U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N006 – Children with Disabilities (IDEA) Suspensions/Expulsions File Specifications
Version 4.0
SY 2007 – 08
April 2008
U.S. DEPARTMENT OF EDUCATION N006 - Children with Disabilities (IDEA) Suspensions/
Expulsions File Specifications v4.0
This technical guide was produced under U.S. Department of Education Contract No. GS00F0049M–ED05P01299 with Perot Systems Government Services, Inc. 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
Margaret Spellings
Secretary
Office of Planning, Evaluation and Policy Development
Williamson “Bill” M. Evers
Assistant Secretary
April 2008
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, N006 – Children with Disabilities (IDEA) Suspensions/Expulsions File Specifications, Washington, D.C., 2008.
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.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N006 – Children with Disabilities (IDEA) Suspensions/Expulsions File SpecificationsRevision: / Version 4.0
Issue Date: / April 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N006 - Child w Disab Susp Expul v4.0.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change1.0 / Version 1.0 or subsequent updates (i.e. ,1.1, 1.2, etc.) of this file specification is used to build files for SYs 2003-04 and 2004-05.
2.0 / Version 2.0 or subsequent updates (i.e., 2.1, 2.2, etc.) of this file specification is used to build files 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 / April 2008 / · Updated for SY 2007- 08.
· Subtotals 1-3 were removed.
· 4.2 and 5.2: Revised data group definition.
· Sections 2.0 and 3.0 were flipped.
· Section 2.0 Guidance was updated and enhanced.
RELEASE AUTHORIZATION
Name / Signature / DateAuthor
QA
Release Authority
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.
Contents
DOCUMENT CONTROL ii
PREFACE iii
1.0 PURPOSE 1
1.1 Changes from the SY 2006–07 File Specifications 1
1.2 Requirements for Submitting this Data Group 1
2.0 GUIDANCE FOR SUBMITTING THIS FILE 3
2.1 Definitions 4
3.0 FILE NAMING CONVENTION 8
3.1 Population Status 8
4.0 SEA CHILDREN WITH DISABILITIES (IDEA) SUSPENSIONS/EXPULSIONS FILE 9
4.1 Header Record Definition 9
4.2 Data Record Definition 10
4.3 SEA Children with Disabilities (IDEA) Suspensions/Expulsions FileExamples 13
4.3.1 Partial Record Sample for Fixed Format SEA Children with Disabilities (IDEA) Suspensions/Expulsions File 13
4.3.2 Partial Record Sample for Comma–Delimited File Format SEA Children with Disabilities (IDEA) Suspensions/Expulsions File 14
4.3.3 Partial Record Sample for Tab–Delimited File Format SEA Children with Disabilities (IDEA) Suspensions/Expulsions File 15
5.0 LEA CHILDREN WITH DISABILITIES (IDEA) SUSPENSIONS/EXPULSIONS FILE 16
5.1 Header Record Definition 16
5.2 Data Record Definition 17
5.3 LEA Children with Disabilities (IDEA) Suspensions/Expulsions FileExamples 20
5.3.1 Partial Record Sample for Fixed Format LEA Children with Disabilities (IDEA) Suspensions/Expulsions File 20
5.3.2 Partial Record Sample for Comma–Delimited File Format LEA Children with Disabilities (IDEA) Suspensions/Expulsions File 21
5.3.3 Partial Record Sample for Tab–Delimited File Format LEA Children with Disabilities (IDEA) Suspensions/Expulsions File 22
6.0 APPENDIX – IDEA DISCIPLINE EDFACTS CROSSWALK 23
April 2008 / iv / SY 2007-08U.S. DEPARTMENT OF EDUCATION N006 - Children with Disabilities (IDEA) Suspensions/
Expulsions File Specifications v4.0
1.0 PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Children with Disabilities (IDEA) Suspensions/Expulsions Tables, ID# 475. The definition for this data group is in the row “Table Name” in Table 4.2-1.
The data in this file specification is currently collected through Table 5/ “Report of Children with Disabilities Subject to Disciplinary Removal” as reauthorized by the Individuals with Disabilities Education Act (IDEA ‘04). Refer to the Appendix for a crosswalk between this file and the applicable sections of Table 5.
A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.
1.1 Changes from the SY 2006–07 File Specifications
There have been changes made to this file specification that resulted in changes to the record layout.
· In the table name, the definition was revised to be more readable.
· The subtotals were removed from this specification.
· Additional guidance was added to Section 2.0.
· Appendix for IDEA (Discipline) – EDFacts Crosswalk was added.
1.2 Requirements for Submitting this Data Group
The data group is submitted at the following levels:
· SEA
· LEA
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 “N” (No).
Table 1.2–1: Children with Disabilities (IDEA) Suspensions/Expulsions Tables, Required Categories, and Applicable Totals
Category Set / Table Name / Removal Length (Suspensions / Expulsions) / Race / Ethnicity / Sex (Membership) / Disability Category (IDEA) / LEP Status (Both) / Discipline Method (Suspension / Expulsion) / Total Indicator / Comments /Category Set A / IDEASUSEXPL / X / X / X / N / Student Count by Removal Length (Suspensions/
Expulsions),
Disability Category (IDEA) and Discipline Method
(Suspension/
Expulsion),
Category Set B / IDEASUSEXPL / X / X / X / N / Student Count by Removal Length (Suspensions/
Expulsions),
Race/Ethnicity and Discipline Method
(Suspension/
Expulsion),
Category Set C / IDEASUSEXPL / X / X / X / N / Student Count by Removal Length (Suspensions/
Expulsions),
Sex (Membership) and Discipline Method
(Suspension/
Expulsion),
Category Set D / IDEASUSEXPL / X / X / X / N / Student Count by Removal Length (Suspensions/
Expulsions),
LEP Status (Both) and Discipline Method
(Suspension/
Expulsion),
2.0 GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the number of children with disabilities (IDEA) ages 3 through 21 during the school year who were subject to: (1) an out–of–school suspension or expulsion summing to 10 days or less, or more than 10 days; (2) an in-school suspension summing to 10 days or less, or more than 10 days.
Additional guidance is below:
What is the reporting period for this file?
The reporting period for this file is the entire school year.
What education units should be included in this file?
Include all LEAs that reported child count data in N/X002 and/or N/X089 and reported suspensions or expulsions.
What education units should not be included in this file?
Do not to submit data for LEAs that did not report child count data in N/X002 and N/X089.
Is the student count duplicated or unduplicated?
A student with more than one disciplinary event can be reported under each of the discipline methods. For example, a student could be reported for both an in-school suspension and an out-of-school suspension/expulsion for the same disciplinary event. However, for each discipline method (suspension/expulsion), the data should be unduplicated.
Are parentally-placed private school students with disabilities included?
No. Parentally-placed private school students are not included in the discipline counts.
How should I track multiracial students?
For this data collection, the five permitted values from Directive 15 are used for race/ethnicity. “Multiracial” and race/ethnicities beyond the five in Directive 15 are not included in the permitted values for race/ethnicity. If your state uses values for race/ethnicity not included in Directive 15 and those values cannot be crosswalked to the five permitted values in Directive 15, then those students are not reported in the detail records. If applicable, provide the number of students reported as “multiracial” in the Explanations field (as a Data Note in DANS).
This may result in a post-submission error as the system compares the counts across category sets. If you encounter such an error please contact the Partner Support Center and the error can be turned off if this is the cause.
What if my state has zero counts?
SEA level submission – Zero counts must be included for the category set and
subtotal 1.
LEA level submissions – Zero counts are not required.
How do I handle Missing data?
SEA level submission – Submit data when data are available. If you determine that one or more of the category sets are not available, note in your state’s submission plan which category sets are not available at this time.
LEA level submissions –
· If all counts for an LEA are missing, the LEA can be left out of the file. In your state’s submission plan, include the LEA in the count of LEAs expected to submit the data. The records for that LEA should be submitted when data are available.
· If counts are missing for some combinations of permitted values but not all, submit the data you have. Missing counts (-1) can be left out of the file. The file should be resubmitted when the remaining data are available.
What if I have some LEAs that have complete category sets and some have incomplete?
Missing some of the data for some of the LEAs that results in incomplete category sets (e.g., don’t have LEP status) are treated as the entire category set is missing. ESS does not allow some LEAs to submit incomplete category sets while other LEAs submit complete category sets.
What part of DANS reports does this file populate?
This file populates Table 5/Discipline: Report of Children with Disabilities Subject to Disciplinary Removal (OMB # 1820-0621). Several files collect other IDEA discipline data:
· N/X005 (ID# 512) is used to submit number of children who had removals to interim alternative education settings. N/X007 (ID# 476) is used to submit the number of removals of students to interim alternative education settings by school personnel by the reason for the removal.
· N/X088 (ID# 598) is used to submit number of children with any type of removals by total removal length.
· N/X143 (ID# 682) is used to submit the total number of removals.
· N/X144 (ID# 683) is used to submit data on provision of educational services to students who were expelled.
Where can I find more information on this topic?
See the EDFacts Workbook.
2.1 Definitions
The following are definitions that support this file:
Children with Disabilities (IDEA)
A child with mental retardation, hearing impairment including deafness, speech or language impairment, visual impairment including blindness, serious emotional disturbance (hereafter referred to as emotional disturbance), orthopedic impairment, autism, traumatic brain injury, developmental delay, other health impairment, specific learning disability, deaf-blindness, or multiple disabilities, and who, by reason thereof, receive special education and related services under the Individuals with Disabilities Education Act (IDEA) according to an individualized education program (IEP) or individual family service plan (IFSP). [1]
Autism
This refers to a development disability significantly affecting verbal and non-verbal communication and social interaction, generally evident before age 3, that adversely affects educational performance. Other characteristics often associated with autism are engagement in repetitive activities and stereotyped movements, resistance to environmental change or change in daily routines, and unusual responses to sensory experiences. Autism doesn’t apply if a child's educational performance is adversely affected primarily because the child has an emotional disturbance.
Deaf-blindness
This refers to concomitant hearing and visual impairments, the combination of which causes such severe communication and other developmental and educational problems that they cannot be accommodated in special education programs solely for children with blindness or for children with deafness.
Developmental delay
A child with a developmental delay, as defined by the Individuals with Disabilities Education Act, is a child who is experiencing developmental delays, as defined by your state, and as measured by appropriate diagnostic instruments and procedures in one or more of the following cognitive areas: physical development, cognitive development, communication development, social or emotional development, or adaptive development.
Emotional disturbance
This refers to a condition exhibiting one or more of the following characteristics over a long period of time and to a marked degree, which adversely affects a child’s educational performance: (1) an inability to learn, which cannot be explained by intellectual, sensory, or health factors; (2) an inability to build or maintain satisfactory interpersonal relationships with peers and teachers; (3) inappropriate behavior or feelings under normal circumstances; (4) a general pervasive mood of unhappiness or depression; or (5) a tendency to develop physical symptoms or fears associated with personal or school problems. This term includes schizophrenia. The term does not apply to children who are socially maladjusted, unless it is determined they have an emotional disturbance.
Hearing impairment
This refers to an impairment in hearing, whether permanent or fluctuating, that adversely affects a child’s educational performance. It also includes a hearing impairment that is so severe that the child is impaired in processing linguistic information through hearing, with or without amplification, that adversely affects a child’s educational performance.