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U.S. DEPARTMENT OF EDUCATION
EDFacts Submission System
C138 Title III LEP English Language Proficiency Test File Specifications
Version 11.0
SY 2014-15
July 2014
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
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 138 Title III LEP English Language Proficiency Test File Specifications V11.0 (SY 2014-15), U.S. Department of Education, Washington, DC: EDFacts. Retrieved [date] from 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 CD Rom. For more information, please contact the Departments Alternate Format Center at (202) 2600818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title:C138 Title III LEP English Language Proficiency Test File SpecificationsRevision:Version 11.0Issue Date:July 2014Security Level:Unclassified For Official Use OnlyFilename: FILENAME \* MERGEFORMAT c138-11-0.doc
DOCUMENT HISTORY
Version NumberDateSummary of Change 1.0 10.0Versions 1.0 through 10.0 are used to build files for school years prior to SY 2014-15.11.0July 2014Updated for SY 2014-15.
Table 2.2-1 Clarified zero, not applicable, and missing reporting guidance
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 HYPERLINK "http://www2.ed.gov/about/inits/ed/edfacts/index.html" 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: HYPERLINK "http://www2.ed.gov/about/inits/ed/edfacts/eden/contacts.html" 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 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 "_Toc394308388" DOCUMENT CONTROL PAGEREF _Toc394308388 \h ii
HYPERLINK \l "_Toc394308389" PREFACE PAGEREF _Toc394308389 \h iii
HYPERLINK \l "_Toc394308390" 1.0 PURPOSE PAGEREF _Toc394308390 \h 2
HYPERLINK \l "_Toc394308391" 2.0 GUIDANCE FOR SUBMITTING THIS FILE PAGEREF _Toc394308391 \h 2
HYPERLINK \l "_Toc394308392" 2.1 Changes from the SY 2013-14 File Specifications PAGEREF _Toc394308392 \h 2
HYPERLINK \l "_Toc394308393" 2.2 Core Requirements for Submitting this File PAGEREF _Toc394308393 \h 2
HYPERLINK \l "_Toc394308394" 2.3 Required Categories and Totals PAGEREF _Toc394308394 \h 3
HYPERLINK \l "_Toc394308395" 2.4 Guidance PAGEREF _Toc394308395 \h 3
HYPERLINK \l "_Toc394308396" 2.5 Definitions PAGEREF _Toc394308396 \h 5
HYPERLINK \l "_Toc394308397" 3.0 FILE NAMING CONVENTION PAGEREF _Toc394308397 \h 6
HYPERLINK \l "_Toc394308398" 4.0 FIXED OR DELIMITED FILES PAGEREF _Toc394308398 \h 7
HYPERLINK \l "_Toc394308399" 4.1 Header Record Definition PAGEREF _Toc394308399 \h 7
HYPERLINK \l "_Toc394308400" 4.2 Data Record Definition PAGEREF _Toc394308400 \h 8
HYPERLINK \l "_Toc394308401" 5.0 XML SPECIFICATIONS PAGEREF _Toc394308401 \h 10
HYPERLINK \l "_Toc394308402" 5.1 Category XML Object PAGEREF _Toc394308402 \h 11
HYPERLINK \l "_Toc394308403" 5.2 Table Type XML Object PAGEREF _Toc394308403 \h 12
HYPERLINK \l "_Toc394308404" 5.3 Agency XML Object PAGEREF _Toc394308404 \h 13
HYPERLINK \l "_Toc394308405" 5.4 File Transmit XML Object PAGEREF _Toc394308405 \h 14
PURPOSE
This document contains instructions for building files to submit EDFacts Data Group 675: Title III LEP English language proficiency test table. The definition for this data group is
The unduplicated number of LEP students who were enrolled during the time of the state annual English language proficiency assessment and who received services in an English language instruction educational program supported with Title III of ESEA funds.
The data collected through this file specification is used to provide data for the Consolidated State Performance Report (CSPR), Part I and the Title III Biennial Report.
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 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.
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 PeriodState defined testing window
for the annual English language proficiency (ELP) assessmentEducation units reportedInclude SEA
Operational LEAs that have a Title III language instruction educational program (LIEP).File not submitted at the school level Education units not reported Closed, inactive, or future LEAs
LEAs that do not have a Title III language instruction educational program (LIEP)Type of countOnceAt only one LEAZero countsRequired for all valid combinations Not required; valid combinations for the state not included will be assumed to be zerosZero exceptionsIf the state does not allow medical emergencies, leave that permitted value out of the file.Not applicableSee zero exceptions above.MissingUse -1 to report missing counts.
Use MISSING when a category is not available
Required Categories and Totals
The table below lists the combinations of the categories that are expected 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 column must be populated when reporting that particular category. The total indicator must be N (No).
Table 2.31: Required Categories and Totals
Category SetTable NameParticipation StatusAssessed First TimeTotal IndicatorCommentsCategory Set ATITLEIIILEPTSTXNStudent Count by Participation StatusCategory Set BTITLEIIILEPTSTXNStudent Count by Assessed First Time
Guidance
This section contains guidance for submitting this file in the format of questions and answers.
How do I report Title III consortia in this file?
If your state has Title III consortia, report data by the individual LEAs for this file.
Which students should be reported in this file?
Include LEP students in grades K through 12 who are receiving services under a Title III LEP program. The definition of limited English proficient students is in section 4.3 of the EDFacts Workbook.
Which students should not be reported in this file?
Exclude pre-K LEP students even if they are receiving services under a Title III LEP program.
Are all students reported in all category sets?
No. Category set B is a subset of category set A. Of the students who took the state English language proficiency assessment reported in category set A, report students who took the assessment for the first time and whose progress cannot be determined and whose results were not included in the calculation for AMAO1 in category set B.
What are the permitted values for participation status?
The permitted values are:
PART Student took or attempted the English language assessment
NPART Student did not take the English language assessment
MEDICAL Student was unable to take the English language assessment because of a medical emergency (if the state has such a policy)
How are students with one data point on the ELP assessment reported?
Report only Title III students in category set B:
Who took the ELP assessment for the first time,
Whose progress cannot be determined, and
Who were not included in the AMAO1 calculations.
These students are also reported in category set A.
Does assessed for the first time refer to the current year testing window or does it also include students who have only taken a single ELP assessment, regardless of the year?
Include those students who took their first ELP assessment in the current reporting year. Do not include students who took their first ELP assessment in previous reporting years.
Do other file specifications collect related data?
See the chart below.
Table 2.4-1 Relationship among files
Data collectedAll LEP StudentsStudents receiving services under Title IIIStudents who were enrolled at the time of the ELPC137C138 (This file)Results of the ELPC139C050
Definitions
See the EDFacts Workbook ( HYPERLINK "http://www2.ed.gov/about/inits/ed/edfacts/index.html" http://www2.ed.gov/about/inits/ed/edfacts/index.html) for the standard definitions. This file specification has no additional definitions.
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:
sslevTIIILEPTSvvvvvvv.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 level3filenameTIIILEPTS9vvvvvvvAlphanumeric 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 Values AbbreviationsFile Type150StringMIdentifies the type of file being submitted. SEA TITLE III LEP ENG LANG TESTING
LEA TITLE III LEP ENG LANG TESTINGTotal Records In File5110NumberMThe total number of Data Records contained in the file. The header record is NOT included in this count.File Name (Including file extension)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.2014-2015
OR
2014 2015Filler127183StringMLeave filler field blank.Carriage Return / Line Feed (CRLF)3101M
Below is an example of a header record.
Table 4.12: Header Record Example
FormatFile Type, Total Records in File, File Name, File Identifier, File Reporting Period,ExampleSEA TITLE III LEP ENG LANG TESTING,3,EUSEATIIILEPTSver0007.csv,Characters to identify file,2014-2015,
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 Values AbbreviationsFile Record Number110NumberMA sequential number assigned by the State that is unique to each row entry within the file.ID 559State 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.ID 570State Agency Number132StringMA number used to uniquely identify state agencies. This ID cannot be updated through this file. 01 State Education AgencyID 4State 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
Filler2920StringMLeave filler field blank.Table Name4920StringMSee section 1.0.TITLEIIILEPTSTParticipation Status6915StringAThe status of students with respect to participation in assessments.PART Participated NPART Did Not ParticipateMEDICAL Medical Emergency
MISSINGAssessed First Time
(Also known as one data point)8415StringA An indicator of students taking the English language proficiency assessment for the first time.FIRSTASSESS One data pointMISSINGTotal Indicator991StringMAn indicator that defines the count level see table 2.3-1 Required Categories and TotalsN specifies detail levelExplanation100200StringOText field for state use.Student Count30010NumberMCarriage Return / Line Feed (CRLF)3101M
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 4.22: Data Record Example School level
Aggregation ExampleFormatFile Record Number,State Code,State Agency Number,State LEA Identifier,Filler,Table Name,Participation Status,Assessed First Time,Total Indicator,Explanation,Student CountCategory Set A5,80,01,00614FEDERAL,,TITLEIIILEPTST,MEDICAL,,N,,10Category Set B6,80,01,00614FEDERAL,,TITLEIIILEPTST,,FIRSTASSESS,N,,10
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
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 (from Fixed Format document)Category ValueCharDefinition / CommentsPermitted Values AbbreviationsCATEGORYTYPEMThe category or categories for the table type.Participation StatusPARTSTATUS Assessed First Time
(Also known as One ELP Data Point)FIRSTASSESSVALUEMThe category permitted value.PARTSTATUS The status of students with respect to participation in assessments.PART Participated NPART Did Not ParticipateMEDICAL Medical Emergency
MISSINGFIRSTASSESSAn indicator of students taking the English language proficiency assessment for the first time.FIRSTASSESS One data pointMISSING
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 (from Fixed Format document)AttributeCharDefinition / CommentsPermitted Values AbbreviationsTABLETYPETable NameTYPEABBRVM
See section 1.0TITLEIIILEPTSTTotal IndicatorTOTALINDICATORMAn indicator that defines the count level see table 2.3-1 Required Categories and TotalsN - specifies detail levelCATEGORYORThe categories used to define the characteristics associated with the count.AMOUNTStudent 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
120
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 (from Fixed Format document)AttributeCharDefinition / CommentsPermitted Values AbbreviationsAGENCYID 559State CodeFIPSSTATECODEMThe 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.ID 570State Agency NumberSTATEAGENCYIDNUMBER MA number used to uniquely identify state agencies. This ID cannot be updated through this file. 01 - State Education AgencyID 4State LEA IdentifierSTATELEAIDNUMBERMThe identifier assigned 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.SEA Not usedTABLETYPEMThe 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 example
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 (from Fixed Format document)AttributeCharDefinition/CommentsPermitted Values AbbreviationsFILETRANSMISSIONMFile TypeFILELAYOUTTYPEMIdentifies the type of file being submitted. SEA TITLE III LEP ENG LANG TESTING
LEA TITLE III LEP ENG LANG TESTINGFile 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.2014-2015
OR
2014 2015AGENCYMRThe information that fully identifies 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
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
Month 2011 PAGE iFinal
U.S. DEPARTMENT OF EDUCATION C138 Title III LEP English Language Proficiency Test
File Specifications v11.0
July 2014 PAGE 12SY 2014-15
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