U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N122– MEP Students Eligibleand Served Summer/Intersession

File Specifications

Version 4.0

SY 2007–08

July 2008

U.S. DEPARTMENT OF EDUCATIONN122 – MEP Students Eligible and Served

Summer/Intersession 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

July 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, N122– MEP Students Eligibleand Served Summer/IntersessionFile Specifications, Washington, D.C., 2008.

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: / N122– MEP Students Eligibleand Served Summer/IntersessionFile Specifications
Revision: / Version 4.0
Issue Date: / July 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N122 – MEP Students Eligible and Served Summer Intersession v4.0.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 / 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 / July 2008 /
  • Updated for SY 2007–08.
  • Sections 2.0 and 3.0 were flipped.
  • Section 2.0 guidance has been updated and enhanced.
  • Data group definition change in Section 4.2.
  • Categories dropped in 1.2, 4.2 and 5.2.

RELEASE AUTHORIZATION

Name / Signature / Date
Author
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 EDFactsWorkbook, 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 2006–07 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 ELIGIBLE AND SERVED SUMMER/INTERSESSION FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA MEP Students Eligible and Served Summer/Intersession File Examples

4.3.1Partial Record Sample for Fixed Format SEA MEP Students Eligible and Served Summer/Intersession File

4.3.2Partial Record Sample for Comma–Delimited File Format SEA MEP Students Eligible and Served Summer/Intersession File

4.3.3Partial Record Sample for Tab–Delimited File Format SEA MEP Students Eligible and Served Summer/Intersession File

5.0LEA MEP STUDENTS ELIGIBLE AND SERVED SUMMER/INTERSESSION FILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA MEP Students Eligible and Served Summer/Intersession File Examples

5.3.1Partial Record Sample for Fixed Format LEA MEP Students Eligible and Served Summer/Intersession File

5.3.2Partial Record Sample for Comma–Delimited File Format LEA MEP Students Eligible and Served Summer/Intersession File

5.3.3Partial Record Sample for Tab–Delimited File Format LEA MEP Students Eligible and Served Summer/Intersession File

July 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONN122 – MEP Students Eligible and Served

Summer/Intersession File Specifications v4.0

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFactsData Group: Migrant Education Program (MEP) Students Eligibleand Served Summer/IntersessionTables, ID# 635.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 in the Consolidated State Performance Report (CSPR), Part I which is legislatively supported by Sections 9302 and 9303 of the Elementary and Secondary Education Act as amended by the No Child Left Behind Act of 2001.

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 2006–07 File Specifications

There were changes to this file specification that resulted in changes to the record layout.

  • Modified the data group definition to be more concise and to incorporate the standard definition of eligible migrant students (children).
  • Changed the reporting period from school year to program year.
  • Removed most category sets and subtotals so that data is only by Age/Grade (w/o under 3).

1.2Requirements for Submitting this Data Group

The data group is submitted at the following levels:

  • SEA
  • LEA – Reporting by LEA is optional for SY 2007-08

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 either “Y” (Yes) or “N” (No). If the record is for a detail count, specify an “N” (No). If the record is for a subtotal or grand total, specify a “Y” (Yes).

Table 1.2–1: MEP Students Eligibleand Served Summer/IntersessionTable, Required Categories, and Applicable Totals

Category Set / Table Name / Age/
Grade (w/o under 3) / Total Indicator / Comments
Category Set A / MEPSTUDELIGSERV / X / N / Student Count by Age/Grade (w/o under 3)
Grand Total / MEPSTUDELIGSERV / Y / Grand Total

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification collects the unduplicated number of eligible migrant children, ages 3 through 21 who within 3 years of making a qualifying move, were served for one or more days in a MEP funded project conducted during either the summer term or during intersession periods that occurred within the reporting period of September 1, 2007 through August 31, 2008. This is the category 2 child count of the Migrant Child count.

Additional guidance is below:

What is the reporting period of this file?

The reporting period for this file is the summer term and intersession periods during the Program Year, September 1, 2007 to August 31, 2008.

What education units should be included in this file?

SEA level - Include your SEA if the state has MEP programs operated under Title 1, Part C.

LEA level - Include all LEAs that operated a MEP funded project during the reporting period.

What education units should not be included in this file?

SEA level - If your state does not have MEP programs operated under Title 1, Part C you do not have to submit this file. If this is the case please update your submission plan and include this reason in your comments.

LEA level – Do not include LEAs that did not operate a MEP funded project during the reporting period. Do not include LEAs that combined all their MEP funds into a school-wide program.

Is the student count duplicated or unduplicated?

The student count is unduplicated. For example, a child who moved to different schools within the state and who was served in both traditional summer and intersession programs is counted only once.

How do I report Age/Grade (w/o under 3)?

Report children in the highest age/grade that they attained during the reporting period. Age 3 to 5 is for those children who are not in kindergarten. Report 5 year olds in kindergarten using kindergarten.

What migrant children should I include?

Include eligible migrant children who received services during a summer term or intersession period.

What migrant children should not be included in the file?

Do not include:

  • Children age birth up to 3 years at the end of the reporting period.
  • Children served by the MEP (under the continuation of services authority) after their period of eligibility has expired when other services are not available to meet their needs.
  • Previously eligible secondary–school children who are receiving credit accrual services (under the continuation of services authority).

What if my state has zero counts?

SEA level submission - Zero counts must be included for the detail in the category sets.

LEA submission - Zero counts are not required.

What if my state has missing data?

SEA level submission - Submit data when the data are available. Note in your state submission plan if some of the data are determined not to be available to submit.

LEA level submission - 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.

Do any other file specifications collect similar data?

Data are collected on students eligible for funding and for students served under the migrant student program. Unduplicated counts are also collected by timeframe: regular school year, summer session and 12 months. The best way to understand the data on migrant students is the following matrix.

  • Reporting Period

  • Migrant student group
/
  • 12 month unduplicated
/
  • Regular school year
/
  • Summer / intersession

Eligible enrolled in schools / N/X132,
ID#110
Child count # 1 (eligible) / N/X121,
ID#634
(formerly Count #1 on the Migrant Child Count Report)
Child count # 2 (eligible and served) / N/X122,
ID#635
(formerly Count #2 on the Migrant Child Count Report)
Served (including after period of eligibility expired) / N/X054,
ID#102 / N/X123,
ID#636 / N/X124,
ID#637
Services to students / N/X145, ID#684

2.1Definitions

Migratory Children (also referred to as Children with Migrant Status)

Children who are, or whose parents or spouses are, migratory agricultural workers, including migratory dairy workers, or migratory fishers, and who, in the preceding 36 months, in order to accompany such parents or spouses in order to obtain temporary or seasonal employment in agricultural or fishing work (A) have moved from one LEA to another; (B) in a State that is comprised of a single LEA, have moved from one administrative area to another within such LEA; or (C) reside in an LEA of more than 15,000 square miles and migrate a distance of 20 miles or more to a temporary residence to engage in a fishing activity.

Out of School

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-12 institution. This could include students who have dropped out of school, youth who are working on a GED outside of a K-12 institution, and youth who are “here-to-work” only. It does not include preschoolers.

Ungraded

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-12 institution[*], or those in a correctional setting.

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 Eligibleand ServedSummer/Intersession file submissions:

sslevMEPSTELSVvvvvvv.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 Eligible and Served Summer/Intersession submission

LEA for a Local Education Agency MEP Students Eligible and Served Summer/Intersession submission

Filename= MEPSTELSV (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

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 1.2–1

O – Optional, data in this field is optional

4.0SEA MEP STUDENTS ELIGIBLE AND SERVED SUMMER/INTERSESSION FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA MEP Students Eligibleand Served Summer/IntersessionFile. 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 Eligibleand Served Summer/IntersessionFile, SEA Header Record

Data Element Name / Start
Position / Length / Type / Pop / Definition / Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SEA MEP STUDENTS ELIGIBLE AND SERVED
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., 2007–2008 or 2007 2008).
Filler / 127 / 183 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 310 / 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 grand totals.

Section 4.3 contains examples of Data Records.

Table 4.2–1: MEP Students Eligibleand Served Summer/IntersessionFile, SEA Data Records

Data Element Name / Start
Position / 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 the EDFacts 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 eligible migrant students, served by a Migrant Education Program (MEP) during the summer/intersession term. / MEPSTUDELIGSERV
Age/Grade (w/o under 3) / 69 / 15 / String / M / 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
Filler / 84 / 15 / String / M / Leave filler field blank. /
Total Indicator / 99 / 1 / String / M / An indicator that defines the count level (i.e., detail level, subtotal level or grand total level). / N –Specifies detail level
Y– Specifies subtotal/grandtotal level
Explanation / 100 / 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 / 300 / 10 / Number / M / If the count provided is either a subtotal or grand total, it must be equal to or greater than the sum of its parts.
Carriage Return/Line Feed (CRLF) / 310 / 1 / M
July 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATION N122 - MEP Students Eligible and Served

Summer/Intersession File Specifications v4.0

4.3SEA MEP Students Eligibleand Served Summer/IntersessionFile Examples

4.3.1Partial Record Sample for Fixed FormatSEA MEP Students Eligibleand Served Summer/IntersessionFile

The following text shows a portion of the header row and data rows. The highlighted ruler line is provided to help the reader visually identify the column placement of the data. The ruler line should not be included in submitted files.

4.3.2Partial Record Sample for Comma–DelimitedFileFormatSEA MEP Students Eligibleand Served Summer/IntersessionFile

The following text shows a portion of the header row and data rows.[*]

4.3.3Partial Record Sample for Tab–DelimitedFileFormatSEA MEP Students Eligible and Served Summer/IntersessionFile

The following text shows a portion of the header row and data rows.[*]