U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N124 – MEP Students Served –Summer/Intersession
File Specifications
Version 5.0
SY 2008-09
July 2009
U.S. DEPARTMENT OF EDUCATIONN124 – MEP Students Served – Summer/Intersession
File Specifications v5.0
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
Arne Duncan
Secretary
Office of Planning, Evaluation and Policy Development
Carmel Martin
Assistant Secretary
July 2009
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, N124 – MEP Students Served – Summer/Intersession File Specifications, Washington, D.C., 2009.
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 AlternateFormatCenter at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N124 – MEP Students Served – Summer/Intersession File SpecificationsRevision: / Version 5.0
Issue Date: / July 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N124 - MEP Students Served – Summer Intersession v5.0.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change1.0 / 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
State Review Version / May 2009 /
- Added collection at LEA level.
- Reorganized guidance.
- Replaced SY 2007-08 with SY 2008-09.
- Replaced “grand total” with “total of the education unit” throughout document.
- Removed Not Collected as an acceptable value for all category code sets.
5.0
Final / July 2009 /
- Table 1.2 – 1 Revised reporting for LEAs
- 2.0 – Added question “how are students counted if they received services from more than one provider”
- 2.1 – Added definitions of “intersession,” “priority for service,” and “referred service.”
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
PREFACE
1.0PURPOSE
1.1Changes from the SY 2007-08 File Specifications
1.2Requirements for Submitting this Data Group
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1Definitions
3.0FILE NAMING CONVENTION
3.1Population Status
4.0SEA MEP Students Served – Summer/ Intersession FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA MEP Students Served – Summer/Intersession File Examples
4.3.1Partial Record Sample for Fixed Format SEA MEP Students Served – Summer/Intersession File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA MEP Students Served – Summer/Intersession File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA MEP Students Served – Summer/Intersession File
5.0LEA MEP Students Served – Summer/ Intersession FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA MEP Students Served – Summer/Intersession File Examples
5.3.1Partial Record Sample for Fixed Format LEA MEP Students Served – Summer/Intersession File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA MEP Students Served – Summer/Intersession File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA MEP Students Served – Summer/Intersession File
July 2009 / 1 / SY 2008-09U.S. DEPARTMENT OF EDUCATIONN124 – MEP Students Served – Summer/Intersession
File Specifications v5.0
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFactsData Group: Migrant Education Program (MEP) Students Served Summer/Intersession Table, DG637.The definition for this data group is in the row “Table Name” in Table 4.2–1.
The data in this file specification are currently collected in the Consolidated State Performance Report (CSPR), Part II which is legislatively supported by Sections 9302 and 9303 of the Elementary and Secondary Education Act, as amended.
A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFactsWorkbook.
1.1Changes from the SY 2007-08 File Specifications
There have been changes to this file specification. These changes did result in changes to the record layout.
The guidance has been updated and other editorial changes have been made. These changes are listed in the document history on page ii.
1.2Requirements 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 MEP Students Served – Summer/Intersession, Core Reporting Requirements
SEA / LEA / SchoolReporting Period / The summer and intersession terms during the Program Year, September 1, 2008 – August 31, 2009.
Education units included / Include SEA if the state has MEP programs operated under Title I, Part C. / Operational LEAs that have subgrants under Title I, Part C / File not submitted at the school level
Education units not included / Closed, inactive, or future LEAs.
LEAs that do not have subgrants under Title I, Part C
Revised!
Type of count / Once for the SEA / State determines methodology for LEAs to count individual students in the MEP program,
Zero counts / Required for category set A / 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 “N” (No) because no subtotals or education unit totals are required for this file.
Table 1.2–2: MEP Students Served Summer/Intersession Table, Required Categories, and Applicable Totals
Category Set / Table Name / Age/Grade (All) / Age/Grade (w/o
under 3) / Migrant Priority for Services Status (Only) / Continuation (Only) / Total Indicator / Comments
Category Set A / MIGRNTSRVSUMINT / X / N / Student Count by Age/Grade (All)
Category Set B / MIGRNTSRVSUMINT / X / X / N / Student Count by Age/Grade (w/o under 3) and Migrant Priority for Services Status (Only)
Category Set C / MIGRNTSRVSUMINT / X / X / N / Student Count by Age/Grade (w/o under 3) and Continuation (Only)
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the unduplicated number of migrant children who participated in MEP during summer or intersession.
Additional guidance is below:
Which students should be reported in this file?
Report children who participate in Migrant Education Programs (MEP) under Title 1, Part C including those served under continuation of services authority during the summer or intersession terms. Participating migrant children include:
- Children who received instructional or support services funded in whole or in part with MEP funds.
- Children who received a MEP–funded service, even those children who continued to receive services (1) during the term their eligibility ended, (2) for one additional school year after their eligibility ended, if comparable services were not available through other programs, and (3) in secondary school after their eligibility ended, and served through credit accrual programs until graduation (e.g., children served under the continuation of services authority, Section 1304(e) (1–3)).
Which students should not be reported in this file?
Exclude migrant children who were served:
- Through a Title I SWP where MEP funds were combined with those of other programs.
- During the regular school year only and received no services from a project funded by MEP during the summer or intersession terms.
- By a “referred” service only.
Are all students reported in all category sets?
No. All students are reported in category set A. Only students over age 3 and with priority for services status are reported in category set B. Only students over age 3 and receiving services under continuation of services provisions are reported in category set C.
How are student counts reported by age/grade?
Report children in the highest age/grade that they attained during the reporting period. For example, a child who turns 3 during the reporting period would only be reported as “Age 3 through 5 (not Kindergarten).” The permitted value “age 3 to 5” is for those children who are not in kindergarten. Report 5 year olds in kindergarten using the permitted value for “kindergarten.”
New! How are students counted if they received services from more than one provider?
At the SEA level, each MEP student is counted only once.
At the LEA level, the state determines the methodology for counting individual students within the MEP program.
Why are there two categories for age/grade?
A count of all students is required for category set A. However, data on priority for services (category set B) and continuation (category set C) are collected only for ages above 2. Therefore, one age/grade includes birth through 2 while the other does not.
What does the permitted value “out-of-school” mean?
Out of school means youth up through age 21 who are entitled to a free public education in the State but are not currently enrolled in a K through 12 institution. This could include students who have dropped out of school, youth who are working on a GED outside of a K through 12 institution, and youth who are “here-to-work” only. It does not include preschoolers.
What does the permitted value “ungraded” mean?
Ungraded means the children are served in an educational unit that has no separate grades. For example, some schools have primary grade groupings that are not traditionally graded, or ungraded groupings for children with learning disabilities. In some cases, ungraded students may also include special education children, transitional bilingual students, students working on a GED through a K through 12 institution,[*] or those in a correctional setting.
How are migrant student counts reported by “priority for services” status (only)?
Report only migratory children who are classified as having “priority for services” because they are failing, or most at risk of failing to meet the State’s challenging State academic content standards and challenging State student academic achievement standards, and their education has been interrupted during the regular school year.
How are student counts reported by continuation (only)?
For this category set, report only the unduplicated number of participatingmigrant children who received instructional or supportservices during the regular school year served under the continuation of services authority Sections 1304(e)(2)–(3). Do not include children served under Section 1304(e)(1), which are children whose eligibility expired during the school term.
Do other file specifications collect related data?
Yes. There are several file specifications that collect data on students eligible for funding and for students served under the migrant student program. For example, N/X123 is used to collect the same type of data about students who were served during the regular school year. Section 5.3, "Relationships Among Files," in the EDFacts Workbook explains how these files relate to one another.
2.1Definitions
New! Intersession
For schools on a year-round calendar, an intersession term is one of the periods throughout the year when the school (or part of the school) is not in session or does not provide the annual instruction analogous to the traditional school-year regular term. Any break in the regular term of a year-round school is considered an intersession term, regardless of the season of the year in which it occurs (USDE: 2003, Title I, Part C Education of Migratory Children, Draft Non-Regulatory Guidance, p. 63).
New! Priority for Services
This term is described in Section 1304(d) of the statute as “migratory children who are failing, or most at risk of failing, to meet the State's challenging State academic content standards and challenging State student academic achievement standards, and whose education has been interrupted during the regular school year.”
New! Referred Service
Educational or educationally-related services provided from non-MEP programs or organizations that otherwise would not have been obtained by migrant children, but are obtained for migrant children through the efforts of MEP funded personnel. Other non-MEP local, state, and/or federal funds support the delivery of the referred services.
Examples of “referred” services are health services, nutrition services, counseling services, and transportation services, provided and funded by another program or organization due to the advocacy or referral efforts of the MEP personnel (CSPR Reporting Requirements for the Title I, Part C, Migrant Education Program Glossary, 2008).
3.0FILE 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 MEP Students Served – Summer/Intersession file submissions:
sslevMSTSVSUINvvvvvvv.ext
Where:
ss= Two–characterUSPSState Abbreviation for the submitting SEA.
lev= Three–character abbreviation for the level submitted. Use:
SEA for a State Education Agency MEP Students Served – Summer/Intersession submission
LEA for a Local Education Agency MEP Students Served – Summer/Intersession submission
Filename= MSTSVSUIN (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).
.ext= Three–character file extension identifying the file format as follows:
.txt – fixed format
.csv – comma–delimited format
.tab – tab–delimited forma
3.1Population Status
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 1.2–2
O – Optional, data in this field is optional
4.0SEA MEP Students Served – Summer/ Intersession FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA MEP Students Served – Summer/Intersession File. The file type is specified in the header record.
4.1Header Record Definition
The header record is required and is the first record in every file submitted to the EDEN Submission System. 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.
Section 4.3 contains examples of the header record.
Table 4.1–1: MEP Students Served – Summer/Intersession File, SEA Header Record
Data Element Name / StartPosition / Length / Type / Pop / Definition / Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA MIGRANT STUDENTS SERVED SUMMER INTERSESSION
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 file extension) / 61 / 25 / String / M / File Name and extension are provided by the SEA. The file name should be the same as the external file name. (Please see File Naming Convention in Section 3.0 of this document.)
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 / Enter the Academic School Year for which data is being reported. The required format for 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 (e.g., 2008-2009 or 2008 2009).
Filler / 127 / 228 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 355 / 1 / M /
4.2Data Record Definition
Data Records are required and immediately follow the header record in every file submitted to the EDEN Submission System. Data Records provide counts for the specified categories as well as subtotals and education unit totals.
Section 4.3 contains examples of Data Records.
Table 4.2–1: MEP Students Served – Summer/Intersession File, SEA Data Records
Data Element Name / StartPosition / Length / Type / Pop / Definition / Comments / Permitted Values
File Record Number / 1 / 10 / Number / M / A sequential number assigned by the State that is unique to each row entry within the file.
ID 559
FIPSState Code / 11 / 2 / String / M / The two–digit Federal Information Processing Standards (FIPS) 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 FIPS State Codes, refer to theEDFacts Workbook.
ID 570
State Agency Number / 13 / 2 / String / M / A number used to uniquely identify state agencies. This ID cannot be updated through this file. / 01 – State Education Agency
Filler / 15 / 14 / String / M / Leave filler field blank.
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / The cumulative unduplicated number of participating migrant students who received instructional or support services in a Migrant Education Program (MEP) during the summer/intersession term. / MIGRNTSRVSUMINT
Age/Grade (All) / 69 / 15 / String / A / The age group or grade level (primary instructional level) of children (students). / UNDER3 – Under 3 years
3TO5NOTK –3 years through 5 (not K)
KG – Kindergarten
01 – Grade 1
02 – Grade 2
03 – Grade 3
04 – Grade 4
05 – Grade 5
06 – Grade 6
07 – Grade 7
08 – Grade 8
09 – Grade 9
10 – Grade 10
11 – Grade 11
12 – Grade 12
OOS – Out of School
UG – Ungraded
MISSING
Migrant Priority for Services Status (Only) / 84 / 15 / String / A / An indication that migratory children 1) are failing to meet, or most at risk of failing to meet, the state's challenging academic content standards and student academic achievement standards; and 2) have experienced interruptions in their education during the regular school year. / PS – Students classified as having "Priority for Services"
MISSING
Age/Grade (w/o under 3) / 99 / 15 / String / A / The age group or grade level (primary instructional level) of children (students). / 3TO5NOTK –3 years through 5 (not K)
KG – Kindergarten
01 – Grade 1
02 – Grade 2
03 – Grade 3
04 – Grade 4
05 – Grade 5
06 – Grade 6
07 – Grade 7
08 – Grade 8
09 – Grade 9
10 – Grade 10
11 – Grade 11
12 – Grade 12
OOS – Out of School
UG – Ungraded
MISSING
Continuation (Only) / 114 / 15 / String / A / An indication that migrant children are receiving instructional or support services under the continuation of services authority ESEA Title III Sections 1304(e) (2)-(3). / CONTINUED - Continued
MISSING
Filler / 129 / 15 / String / M / Leave filler field blank.
Total Indicator / 144 / 1 / String / M / An indicator that defines the count level (i.e., detail level, subtotal level or education unit total level). / N – specifies detail level
Explanation / 145 / 200 / String / O / Submitted files will be 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. /
Student Count / 345 / 10 / Number / M / If the count provided is either a subtotal or education unit total, it must be equal to or greater than the sum of its parts.
Carriage Return / Line Feed (CRLF) / 355 / 1 / M