C161 High School Graduates Postsecondary Credit Earned

U.S. DEPARTMENT OF EDUCATION

EDFacts Submission System

C161 – High School Graduates Postsecondary Credit Earned

File Specifications

Version 12.3

SY 2015-16

U.S. DEPARTMENT OF EDUCATION C161 – High School Graduates Postsecondary Credits Earned

File Specifications v12.3

This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-14-O-5013 with Applied Engineering Management Corporation. 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

James B. King, Jr.

Secretary of Education

EDFacts

Ross Santy

System Owner

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: C161 – High School Graduates Postsecondary Credits Earned File Specifications – V12.3 (SY 2015-16), U.S. Department of Education Washington, D.C: EDFacts. Retrieved [date] from 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 Department’s Alternate Format Center at (202) 260–0818.

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: / C161 – High School Graduates Postsecondary Credits Earned File Specifications
Security Level: / Unclassified – For Official Use Only
Filename: / C161-12-3.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0-11.0 / Versions 1.0 – 11.0 are used to build files for school years prior to SY 2015-16.
12.0 / April 2015 / Updated for SY 2015-16
· 2.4 Added questions and answers (marked “NEW!”) about the steps to creating the LEA and school level files.
12.1 / December 2015 / Corrected guidance on closed schools
· 2.2 – Corrected guidance on LEA and school level reporting in the core requirements table
· 2.4 – Corrected guidance for the question “How are students reported when the school that graduated them subsequently closes or merges with another school?”
12.2 / February 2016 / Corrected guidance on closed/merged LEAs
· 2.4 – Corrected guidance for the question “How are students reported when the LEA that graduated them subsequently closes or merges with another LEA?
12.3 / June 2016 / Corrected guidance on reporting period
· 2.4 – Corrected year reference for students in the Graduates/Completers file (C040) in the question “What is the reporting period?”

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 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, including the error number, type, message, definition, edit logic, and the file specifications where the business riles 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:

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 2/29/2016). 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.

June 2016 / 15 / SY 2015-16

U.S. DEPARTMENT OF EDUCATION C161 – High School Graduates Postsecondary Credits Earned

File Specifications v12.3

Contents

DOCUMENT CONTROL ii

PREFACE iii

1.0 PURPOSE 1

2.0 GUIDANCE FOR SUBMITTING THIS FILE 1

2.1 Changes from the SY 2014-15 File Specifications 1

2.2 Core Requirements for Submitting this File 1

2.3 Required Categories and Totals 2

2.4 Guidance 4

2.5 Definitions 7

3.0 FILE NAMING CONVENTION 8

4.0 FIXED OR DELIMITED FILES 9

4.1 Header Record Definition 9

4.2 Data Record Definition 10

5.0 XML SPECIFICATIONS 13

5.1 Category XML Object 14

5.2 Table Type XML Object 16

5.3 Agency XML Object 17

5.4 File Transmit XML Object 18

June 2016 / 15 / SY 2015-16

U.S. DEPARTMENT OF EDUCATION C161 – High School Graduates Postsecondary Credits Earned

File Specifications v12.3

June 2016 / 15 / SY 2015-16

U.S. DEPARTMENT OF EDUCATION C161 – High School Graduates Postsecondary Credits Earned

File Specifications v12.3

1.0 PURPOSE

This document contains instructions for building files to submit EDFacts Data Group (DG740): High school graduates postsecondary credits earned table.. The definition for this data group is:

Students who enroll in a public institution of higher education (IHE) (as defined in section 101(a) of the HEA) in the state within 16 months of receiving a regular high school diploma and who complete at least one year's worth of college credit applicable to a degree within two years of enrollment in the IHE.

The data collected using this file specification are used to report on participating states’ performance in the Race to the Top Fund, authorized under the American Recovery and Reinvestment Act of 2009 (ARRA).

2.0 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.

2.1 Changes from the SY 2014-15 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.

2.2 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 / See “What is the reporting period” in section 2.0
Revised! Education units reported / Include SEA / Operational LEAs that had a 12th grade four school years prior to the current school year. / Schools that were operational and had a 12th grade four school years prior to the current school year.
Revised! Education units not reported / LEAs reported as closed, inactive, or future
LEAs that did not have a 12th grade four school years prior to the current school year. / Schools reported as closed, inactive, or future
Schools that did not have a 12th grade four school years prior to the current school year.
Type of count / Once / Once at the LEA where the students graduated four school years prior / Once at the school where the students graduated four school years prior
Zero counts / Required for all valid combinations / Not required; valid combinations for the state not included will be assumed to be zeros
Zero exceptions and
Not Applicable / Major Racial and Ethnic Groups - If a state does not use a permitted value, the counts by that permitted value should be left out of the file. See section 2.4.
Leave LEAs/Schools that do not have students to report out of the file
Missing / Use “-1” to Report missing counts.
If no information is available by students’ postsecondary enrollment, report the students using the Postsecondary Enrollment Action permitted value of “no information.”
If data by a student subgroup are not available, use MISSING.
Related metadata survey

2.3 Required Categories and Totals

The table below lists the combinations of the categories and totals 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 category value must be submitted when reporting that aggregation.

· The total indicator must be either “Y” (Yes) or “N” (No).

o If the record is for a category set, specify an “N” (No).

o If the record is for a subtotal or education unit total, specify a “Y” (Yes).

· The abbreviations in the “Table Name” column represent the technical name of the data used in the file.

Table 2.3–1: Required Categories and Totals

Category Set / Table Name / Postsecondary Credit / Major Racial and Ethnic Groups / Sex (Membership) / Disability Status (Only) / LEP Status (Only) / Economically Disadvantaged Status / Total Indicator / Comments /
Category Set A / HSGPSCE / X / X / N / Student Count by postsecondary credit and major racial and ethnic groups
Category Set B / HSGPSCE / X / X / N / Student Count by postsecondary credit and sex (membership)
Category Set C / HSGPSCE / X / X / N / Student Count by postsecondary credit and disability status (only)
Category Set D / HSGPSCE / X / X / N / Student Count by postsecondary credit and LEP status (only)
Category Set E / HSGPSCE / X / X / N / Student Count by postsecondary credit and economically disadvantaged status
Subtotal 1 / HSGPSCE / X / Y / Subtotal by postsecondary credit

2.4 Guidance

This section contains guidance for submitting this file in the format of questions and answers.

What is the reporting period?

For SY 2015-16, a state would report on the students who graduated with a regular high school diploma from a public high school within the state in SY 2011-12 and enrolled in an institution of higher education (IHE) within 16 months of graduation. That is, report on those students who were included in the Graduates/Completers file (C40) for SY 2011-12 as having graduated with a regular high school diploma and enrolled in a public IHE within 16 months of graduation.

Figure 2.4-1 Reporting Period for High School Graduates Postsecondary Credits Earned

SY 2011-12
Reported in N/X040
Graduates/Completers as “regular high school diploma” for “diploma/credential” / SY 2012-13 / SY 2013-14 / SY 2014-15 / SY 2015-16

NEW! What are the steps to create the LEA- and School-level files?

Steps to creating the LEA-level file:

1. Begin with the LEA-level directory from five school years prior (SY2011-12). Only include operational LEAs that have a 12th grade. Report on only the students that graduated with a regular high school diploma in N/X040.

2. Identify whether the students in the schools from step 1 have since enrolled in an IHE within 16 months of graduating.

3. Identify whether the students in the schools from step 2 have completed at least one year’s worth of college credit, applicable to a degree, within 24 months of enrollment in an IHE.

4. Compare the LEAs to report on with the current year directory (SY2015-16)

If the LEA in which the students graduated from is still open, report the students under the LEA.
If the LEA in which the students graduated is reported as closed, determine in what school year the LEA closed.
If the LEA closed as of the current school year, report in C160.
If the LEA closed prior to the current school year, determine if there is another LEA in which the students the students can be attributed to.
If yes, report the students under the LEA.
If no, report the students only at the SEA-level.

Steps to creating the school-level file:

Begin with the school-level directory from two school years prior (SY2013-14). Only include operational schools that have a 12th grade. Report on only the students that graduated with a regular high school diploma in N/X040.
Identify whether the students in the schools from step 1 have since enrolled in an IHE within 16 months of graduating.
Identify whether the students in the schools from step 2 have completed at least one year’s worth of college credit, applicable to a degree, within 24 months of enrollment in an IHE.
Compare the schools to report on with the current year directory (SY2015-16).
If the school in which the students graduated from is still open, report the students under the school.
If the school in which the students graduated is reported as closed, determine in what school year the school closed.
If the school closed as of the current school year, report in C160.
If the school closed prior to the current school year, do not report in the school level file. Only report at the LEA and SEA levels.

What students should be reported in this file?

Include only students graduating from high school in SY 2011-12 who enroll in a public IHE (as defined in section 101(a) of the Higher Education Act of 1965) in the state within 16 months of receiving a regular high school diploma. Report on whether these students completed at least one year’s worth of college credit, applicable to a degree, within 24 months of enrollment in the IHE.

Do students attending institutions of higher education (IHEs) outside of the state where they graduated from public high school need to be included?

No.

Do students who attend private IHEs within the state need to be included?

No.

What are the permitted values for postsecondary enrollment action?

The permitted values are:

· No information on credits earned since enrolling (NO)

· Completed at least one year’s worth of credit (applicable to a degree) within two years of enrollment in the IHE (COMP1Y)

· Did not complete at least one year’s worth of credit (applicable to a degree) within two years of enrollment in the IHE (NOCOMP1Y)

What constitutes “one year’s worth of credit?”