U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N040 – Graduates/Completers File Specifications
Version 4.2
SY 2007-08
April 2009
U.S. DEPARTMENT OF EDUCATIONN040 – Graduates/Completers File Specifications v4.2
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
Tom Skelly
Acting Assistant Secretary
April 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, N040 – Graduates/Completers File Specifications, Washington, D.C., 2007.
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 Alternate Format Center at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N040 – Graduates/Completers File SpecificationsRevision: / Version 4.2
Issue Date: / April 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N040 - Graduates-Completers v4.2.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 / October 2007 /
- Updated for SY 2007–08.
- Sections 2.0 and 3.0 were flipped.
- Section 2.0 guidance has been updated and enhanced.
- Added a subtotal in Section 1.2.
- Category definition clarification in Sections 4.2, 5.2 and 6.2.
4.0 / August 2008 /
- Final document review completed.
4.1 / November 2008 /
- Section 2.1 updated definition of Children with Disabilities (IDEA).
4.2 / April 2009 /
- 2.0 - Added question "Should students receiving a GED or other equivalency degree be included in Other High School Credential?'"
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.
April 2009 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATIONN040 – Graduates/Completers File Specifications v4.2
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 GRADUATES / COMPLETERS FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA Graduates/Completers File Examples
4.3.1Partial Record Sample for Fixed Format SEA Graduates/Completers File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA Graduates/Completers File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA Graduates/Completers File
5.0LEA GRADUATES / COMPLETERS FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA Graduates/Completers File Examples
5.3.1Partial Record Sample for Fixed Format LEA Graduates/Completers File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA Graduates/Completers File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA Graduates/Completers File
6.0SCHOOL GRADUATES / COMPLETERS FILE
6.1Header Record Definition
6.2Data Record Definition
6.3School Graduates/Completers File Examples
6.3.1Partial Record Sample for Fixed Format School Graduates/Completers File
6.3.2Partial Record Sample for Comma–Delimited File Format School Graduates/Completers File
6.3.3Partial Record Sample for Tab–Delimited File Format School Graduates/Completers File
April 2009 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATIONN040 – Graduates/Completers File Specifications v4.2
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Graduates/Completers Tables, ID# 306. The definition for this data group is in the row “Table Name” in Table 4.2-1.
The data collected through this file specification provide the Graduates and Completers data to the Common Core of Data (CCD) Nonfiscal Surveys, specifically the State Nonfiscal Survey and the Public Elementary/Secondary Education Agency Universe Survey. This data are also used by many other U.S. Department of Education program offices.
A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.
1.1Changes from the SY 2006–07 File Specifications
There were changes to this file specification that did not result in changes to the record layout.
- Added a subtotal by Diploma/Credential.
- Changed the “Homeless Status” Category to “Homeless Served Status.”
- Changed the “Economic Disadvantaged Status” category to “Economically Disadvantaged Status.”
1.2Requirements for Submitting this Data Group
The data group is submitted at the following levels:
- SEA
- LEA
- School
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: Graduates/Completers, Required Categories, and Applicable Totals
Category Set / Table Name / Diploma/ Credential / Race/ Ethnicity / Sex (Graduates) / LEP Status (Only) / Disability Status (IDEA) / Economically Disadvantaged Status / Migrant Status / Homeless Served Status / Total Indicator / CommentsCategory Set A / GRADCNT / X / X / X / N / Student Count by Diploma/Credential, Race/Ethnicity and Sex (Graduates)
Category Set B / GRADCNT / X / X / X / N / Student Count by Diploma/Credential, Sex (Graduates) and Disability Status (IDEA)
Category Set C / GRADCNT / X / X / X / N / Student Count by Diploma/Credential, Sex (Graduates) and LEP Status (Only)
Category Set D / GRADCNT / X / X / N / Student Count by Diploma/Credential and Economically Disadvantaged Status
Category Set E / GRADCNT / X / X / N / Student Count by Diploma/Credential and Migrant Status
Category Set F / GRADCNT / X / X / N / Student Count by Diploma/Credential and Homeless Served Status
Subtotal 1 / GRADCNT / X / Y / Subtotal
Grand Total / GRADCNT / Y / Grand Total
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification collects the graduates/completers count for the 2007-08 school year. This student count is cumulative for the school year (including the subsequent summer) and is unduplicated.
See below for additional guidance concerning this file:
What is the reporting period for this file?
The reporting period for this data is the school year and the subsequent summer school.
Which Education Units should be included in the file?
Include all LEAs and schools that offer a graduate level.
Which Education Units should not be included in the file?
Do not include LEAs or schools that do not offer a graduate level.
How is the student count unduplicated?
School level submissions – Each student who graduates or completes secondary school during the reporting period is reported by one and only one school.
LEA level submissions – Each student who graduates or completes secondary school during the reporting period is reported by one and only one LEA.
What permitted values do I use for each graduate or completer?
Each graduate or completer is counted as receiving one of the following:
- Regular High School Diploma – The graduate or completer received a formal document certifying the successful completion of a prescribed secondary school program of studies. Include here regular high diplomas that are differentiated by type, such as an academic diploma, a general diploma, or a vocational diploma.
- Other High School Credential – The graduate or completer received a formal document certifying that the individual met the state requirements for the credential.
How do I count “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; however, include those students in the subtotal and in the grand total.
How should I handle zero counts?
SEA level submission – Zero counts must be included for the category set A. Zero counts can be left out of the other category sets.
LEA level submissions – Zero counts must be included for the category set A. Zero counts can be left out of the other category sets. If an LEA has a graduate level but no graduates, submit the grand total record with a zero counts. The category sets and the subtotal can be left out of the file.
School level submissions – Zero counts are not required.
How should I handle Missing data?
SEA level submissions – Submit data when data are available. Note in your state submission plan if the data by one of the category sets are determined not to be available to submit.
LEA level submissions:
- If counts for an LEA are missing, submit just a grand total record for that LEA with a student count value of “-1”. In your state’s submission plan, include the LEA in the counts of LEAs expected to submit the data. The records for that LEA should be submitted when data are available.
- If counts are missing for one of the category sets but not for others, submit the data you have. Except for category set A, missing counts (-1) can be left out of the file. The file can be resubmitted with all the category sets when the data are available.
School level submissions:
- If all counts for a school are missing, the school can be left out of the file. In your state’s submission plan, include the school in the count of schools expected to submit the data. The records for that school should be submitted when data are available.
- If counts are missing for one of the category sets but not for others, submit the data you have. Missing counts (-1) can be left out of the file. The file can be resubmitted with all the category sets when the data are available.
What if I have some LEAs (or schools) that have complete category sets and some have incomplete?
Missing some of the data for some of the LEAs (or schools) that results in incomplete category sets (e.g. some LEAs have data by disability status by do not have data by both disability status and race/ethnicity) are treated as the entire category set is missing. ESS does not allow some LEAs (or schools) to submit incomplete category sets while other LEAs (or schools) submit complete category sets.
If the incomplete category set is category set A (race/ethnicity and sex (graduate)), explain in your state submission plan what data for category set A is missing.
Should students receiving a GED or other equivalency degree be included in Other High School Credential?
Other High School Completers does not include equivalency diplomas, known as a General Equivalency Diploma (GED) in most states. Recipients of equivalency diplomas, such as a GED, should be left out of the file.
What other file specifications collect data for the Common Core of Data?
Section 13.1 of the EDFacts workbook has a complete mapping of EDFacts data to CCD data elements.
2.1Definitions
Children with Disabilities (IDEA)
Children having 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).
Limited English Proficient
This status is used only when students with LEP status need to be included. In coordination with the State’s definition based on Title 9 of ESEA, students:
- Who are aged 3 through 21;
- Who are enrolled or preparing to enroll in an elementary school or a secondary school;
- (Who are i, ii, or iii)
(i)Who were not born in the United States or whose native languages are languages other than English;
(ii)(Who are I and II)
(I)Who are a Native American or Alaska Native, or a native resident of the outlying areas; and
(II)Who come from an environment where languages other than English have a significant impact on their level of language proficiency; or
(iii)Who are migratory, whose native language are languages other than English, and who come from an environment where languages other than English is dominant; and
- Whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individuals (who are denied i or ii or iii)
(i)The ability to meet the State’s proficient level of achievement on State assessments described in section 1111(b)(3);
(ii)The ability to successfully achieve in classrooms where the language of instruction is English; or
(iii)The opportunity to participate fully in society.
To be classified as limited English proficient, an individual must be A, B, C, and D. For C, an individual can be i, ii, or iii. If C–ii, the individual must be I and II. For D, an individual must be denied i or ii or iii.[1]
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 Graduates/Completers file submissions:
sslevGRADCOUNTvvvvvvv.ext
Where:
ss= Two–character USPS State Abbreviation for the submitting SEA.
lev= Three–character abbreviation for the level submitted. Use:
SEA for a State Education Agency Graduates/Completers submission
LEA for a Local Education Agency Graduates/Completers submission
SCH for a School Graduates/Completers Submission
Filename= GRADCOUNT (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 GRADUATES / COMPLETERS FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Graduates/Completers 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: Graduates/Completers, 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 GRADUATES COMPLETERS
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 / 318 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 445 / 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: Graduates/Completers, SEA Data Record
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
FIPS State Code / 11 / 2 / String / M / The two–digit Federal Information Processing Standard (FIPS) Code 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 unduplicated number of students who graduated from high school or completed some other education program that is approved by the state or local education agency (SEA or LEA) during the school year and the subsequent summer school. / GRADCNT
Filler / 69 / 15 / String / M / Leave filler field blank.
Race/Ethnicity / 84 / 15 / String / A / The general racial category that most clearly reflects individuals’ recognition of their community or with which individuals most identify. / AM – American Indian or Alaskan Native
AS – Asian or Pacific Islander
BL – Black (not Hispanic)
HI – Hispanic
WH – White (not Hispanic)
MISSING
NOTCOLLECT – Not Collected
Sex (Graduates) / 99 / 15 / String / A / The concept describing the biological traits that distinguish the males and females of a species. / F – Female
M – Male
UNK – Unknown
MISSING
NOTCOLLECT –Not Collected
Disability Status (IDEA) / 114 / 15 / String / A / An indication of whether children (students) are Children with Disabilities (IDEA). / WDIS –Children with one or more disabilities (IDEA)
WODIS –Children without disabilities
MISSING
NOTCOLLECT –Not Collected
LEP Status (Only) / 129 / 15 / String / A / An indication that students are limited English proficient. / LEP –Limited English proficient (LEP) Student
MISSING
NOTCOLLECT –Not Collected
Migrant Status / 144 / 15 / String / A / An indication of whether students are eligible migrant children. / MS – Migrant Students
MISSING
NOTCOLLECT –Not Collected
Economically Disadvantaged Status / 159 / 15 / String / A / An indication of whether students meet the state criteria for classification as economically disadvantaged. / ECODIS –Economically Disadvantaged (ED) Students
MISSING
NOTCOLLECT –Not Collected
Homeless Served Status / 174 / 15 / String / A / An indication of whether homeless children and youth were served by a McKinney-Vento program in the state. / H –Homeless Eligible and Served
MISSING
NOTCOLLECT –Not Collected
Filler / 189 / 15 / String / M / Leave filler field blank.
Diploma/ Credential / 204 / 15 / String / M / The type of high school credential received by high school completers. / REGDIP –Regular High School Diploma
OTHCOM –Other High School Credential
Filler / 219 / 15 / String / M / Leave filler field blank.
Total Indicator / 234 / 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 a subtotal or grand total level
Explanation / 235 / 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 / 435 / 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) / 445 / 1 / M /