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U.S. DEPARTMENT OF EDUCATION
EDFacts Submission System
C063 Teacher Quality in Elementary Classes
File Specifications
Version 10.0
SY 2013-14
May 2013
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 officers 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
Denise Forte
Acting Assistant Secretary
May 2013
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, C063 Teacher Quality in Elementary Classes, Washington, D.C., 2013.
This technical guide is also available on the Departments Web site at: HYPERLINK "http://www.ed.gov/edfacts" 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 Departments Alternate Format Center at (202) 2600852 or (202) 2600818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title:C063 Teacher Quality in Elementary Classes File SpecificationsRevision:Version 10.0Issue Date:May 2013Security Level:Unclassified For Official Use OnlyFilename: FILENAME \* MERGEFORMAT c063-10-0.doc
DOCUMENT HISTORY
Version NumberDateSummary of Change 1.0 8.0Versions 1.0 through 8.0 are used to build files for school years prior to SY 2012-139.0May 2012Updated for SY 2012-13
2.4 Divided 2.4 into two sections (core academic classes and reporting at SEA, LEA, and school levels) to match layout of C06410.0May 2013Updated for SY 2013-14
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 State Education Agencies (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 02/29/2016). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K12) 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.
Contents
TOC \o "2-3" \h \z \t "Heading 1,1,PropHead1,1" HYPERLINK \l "_Toc324769438" DOCUMENT CONTROL PAGEREF _Toc324769438 \h ii
HYPERLINK \l "_Toc324769439" PREFACE PAGEREF _Toc324769439 \h iii
HYPERLINK \l "_Toc324769440" 1.0 PURPOSE PAGEREF _Toc324769440 \h 1
HYPERLINK \l "_Toc324769441" 2.0 GUIDANCE FOR SUBMITTING THIS FILE PAGEREF _Toc324769441 \h 1
HYPERLINK \l "_Toc324769442" 2.1 Changes from the SY 2012-13 File Specifications PAGEREF _Toc324769442 \h 1
HYPERLINK \l "_Toc324769443" 2.2 Core Requirements for Submitting this File PAGEREF _Toc324769443 \h 1
HYPERLINK \l "_Toc324769444" 2.3 Required Categories and Totals PAGEREF _Toc324769444 \h 2
HYPERLINK \l "_Toc324769445" 2.4 Guidance PAGEREF _Toc324769445 \h 3
HYPERLINK \l "_Toc324769446" 2.4.1 Core Academic Classes PAGEREF _Toc324769446 \h 3
HYPERLINK \l "_Toc324769447" 2.4.2 Reporting at SEA, LEA and School Levels PAGEREF _Toc324769447 \h 4
HYPERLINK \l "_Toc324769448" 3.0 FILE NAMING CONVENTION PAGEREF _Toc324769448 \h 6
HYPERLINK \l "_Toc324769449" 4.0 FIXED OR DELIMITED FILES PAGEREF _Toc324769449 \h 7
HYPERLINK \l "_Toc324769450" 4.1 Header Record Definition PAGEREF _Toc324769450 \h 7
HYPERLINK \l "_Toc324769451" 4.2 Data Record Definition PAGEREF _Toc324769451 \h 8
HYPERLINK \l "_Toc324769452" 5.0 XML SPECIFICATIONS PAGEREF _Toc324769452 \h 10
HYPERLINK \l "_Toc324769453" 5.1 Category XML Object PAGEREF _Toc324769453 \h 10
HYPERLINK \l "_Toc324769454" 5.2 Table Type XML Object PAGEREF _Toc324769454 \h 11
HYPERLINK \l "_Toc324769455" 5.3 Agency XML Object PAGEREF _Toc324769455 \h 13
HYPERLINK \l "_Toc324769456" 5.4 File Transmit XML Object PAGEREF _Toc324769456 \h 14
PURPOSE
This document contains instructions for building files to submit EDFacts Data Group 381; Teacher Quality in Elementary Classes Table. The definition for this data group is:
The number of elementary classes in core academic subjects.
Secondary classes are reported in a separate file, C064 Teacher Quality in Core Secondary 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).
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.
Changes from the SY 2012-13 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.
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
SEALEASchoolReporting PeriodEntire school year
The count of classes must include all semesters, quarters, or terms of the school year. For example, if core academic classes are held in summer sessions, those classes should be included in the count of core academic classes. A state determines into which school year classes fall.Education units includedInclude SEALEAs that were operational and had core academic elementary classes during the reporting period.Schools that are included as elementary when calculating poverty quartiles for elementary schools.Education units not reportedClosed, inactive, or future LEAs
LEAs that do not have core academic elementary classes during the reporting period.Closed, inactive, or future schools
Schools that are not included as elementary when calculating poverty quartiles for elementary schools.Type of countUnduplicated count of elementary core academic classes in the state Unduplicated count of elementary core academic classes in the LEACount of core academic classes in schools included in the calculation of poverty quartiles for elementary schoolsZero countsNot required
Not required
Not required
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).
If the record is for a category set, specify an N (No).
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 2.31: Required Categories and Totals
AggregationTable NameQualification Status (Teachers)Total IndicatorCommentsCategory Set AELCLTCHQUALXNElementary Classes by Qualification Status (Teachers)Total of the Education UnitELCLTCHQUALYTotal of the Education Unit
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.
Core Academic Classes
What does highly qualified mean?
Section 9101(23) of the ESEA defines the term highly qualified. The definition can be found at: HYPERLINK "http://www.ed.gov/policy/elsec/leg/esea02/pg107.html#sec9101" 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 geography. While the statute includes the arts in the core academic subjects, it does not specify which of the arts are core academic subjects; therefore, states must make this determination.
How is a teacher defined?
A teacher is an individual who provides instruction in the core academic areas to kindergarten, grades 1 through 12, or ungraded classes, or individuals who teach in an environment other than a classroom setting and who maintain daily student attendance records.
How is a class defined?
A class is a setting in which organized instruction of core academic course content is provided to one or more students (including cross-age groupings) for a given period of time. (A course may be offered to more than one class.) Instruction, provided by one or more teachers or other staff members, may be delivered in person or via a different medium. Classes that share space should be considered as separate classes if they function as separate units for more than 50 percent of the time.
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 highly 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 tutorial and pull-out programs reported in this file?
No. Exclude tutorials, pull-out programs, and other instruction that are not classroom-based.
Are classes taught by special education teachers reported in this file?
It depends. Classes taught by special education teachers are included if the class is direct instruction of a core academic subject.
How are elementary classes reported?
States have two approaches to reporting elementary classes.
Count self-contained classrooms as one class If a state counts self-contained classrooms as one class, to avoid over representing subject area specialists and resource teachers, subject area specialists and resource teachers should also be counted as teaching one class.
Count self-contained classrooms for each subject taught If a state counts self-contained classrooms as more than one classes (each core academic subject taught is a class), then the subject area specialists and resource teachers would count as teaching multiple classes.
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 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 2.4-1 Example - Reporting for Beta School at the SEA and LEA Level
Reporting at SEA and LEA levelFile #Classes reported for Beta SchoolCommentsElementary classesC0638One class for each grade, 1 through 8Secondary classesC06416Four 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 Example - Reporting for Beta School at the School Level
Reporting at school levelFile #Classes reported for Beta SchoolCommentsElementary classesC06324All classes are reported as elementarySecondary classesC0640Beta School is not included in the file at the school level.
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:
sslevELMCLSTEAvvvvvvv.ext
Table 3.0-1: File Naming Convention
WhereMeansLimit in charactersssUSPS State Abbreviation2levAbbreviation for level:
SEA for an State Education Agency level
LEA for an Local Education Agency level
SCH for a school level3filenameELMCLSTEA9vvvvvvvAlphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803)7.extExtension identifying the file format:
.txt fixed
.csv comma delimited
.tab tab delimited
.xml XML4
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
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 4.11: Header Record
Data Element NameStartPositionLengthTypePopDefinition / CommentsPermitted ValuesFile Type150StringMIdentifies the type of file being submitted. SEA ELEMENTARY CLASSES TEACHER QUALIFICATION
LEA ELEMENTARY CLASSES TEACHER QUALIFICATION
SCHOOL ELEMENTARY CLASSES TEACHER QUALIFICATIONTotal Records In File5110NumberMThe total number of data records contained in the file. The header record is NOT included in this count.File Name 6125StringMThe file name including extension, the same as the external file name. See section 3.0File Identifier8632StringMAny combination of standard characters to further identify the file as specified by the SEA (e.g., a date, persons name, and version number).File Reporting Period1189StringMThe school year for which data are being reported. The required format is "CCYYCCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years. 2013-2014
OR
2013 2014Filler127333StringMLeave filler field blank.Carriage Return / Line Feed (CRLF)4601M
Table 4.12: Header Record Example
FormatFile Type, Total Records in File, File Name, File Identifier, File Reporting Period,ExampleSEAELEMENTARYCLASSESTEACHERQUALIFICATION,3,EUSEAELMCLSTEAVER0007.CSV,characters to identify file,2013-2014,
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 4.21: Data Records
Data Element NameStartPositionLengthTypePopDefinition / CommentsPermitted ValuesFile Record Number110NumberMA sequential number assigned by the State that is unique to each row entry within the file.DG559State Code112StringMThe two-digit American National Standards Institute (ANSI) code for the state, District of Columbia, and the possessions and freely associated areas of the United States.For a list of valid State Codes, refer to the EDFacts Workbook.DG570State Agency Number132StringMA number used to uniquely identify state agencies. This ID cannot be updated through this file. 01 State Education AgencyDG4State LEA Identifier1514StringMThe identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.SEA level Blank
DG5State School Identifier2920StringMThe identifier assigned to a school by the state education agency (SEA). Also known as the State School ID. This ID cannot be updated through this file.SEA level Blank
LEA level - Blank
Table Name4920StringMSee section 1.0ELCLTCHQUALFiller6915StringMLeave filler field blank.Filler8415StringMLeave filler field blank.Filler9915StringMLeave filler field blank.Qualification Status (Teachers)11415StringAAn indication of whether teachers are classified as highly qualified for their assignment according to state definition.HQ Highly qualifiedNHQ Not highly qualifiedTotal Indicator1291StringMAn indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit level). See Table 2.31: Required Categories and TotalsN specifies detail levelY specifies a subtotal or total of the education unit level.Explanation130200StringOText field for state useClass Count33010NumberMCarriage Return / Line Feed (CRLF)3401M
Table 4.22: Data Record Example School level
Aggregation ExampleFormatFile Record Number,State Code,State Agency Number,State LEA Identifier,State School Identifier,TableName,Filler,Filler,Filler,Qualification Status (Teachers),Total Indicator,Explanation,Class CountCategory Set A2,80,01,PSC021,82020,ELCLTCHQUAL,,,,NHQ,N,,363Total of education unit3,80,01,PSC021,82020,ELCLTCHQUAL,,,,,Y,,738
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 object that defines 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
CodeCharacteristicMMandatory Element/AttributeOOptional CConditionally Required MRMandatory and Repeatable ElementOROptional and Repeatable ElementCRConditional and Repeatable Element
The size of the fields is found in the record layouts in section 4.1 and 4.2.
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
ElementAttributeData Element Name Category ValueCharDefinition / CommentsPermitted ValuesCATEGORYTYPEMThe category(ies) for the table type.Qualification Status (Teachers)QUALSTATTCHVALUEMThe category permitted value.QUALSTATTCHAn indication of whether teachers are classified as highly qualified for their assignment according to state definition.HQ - Highly qualifiedNHQ - Not highly qualified
Table 5.1-2: Category XML Object Example
FormatExample
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
ElementData Element Name AttributeCharDefinition / CommentsPermitted ValuesTABLETYPETable NameTYPEABBRVMSee section 1.0ELCLTCHQUALTotal IndicatorTOTALINDICATORMAn indicator that defines the count level. See table 2.3-1 Required Categories and TotalsN = specifies detail levelY = specifies a subtotal or total of the education unit level.CATEGORYORThe categories used to define the characteristics associated with the count.AMOUNTClass CountMEXPLANATIONExplanationOText field for state use
Table 5.2-2: Examples of Table Type XML Objects
Format
##
text for state use
Example of Category Set A
1500
Text for state use
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
ElementData Element Name AttributeCharDefinition / CommentsPermitted ValuesAGENCYID 559State CodeFIPSSTATECODEMThe two-digit American National Standards Institue (ANSI) code for the state, District of Columbia, and the possessions and freely associated areas of the United States (e.g. Puerto Rico). For a list of valid State Codes, refer to the EDFacts Workbook.ID 570State Agency NumberSTATEAGENCYIDNUMBERMA number used to uniquely identify state agencies. This ID cannot be updated through this file. 01 = State Education AgencyDG4State LEA IdentifierSTATELEAIDNUMBERMThe identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.SEA Not usedDG 5State School IdentifierSTATESCHOOLIDNUMBERMThe identifier assigned to a school by the state education agency (SEA). Also known as the States ID. This ID cannot be updated through this file. SEA Not used
LEA Not usedTABLETYPEMRThe XML Object used to define the type and value of the count.
Table 5.3-2: Examples of Agency XML Objects
LevelExampleFormat
Table Type XML Object
SEA
Table Type XML Object
LEA
Table Type XML Object
School
Table Type XML Object
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
ElementData Element Name AttributeCharDefinition / CommentsPermitted ValuesFILETRANSMISSIONMFile TypeFILELAYOUTTYPEMIdentifies the type of file being submitted.
SEA ELEMENTARY CLASSES TEACHER QUALIFICATION
LEA ELEMENTARY CLASSES TEACHER QUALIFICATION
SCHOOL ELEMENTARY CLASSES TEACHER QUALIFICATION File IdentifierFILEIDMAny combination of standard characters to further identify the file as specified by the SEA (e.g., a date, persons name, and version number).File Reporting PeriodSCHOOLYEARMThe school year for which data are being reported. The required format is "CCYYCCYY" or "CCYY CCYY", where either a hyphen or a space must separate the beginning and ending years.2013-2014
OR
2013 2014
AGENCYMRThe information that fully describes the education unit.
Table 5.4-2: Examples of File Transmission XML Objects
LevelExampleFormat
Agency XML Object
SEA
Agency XML Object
LEA
Agency XML Object
School
Agency XML Object
The Department of Education's mission is to promote student achievement and preparation for global competitiveness by fostering educational excellence and ensuring equal access.
www.ed.gov
ESEA, Title IX, Section 9101(11)
Based on the definition of "teacher" used in the glossary for the NCES Non-Fiscal Common Core of Data (CCD) for SY 2008-09.
Based on the definition of the entity "class/section" from the NCES Handbooks Online as of December 23, 2010.
Month 2011 PAGE iFinal
U.S. DEPARTMENT OF EDUCATION C063 Teacher Quality in Elementary Classes v10.0
May 2013 PAGE 16SY 2013-14
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