MEP Students Served Summer/Intersession XML Specifications

U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X124 - MEP Students Served – Summer/Intersession

XML Specifications

Version 6.0

SY 2009-10

February 2010

U.S. DEPARTMENT OF EDUCATIONX124 – MEP Students Served – Summer/Intersession

XML Specifications v6.0

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

February 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, X124 - MEPStudents Served – Summer/Intersession XML 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: / X124 - MEP Students Served – Summer/IntersessionXML Specifications
Revision: / Version 6.0
Issue Date: / February 2010
Security Level: / Unclassified – For Official Use Only
Filename: / x124-6-0.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 / Version 4.0 or subsequent updates (i.e., 4.1, 4.2, etc.) of this file specification is used to build files for SY 2007-08.
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 / February 2010 / Updated specifications for SY 2009-10.

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 2008-09 File Specifications

1.2Requirements for Submitting this Data Group

2.0GUIDANCE FOR SUBMITTING THIS FILE

2.1Definitions

3.0FILE NAMING CONVENTION

3.1XML Specification Headings

4.0STATE EDUCATION AGENCY METRIC OBJECTS

4.1Category XML Object

4.2Table Type XML Object

4.3Agency XML Object

4.4File Transmit XML Object

5.0LOCAL EDUCATION AGENCY METRIC OBJECTS

5.1Category XML Object

5.2Table Type XML Object

5.3Agency XML Object

5.4File Transmit XML Object

February 2010 / 1 / SY 2009-10

U.S. DEPARTMENT OF EDUCATIONX124 – MEP Students Served – Summer/Intersession

XML Specifications v6.0

1.0PURPOSE

This document contains instructions for building XML files to submit EDFacts Data Group: Migrant Education Program (MEP) Students Served Summer/Intersession Table, DG637.The definition for this data group is in the row “Table Name” in Table 4.2-1.

The data in this file specification are currently collected in the Consolidated State Performance Report (CSPR), Part II which is legislatively supported by Sections 9302 and 9303 of the Elementary and Secondary Education Act, as amended.

A separate document contains the non-XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.

1.1Changes from the SY 2008-09 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.

1.2Requirements for Submitting this Data Group

This section contains two tables that summarize the reporting requirements. The first table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. The second table contains the required categories and applicable totals.

Table 1.2-1 MEP Students Served – Summer/Intersession, Core Reporting Requirements

SEA / LEA / School
Reporting Period / The summer and intersession terms during the Program Year, September 1 – August 31.
Education units included / Include SEA if the state has MEP programs operated under Title I, Part C. / Operational LEAs that have subgrants under Title I, Part C / File not submitted at the school level
Education units not included / Closed, inactive, or future LEAs.
LEAs that do not have subgrants under Title I, Part C
Type of count / Once for the SEA / State determines methodology for LEAs to count individual students in the MEP program,
Zero counts / Required for category set A / Not required

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 “N” (No) because no subtotals or education unit totals are required for this file.

Table 1.2–2: MEP Students Served Summer/Intersession Tables, Required Categories, and Applicable Totals

Category Set / Table Name / Age/
Grade (All) / Age/Grade (w/o
under 3) / Migrant Priority for Services Status (Only) / Continuation (Only) / Total Indicator / Comments
Category Set A / MIGRNTSRVSUMINT / X / N / Student Count by Age/Grade (All)
Category Set B / MIGRNTSRVSUMINT / X / X / N / Student Count by Age/Grade (w/o under 3) and Migrant Priority for Services Status (Only)
Category Set C / MIGRNTSRVSUMINT / X / X / N / Student Count by Age/Grade (w/o under 3) and Continuation (Only)

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the unduplicated number of migrant children who participated in MEP during summer or intersession.

Additional guidance is below:

Which students should be reported in this file?

Report children who participate in Migrant Education Programs (MEP) under Title 1, Part C including those served under continuation of services authority during the summer or intersession terms. Participating migrant children include:

Children who received instructional or support services funded in whole or in part with MEP funds.
Children who received a MEP–funded service, even those children who continued to receive services (1) during the term their eligibility ended, (2) for one additional school year after their eligibility ended, if comparable services were not available through other programs, and (3) in secondary school after their eligibility ended, and served through credit accrual programs until graduation (e.g., children served under the continuation of services authority, Section 1304(e) (1–3)).

Which students should not be reported in this file?

Exclude migrant children who were served:

Through a Title I SWP where MEP funds were combined with those of other programs.

During the regular school year only and received no services from a project funded by MEP during the summer or intersession terms.
By a “referred” service only.

Are all students reported in all category sets?

No. All students are reported in category set A. Only students over age 3 and with priority for services status are reported in category set B. Only students over age 3 and receiving services under continuation of services provisions are reported in category set C.

How are student counts reported by age/grade?

Report children in the highest age/grade that they attained during the reporting period. For example, a child who turns 3 during the reporting period would only be reported as “Age 3 through 5 (not Kindergarten).” The permitted value “age 3 to 5” is for those children who are not in kindergarten. Report 5 year olds in kindergarten using the permitted value for “kindergarten.”

Why are there two categories for age/grade?

A count of all students is required for category set A. However, data on priority for services (category set B) and continuation (category set C) are collected only for ages above 2. Therefore, one age/grade includes birth through 2 while the other does not.

What does the permitted value “out-of-school” mean?

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

What does the permitted value “ungraded” mean?

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 through 12 institution,[1] or those in a correctional setting.

How are migrant student counts reported by “priority for services” status (only)?

Report only migratory children who are classified as having “priority for services” because they are failing, or most at risk of failing to meet the State’s challenging State academic content standards and challenging State student academic achievement standards, and their education has been interrupted during the regular school year.

How are student counts reported by continuation (only)?

For this category set, report only the unduplicated number of participatingmigrant children who received instructional or supportservices during the regular school year served under the continuation of services authority Sections 1304(e)(2)–(3). Do not include children served under Section 1304(e)(1), which are children whose eligibility expired during the school term.

Do other file specifications collect related data?

Yes. There are several file specifications that collect data on students eligible for funding and for students served under the migrant student program. For example, N/X123 is used to collect the same type of data about students who were served during the regular school year. Section 5.3, "Relationships Among Files," in the EDFacts Workbook explains how these files relate to one another.

2.1Definitions

Intersession

For schools on a year-round calendar, an intersession term is one of the periods throughout the year when the school (or part of the school) is not in session or does not provide the annual instruction analogous to the traditional school-year regular term. Any break in the regular term of a year-round school is considered an intersession term, regardless of the season of the year in which it occurs (USDE: 2003, Title I, Part C Education of Migratory Children, Draft Non-Regulatory Guidance, p. 63).

Priority for Services

This term is described in Section 1304(d) of the statute as “migratory children who are failing, or most at risk of failing, to meet the State's challenging State academic content standards and challenging State student academic achievement standards, and whose education has been interrupted during the regular school year.”

Referred Service

Educational or educationally-related services provided from non-MEP programs or organizations that otherwise would not have been obtained by migrant children, but are obtained for migrant children through the efforts of MEP funded personnel. Other non-MEP local, state, and/or federal funds support the delivery of the referred services.

Examples of “referred” services are health services, nutrition services, counseling services, and transportation services, provided and funded by another program or organization due to the advocacy or referral efforts of the MEP personnel (CSPR Reporting Requirements for the Title I, Part C, Migrant Education Program Glossary, 2008).

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 Served – Summer/Intersession file submissions:

sslevMSTSVSUINvvvvvvv.xml

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 Served – Summer/Intersession submission

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

Filename=MSTSVSUIN (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).

.xml= The three-character file extension identifying the Data Records.

3.1XML Specification Headings

The XML specifications are represented in a table with the headings:

Element – name of the XML element tag.
Attribute – name of the XML attribute tag.
Category Value – name of the category.
Char – the XML element or attribute characteristic as previously defined.
Definition/Comments – definition and additional comments related to formats or other business rules.
Permitted Values – disaggregated values for data elements.

The Char (characteristics) column in the XML format matrices accepts the following codes:

Table 3.1-1: EDEN XML Format Codes

Code / Characteristic
M / Mandatory Element/Attribute
O / Optional
C / Conditionally Required
MR / Mandatory and Repeatable Element
OR / Optional and Repeatable Element
CR / Conditional and Repeatable Element

4.0STATE EDUCATION AGENCY METRIC OBJECTS

In order to simplify the transmission process, the State Agency has been separated into three(3) distinct metric and file transmit XML objects. The XML metric and file transmit objects are the same structure regardless of the metric information being transmitted. The structure contains a node that defines the State Agency corresponding to the submitted metric. In addition, the structure contains nodes representing characteristics of the metric (Age/Grade (All), Migrant Priority for Services (Only), etc.), the associated value, and whether the metric value is a subtotal or education unit total. The metric objects are contained within the file transmission objects that define the group of values being submitted.

4.1Category XML Object

The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count. The XML object matrix is followed by an example of the object.

Table 4.1-1: SEA, Category XML Object

Element / Attribute / Data Element Name
(from Fixed
Format document) / Category Value / Char / Definition / Comments / Permitted Values
CATEGORY
TYPE / M / The category(ies) for the table type.
Age/Grade (All) / AGEGRDALL
Age/Grade (w/o under 3) / AGEGRDWOU3
Migrant Priority for Services Status (Only) / MEPPOSONLY
Continuation (Only) / MEPCONTINUE
VALUE / M / The category permitted value.
AGEGRDALL / The age group or grade level (primary instructional level) of children (students). / UNDER3 – Under 3 years
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
AGEGRDWOU3 / 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
MEPPOSONLY / An indication that migratory children 1) are failing to meet, or most at risk of failing to meet, the state's challenging academic content standards and student academic achievement standards; and 2) have experienced interruptions in their education during the regular school year. / PS – Students classified as having "Priority for Services"
MISSING
MEPCONTINUE / An indication that migrant children are receiving instructional or support services under the continuation of services authority ESEA Title III Section 1304(e) (2)-(3). / CONTINUED - Continued
MISSING

Example:

4.2Table Type XML Object

The table type XML object is used to define the type and value of the count. It may contain category XML objects to define additional characteristics. The XML object matrix is followed by an example of the object.

Table 4.2-1: SEA, Table Type XML Object

Element / Data Element Name
(from Fixed Format document) / Attribute / Char / Definition / Comments / Permitted Values
TABLETYPE
Table Name / TYPEABBRV / M / The cumulative unduplicated number of participating migrant students who received instructional or support services in a Migrant Education Program (MEP) during the summer/intersession term. / MIGRNTSRVSUMINT
Total Indicator / TOTALINDICATOR / M / An indicator that defines the count level (i.e., detail level, subtotal level or education unit total level). / N- specifies detail level
CATEGORY / MR / The categories used to define the characteristics associated with the count.
AMOUNT / Student Count / M / If the count provided is either a subtotal or education unit total, it must be equal to or greater than the sum of its parts.
EXPLANATION / Explanation / 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.

The following example includes one Table Type XML Object for each row in Table 1.2-1.

<EXPLANATION</EXPLANATION>