File Format Specification for Static State, LEA, and School Information

U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X111 – Reading/Language Arts

Proficiency Target Status

XML Specifications

Version 4.0

SY 2007-08

July 2008

U.S. DEPARTMENT OF EDUCATIONX111 – Reading/Language Arts Proficiency Target Status

XML 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, X111 - Reading/Language Arts Proficiency Target Status XML 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: / X111-Reading/Language Arts Proficiency Target Status XML Specifications
Revision: / Version 4.0
Issue Date: / July 2008
Security Level: / Unclassified – For Official Use Only
Filename: / X111 - Read-Lang Arts Proficiency Target 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 1.2, 4.1, 5.1 changed LEP Status (Accountability) to LEP Status (only).

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 EDFactsWorkbook, EDFactsBusiness Rules Guide and the EDEN Submission System User Guide.

EDEN is a centralized, coordinated repository of state reported, Kthrough 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

3.1XML Specification Headings

4.0LOCAL EDUCATION AGENCY STATUS OBJECTS

4.1Category XML Object

4.2Table Type XML Object

4.3Agency XML Object

4.4File Transmit XML Object

5.0SCHOOL STATUS OBJECTS

5.1Category XML Object

5.2Table Type XML Object

5.3Agency XML Object

5.4File Transmit XML Object

July 2008 / 1 / SY 2007-08

U.S. DEPARTMENT OF EDUCATIONX111 – Reading/Language Arts Proficiency Target Status

XML Specifications v4.0

1.0PURPOSE

This document contains instructions for building XML files to submit EDFactsData Group: Reading/Language Arts Proficiency Target Status Tables, ID# 552. 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 non-XML file formats. General guidance for constructing all file types may be found in the EDFactsWorkbook.

1.1Changes from the SY 2006–07 File Specifications

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

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

A permitted value for growth model was added to the Status category.

1.2Requirements for Submitting this Data Group

This 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 Proficiency Target Status Tables, Required Categories

Category Set / Table Name[1] / Race/Ethnicity / LEP Status
(Only) / Disability Status (ONLY) / Economically Disadvantaged Status / Proficiency Status[2] / Comments
Category Set A / RLAPRFTGST / X / X / Status by Race / Ethnicity
Category Set B / RLAPRFTGST / X / X / Status by LEP Status (Only)
Category Set C / RLAPRFTGST / X / X / Status by Disability Status (Only)
Category Set D / RLAPRFTGST / X / X / Status by Economically Disadvantaged Status
All Students / RLAPRFTGST / X / All Students

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the Reading/Language Arts Proficiency Target Status.

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 from the reporting year. For example, the status for SY 2007-08 is based on assessments measuring student academic achievement during SY 2007-08. The status in this file can be viewed as a final result for the 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 the race/ethnicity, 1 for LEP Status, 1 for Disability Status, 1 for EconomicallyDisadvantaged Status, and 1 for All Students).

Each record in the file indicates the status of the Reading/Language Arts Proficiency Target for a specific student subgroup or “all students”. For example, if a school met the Reading/Language Arts Proficiency Target for economically disadvantaged students, as outlines in the state’s accountability workbook, 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 filed “Status” is used.“All students” is the result of whether the “all students” group met the AMO. It is not the overall designation for the school or district.

What status should I use?

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

MET: The school or district met the Reading/Language ArtsAMO for the specific student subgroups or for all students, as outlined in the state’s consolidated accountability workbook.
SAFEHARBOR: The school or district met the Reading/Language ArtsAMO for the specific student subgroup or for all studentsthrough safe harbor,as outlined in the state’s consolidated accountability workbook.
GROWTH: The school or district met the Reading/Language ArtsAMO for the specific student subgroups or for all students through the state’s participation in the Department’s Growth Model Pilot Program (see:
NOTMET: The school or district did not meet the Reading/Language ArtsAMO for the specific student subgroup or for all students.
TOOFEW: The number of students in the specific student subgroups or in all students enrolled for a full academic year, as defined by the state, was less than the state’s minimum group size to validly and reliably calculate whether the subgroup or all students met the AMO for Reading/Language Arts.
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 ArtsAMO status for a specific school or district is not available at the time the file is prepared.
NA: Not applicable - Districts that did not receive an AYP determination 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, collected in N/X103 Data Group 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.

Overall AYP Status[3]
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 Proficiency Target Status file submissions:

sslevRLAPFTGSTvvvvvvv.xml

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 Proficiency Target Status submission

SCH for a School Reading/Language Arts Proficiency Target Status submission

Filename= RLAPFTGST (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, v011103).

.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

4.0LOCAL EDUCATION AGENCY STATUS OBJECTS

In order to simplify the transmission process, the Local Education Agency has been separated into three (3) distinct statuses and file transmit XML objects. The XML status and file transmit objects are the same structure regardless of the status information being transmitted. The structure contains a node that defines the LEA that corresponds to the submitted status. In addition, the structure contains nodes representing characteristics of the status (Race/Ethnicity, Disability Status (Only), etc.) and the associated status. The status objects are contained within the file transmission objects that define the group of status values that is being submitted.

4.1Category XML Object

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

Table 4.1-1: LEA, 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.
Race/Ethnicity / RACEETHNIC
LEP Status (Only) / LEPONLY
Disability Status (Only) / DISABSTATUS
Economically Disadvantaged Status / ECODIS
VALUE / M / The category permitted value.
RACEETHNIC / 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
LEPONLY / An indication that students are included in the subgroup of limited English proficient (LEP) students for purposes of accountability determinations. / LEP– Limited English proficient (LEP) Student
MISSING
DISABSTATUS / An indication that students are included in the subgroup of children with disabilities (IDEA) for purposes of accountability determinations.. / WDIS–Children with one or more disabilities (IDEA)
MISSING
ECODIS / An indication of whether students meet the state criteria for classification as economically disadvantaged. / ECODIS– Economically Disadvantaged (ED) Students
MISSING

Example:

4.2Table Type XML Object

The table type XML object is used to define the type and status. 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: LEA, Table Type XML Object

Element / Data Element Name
(from Fixed Format document) / Attribute / Char / Definition/Comments / Permitted Values
TABLETYPE
Table Name / TYPEABBRV / M / An indication of whether the school met the reading/language arts proficiency target in accordance with state definition. / RLAPRFTGST
CATEGORY / M / The categories used to define the characteristics associated with the status.
STATUS / Proficiency Status / M / An indication of whether the district met the reading/language arts proficiency target in accordance with state definition. / MET– Met – Regular Determination
GROWTH – Met – Growth Model
SAFEHARBOR–Met because of safe harbor
NOTMET– Did not meet target
TOOFEW – Too Few Students for Reliability
NA – Not Applicable
NOSTUDENTS – No Students in the subgroup
MISSING
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.

</TABLETYPE>

<STATUS>NOTMET</STATUS>

</TABLETYPE>

<STATUS>TOOFEW</STATUS>

</TABLETYPE>

</TABLETYPE>

</TABLETYPE>

4.3Agency XML Object

This section defines the XML object used to submit all Local Education Agency status information. The XML object matrix is followed by an example of the object.

Table 4.3-1: LEA, 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 EDFactsWorkbook.
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 data element cannot be updated through this file.
TABLETYPE / MR / The XML Object used to define the type and status.

Example:

<AGENCY FIPSSTATECODE="94" STATEAGENCYIDNUMBER="01"

STATEALEAIDNUMBER="001000-0000001">

<TABLETYPE> See Table Type XML Object example in Section 4.2.

</TABLETYPE>

</AGENCY>

4.4File Transmit XML Object

The file transmit object identifies the status group being transmitted. It also identifies whether the status group is at the State Agency, LEA or school level. Further, each status group has an allowable set of Table Types, categories, and category values that correspond to a particular reporting period. This section defines the various file transmit objects and valid status combinations at the LEA level.

Table 4.4-1: LEA, 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. / LEA R/LAPROFICIENCY TARGET STATUS
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 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., 2007-2008 or 2007 2008.
AGENCY / MR / The information that fully describes the education unit.

Example:

<FILETRANSMISSION

FILELAYOUTTYPE="LEA R/LA PROFICIENCY TARGET STATUS"

FILEID="LEA Reading/Language Arts Proficiency Status"

SCHOOLYEAR="2007 2008">

<AGENCY> See the Agency XML Object example in Section 4.3. </AGENCY>