Special Education Paraprofessionals XML Specifications

U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN) X112 – Special Education Paraprofessionals XML Specifications

Version 6.2 SY 2009-10

June 2010

U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2

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

June 2010

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, X112 – Special Education Paraprofessionals XML Specifications, Washington, D.C., 2010.

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.

June 2010 i SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2

DOCUMENT CONTROL

DOCUMENT INFORMATION Title: X112 – Special Education Paraprofessionals XML Specifications Revision: Version 6.2 Issue Date: June 2010 Security Level: Unclassified – For Official Use Only Filename: 0e2798ebae6a2fc070b781cbb846c5aa.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 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 May 2010  Updated specifications for SY 2009-10.  1.2 and 2.0 - Reformatted to incorporate core requirements table  1.2- Added subtotals by qualification status and age group  2.0 - Updated guidance  4.3 and 5.3 – Updated examples for subtotals  Appendix - Updated crosswalk 6.1 June 2010  1.2 – Table 1.2-1 – Updated LEA column of the Education units reported row. 6.2 June 2010  1.2 – Table 1.2-2 – Reinserted Total of Education Unit row.

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June 2010 ii SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2

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.

June 2010 iii SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 CONTENTS

DOCUMENT CONTROL...... ii PREFACE...... iii 1.0 PURPOSE...... 1 1.1 Changes from the SY 2008-09 File Specifications...... 1 1.2 Requirements for Submitting this Data Group...... 1 2.0 GUIDANCE FOR SUBMITTING THIS FILE...... 3 3.0 FILE NAMING CONVENTION...... 5 3.1 XML Specification Headings...... 5 4.0 SEA METRIC OBJECTS...... 7 4.1 Category XML Object...... 7 4.2 Table Type XML Object...... 8 4.3 Agency XML Object...... 9 4.4 File Transmit XML Object...... 10 5.0 LEA METRIC OBJECTS...... 12 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 6.0 APPENDIX: DANS TO EDFACTS CROSSWALK...... 16

June 2010 iv SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2

1.0 PURPOSE

This document contains instructions for building XML files to submit EDFacts Data Group: Special Education Paraprofessionals (FTE) Table, DG647. The definition for this data group is in the row “Table Name” in Table 4.2-1.

The data collected through this file specification is currently collected through Table 2 “Personnel (In Full-Time Equivalency of Assignment) Employed to Provide Special Education and Related Services for Children with Disabilities”, Section B - Paraprofessionals under the Individuals with Disabilities Education Act.

A separate document contains the non-XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.

1.1 Changes from the SY 2008-09 File Specifications

There have been changes to this file specification. These changes resulted in changes to the file record layout. Subtotals by Qualification Status (Paraprofessionals) and by Age Group have been added. Zero counts are required at the SEA level.

1.2 Requirements 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 Special Education Paraprofessionals, Core Reporting Requirements SEA LEA School Reporting Period On or about the state’s established child count date under IDEA Part B (between October 1 and December 1). Revised! Include SEA Operational LEAs File not submitted Education units that have at the school level reported responsibility for educating children with disabilities (IDEA). Education units Closed, inactive, or not reported future LEAs

June 2010 1 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 Type of count Full-time Full-time equivalent, equivalent , rounded to the rounded to the hundredth decimal hundredth decimal place place

Zero counts 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: Special Education Paraprofessionals Tables, Required Categories, and Applicable Totals Qualification Age Total Category Status Table Name Grou Indicat Comments Set (Paraprofessio p or nals) Category SPEDPARAPR X X N Staff (FTE) by Age Set A OF Group and Qualification Status (Paraprofessionals) Subtotal SPEDPARAPR X Y Subtotal by 1 OF Qualification Status (Paraprofessionals) Subtotal SPEDPARAPR X Y Subtotal by Age 2 OF Group Total of SPEDPARAPR Y Total of the the OF Education Unit Educatio n Unit

June 2010 2 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2

2.0 GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the full-time equivalency (FTE) of special education paraprofessionals who are employed or contracted to provide special education and related services to children with disabilities (IDEA) ages 3 through 21. This file specification reflects the requirements of the Individuals with Disabilities Education Act (IDEA ’04). Other files collect data on special education teachers (N/X070) and related services personnel (N/X099).

Additional guidance is below:

New! Who are paraprofessionals? Paraprofessionals are employees who provide instructional support, including those who: (1) provide one-on-one tutoring if such tutoring is scheduled at a time when a student would not otherwise receive instruction from a teacher (2) assist with classroom management, such as organizing instructional and other materials (3) provide instructional assistance in a computer laboratory (4) conduct parental involvement activities (5) provide support in a library or media center (6) act as a translator (7) provide instructional support services under the direct supervision of a teacher.1

Revised! Which paraprofessionals should be reported in this file? Include the FTE of all paraprofessionals employed or contracted to provide special education and related services to students with disabilities (IDEA) ages 3 through 21 regardless of funding source (i.e., Part B, State, and local),, including personnel employed by private agencies.

What paraprofessionals should not be reported in this file? Exclude the FTE of special education paraprofessionals who provide special education and related services exclusively to children with disabilities (IDEA) from birth through age 2.

How are data reported by FTE? When reporting the SEA or LEA data, the data are rounded to the hundredth decimal place. For example, a paraprofessional who works 3 hours per day of a 6-hour school day is counted as 0.50 FTE. A paraprofessional works 4 hours per day of a 6-hour school day, is counted as 0.67 FTE. As another example, if an LEA has two paraprofessionals who each work 4 hours per day of a 6-hour school day, the LEA would report 1.33 FTE (rounding the 1.334 to the nearest hundredth decimal place).

1 Definition adapted from 20 U.S.C § 6319(g)(2)

June 2010 3 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 Revised! How are FTE of paraprofessional reported by qualification status? FTE is reported as either qualified or not qualified. Qualification status depends on whether paraprofessionals are included in the state’s definition of qualified based on the criteria identified in 20 U.S.C. 1412(14)(B).  If paraprofessionals are included, then paraprofessionals must meet the State standard for qualified based on the definition.  If paraprofessionals are not included in the definition, then paraprofessionals are considered qualified for the FTE if they either: o Hold the appropriate State certification or licensure for the position held, or o Hold a position for which no State requirements exist (i.e. certification or licensure requirements). 2 Paraprofessionals who do not meet the standards listed above for qualified are reported as not qualified.

New! What if paraprofessionals serve both students with disabilities (IDEA) and students without disabilities under IDEA? If paraprofessionals work part of their time with students with disabilities (IDEA) and part of their time with students without disabilities under IDEA, report only the proportion of their FTE the paraprofessional works specifically with students with disabilities (IDEA) receiving special education and related services

How are missing data reported? If your state does not have the data available by required disaggregation, please report that as missing in EDFacts.

Where can I find more information on this topic? Additional information about special education paraprofessionals can be found at: https://www.ideadata.org/TAMaterial.asp

How does EDFacts data map to DANS? This file specification provides data for Table 2 of DANS. Tables that map EDFacts to DANS can be found in the Appendix.

2 Adapted from 34 C.F.R. Part 300.156(b)

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 Special Education Paraprofessionals file submissions: sslevSPEDPPROFvvvvvvv.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 Paraprofessionals submission. LEA for a Local Education Agency Paraprofessionals submission. Filename = SPEDPPROF (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:

June 2010 5 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 Table 3.1-1: EDEN 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

4.0 SEA METRIC OBJECTS

The State Education Agency file is composed of 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 SEA that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Age Group, Qualification Status (Paraprofessionals)) and the associated value. 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 Attribut Category Definition / Element (from Fixed Char Permitted Values e Value Comments Format document) CATEGOR Y TYPE M The category(ies) for the table type. Age Group AGEGROUP Qualification QUALSTATPARA Status (Paraprofessional s) VALUE M The category permitted value. AGEGROUP The age range of 3TO5 – 3 through 5 children 6TO21 – 6 through 21 (students) for MISSING which the paraprofessionals work with.

Data Element Name Attribut Category Definition / Element (from Fixed Char Permitted Values e Value Comments Format document) QUALSTATPARA An indication of Q – Qualified whether NQ – Not Qualified paraprofessionalsMISSING are classified as qualified for their assignment according to state definition.

June 2010 8 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 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 Cha Element Attribute Definition / Comments Permitted Values (from Fixed r Format document) TABLETYPE Table Name TYPEABBRV M The number of full-time SPEDPARAPROF equivalent (FTE) paraprofessionals employed or contracted to work with children with disabilities (IDEA) who are ages 3 through 21. Total Indicator TOTALINDICATO M An indicator that defines N – specifies detail R the count level (i.e., detail level level, subtotal level or total Y – specifies a of the education unit level).subtotal or total of the education unit level. CATEGORY OR The categories used to define the characteristics associated with the count. AMOUNT Paraprofessional M Decimal numbers down to Count one hundredth FTE are permitted.

Data Element Name Cha Element Attribute Definition / Comments Permitted Values (from Fixed r Format document) 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.

1298.25 Explanation goes here. 105.1 Explanation goes here. 1410.5 Explanation goes here.

4.3 Agency XML Object

This section defines the XML object used to submit all State Education 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 Definition / Permitted Element (from Fixed Attribute Char Comments Values Format document) AGENCY ID 559 FIPSSTATECODE M The two-digit Federal For a list of valid FIPS State Code Information Processing FIPS State Codes, Standards (FIPS) for refer to the the state, District of EDFacts Columbia, and the Workbook. possessions and freely associated areas of the United States (e.g., Puerto Rico). ID 570 STATEAGENCYIDNUMBE M A number used to 01 – State State Agency R uniquely identify state Education Agency Number agencies. This ID cannot be updated through this file. TABLETYPE MR The XML Object used to define the type and value of the count.

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 SEA or LEA 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 SEA level.

Table 4.4-1: SEA, File Transmit XML Object Data Element Name Cha Definition / Element (from Fixed Attribute Permitted Values r Comments Format document) FILETRANSMISSI M ON File Type FILELAYOUTTYP M Identifies the type of SEA SPECIAL ED E file being submitted. PARAPROFESSIONA LS 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, version number). File Reporting SCHOOLYEAR M Enter the Academic 2008-2009 Period School Year for which data is being reported. OR The required format for entering the File 2009 2010 Reporting Period is "CCYY-CCYY" or "CCYY CCYY", where either a hyphen or a space must separate the beginning and ending years AGENCY M The information that fully describes the education unit.

See Agency XML Object example in Section 4.3.

5.0 LEA 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 school that corresponds to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Age Group, Qualification Status (Paraprofessionals)) and the associated value. The metric objects are contained within the file transmission objects that defines 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 Attribut Category Cha Definition / Element (from Fixed Permitted Values e Value r Comments Format document) CATEGORY TYPE M The category(ies) for the table type. Age Group AGEGROUP Qualification QUALSTATPARA Status (Paraprofessional s) VALUE M The category permitted value. AGEGROUP M The age range of 3TO5 – 3 through 5 children (students)6TO21 – 6 through 21 for which the MISSING paraprofessional works with. QUALSTATPARA M An indication of Q – Qualified whether a NQ – Not Qualified paraprofessional MISSING are classified as qualified for their assignment according to state definition.

June 2010 15 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 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 Element (from Fixed Attribute Char Definition / Comments Permitted Values Format document) TABLETYPE M Table Name TYPEABBRV M The number of full-time SPEDPARAPROF equivalent (FTE) paraprofessionals employed or contracted to work with children with disabilities (IDEA) who are ages 3 through 21. Total Indicator TOTALINDICATOR M An indicator that defines N – specifies detail the count level (i.e., level detail level, subtotal levelY – specifies a or total of the education subtotal or total of unit level). the education unit level. CATEGORY M The categories used to define the characteristics associated with the count. AMOUNT Paraprofessional M Note: Decimal numbers Count down to one-hundredth FTE are permitted. 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

Data Element Name Element (from Fixed Attribute Char Definition / Comments Permitted Values Format document) 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 LEA 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 Definition / Permitted Element Attribute (from Fixed Format r Comments Values document) AGENCY ID 559 FIPSSTATECODE M The two-digit Federal For a list of valid FIPS State Code Information Processing FIPS State Codes, Standards (FIPS) for the refer to Appendix state, District of D in the EDFacts Columbia, and the Workbook. possessions and freely associated areas of the United States (e.g., Puerto Rico). ID 570 STATEAGENCYIDNUMBE M A number used to 01 – State State Agency R uniquely identify state Education Agency Number agencies. This ID cannot be updated through this file. ID 4 STATELEAIDNUMBER M The identifier assigned State LEA Identifier to a local education agency (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 SEA or LEA 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 Definition / Element (from Fixed Attribute Permitted Values r Comments Format document) FILETRANSMISSI M ON File Type FILELAYOUTTYP M Identifies the type of LEA SPECIAL ED E file being submitted. PARAPROFESSIONA LS 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, version number). File Reporting SCHOOLYEAR M Enter the Academic 2008-2009 Period School Year for which data is being OR reported. The required format for 2009 2010 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 AGENCY MR The information that fully describes the education unit.

Example:

June 2010 19 SY 2009-10 U.S. DEPARTMENT OF EDUCATION X112 – Special Education Paraprofessionals File Specifications v6.2 See Agency XML Object example in Section 5.3.

6.0 APPENDIX: DANS TO EDFACTS CROSSWALK

N/X070 (DG486) is used to submit data on special education teachers employed or contracted to provide services to children with disabilities.

N/X112 (DG647) is used to submit data on paraprofessionals employed or contracted to provide services to children with disabilities.

N/X099 (DG609) is used to submit data on related service personnel employed or contracted to provide services to children with disabilities.

Note: Each of the data rows below supply data for the applicable special education staff serving children with disabilities (CwDs) ages 3 through 5 and 6 through 21.

Appendix A - SY 2009-10 IDEA (Staffing – Table 2) – EDFacts Crosswalk EDFacts EDFacts IDEA Data Collection Table Category File Data Description Section Set Spec Group Teachers Serving CwDs A Highly Qualified A.1 N/X070 486 A Not Highly Qualified A.2 N/X070 486 A Total by age range A.3 N/X070 486 Subtotal 2 Total by qualification status A1,2,3 N/X070 486 Subtotal 1 Total column, Total row* N/X070 486 Total of Education Unit

Paraprofessionals Serving CwDs B Qualified B.1 N/X112 647 A Not Qualified B.2 N/X112 647 A Total by age range B.3 N/X112 647 Subtotal 2 Total by qualification status B1,2,3 N/X112 647 Subtotal 1 Total column, Total row* N/X112 647 Total of Education Unit

Related Services Personnel Serving C CwDs Fully Certified C.1 N/X099 609 A Not Fully Certified C.2 N/X099 609 A Total C.3. N/X099 609 Subtotal 1

* Total of the Education Unit is the same as the cell in the DANS form in the total column and total row..

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June 2010 22 SY 2009-10