Title III LEP English Language Proficiency Test File ...



U.S. DEPARTMENT OF EDUCATION

EDFacts Submission System

C138 – Title III LEP English Language Proficiency Test File Specifications

Version 9.0

SY 2012-13

May 2012

This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-09-O-0044 with 2020 Company, LLC. Brandon Scott served as the contracting officer’s representative. No official endorsement by the U.S. Department of Education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred.

U.S. Department of Education

Arne Duncan

Secretary

Office of Planning, Evaluation and Policy Development

Carmel Martin

Assistant Secretary

May 2012

This technical guide is in the public domain. Authorization to reproduce it in whole or in part is granted. While permission to reprint this publication is not necessary, the citation should be: U.S. Department of Education, Office of Planning, Evaluation and Policy Development, C138 – Title III LEP English Language Proficiency Test File Specifications, Washington, D.C., 2012.

This technical guide is also available on the Department’s Web site at:

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.

DOCUMENT CONTROL

DOCUMENT INFORMATION

|Title: |C138 – Title III LEP English Language Proficiency Test File Specifications |

|Revision: |Version 9.0 |

|Issue Date: |May 2012 |

|Security Level: |Unclassified – For Official Use Only |

|Filename: |c138-9-0.doc |

DOCUMENT HISTORY

|Version Number |Date |Summary of Change |

|1.0 – 8.0 | |Versions 1.0 through 8.0 are used to build files for school years prior to SY 2012-13 |

|9.0 |May 2012 |Reformat and updated for SY 2012-13 |

PREFACE

This document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education. 

This document is to be used in coordination with other documentation including the EDFacts Workbook, ESS User Guide and the Business Rules Guide.

Data submitted through the ESS are authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 9/30/2013). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.

Contents

DOCUMENT CONTROL ii

PREFACE iii

1.0 PURPOSE 2

2.0 GUIDANCE FOR SUBMITTING THIS FILE 2

2.1 Changes from the SY 2011-12 File Specifications 2

2.2 Core Requirements for Submitting this File 2

2.3 Required Categories and Totals 3

2.4 Guidance 3

3.0 FILE NAMING CONVENTION 6

4.0 FIXED OR DELIMITED FILES 7

4.1 Header Record Definition 7

4.2 Data Record Definition 8

5.0 XML SPECIFICATIONS 10

5.1 Category XML Object 11

5.2 Table Type XML Object 12

5.3 Agency XML Object 13

5.4 File Transmit XML Object 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.

1 Changes from the SY 2011-12 File Specifications

Other than the editorial changes listed in the document history on page ii, there have been no other changes to this file specification.

2 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 |State defined testing window |

| |for the annual English language proficiency (ELP) assessment |

|Education units reported |Include SEA |Operational LEAs that have a Title III |File not submitted at the |

| | |language instruction educational program|school level |

| | |(LIEP). | |

|Education units not | |Closed, inactive, or future LEAs | |

|reported | |LEAs that do not have a Title III | |

| | |language instruction educational program| |

| | |(LIEP) | |

|Type of count |Once |At only one LEA | |

|Zero counts |Required, however, if the state does not |Not required | |

| |allow medical emergencies, leave that | | |

| |permitted value out of the file. | | |

3 Required Categories and Totals

The following table indicates the valid combinations of categories 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 “N” (No).

Table 2.3–1: Required Categories and Totals

|Category Set |Table Name |Participation |Assessed First |Total Indicator|Comments |

| | |Status |Time | | |

|Category Set B |TITLEIIILEPTST | |X |N |Student Count by Assessed First Time |

4 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 collected |All LEP Students |Students receiving services under Title III |

|Students who were enrolled at the time of the |C137 |C138 (This file) |

|ELP | | |

|Results of the ELP |C139 |C050 |

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

|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 |TIIILEPTS |9 |

|vvvvvvv |Alphanumeric string designated by the SEA to uniquely identify the individual |7 |

| |submission (e.g., ver0001, v010803) | |

|.ext |Extension identifying the file format: |4 |

| |.txt – fixed | |

| |.csv – comma delimited | |

| |.tab – tab delimited | |

| |.xml – XML | |

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

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 Element Name |Start |Length |Type |Pop |Definition / Comments |Permitted Values |

| |Position | | | | | |

|Total Records In File |51 |10 |Number |M |The total number of Data Records contained in the file.|  |

| | | | | |The header record is NOT included in this count. | |

|File Name (Including |61 |25 |String |M |The file name including extension, the same as the | See section 3.0 |

|file extension) | | | | |external file name. | |

|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 Period |118 |9 |String |M |The school year for which data are being reported. The |2012-2013 |

| | | | | |required format is "CCYY–CCYY" or "CCYY CCYY", where | |

| | | | | |either a hyphen or a space separates the beginning and |OR |

| | | | | |ending years. | |

| | | | | | |2012 2013 |

|Filler |127 |183 |String |M |Leave filler field blank. |  |

|Carriage Return / Line |310 |1 |  |M |  | |

|Feed (CRLF) | | | | | | |

Table 4.1–2: Header Record Example

|Format |File Type, Total Records in File, File Name, File Identifier, File Reporting Period,¶ |

|Example |SEA TITLE III LEP ENG LANG TESTING,3,EUSEATIIILEPTSver0007.csv,Characters to identify file,2012-2013,¶ |

2 Data Record Definition

Data records are required and immediately follow the header record in every file submitted to the ESS. Data records provide counts for the specified category sets, subtotals and education unit totals.

Table 4.2–1: Data Records

|Data Element Name |Start |Length |Type |Pop |Definition / Comments |Permitted Values |

| |Position | | | | | |

|ID 559 |11 |2 |String |M |The two-digit American National Standards |For a list of valid State |

|State Code | | | | |Institute (ANSI) code for the state, District of|Codes, refer to the EDFacts |

| | | | | |Columbia, and the possessions and freely |Workbook. |

| | | | | |associated areas of the United States. | |

|ID 570 |13 |2 |String |M |A number used to uniquely identify state |01 – State Education Agency  |

|State Agency Number | | | | |agencies. This ID cannot be updated through | |

| | | | | |this file. | |

|ID 4 |15 |14 |String |M |The identifier assigned to a local education |SEA level – Blank |

|State LEA Identifier| | | | |agency (LEA) by the state education agency | |

| | | | | |(SEA). Also known as State LEA ID. This data | |

| | | | | |element cannot be updated through this file. | |

|Filler |29 |20 |String |M |Leave filler field blank. |  |

|Table Name |49 |20 |String |M |See section 1.0. |TITLEIIILEPTST |

|Participation Status|69 |15 |String |A |The status of students with respect to |PART – Participated |

| | | | | |participation in assessments. |NPART – Did Not Participate |

| | | | | | |MEDICAL – Medical Emergency |

| | | | | | |MISSING |

|Assessed First Time |84 |15 |String |A | An indicator of students taking the English |FIRSTASSESS – One data point |

|(Also known as “one | | | | |language proficiency assessment for the first |MISSING |

|data point”) | | | | |time. | |

|Total Indicator |99 |1 |String |M |An indicator that defines the count level – see |N – specifies detail level |

| | | | | |table 2.3-1 “Required Categories and Totals” | |

|Explanation |100 |200 |String |O |Text field for state use. |  |

|Student Count |300 |10 |Number |M | |  |

|Carriage Return / |310 |1 |  |M |  |  |

|Line Feed (CRLF) | | | | | | |

Table 4.2–2: Data Record Example – School level

|Aggregation |Example |

|Format |File Record Number,State Code,State Agency Number,State LEA Identifier,Filler,Table Name,Participation |

| |Status,Assessed First Time,Total Indicator,Explanation,Student Count¶ |

|Category Set A |5,80,01,00614FEDERAL,,TITLEIIILEPTST,MEDICAL,,N,,10¶ |

|Category Set B |6,80,01,00614FEDERAL,,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

|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.

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

|Element |Attribute |Data Element Name |Category Value |Char |Definition / Comments |Permitted Values |

| | |(from Fixed Format | | | | |

| | |document) | | | | |

|  |TYPE |  |  |M |The category or categories for |  |

| | | | | |the table type. | |

|  |  |Participation Status |  |  |  |PARTSTATUS |

| | |Assessed First Time | | | |FIRSTASSESS |

| | |(Also known as “One ELP | | | | |

| | |Data Point”) | | | | |

|  |VALUE |  |  |M |The category permitted value. |  |

| | | |PARTSTATUS | |The status of students with |PART – Participated |

| | | | | |respect to participation in |NPART – Did Not |

| | | | | |assessments. |Participate |

| | | | | | |MEDICAL – Medical |

| | | | | | |Emergency |

| | | | | | |MISSING |

| | | |FIRSTASSESS | |An indicator of students taking |FIRSTASSESS – One data|

| | | | | |the English language proficiency|point |

| | | | | |assessment for the first time. |MISSING |

Table 5.1-2: Category XML Object Example

|Format | |

|Example | |

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

|Element |Data Element Name |Attribute |Char |Definition / Comments |Permitted Values |

| |(from Fixed Format | | | | |

| |document) | | | | |

|  |Table Name |TYPEABBRV |M |See section 1.0 |TITLEIIILEPTST |

|  |Total Indicator |TOTALINDICATOR |M |An indicator that defines the count |N - specifies detail|

| | | | |level – see table 2.3-1 “Required |level |

| | | | |Categories and Totals” | |

|CATEGORY | |  |OR |The categories used to define the |  |

| | | | |characteristics associated with the | |

| | | | |count. | |

|AMOUNT |Student Count |  |M | |  |

|EXPLANATION |Explanation |  |O |Text 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 |

| | |

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

|Element |Data Element Name |Attribute |Char |Definition / Comments |Permitted Values |

| |(from Fixed Format | | | | |

| |document) | | | | |

|  |ID 559 |FIPSSTATECODE |M |The two-digit American National |For a list of |

| |State Code | | |Standards Institute (ANSI) code for |valid State Codes,|

| | | | |the state, District of Columbia, and |refer to the |

| | | | |the possessions and freely associated|EDFacts Workbook. |

| | | | |areas of the United States. | |

| |ID 570 |STATEAGENCYIDNUMBER | M |A number used to uniquely identify |01 - State |

| |State Agency Number | | |state agencies. This ID cannot be |Education Agency |

| | | | |updated through this file. | |

| |ID 4 |STATELEAIDNUMBER |M |The identifier assigned to a local |SEA – Not used |

| |State LEA Identifier | | |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. | |

|TABLETYPE | | |M |The XML Object used to define the | |

| | | | |type and value of the count. | |

Table 5.3-2: Examples of Agency XML Objects

|Level |Example |

|Format | |

| | Table Type XML Object |

| | |

| | |

|SEA | |

| | Table Type XML Object |

| | |

| | |

|LEA | |

| |Table Type XML Object example |

| | |

| | |

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

|Element |Data Element Name |Attribute |Char |Definition/Comments |Permitted Values |

| |(from Fixed Format | | | | |

| |document) | | | | |

|  |File Type |FILELAYOUTTYPE |M |Identifies the type of file being |SEA TITLE III LEP |

| | | | |submitted. |ENG LANG TESTING |

| | | | | | |

| | | | | |LEA TITLE III LEP |

| | | | | |ENG LANG TESTING |

|  |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 Period |SCHOOLYEAR |M |The school year for which data are|2012-2013 |

| | | | |being reported. The required | |

| | | | |format is "CCYY–CCYY" or "CCYY |OR |

| | | | |CCYY", where either a hyphen or a | |

| | | | |space must separate the beginning |2012 2013 |

| | | | |and ending years. | |

|AGENCY | | |MR |The information that fully | |

| | | | |identifies the education unit. | |

Table 5.4-2: Examples of File Transmission XML Objects

|Level |Example |

|Format | |

| | 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.



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