U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N009 – Children with Disabilities (IDEA) Exiting Special Education File Specifications

Version 6.3

SY 2009-10

December2010

U.S. DEPARTMENT OF EDUCATIONN009 - Children with Disabilities (IDEA) Exiting

Special EducationFile Specifications v6.3

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

December2010

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, N009 – Children with Disabilities (IDEA) Exiting Special Education File 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: / N009 – Children with Disabilities (IDEA) Exiting Special Education File Specifications
Revision: / Version 6.3
Issue Date: / December2010
Security Level: / Unclassified – For Official Use Only
Filename: / n009-6-2.doc

DOCUMENT HISTORY

Version Number / Date / Summary of Change
1.0 / 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 / 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 6.0 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 / October 2009 /
  • Updated specifications for SY 2009-10.

6.1 / February 2010 /
  • 1.2 – Table 1.2-1 – Corrected Core Reporting Requirements for SEA-level Zero Counts.
  • 1.2 – Table 1.2-1 – Corrected Reporting Period
  • 2.0 – Deleted question: “What is the reporting period for this file?”

6.2 / September 2010 / 1.2 - Clarified the zero count requirement at the SEA level.
6.3 / December 2010 / 1.2 and Appendix A- Changed the number of the Subtotals so that the number of the subtotals aligns with the Data Viewer (e.g., subtotal 2 becomes subtotal 6.)

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, 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.

December 2010 / 1 / SY 2009-10

U.S. DEPARTMENT OF EDUCATIONN009 - Children with Disabilities (IDEA) Exiting

Special EducationFile Specifications v6.3

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

3.1Population Status

4.0SEA CHILDREN WITH DISABILITIES (IDEA) EXITING SPECIAL EDUCATION FILE

4.1Header Record Definition

4.2Data Record Definition

4.3SEA Children with Disabilities (IDEA) Exiting Special Education File Examples

4.3.1Partial Record Sample for Fixed Format SEA Children with Disabilities (IDEA) Exiting Special Education File

4.3.2Partial Record Sample for Comma–Delimited File Format SEA Children with Disabilities (IDEA) Exiting Special Education File

4.3.3Partial Record Sample for Tab–Delimited File Format SEA Children with Disabilities (IDEA) Exiting Special Education File

5.0LEA CHILDREN WITH DISABILITIES (IDEA) EXITING SPECIAL EDUCATIONFILE

5.1Header Record Definition

5.2Data Record Definition

5.3LEA Children with Disabilities (IDEA) Exiting Special Education File Examples

5.3.1Partial Record Sample for Fixed Format LEA Children with Disabilities (IDEA) Exiting Special Education File

5.3.2Partial Record Sample for Comma–Delimited File Format LEA Children with Disabilities (IDEA) Exiting Special Education File

5.3.3Partial Record Sample for Tab–Delimited File Format LEA Children with Disabilities (IDEA) Exiting Special Education File

6.0APPENDIX: IDEA (EXITING) EDFACTS CROSSWALK

December 2010 / 1 / SY 2009-10

U.S. DEPARTMENT OF EDUCATIONN009 - Children with Disabilities (IDEA) Exiting

Special EducationFile Specifications v6.3

1.0PURPOSE

This document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Children with Disabilities (IDEA) Exiting Special Education Tables, DG85. The definition for this data group is in the row “Table Name” in Table 4.2-1.

The data collected using this file specification are required by the Individuals with Disabilities Education Act (IDEA), Section 618. The data will be used as responses in Table 4, “Report of Children with Disabilities Exiting Special Education.” The data are also used for monitoring the programs and activities under IDEA. The appendix contains a crosswalk between this file and the applicable sections of Table 4.

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 2008-09 File Specifications

Other than the editorial changes listed in the document history on page ii, there have been no other changes to this file specification.

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 Children with Disabilities (IDEA) Exiting Special Education, Core Reporting Requirements

SEA / LEA / School
Reporting Period / December 1 through June 30
Education units reported / Include SEA / Operational LEAs with children with disabilities (IDEA) who exited special education / File not submitted at the school level
Education units not reported / Closed, inactive, or future LEAs or LEAs who had no children with disabilities (IDEA) who exited special education
Type of count / Once / Once at any LEA where the student exited special education
Revised! Zero counts / Required, except as explained below / Not required

Added! Exceptions to the requirement for zero counts at the SEA level

  • Basis of Exit – If a state doesn’t use a permitted value (e.g., received a certificate), the counts by that permitted value should be left out of category sets A, B, C, D and subtotal 1.
  • Disability category (IDEA) – If a state does not use a permitted value (e.g., multiple disabilities), the counts by that permitted value should be left out of category set A and subtotal 2.
  • Basis of Exit by Age – In category set A, leave out combinations of basis of exit and age that do not exist in the state, for example, leave out the combination of age 15 and reached maximum age.

The responses to the EMAPS State Supplementary Survey – IDEA and the permitted values reported must align. The permitted values for the remaining categories are applicable to every state.

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: Children with Disabilities (IDEA) Exiting Special Education Table, Required Categories, and Applicable Totals

Category Set / Table Name / Basis of Exit / Disability Category (IDEA) / Age (Exiting) / Racial / Ethnic / Sex (Membership) / LEP Status (Both) / Total Indicator / Comments
Category Set A / IDEAEXITSPED / X / X / X / N / Student Count by Basis of Exit, Disability Category (IDEA) and Age (Exiting)
Category Set B / IDEAEXITSPED / X / X / N / Student Count by Basis of Exit and Racial /Ethnic
Category Set C / IDEAEXITSPED / X / X / N / Student Count by Basis of Exit and Sex (Membership)
Category Set D / IDEAEXITSPED / X / X / N / Student Count by Basis of Exit and LEP Status (Both)
Subtotal 1 / IDEAEXITSPED / X / Y / Subtotal by Basis of Exit
Subtotal 6 / IDEAEXITSPED / X / Y / Subtotal by Disability Category (IDEA)
Subtotal 2 / IDEAEXITSPED / X / Y / Subtotal by Age (Exiting)
Subtotal 3 / IDEAEXITSPED / X / Y / Subtotal by Racial Ethnic
Subtotal 4 / IDEAEXITSPED / X / Y / Subtotal by Sex (Membership)
Subtotal 5 / IDEAEXITSPED / X / Y / Subtotal by LEP Status (Both)
Total of the Education Unit / IDEAEXITSPED / Y / Total of the Education Unit

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the unduplicated number of children with disabilities (IDEA), ages 14 through 21,who were in special education at the start of the reporting period and who were not in special educationat the end of the reporting period.

When is this file due?

This file is due by November 1, 2010. Remember that these data are to be final.

Which students should be reported in this file?

Report children with disabilities (IDEA) who were in special education at the start of the reporting period and who exited during the reporting period. The definition of children with disabilities (IDEA) is in section 4.2 of the EDFacts Workbook.

Which students should not be reported?

Do not include students with disabilities (IDEA) who were parentally-place in private schools.

Are all students reported in all category sets and subtotals?

Yes.

What are the permitted values for the basis of exit?

The permitted values are:

  • GHS = Graduated with regular high school diploma
  • RC = Received a certificate
  • RMA = Reached maximum age
  • D = Died
  • MKC = Moved, known to be continuing
  • DROPOUT = Dropped out
  • TRAN = Transferred to regular education

Each of these permitted values isdefined in section 1.2.

How are students who receive GEDs reported?

In states where students may receive a GED without dropping out of school, these students may be reported as having received a certificate. These are students who were jointly enrolled in secondary education and a GED program. In all other cases, GED recipients should be reported as dropped out.

How are student counts reported by disability category(IDEA)?

Report students by one of the disability categories under IDEA that are listed in section 4.5 of the EDFacts Workbook. The disability category “developmental delay” cannot be used.

How is a student’sage reported in this file?

Report students by their age, in years, on the date of the most recent child count prior to the students exiting, not the age at the time of exit.

How are student counts reported by racial ethnic?

The document EDFacts Guidance on Submitting Racial and Ethnic Data contains directions on how to report racial and ethnic data.

How are student counts reported by LEP status?

Students who meet the definition of limited English proficient (LEP) students in section 4.3 of the EDFacts Workbook as of the date of exit should be reported as LEP. Students who do not meet that definition as of the date of exit should be reported as non-LEP.

How does the EDFacts data crosswalk to Table 4?

The appendix contains a crosswalk. No other files collect information used in Table 4.

2.1Definitions

The following are definitions that support this file:

Transferred to regular education

These students were served in special education at the start of the reporting period, but at some point during that 12-month period, returned to general (regular) education. These students no longer have an IEP and are receiving all of their educational services from a general (regular) education program.

Graduated with regular high school diploma

These students exited an educational program through receipt of a high school diploma identical to that for which students without disabilities are eligible. These students met the same standards for graduation as those for students without disabilities. As defined in 34 CFR 300.102(a)(3)(iv), “the term regular high school diploma does not include an alternative degree that is not fully aligned with the state’s academic standards, such as a certificate or GED.”

Received a certificate

These students exited an educational program and received a certificate of completion, modified diploma, or some similar document. This includes students who received a high school diploma, but did not meet the same standards for graduation as those for students without disabilities. This also includes students receiving any alternative degree that is not fully aligned with the state’s academic standards, such as a certificate or a GED, so long as the student remained continuously enrolled in the secondary education program.

  • GED – Received a certificate includes GED recipients when the state allows the students to receive a GED without dropping out of school (the students are jointly enrolled in secondary education and a GED program).

Reached maximum age

These students exited special education because of reaching the maximum age for receipt of special education services. This includes students who reached the maximum age and did not receive a diploma.

Moved, known to be continuing

These students moved out of the catchment area or otherwise transferred to another district and are KNOWN to be continuing in an educational program. There does not need to be evidence that the students are continuing in special education only that the students are continuing in an educational program. This includes students who are in residential drug/alcohol rehabilitation centers, correctional facilities, or charter schools if those facilities operatedas separate districts, excluding normal matriculation.

Dropped out

These students were enrolled at the start of the reporting period but were not enrolled at the end of the reporting period and did not exit special education through any of the other means. This includes dropouts, runaways, GED recipients (in cases where students are require to dropout of the secondary educational program in order to pursue the GED certificate), expulsions, status unknown, students who moved but are not known to be continuing in another educational program, and other exiters from special education.

  • GED - In states where students may receive a GED without dropping out of school, these students may be reported as having received a certificate. These are students who were jointly enrolled in secondary education and a GED program. In all other cases, GED recipients should be reported as dropped out.

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) Exiting Special Education file submissions:

sslevCDIDEAESEvvvvvvv.ext

Where:

ss=Two–characterUSPSState Abbreviation for the submitting SEA.

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

SEA for a State Education Agency Children with Disabilities (IDEA) Exiting Special Education submission

LEA for a Local Education Agency Children with Disabilities (IDEA) Exiting Special Education submission

Filename=CDIDEAESE (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 1.2-2

O - Optional, data in this field is optional

4.0SEA CHILDREN WITH DISABILITIES (IDEA) EXITING SPECIAL EDUCATIONFILE

This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Children with Disabilities (IDEA) Exiting Special Education 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: Children with Disabilities (IDEA) Exiting Special Education, SEA Header Record

Data Element Name / Start
Position / 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) EXITING SPEC ED
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 (e.g., 2009-2010 or 2009 2010).
Filler / 127 / 393 / String / M / Leave filler field blank.
Carriage Return / Line Feed (CRLF) / 520 / 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.