U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N110–Reading/Language Arts Participation Status

File Specifications

Version 4.0

SY 2007–08

July 2008

U.S. DEPARTMENT OF EDUCATIONN110 –Reading/Language ArtsParticipation Status

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, N110–Reading/Language Arts Participation Status 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 AlternateFormatCenter at (202) 260–0852 or (202) 260–0818.

DOCUMENT CONTROL

DOCUMENT INFORMATION

Title: / N110–Reading/Language Arts Participation Status File Specifications
Revision: / Version 4.0
Issue Date: / July 2008
Security Level: / Unclassified – For Official Use Only
Filename: / N110 - Read-Lang Arts Participation Status 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 / 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 / July 2008 /
  • Updated for SY 2007–08.
  • Sections 2.0 and 3.0 were flipped.
  • Section 2.0 guidance has been updated and enhanced.
  • Sections 4.2 and 5.2 added permitted value.

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 EDFacts Workbook, EDFactsBusiness 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

3.0FILE NAMING CONVENTION

3.1Population Status

4.0LEA READING/LANGUAGE ARTS PARTICIPATION STATUS FILE

4.1Header Record Definition

4.2Data Record Definition

4.3LEA Reading/Language Arts Participation Status File Examples

4.3.1Partial Record Sample for Fixed Format LEA Reading/Language Arts Participation Status File

4.3.2Partial Record Sample for Comma–Delimited File Format LEA Reading/Language Arts Participation Status File

4.3.3Partial Record Sample for Tab–Delimited File Format LEA Reading/Language Arts Participation Status File

5.0School Reading/Language Arts Participation Status File

5.1Header Record Definition

5.2Data Record Definition

5.3School Reading/Language Arts Participation Status File Examples

5.3.1Partial Record Sample for Fixed Format School Reading/Language Arts Participation Status File

5.3.2Partial Record Sample for Comma–Delimited File Format School Reading/Language Arts Participation Status File

5.3.3Partial Record Sample for Tab–Delimited File Format School Reading/Language Arts Participation Status File

July 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONN110 –Reading/Language ArtsParticipation Status

File Specifications v4.0

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFactsData Group: Reading/Language Arts Participation Status Tables, ID# 553. The definition for this data group is in the row “Table Name” in Table 4.2–1.The data collected through this file specification is required by the No Child Left Behind Act (NCLB).

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 2006–07File Specifications

There has been a change to this file specification. The change did not result in changes to the record layout.

  • A permitted value for no students in the subgroupwas added to the Status category.

1.2Requirements for Submitting this Data Group

The data group is submitted at the following levels:

  • LEA
  • School

The following table indicates the valid combinations of categories. An “X” in the column indicates that the column must be populated when reporting that particular category.

Table 1.2–1: Reading/Language Arts Participation Status Tables, Required Categories

Category Set / Table Name[1] / Race/Ethnicity / LEP Status
(Only) / Disability Status (ONLY) / Economically Disadvantaged Status / Participation Status / Comments
Category Set A / RLAPRTSTAT / X / X / Status by Race / Ethnicity
Category Set B / RLAPRTSTAT / X / X / Status by LEP Status (Only)
Category Set C / RLAPRTSTAT / X / X / Status by Disability Status (Only)
Category Set D / RLAPRTSTAT / X / X / Status by Economically Disadvantaged Status
All Students / RLAPRTSTAT / X / All Students

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the Reading/Language Arts Participation status – whether a school or district met the 95% participation requirement in reading/language arts as outline in each state’s consolidated state accountability workbook. Note that the participation status is based on all students, including both those enrolled for a full academic year and those students not enrolled for a full academic year.

See below for additional guidance concerning this file:

What is the reporting period of this file?

The reporting period for this file is school year. The status should be based on results during the reporting year. For example, the status for SY 2007-08 is based on assessments administered during SY 2007-08. The status in this file can be viewed as a final result for that school year.

What education units should be included in this file?

Report LEAs and schools that were open during the reporting period and required to determine AYP status.

What education units should not be included in this file?

Do not report LEAs or schools that were closed.

Do I need to report a permitted value for each category set?

Yes. Each school or district will have 9 records (5 for race/ethnicity, 1 for LEP, 1 for Disability Status, 1 for Economically Disadvantaged Status, and 1 for All Students).

Each record in the file indicates the status of the Reading/Language Arts Participation for a specific student subgroup or all students. For example, if a school met the Reading/Language Arts Participation Status for economically disadvantaged students, the record would indicate “ECODIS” in the field for “Economically Disadvantaged Status” and “MET” in the field for “Status.”When reporting the indicator for all students, only the field “Status” is used. The status of “All Students” is the result of the participation of all students. It is not the overall designation of the district or school.

What Status should I use?

For any school or district, the Reading/Language Arts Participation status has one of the following statuses for the various student subgroups and for all students:

  • MET: The school or district met the 95% Reading/Language Arts Participation rate for the specific student subgroup orall students.
  • NOTMET: The school or district did not meet the 95% Reading/Language Arts Participation rate for the specific student subgroup or all students.
  • TOOFEW: The number of students in a specific student subgroup or all students was less than the minimum group size outlines in a state’s consolidated accountability workbook necessary required to reliably calculate the Reading/Language Arts Participation status.
  • NOSTUDENTS: There were no students in the subgroup. If a school or district has no students in a specific subgroup, the status should be reported as "NOSTUDENTS." (If no students are in the school or district, the school or district should not be included in this file.)
  • MISSING: The Reading/Language Arts Participation status for a specific school or district is not available at the time the file is prepared.
  • NA: Not applicable -Districts that are not required to meet the Reading/ Language Arts participation status due to exceptional circumstances, should be reported as not applicable.

Do any other file specifications collect similar data?

Under NCLB, states determine the Adequate Yearly Progress (AYP) status of each school and district. Each school and district receives one overall AYP designation, which is collected in N/X103, ID# 32. This determination is based on the evaluation of each subgroup within a school or district. The matrix below illustrates the relationship between AYP status and the indicators used to calculate it and EDFacts data groups and files.

AYP Status[2]
N/X103, ID#32 (N/X103, ID#617)
Reading/Language Arts / Mathematics / Other indicators
95% Participation / AMO Status by Subgroup / 95% Participation / AMO Status by Subgroup / Elementary/
secondary / High school graduation rate
N/X110, ID#553 / N/X111, ID#552 / N/X108, ID#555 / N/X109, ID#554 / N/X106, ID#556 / N/X107, ID#557

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 Reading/Language Arts Participation Status file submissions:

sslevRLAPTSTATvvvvvvv.ext

Where:

ss=Two–characterUSPSState Abbreviation for the submitting SEA.

lev= Three–character abbreviation for the level submitted. Use:

LEA for a Local Education Agency Reading/Language Arts Participation Status submission

SCH for a School Reading/Language Arts Participation Status submission

Filename=RLAPTSTAT (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

4.0LEA READING/LANGUAGE ARTS PARTICIPATION STATUS FILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEA Reading/Language Arts Participation Status 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.

See Section 4.3for examples of the header record.

Table 4.1–1: Reading/Language Arts Participation Status, LEA Header Record

DataElementName / Start
Position / Length / Type / Pop / Definition/Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / LEA READING/LANGUAGE ARTS PARTICIPATION STATUS
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., 2007–2008or 2007 2008).
Filler / 127 / 278 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 405 / 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 status values for the specified categories..

See Section 4.3 for examples of the Data Record.

Table 4.2–1: Reading /Language Arts Participation Status, LEA Data Record

DataElementName / 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 data element cannot be updated through this file. / 01– State Education Agency
ID 4
State LEA Identifier / 15 / 14 / String / M / The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This data element cannot be updated through this file.
Filler / 29 / 20 / String / M / Leave filler field blank.
Table Name / 49 / 20 / String / M / An indication of whether the district met the 95 percent participation requirement on the reading/language arts assessment in accordance with state definition. / RLAPRTSTAT
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
Filler / 99 / 15 / String / M / Leave filler field blank.
Disability Status (ONLY) / 114 / 15 / String / A / An indication that children (students) are children with disabilities (IDEA). / WDIS–Children with one or more disabilities (IDEA)
MISSING
LEP Status (Only) / 129 / 15 / String / A / An indication that students are limited English proficient. / LEP– Limited English proficient (LEP) Student
MISSING
Filler / 144 / 15 / String / M / Leave filler field blank.
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
Filler / 174 / 15 / String / M / Leave filler field blank.
Filler / 189 / 1 / String / M / Leave filler field blank.
Explanation / 190 / 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.
Status / 390 / 15 / String / M / An indication of whether the district met the 95 percent participation requirement on the reading/language arts assessment in accordance with state definition. / MET –Met 95%
NOTMET– Did Not Meet 95%
TOOFEW – Too Few Students for Reliability
NA– Not Applicable
NOSTUDENTS – No Students in the subgroup
MISSING
Carriage Return/Line Feed (CRLF) / 405 / 1 / M
July 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONN110 –Reading/Language ArtsParticipation Status

File Specifications v4.0

4.3LEA Reading/Language Arts Participation Status File Examples

4.3.1Partial Record Sample for Fixed Format LEA Reading/Language Arts Participation Status File

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–Delimited File Format LEA Reading/Language Arts Participation Status File

The following text shows the header row and data rows.

4.3.3Partial Record Sample for Tab–Delimited File Format LEA Reading/Language Arts Participation Status File

The following text shows the header row and data rows.

July 20081SY 2007-08

U.S. DEPARTMENT OF EDUCATIONN110 –Reading/Language ArtsParticipation Status

File Specifications v4.0

5.0School Reading/Language Arts Participation Status File

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the School Reading/Language Arts Participation Status File type. The file type is specified in the header record.

5.1Header 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.

See Section 5.3 for examples of the header record.

Table 5.1–1: Reading/Language Arts Participation Status, School Header Record

DataElementName / Start
Position / Length / Type / Pop / Definition/Comments / Permitted Values
File Type / 1 / 50 / String / M / Identifies the type of file being submitted. / SCHOOL READING/LANGUAGE ARTS PARTICIPATION STATUS
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., 2007–2008or 2007 2008).
Filler / 127 / 278 / String / M / Leave filler field blank.
Carriage Return/Line Feed (CRLF) / 405 / 1 / M /

5.2Data Record Definition

Data Records are required and immediately follow the header record in every file submitted to the EDEN Submission System. Data Records provide status values for the specified categories.