviations n 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 Institute Codes, refer to the (ANSI) code for the state, EDFacts Workbook. District of Columbia, and the possessions and freely associated areas of the United States. DG570 13 2 String M A number used to uniquely 01 – State Education State Agency identify state agencies. This Agency
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Start Data Element Lengt Permitted Values Positio Type Pop Definition / Comments Name h Abbreviations n Number ID cannot be updated through this file. DG4 15 14 String M The identifier assigned to a SEA level – Blank State LEA local education agency (LEA) Identifier by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file. DG5 29 20 String M The identifier assigned to a SEA level – Blank State School school by the state LEA level - Blank Identifier education agency (SEA). Also known as the State School ID. This ID cannot be updated through this file. Table Name 49 20 String M See section 1.0 SCCLTCHQUAL Filler 69 15 String A Leave filler field blank. Filler 84 15 String A Leave filler field blank. Filler 99 15 String A Leave filler field blank. Qualification 114 15 String A An indication of whether HQ – Highly qualified Status (Teachers) teachers are classified as NHQ – Not highly highly qualified for their qualified assignment according to state definition. Total Indicator 129 1 String M An indicator that defines the N – Specifies category count level – see table 2.3-1 set “Required Categories and Y – Specifies subtotal Totals” or total of the education unit Explanation 130 200 String M Text field for state use. Class Count 330 10 Numb M er Carriage Return / 340 1 M Line Feed (CRLF)
Below is an example of a data record, this is the set of data that should be submitted for each education unit. See section 2.3-1.
Table 4.2–2: Data Record Example – School level Aggregatio Example n Format File Record Number,State Code,State Agency Number,State LEA Identifier,State School Identifier,Table Name,Filler,Filler,Filler,Qualification Status (Teachers),Total Indicator,Explanation,Class Count ¶ Category Set 1,80,01,00611NORTHEAST,00000000000000000107,SCCLTCHQUAL,,,,NH
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A Q,N,,75¶ Total of 6,80,01,00611NORTHEAST,00000000000000000029,SCCLTCHQUAL,,,,,Y,, education 175¶ unit
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5.0 XML 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), 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 Attribu Category Cha Definition / Permitted Values Element Data Element Name te Value r Comments Abbreviations CATEGOR Y TYPE M The category or categories for the table type. Qualification Status QUALSTATTCH (Teachers) VALUE M The category permitted value QUALSTATTC An indication of HQ - Highly qualified H whether teachers NHQ - Not highly are classified as qualified highly qualified for their assignment according to state definition.
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 Cha Permitted Values Element Element Attribute Definition / Comments r Abbreviations Name TABLETYPE Table Name TYPEABBRV M See section 1.0 SCCLTCHQUAL Total TOTALINDICATO M An indicator that defines the N – Specifies category set Indicator R count level. See table 2.3-1 Y – Specifies a subtotal or “Required Categories and total of the education unit Totals” level CATEGORY OR The categories used to define the characteristics associated with the count. AMOUNT Class 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 Permitted Cha Element Element Attribute Definition / Comments Values r Name Abbreviations AGENCY DG559 FIPSSTATECODE M The two-digit American National For a list of valid State Code Standards Institute (ANSI) code for State Codes, refer the state, District of Columbia, and to the EDFacts the possessions and freely Workbook. associated areas of the United States. DG570 STATEAGENCYIDNU M A number used to uniquely identify 01 – State State MBER state agencies. This ID cannot be Education Agency Agency updated through this file. Number DG4 STATELEAIDNUMBER M The identifier assigned to a local SEA – Not used State LEA education agency (LEA) by the Identifier state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file. DG 5 STATESCHOOLIDNU M The identifier assigned to a school SEA – Not used State School MBER by the state education agency Identifier (SEA). Also known as the States ID.LEA – Not used This ID cannot be updated through this file. TABLETYP MR The XML Object used to define the E type and value of the count.
Table 5.3-2: Examples of Agency XML Objects Level Example Format
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School
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 Permitted Element Name Attribute Char Definition / Comments Values Abbreviations FILETRANSMISSI M ON File Type FILELAYOUTTYP M Identifies the type of file SEA E being submitted. SECONDARY CLASSES TEACHER QUALIFICATIO N
LEA SECONDARY CLASSES TEACHER QUALIFICATIO N
SCHOOL SECONDARY CLASSES TEACHER QUALIFICATIO N 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 2014-2015 Period data are being reported. The required format is "CCYY– OR CCYY" or "CCYY CCYY", where either a hyphen or a 2014 2015 space must separate the beginning and ending years. AGENCY MR The information that fully
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Data Element Permitted Element Name Attribute Char Definition / Comments Values Abbreviations describes the education unit.
Table 5.4-2: Examples of File Transmission XML Objects Level Example Format
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