U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N103 – Accountability

File Specifications

Version 7.0

SY 2010-11

December 2010

U.S. DEPARTMENT OF EDUCATIONN103 - Accountability File Specifications v7.0

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

December 2010

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, N103 – Accountability File Specifications, Washington, D.C., 2010.

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: / N103 – Accountability File Specifications
Revision: / Version 7.0
Issue Date: / December 2010
Security Level: / Unclassified – For Official Use Only
Filename: / n103-7-0.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / This file specification was not used 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 / Version 4.0 or subsequent updates (i.e., 4.1, 4.2, etc.) of this file specification is used to build files for SY 2006–07.
5.0 / Version 5.0 or subsequent updates (i.e., 5.1, 5.2, etc) of this file specification is used to build files for SY 2008-09.
6.0 / Version 6.0 or subsequent updates (i.e., 6.1, 6.2, etc) of this file specification is used to build files for SY 2009-10.
7.0 / December 2010 / Updated specifications for SY 2010-11.

RELEASE AUTHORIZATION

Name / Signature / Date
Author
QA
Release Authority

PREFACE

This document provides technical instructions for building files that are submitted through the Education Data Exchange Network (EDEN) Submission System (ESS). 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.

This document is to be used in coordination with other documentation including the EDEN Submission System User Guide and the Business Rules Guide.

Data submitted through the ESS is 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.

December 2010 / 1 / SY 2010-11

U.S. DEPARTMENT OF EDUCATIONN103 - Accountability File Specifications v7.0

Contents

DOCUMENT CONTROL

PREFACE

1.0PURPOSE

1.1Changes from the SY 2009-10 File Specifications

1.2Requirements for Submitting this File

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1SEA Level

2.2LEA Level

2.3School Level

3.0FILE NAMING CONVENTION

3.1Population Status and number fields

4.0STATE EDUCATION AGENCY ACCOUNTABILITY FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA Accountability File Examples

4.3.1Partial Record Sample for Fixed Format SEA Accountability File

4.3.2Partial Record Sample for Comma–Delimited File Format SEA Accountability File

4.3.3Partial Record Sample for Tab–Delimited File Format SEA Accountability File

5.0LOCAL EDUCATION AGENCY ACCOUNTABILITY FILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA Accountability File Example

5.3.1Partial Record Sample for Fixed Format LEA Accountability File

5.3.2Partial Record Sample for Comma–Delimited File Format LEA Accountability File

5.3.3Partial Record Sample for Tab–Delimited File Format LEA Accountability File

6.0SCHOOL ACCOUNTABILITY FILE

6.1Header Record Definition

6.2Data Record Definition

6.3School Accountability File Examples

6.3.1Partial Record Sample for Fixed Format School Accountability File

6.3.2Partial Record Sample for Comma–Delimited File Format School Accountability File

6.3.3Partial Record Sample for Tab–Delimited File Format School Accountability File

December 2010 / 1 / SY 2010-11

U.S. DEPARTMENT OF EDUCATIONN103 - Accountability File Specifications v7.0

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFactsData Groups:

  • AYP status, DG32
  • Alternate approach status, DG617
  • AMAO1 ELP making progress, DG569
  • AMAO2 ELP attainment, DG518
  • AMAO3 AYP for LEP, DG688
  • State poverty designation, DG699

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).

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 2009-10 File Specifications

Other than the editorial changes listed in the document history on page ii, there have been no changes to the record layouts.

1.2Requirements for Submitting this File

This section contains two tables that summarize the reporting requirements. The first table contains the reporting period and the education units included or excluded. The second table contains the data groups submitted by reporting level.

Table 1.2-1 Accountability File Specification, Core Reporting Requirements

SEA / LEA / School
Reporting Period / School year
The status in this file can be viewed as a final result for the school year...
Education units reported / Include SEA / Operational LEAs / Operational schools, according to the ESEA, as amended, Section 1111(b)(2)(B), all schools must report accountability. Some schools will use an alternative method to determine accountability, as defined in a State’s Accountability Workbook that is part of the State’s Consolidated State Application approved by the Secretary (“Accountability Workbook”).
Education units not reported / Closed, inactive, or future LEAs / Closed, inactive, or future schools

The table below indicates that data groups that are reported at each level

Table 1.2-2: Data Groups in File by Education Level

DG Name / DG / SEA / LEA / School
AYP Status / 32 / Yes / Yes / Yes
Alternate Approach / 617 / Yes / Yes
Title III
AMAO1 / 569 / Yes / Yes
AMAO2 / 518 / Yes / Yes
AMAO3 / 688 / Yes / Yes
State poverty designation / 699 / Yes

2.0
GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect data related to accountability. The statuses collected in this file specification should be based on the assessments that occurred during the reporting school year.For example, the accountability datain this file for SY 2010-11are based on the assessments that occurred during SY 2010-11.The statuses in this file can be viewed as the final results for the school year.

The guidance is divided into overall guidance and then guidance by education level on the permitted values for each data group collected.

How do schools with too few students report an AYP Status?

If the school has 'too few' students, it must still assign an AYP status. However, that determination may be made using an alternative approach (small school review).

  • For the Alternate Approach Status (DG617), indicate “Yes”.
  • For AYP Status (DG32), states should indicate “Yes” (utilizing a method other than growth model) or “No.”

Procedures for determining AYP for small schools should be outlined in each state’s Accountability Workbook.

How are AMAO data for Title III consortia members reported in this file?

A consortium, like any other Title III subgrantee, is accountable for meetingTitle III AMAOs.

A state has discretion about whether to treat subgrantees that consist of more than one LEA (i.e., consortium) as a single entity or as separate entities for the purpose of calculating the three AMAOs required under Title III.(See Interpretation 9. Determining AMAOs for Consortia in the Title III Final Notice of Interpretations.) Under Title III, a state has two options for LEAs within a consortium to report AMAO data:

  • A state can calculate the AMAOs for LEAs in a consortium by combining data across LEAs in the consortium.Then each LEA within the consortium would have the same AMAO data; or
  • A state can calculate the AMAOs separately for each LEA within a consortium. Each LEA has its own individually calculated AMAO data, independent from the other LEAs within the consortium.

Regardless of which methodology is used, each LEA within the consortia reportsAMAO data.

The finalized Title III Notice of Interpretation can be found at this website:

What are the Poverty Quartiles (DG699)?

Each state selects a metric that it uses in determine the high poverty and low poverty elementary and secondary schools in their state. Each school is designated as either an elementary or a secondary school. The quartiles are determined as two distinct calculations. One calculation includes all elementary schools in the state and the other includes all the secondary schools in the state. DG699 collect information that is the result of each of these two calculations. These data are used in conjunction with DG381 (N/X063) and DG383 (N/X064) to respond to questions in section 1.5 of the CSPR.

What if data are missing?

Submit the data that are available.Use the permitted value “missing.”The remaining data should be submitted when available.

2.1SEA Level

What are the permitted values for AYP Status (DG32)?

  • YES: Met the AYP requirements as determined by the state-established criteria (by method other than growth model).
  • YESGROWTH: Met the AYP requirements as determined by the state-established criteria (by growth model).States need approval from the U.S. Department of Education to use growth models to determine AYP status.
  • NO: Did not meet the AYP requirements as determined by the state-established criteria
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for AMAO1 - Making Progress (DG569)?

  • METAMAOLEP: Met AMAO1 making progress for LEP students who received services in a Title III language instruction educational program.
  • NOTMETAMAOLEP: Did not meet AMAO 1 making progress for LEP students who received services in a Title III language instruction educational program.
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for AMAO2–ELPAttainment (DG518)?

  • METAMAOLEP: Met AMAO2 proficiency attainment for LEP students who received services in a Title III language instruction educational program
  • NOTMETAMAOLEP: Did not meet AMAO 2 proficiency attainment for LEP students who received services in a Title III language instruction educational program
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for AMAO3 – AYP for LEP (DG688)?

  • MET: Met the annual measurable objectives for the LEP student subgroup in mathematics and reading.
  • NOTMET: Did not meet the annual measurable objectives for the LEP student subgroup in mathematics and reading
  • MISSING: Data are not available at the time the file is submitted.

2.2LEALevel

What are the permitted values for AYP Status (DG32)?

  • YES: The LEA met the AYP requirements as determined by the state-established criteria (by method other than growth model).
  • YESGROWTH: The LEA met the AYP requirements as determined by the state-established criteria (by growth model). States need approval from the U.S. Department of Education to use growth models to determine AYP status.
  • NO: The LEAdid not meet the AYP requirements as determined by the state-established criteria.
  • NOTREQ: A state may have an LEAin the EDFacts directorythat is not accountable for students for AYP purposes.Those LEAsshould be left out of the file (or reported with a status of “NOTREQ” meaning not accountable for students for AYP purposes and thus not required to calculate an AYP status).
  • Do not report LEAswith too few students to use standard methodology as “NOTREQ.”These LEAsare required to have an AYP determination.That AYP determination is made using an alternative approach (DG#617 = YES).
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for Alternative Approach (DG617)?

  • YES: The LEAhad too few students (under minimum cell size)toreliablydetermine AYP using the standard methodology.
  • NO: The LEAdid not have to use an alternative approach to determining AYP status.
  • NA: The LEAis not accountable under the State’s Accountability Workbook.
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for AMAO1 - Making Progress (DG569)?

  • METAMAOLEP: The LEAmet AMAO 1 making progress for LEP students who received services in a Title III language instruction educational program.
  • NOTMETAMAOLEP: The LEAdid not meet AMAO 1 making progress for LEP students who received services in a Title III language instruction educational program
  • NA: The LEA is not subject to AMAOs because there is no Title III language instruction educational program.
  • MISSING:Data are not available at the time the file is submitted.

What are the permitted values for AMAO2– ELPAttainment (DG518)?

  • METAMAOLEP: The LEAmet AMAO 2 proficiency attainment for LEP students who received services in a Title III language instruction educational program
  • NOTMETAMAOLEP: The LEAdid not meet AMAO 2 proficiency attainment for LEP students who received services in a Title III language instruction educational program
  • NA: The LEA is not subject to AMAOs because there is no Title III language instruction educational program.
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for AMAO3 – AYP for LEP (DG688)?

  • MET: The LEA met AYP for the LEP student subgroup in mathematics and reading.
  • NOTMET: The LEA did not meet AYP for the LEP student subgroup in mathematics and reading
  • NA: The LEAis not subject to AMAOs because there is no Title III language instruction educational program.
  • MISSING: Data are not available at the time the file is submitted.

2.3School Level

What are the permitted values for AYP Status (DG32)?

  • YES: The school met the AYP requirements as determined by the state-established criteria (by method other than growth model).
  • YESGROWTH: The schoolmet the AYP requirements as determined by the state-established criteria (by growth model). States need approval from the U.S. Department of Education to use growth models to determine AYP status.
  • NO: The school did not meet the AYP requirements as determined by the state-established criteria.
  • NOTREQ: While unlikely, astate may have a school in the EDFacts directorythat is not accountable for students for AYP purposes.Those schools should be left out of the file (or reported with a status of “NOTREQ” meaning not accountable for students for AYP purposes and thus not required to calculate an AYP status).
  • Do notreport schools with too few students to use standard methodology as “NOTREQ.”These schools are required to have an AYP determination.That AYP determination is made using an alternative approach (DG#617 = YES).
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for Alternative Approach (DG617)?

  • YES: The schoolhad too few students (under minimum cell size) toreliablydetermine AYP using the standard methodology.
  • NO: The schooldid not have to use an alternative approach to determining AYP status.
  • NA: The schoolisnot accountable under a state plan.
  • MISSING: Data are not available at the time the file is submitted.

What are the permitted values for Poverty Quartiles (DG699)?

  • HIGH: High quartile poverty school.
  • LOW: Low quartile poverty school.
  • NEITHER: Neither high nor low quartile poverty school.
  • MISSING: Dataare not available at the time the file is submitted.

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 Accountability file submissions:

sslevSTATAYPvvvvvvv.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 Accountability submission

LEA for a Local Education Agency Accountability submission

SCH for a School Accountability submission

Filename=STATAYP (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 format

3.1Population Status and number fields

The “Pop” column in the header and data records is coded as follows:

M – Mandatory, this field must always be populated

O – Optional, data in this field areoptional

4.0STATE EDUCATION AGENCY ACCOUNTABILITY FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Accountability 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.