U.S. DEPARTMENT OF EDUCATIONX165 - Migrant Data
XML Specifications v7.0
U.S. DEPARTMENT OF EDUCATION
Education Data Exchange Network (EDEN)
X165 - Migrant Data XML Specifications
Version 7.0
SY 2010-11
June 2011
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
June 2011
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, X165 – Migrant Data XML Specifications, Washington, D.C., 2011.
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: / X165 - Migrant Data XML SpecificationsRevision: / Version 7.0
Issue Date: / June 2011
Security Level: / Unclassified – For Official Use Only
Filename: / x165-7-0.doc
DOCUMENT HISTORY
Version Number / Date / Summary of Change7.0 / June 2011 / New file specification for SY 2010-11.
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 decision making 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.
June 2011 / 1 / SY 2010-11U.S. DEPARTMENT OF EDUCATIONX165 - Migrant Data
XML Specifications v7.0
Contents
DOCUMENT CONTROL
PREFACE
1.0PURPOSE
1.1Changes from the SY 2009-10 File Specifications
1.2Requirements for Submitting this File
2.0GUIDANCE FOR SUBMITTING THIS FILE
2.1Consolidated MEP Funds Status (DG514)
2.2Migrant Students Eligible - Regular School Year (DG110)
3.0FILE NAMING CONVENTION
3.1XML Specification Headings
4.0MIGRANT DATA OBJECTS
4.1Agency XML Object
4.2File Transmit XML Object
June 2011 / 1 / SY 2010-11U.S. DEPARTMENT OF EDUCATIONX165 - Migrant Data
XML Specifications v7.0
1.0PURPOSE
This document contains instructions for building fixed and delimited files to submit the EDFacts Data Groups:
- Consolidated MEP Funds Status, DG514
- Migrant Students Eligible - Regular School Year, DG110
The definitions of these data groups are in table 4.2-1
The data collected using this file specification are used to provide data to monitor and report on the Migrant Education Program under ESEA.
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
The data in this file specification were previously collected in N/X132 School End of SY Status file.
1.2Requirements for Submitting this File
This section contains a table that summarizes the reporting requirements. The table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting.
Table 1.2-1 Migrant Data, Core Reporting Requirements
SEA / LEA / SchoolReporting Period / See instructions for each data group in section 2.0
Education units reported / File not submitted at the SEA level / File not submitted at the LEA level / Schools that were operational at any time during the school
Education units not reported / Schools that were closed, inactive, or future for the entire school year. Also exclude operational schools, if the school never had students during the school year
Type of count / See instructions for each data group in section 2.0
Zero counts / See instructions for each data group in section 2.0
2.0GUIDANCE FOR SUBMITTING THIS FILE
The guidance is organized by data group collected through this file.
2.1Consolidated MEP Funds Status (DG514)
What is this?
This data group indicates whether or not a school has a school-wide program, as defined by Title I of ESEA, in which federal Migrant Education Program (MEP) funds are consolidated with other funds in a school-wide program, as authorized under 34 CFR Section 200.29. See ESEA section 1306(a)(4) and 34 CFR section 200.29(c) for the circumstances when MEP funds can be consolidated.
What is the reporting period?
The reporting period is the Migrant Education Program year from September 1 through August 31. This reporting period captures activities occurring both during the school year and the summer, while generally corresponding with the start and end of the school year.
What are the permitted values?
The permitted values are:
- YesES – MEP program funds were consolidated into a school-wide program (SWP)
- NoO – MEP program funds are not combined, including when the school does not have a Title I school-wide program
- NA - The school does not have a migrant education program (MEP).
What if the status is missing?
Use the permitted value “missing.MISSING”. This is a mandatory field that must be populated.
2.2Migrant Students Eligible - RegularSchool Year (DG110)
What is this?
This data group is the cumulative unduplicated number of eligible migrant students enrolled in a public school during the regular school year.
What is the reporting period?
The reporting period is the regular school year.
Who are eligible migrant students?
Eligible migrant students are children who are, or whose parents or spouses are, migratory agricultural workers, including migratory dairy workers, or migratory fishers, and who, in the preceding 36 months, in order to obtain, or accompany such parents or spouses, in order to obtain, temporary or seasonal employment in agricultural or fishing work (A) have moved from one local education agency (LEA) to another; (B) in a state that comprises a single LEA, have moved from one administrative area to another within such LEA; or (C) reside in an LEA of more than 15,000 square miles, and migrate a distance.
Which migrant students should be reported in this data group?
Migrant students who are in grades K through 12 and ungraded should be included. Do not include Pre-K, even if these students are part of the ungraded group.
How are migrant students who leave a school and then return to the same school reported in this file?
If a migrant student leaves a school and comes back, they are counted only once. A migrant student can be reported at more than one school in the state but only once for each school.
How are migrant students who were enrolled in more than one school during the reporting period reported in this file?
Each migrant student should be counted at any school that they attended.
What if the school has no eligible migrant students?
Report zero. This field is mandatory and cannot be left blank.
What if the count is missing?
Use “-1” to represent missing. This is a mandatory field that must be populated.
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 Migrant Data XML submissions:
sslevMIGRNTDATvvvvvvv.xml
Where:
ss= Two-characterUSPSState Abbreviation for the submitting SEA.
lev= Three-character abbreviation for the level submitted. Use:
SCH for a School level Migrant Data submission.
Filename= MIGRNTDAT(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 / CharacteristicM / Mandatory Element/Attribute
O / Optional
C / Conditionally Required
MR / Mandatory and Repeatable Element
OR / Optional and Repeatable Element
CR / Conditional and Repeatable Element
4.0MIGRANT DATAOBJECTS
In order to simplify the transmission process, the School Agency has been separated into two (2) distinct objects: Agency XML and File Transmit XML.
4.1Agency XML Object
This section defines the XML object used to submit all School Agency status information. The XML object matrix is followed by an example of the object.
Table 4.1-1: School, Agency XML Object
Element / Data Element Name(from Fixed Format document) / Attribute / Char / Definition / Comments / Permitted Values
AGENCY
ID 559
FIPSState Code / FIPSSTATECODE / 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 / STATEAGENCYIDNUMBER / M / A number used to uniquely identify state agencies. This ID cannot be updated through this file. / 01- State Education Agency
ID 4
State LEA Identifier / STATELEAIDNUMBER / M / The identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA ID. This ID is a required field. This data element cannot be updated through this file.
ID 5
StateSchool
Identifier / STATESCHOOLIDNUMBER / M / The identifier assigned to a school by the state education agency. Also known as the State School Identification Number. This ID cannot be updated through this file.
MIGRNTSTUERSY / DG110
Migrant students eligible regular school year / M / The cumulative unduplicated number of eligible migrant students enrolled in a public school during the regular school year.
CONSMEPFUNDSTAT / DG 514
Consolidated MEP funds status / M / An indication of whether the school has a school-wide program, as defined by Title I of ESEA as amended, in which federal Migrant Education Program (MEP) funds are consolidated as authorized under 34 CFR Section 200.29. / YES – MEP program funds were consolidated into a school-wide program (SWP)
NO – MEP program funds are not combined, including when the school does not have a Title I school-wide program
NA - The school does not have a migrant education program (MEP).
MISSING
EXPLANATION / Explanation / O / Text field for state use.
Example:
<AGENCY
FIPSSTATECODE="80" STATEAGENCYIDNUMBER="01"
STATELEAIDNUMBER="001000-0000001"
STATESCHOOLIDNUMBER=“100500”>
<MIGRNTSTUERSY>100</MIGRNTSTUERSY
<CONSMEPFUNDSTATYES</CONSMEPFUNDSTAT
<EXPLANATION>Explanation goes here.</EXPLANATION>
</AGENCY>
4.2File Transmit XML Object
This element represents the file transmit object for the School. The XML object matrix is followed by an example of the object.
Table 4.2-1: School, File Transmit XML Object
Element / Data Element Name(from Fixed Format document) / Attribute / Char / Definition / Comments / Permitted Values
FILETRANSMISSION / M
File Type / FILELAYOUTTYPE / M / Identifies the type of file being submitted. / SCHOOL MIGRANT DATA
File Identifier / FILEID / 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 / SCHOOLYEAR / M / Enter the Academic School Year for which data are 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., 2010-2011 or 2010 2011. / 2010-2011or
2010 2011
AGENCY / MR / The information that fully describes the education unit.
Example:
<FILETRANSMISSION
FILELAYOUTTYPE="SCHOOL MIGRANT DATA"
FILEID="Sch Migrant Data File"
SCHOOLYEAR="2010-2011">
<AGENCY> See Agency XML Object example in Section 4.1. </AGENCY>
</FILETRANSMISSION>
The Department of Education’s mission is to promote student achievement and preparation for global competitiveness by fostering educational excellence and ensuring equal access.
June 2011 / 1 / SY 2010-11