U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
N160 – High School Graduates Postsecondary Enrollment
File Specifications
Version 7.4
SY 2010-11
April 2012
U.S. DEPARTMENT OF EDUCATION High School Graduates Postsecondary
Enrollment File Specifications – N160 v7.4
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
April 2012
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, N160 - High School Graduates Postsecondary Enrollment File Specifications, Washington, D.C., 2012.
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: / N160 - High School Graduates Postsecondary Enrollment File SpecificationsRevision: / Version 7.4
Issue Date: / April 2012
Security Level: / Unclassified – For Official Use Only
Filename: / n160-7-4.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change7.0 / November 2010 / Draft version for state review
7.1 / December 2010 /
- 1.0 – Added SIG as a use of the data
- 1.2 - Modified reporting period and zero counts in table 1.2-1
- 2.0 – Added reporting guidance
- 4.0, 5.0, and 6.0 – Added column length to record layouts and examples
- 7.0 - Revised instructions for submission of SY 2009-10 baseline data
7.2 / August 2011 /
- 7.0 – Corrected the response to question “is the header record the same as described in this file specifications.” The permitted value in the response was in error. (January 2011)
- Updated table name to HSGRDPSENROLL (January 2011)
- 2.0 – Added two new questions (August 2011)
- 5.2, 6.2 - Revised Postsecondary enrollment action description (August 2011)
7.3 / October 2011 /
- Table 1.2-2 – Corrected missing category set table name
- 3.1 – Corrected filename
- 3.0 and all examples – updated filename and file type
7.4 / April 2012 /
- Updated guidance in section 2.0
RELEASE AUTHORIZATION
Name / Signature / DateAuthor
QA
Release Authority
PREFACE
This document provides technical instructions for building files that are submitted through the Education Data Exchange Network (EDEN) Submission System (ESS). 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.
This document is to be used in coordination with other documentation including the EDEN Submission System User Guide and the Business Rules Guide.
Data submitted through the ESS is authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data through EDFacts (OMB 1875-0240, expires 9/30/2013). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decisionmaking to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.
April 2012 / 1 / SY 2010-11U.S. DEPARTMENT OF EDUCATION High School Graduates Postsecondary
Enrollment File Specifications – N160 v7.4
CONTENTS
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
1.1Changes from the SY 2009-10 File Specifications
1.2Requirements for Submitting these Data Groups
2.0GUIDANCE FOR SUBMITTING THIS FILE
3.0FILE NAMING CONVENTION
3.1Naming Convention for SFSF High School Postsecondary Enrollment Files
3.2Population Status
4.0SEA High School Graduates Postsecondary Enrollment FILE
4.1Header Record Definition
4.2Data Record Definition
4.3SEA File Examples
4.3.1Partial Record Sample for Fixed Format File
4.3.2Partial Record Sample for Comma–Delimited Format File
4.3.3Partial Record Sample for Tab–Delimited Format File
5.0LEA High School Graduates Postsecondary Enrollment FILE
5.1Header Record Definition
5.2Data Record Definition
5.3LEA File Examples
5.3.1Partial Record Sample for Fixed Format File
5.3.2Partial Record Sample for Comma–Delimited Format File
5.3.3Partial Record Sample for Tab–Delimited Format File
6.0SCHOOL High School Graduates Postsecondary Enrollment FILE
6.1Header Record Definition
6.2Data Record Definition
6.3School File Examples
6.3.1Partial Record Sample for Fixed Format File
6.3.2Partial Record Sample for Comma–Delimited Format File
6.3.3Partial Record Sample for Tab–Delimited Format File
7.0Revised! APPENDIX: Submitting SY 2009-10 Baseline Data
April 2012 / 1 / SY 2010-11U.S. DEPARTMENT OF EDUCATIONHigh School Graduates Postsecondary
Enrollment File Specifications – N160 v7.4
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit the EDFacts Data Group High school graduates postsecondary enrollment table, DG739.
Revised! The data collected using this file specification, are used to provide data for indicatorC(11) of the State Fiscal Stabilization Fund (SFSF) program. In addition, the data collected using this file specification are used to monitor and report performance on the School Improvement Grant (SIG) program, authorized under section 1003(g) of the Elementary and Secondary Education Act (ESEA) of 1965 as amended.
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 2009-10 File Specifications
Not applicable - This is a new file specification.
- Table 1.2-2 – Corrected missing category set table name
- 3.1 – Corrected filename
- 3.0 and all examples – updated filename and file type
1.2Requirements for Submitting these Data Groups
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 High School Graduates Postsecondary Enrollment Table, Core Reporting Requirements
SEA / LEA / SchoolREVISED! Reporting Period / See “What is the reporting period?” in section 2.0
Education units reported / Include SEA / Operational LEAs that had a 12th grade two school years prior to the current school year. / Operational schools had a 12th grade two school years prior to the current school year.
Education units not reported / Close, inactive, or future LEAs
LEAs that did not have a 12th grade two school years prior to the current school year / Close, inactive, or future schools
Schools that did not have a 12th grade two school years prior to the current school year
Count / Once / Once at the LEA where the students graduated two school years prior / Once at the school where the students graduated two school years prior
Revised!Zero counts / Not required / Not required / 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 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 education unit total, specify a “Y” (Yes).
Table 1.2–2: High School Graduates Postsecondary Enrollment Table, Required Categories, and Applicable Totals
Category Set / Table Name / Postsecondary Enrollment Action / Total Indicator / CommentsCategory Set A / HSGRDPSENROLL / X / N / Student Count by postsecondary enrollment action
Total of the education unit / Y
2.0GUIDANCE FOR SUBMITTING THIS FILE
This file specification is used to collect the high school graduates postsecondary enrollment.
The guidance below is in question and answer format.
New! What is the reporting period?
For SY 2010-11, a state would report on the students who graduated with a regular high school diploma from a public high school within the state in SY 2008-09. That is, report on those students who were included in the Graduates/completers file (N/X40) for SY 2008-09 as having graduated with a regular high school diploma. Report on whether those students, within 16 months of graduation, enrolled in an institution of higher education (IHE).
What students should be reported in this file?
Include only students graduating from high school in SY 2008-09 consistent with 34 CFR 200.19(b)(1)(i) who enrolled in an in-state or out-of-state public or private IHE (as defined in section 101(a) of the Higher Education Act of 1965) within 16 months of receiving a regular high school diploma.
New! Is this file required for SY 2010-11?
In its SFSF Phase II application, each state indicated when data on postsecondary enrollment would be available. States need to submit this file consistent with when data will be available. For example, if a state indicated in its SFSF Phase II application that it would make postsecondary enrollment data available for students who graduated in SY 2008-09, then the SEA should submit this file for SY 2010-11. As another example, if a state indicated in its SFSF Phase II application that it would make postsecondary enrollment data available for students who graduated in SY 2009-10, then the SEA would not submit this file SY 2010-11. Instead, the SEA would first submit the file for SY 2011-12.
Do students enrolled at institutions of higher education (IHEs) outside of the State where they graduated from public high school need to be included?
Yes. Students enrolled in any public or private IHE outside of the state where they graduated should be included in this count.
Do students who enrolled in private IHEs within the state need to be included?
Yes. Students enrolled in a private IHE within the state should also be included in this count.
What are the permitted values for postsecondary enrollment action?
The permitted values are:
- No information on postsecondary actions (NO)
- Enrolled in an institution of higher education (IHE) within 16 months of receiving a regular high school diploma (ENROLL)
- Did not enroll in an IHE within 16 months of receiving a regular high school diploma (NOENROLL)
NEW! When should states count students with the permitted value “NO” and when should they count students with the permitted value “NOENROLL”?
If a graduated high school student can be positively identified as not enrolling in an IHE within 16 months of receiving a regular high school diploma, use the value NOENROLL to count the student. If the student cannot be positively matched from high school enrollment to the state’s source of IHE enrollment data, use the value NO to count the student.
What is the definition of an institution of higher education (IHE)?
An IHE is defined in section 101(a) of the Higher Education Act of 1965, as amended (HEA).
How is "enrollment" defined?
What constitutes postsecondary enrollment in an IHE should be defined by the state.
New!How are students reported when the school that graduated them subsequently closes or merges with another school?
Students who graduated from a school that has subsequently closed or merged with another school are not reported at the school level. The following is a simplified decision tree:
- Identify universe of students who graduated
- Is the school that graduated the students operational in the current school year?
- Yes – Report the students in the school level file
- No – Leave the students out of the school level file
The school level file may have fewer students than the LEA or SEA level files.
New!How are students reported when the LEA that graduated them subsequently closes or merges with another LEA?
Students who graduated from an LEA that has subsequently closed or merged with another LEA should be attributed to an LEA whenever possible and reported at the LEA level. For example, if the LEA merged with another LEA, then the students would be attributed to the merged LEA. If attribution is not possible, then the students are not reported at the LEA level. The following is a simplified decision tree:
- Identify universe of students who graduated
- Is the LEA that graduated the students operational in the current school year?
- Yes – Report the students in the LEA level file
- No – Is there another LEA where the students can be attributed?
- Yes – Report the students in the LEA level file under the attributed LEA
- No – Leave the students out of the LEA file
3.0FILE NAMING CONVENTION
This section contains the naming convention for files and an explanation of the “pop” field in the record layouts in sections 4.0, 5.0 and 6.0.
3.1Naming Convention for SFSF High School Postsecondary Enrollment Files
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 file submissions:
sslevSFSFHSGRDvvvvvvv.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 High School Graduates Postsecondary Enrollment submission
LEA for a Local Education Agency High School Graduates Postsecondary Enrollment submission
SCH for a School High School Graduates Postsecondary Enrollment submission
Filename= SFSFHSGRD(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
3.2Population 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 1.2-2
O - Optional, data in this field is optional
4.0SEA High School Graduates Postsecondary Enrollment FILE
This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA High School Graduates Postsecondary Enrollment 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.
Table 4.1–1: High School Graduates Postsecondary Enrollment File, 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 HS GRAD POSTSECONDARY ENROLLMENT
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. / 2010-2011
OR
2010 2011
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 education unit totals.
Table 4.2–1:High School Graduates Postsecondary Enrollment File, 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 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 theEDFacts 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 number of graduates from two school years prior to the current school year. / HSGRDPSENROLL
Postsecondary enrollment action / 69 / 15 / String / A / REVISED!The action taken with respect to postsecondary enrollment by students who graduated from the school, LEA or statein the past two years. / NO – No information
ENROLL – Enrolled
NOENROLL – Not enrolled
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 education unit total level). / N – specifies detail level
Y – specifies a subtotal or education unit total level
Explanation / 100 / 200 / String / O / Text field for state use.
Student Count / 300 / 10 / Number / 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.
Carriage Return/Line Feed (CRLF) / 310 / 1 / M
April 2012 / 1 / SY 2010-11
U.S. DEPARTMENT OF EDUCATION High School Graduates Postsecondary Enrollment File Specifications – N160 v7.4