U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N003 – Children with Disabilities (IDEA) Completed State NCLB Assessment File Specifications
Version 4.3
SY 2007-08
January 2009
U.S. DEPARTMENT OF EDUCATIONN003 – Children with Disabilities (IDEA) Completed
State NCLB Assessment File Specifications v4.3
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
January 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, N003 – Children with Disabilities (IDEA) Completed State NCLB Assessment File 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 Alternate Format Center at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: / N003 – Children with Disabilities (IDEA) Completed State NCLB Assessment File SpecificationsRevision: / Version 4.3
Issue Date: / January 2009
Security Level: / Unclassified – For Official Use Only
Filename: / N003 - Child w Disab Compl NCLB Assmt v4.3.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 / March 2008 /
- Updated for SY 2007-08.
- File Specification name was updated.
- Section 1.0 data group name changed.
- Sections 2.0 and 3.0 were flipped.
- Section 2.0 Guidance was updated and enhanced.
- Permitted values were updated in 4.2 and 5.2.
4.1 / November 2008 /
- Section 2.0 – Added guidance on collecting data by Science.
- Sections 4.2 and 5.2 – Added permitted value
4.2 / December 2008 /
- Section 6 – Appendix – Updated IDEA Assessment EDFacts crosswalk.
4.3 / January 2009 /
- Section 6 – Appendix – Updated IDEA Assessment EDFacts crosswalk.
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.
January 2009 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATIONN003 – Children with Disabilities (IDEA) Completed
State NCLB Assessment File Specifications v4.3
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
2.1Definition
3.0FILE NAMING CONVENTION
3.1Population Status
4.0SEA CHILDREN WITH DISABILITIES (IDEA) COMPLETED STATE NCLB ASSESSMENT FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA Children with Disabilities (IDEA) Completed State NCLB Assessment File Examples
4.3.1Partial Record Sample for Fixed Format SEA Children with Disabilities (IDEA) Completed State NCLB Assessment File
4.3.2Partial Record Sample for Comma–Delimited File Format SEA Children with Disabilities (IDEA) Completed State NCLB Assessment File
4.3.3Partial Record Sample for Tab–Delimited File Format SEA Children with Disabilities (IDEA) Completed State NCLB Assessment File
5.0LEA CHILDREN WITH DISABILITIES (IDEA) COMPLETED STATE NCLB ASSESSMENT FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA Children with Disabilities (IDEA) Completed State NCLB Assessment File Examples
5.3.1Partial Record Sample for Fixed Format LEA Children with Disabilities (IDEA) Completed State NCLB Assessment File
5.3.2Partial Record Sample for Comma–Delimited File Format LEA Children with Disabilities (IDEA) Completed State NCLB Assessment File
5.3.3Partial Record Sample for Tab–Delimited File Format LEA Children with Disabilities (IDEA) Completed State NCLB Assessment File
6.0APPENDIX SY 2007-08 IDEA ASSESSMENT EDFACTS CROSSWALK
January 2009 / 1 / SY 2007-08U.S. DEPARTMENT OF EDUCATIONN003 – Children with Disabilities (IDEA) Completed
State NCLB Assessment File Specifications v4.3
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Children with Disabilities (IDEA) Completed State NCLB Assessment Table, ID# 447. The definition for this data group is in the row “Table Name” in Table 4.2-1.
The data collected through this file specification are currently collected through Table 6 “Report of Participation and Performance of Students with Disabilities on State Assessments” as reauthorized by the Individuals with Disabilities Education Act (IDEA ‘04). Refer to the Appendix for a crosswalk between this file and the applicable sections of Table 6.
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 have been changes to this file specification. These changes did not result in changes to the record layout.
- The data group definition was changed from "and received a valid score" to "and for whom a proficiency level was assigned" to be more precise.
- The modifier "State NCLB" to assessment to clarify which assessment was added.
- The terms used for the types of assessments changed from "aligned with" to "based on” was corrected. For example, "alternate assessments aligned with grade-level standards" was changed to "alternate assessments based on grade-level standards."
- Science and Reading (Language Arts) were added as permitted values for the Academic Subject (Assessment) category. Reading (Language Arts) replaces the Reading, Language Arts and Reading/Language Arts permitted value.
- High School was added as a permitted value for Grade Level (Assessment).
- Additional guidance has been provided in Section 2.0.
- Appendix for IDEA (Assessment) – EDFacts Crosswalk was added.
1.2Requirements for Submitting this Data Group
The data group is submitted at the following levels:
- SEA
- LEA
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: Child w Disab Compl NCLB Assmt Table, Required Categories, and Applicable Totals
Category Set / Table Name / Academic Subject (Assessment) / Grade Level (Assessment) / Assessment Administered / Performance Level / Total Indicator / CommentsCategory Set A / IDEACMPASSTM / X / X / X / X / N / Student Count by
Academic Subject
(Assessment), Grade
Level (Assessment),
Assessment Administered,
and Performance Level
Subtotal 1 / IDEACMPASSTM / X / Y / Subtotal by Academic
Subject (Assessment)
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the academic achievement information for children with disabilities (IDEA) who completed state NCLB assessments and for whom a Proficiency Level was assigned.
See below for additional guidance concerning this file:
What is the reporting period for this file?
The reporting period for this file is the state NCLB assessment testing window.
Is the student count duplicated or unduplicated?
At the academic subject level, the data are the unduplicated number of children who completed an assessment and for whom a Proficiency Level was assigned.
If a student received a Proficiency Level for Mathematics and Science assessments then they would be counted in this file twice.
Should I leave out students not present for the full academic year?
No. Include students whether or not they were present for the full academic year.
Are parentally-placed private school students with disabilities included?
No. Parentally-placed private school students are not included in the assessment counts.
What education units should be included in the file?
Include all LEAs that reported child count data for N/X002, even if the count is zero.
What part of DANS reports does this file specification populate?
There are several file specifications that collect related data on the state NCLB assessments of children with disabilities (IDEA). These file specifications populate Table 6/Assessment: Report of the Participation and Performance of Students with Disabilities on State Assessments by Content Area, Grade, and Type of Assessment (OMB # 1820-0659).
Table 6 collects three types of data on assessments: participation, no assessment, and results.
- N/X093 (ID# 618) is used to submit the participation by type of assessment.
- N/X004 (ID# 491) is used to submit the data on students not assessed (by the reasons not assessed) and students with invalid results.
- N/X003 (ID# 447) is used to submit the results of the assessments.
Do I need to include all grades in the file?
For reporting at the SEA level, reported grade levels should be the same as those reported for NCLB:
- For reading and math, grades 3, 4, 5, 6, 7, and 8, plus once during high school.
- Decision rules used to assign a grade level are the same as for purposes of NCLB reporting.
- Records for the LEAs need only include those grade levels offered in the LEA.
How should I handle zero counts?
SEA level submission – Zero counts must be included for the category set and
subtotal 1.
LEA level submission – Zero counts must be included for the category set and
subtotal 1.
How should I handle Missing data?
SEA level submission – Submit data when data are available. If you determine that one or more of the categories are not available, note in your state’s submission plan that the file will not be submitted. Note that the data will be transferred to DANS. If some of the data are missing, an error will trigger and you will be contacted by OSEP and or OSEP’s contractor.
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. If counts are missing for some combinations of permitted values but not all, submit the data you have. Missing counts (-1) can be left out of the file. The file should be resubmitted when the remaining data are available.
Are data by science required?
No, for SY 2007-08, data by science is optional.
What if I have some LEAs that have complete category sets and some have incomplete?
Missing some of the data for some of the LEAs that results in incomplete category sets (e.g., don’t have grade level) are treated as the entire category set is missing. ESS does not allow some LEAs to submit incomplete category sets while other LEAs submit complete category sets.
Do I need to include all performance levels?
For the Performance Level fields, each state will use only the levels necessary (up to a maximum of six) and will use sequential numbers beginning with one as the lowest level of performance.
How do I avoid the “Student Performance Level Numbers are not contiguous” error?
This error message indicates that the file includes educational units that have some Performance Level counts, (L1, L2, L3…etc.) but not all. EDEN expects that for each category included in the file, the list of Performance Levels will be contiguous, beginning with L1. Typically, this error message occurs when counts of zero are left out of the file. SEA submitters should make sure that each reported category has all levels used by the state represented, regardless of the total, to prevent this error from occurring.
Why are data on alternate assessments collected?
On April 4, 2007, the Secretary announced a new regulation under NCLB that allows states to assess certain children with disabilities (IDEA) using an alternate assessment. Specifically, states may develop modified academic achievement standards based on grade-level content -- and alternate assessments based on those standards -- for children with disabilities who are capable of achieving high standards but who may not reach grade level proficiency in the same timeframe as their peers. States may count proficient and advanced test scores on these alternate assessments for up to 2.0 percent of all students in the grades assessed when calculating Adequate Yearly Progress (AYP) under the law. These regulations build on flexibility already provided for students with the most significant cognitive disabilities, where states may count up to 1.0 percent of proficient and advanced assessment scores based on alternate achievement standards toward the AYP calculation.
Special Case – As of SY 2006-07, five states (KS, LA, NC, ND, OK) were approved by the U.S. Department of Education, Office of Elementary and Secondary Education, to take advantage of the interim flexibility regarding AYP for the children with disabilities (IDEA) subgroup, using option 2 of ED’s guidance (see:
Schools and districts will include proficient and advanced (up to a 2.0 percent cap at the district and state level) students who take the alternate assessment based on modified academic achievement standards in the grades assessed when calculating Adequate Yearly Progress (AYP). This flexibility is for students with disabilities who are capable of achieving high standards, but who may not reach grade level proficiency in the same timeframe as their peers.
2.1Definition
The following definition supports this file:
Children with Disabilities (IDEA)
A child with 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).[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 Children with Disabilities (IDEA) Completed NCLB Assessment file submissions:
sslevCWDIDEAACvvvvvvv.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 Children with Disabilities (IDEA) Completed NCLB Assessment submission
LEA for a Local Education Agency Children with Disabilities (IDEA) Completed NCLB Assessment submission
Filename= CWDIDEAAC (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 CHILDREN WITH DISABILITIES (IDEA) COMPLETED STATE NCLB ASSESSMENT FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Children with Disabilities (IDEA) Completed State NCLB Assessment 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: Child w Disab (IDEA) Compl NCLB Assmt, 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 CHILDREN WITH DISAB (IDEA) COMP ASSESS
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, 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 / 218 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 345 / 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.