Automated Data Exchange Documentation

2012-2013

Pre-coded Labels

(TCAP, CoAlt, CO ACT)

File Layout and Field Definitions

File Name: lb####.nna

Field Name / No. of
Bytes / Begin
Pos. / End
Pos. / Field
Type / Examples / Remarks
District Number / 4 / 1 / 4 / Numeric / 0010
CDE assigned district code
School Number / 4 / 5 / 8 / Code / 0798
CDE assigned school code
Grade / 3 / 9 / 11 / Code / 030, 040, 050, 060, 070, 080, 090, 100, 110
State Student ID (or SASID) / 10 / 12 / 21 / Numeric / 1234567891
Local Student ID (LASID, or district ID) / 10 / 22 / 31 / Alpha-Numeric / 1234567891 or blank
Last Name / 30 / 32 / 61 / Alpha / Smith
First Name / 30 / 62 / 91 / Alpha / Joe
Middle Name / 30 / 92 / 121 / Alpha / K
Birth Date / 8 / 122 / 129 / Date MMDDYYYY format / 09061969
Gender / 2 / 130 / 131 / Code / 01, 02
Ethnicity: Hispanic or Latino / 2 / 132 / 133 / Code / 00, 04
Race: American Indian or Alaska Native / 2 / 134 / 135 / Code / 00, 01
Race: Asian / 2 / 136 / 137 / Code / 00, 02
Race: Black or African American / 2 / 138 / 139 / Code / 00, 03
Race: White / 2 / 140 / 141 / Code / 00, 05
Race: Native Hawaiian or other Pacific Islander / 2 / 142 / 143 / Code / 00, 06
Federal Race/Ethnicity Reporting Category / 2 / 144 / 145 / Code / 01, 02, 03, 04, 05, 06, 07
Language Background / 1 / 146 / 146 / Code / 0,1, 2
Language Proficiency / 1 / 147 / 147 / Code / 0,1, 2, 3
Bilingual / 1 / 148 / 148 / Code / 0,1,2,3,4,5
ESL / 1 / 149 / 149 / Code / 0,1,2,3,4,5
Colorado Continuously / 1 / 150 / 150 / Code / 0,1
Date Most Recently Enrolled US / 8 / 151 / 158 / Date MMDDYYYY format / 09061969
Continuous in District / 1 / 159 / 159 / Code / 0, 1
Continuous in School / 1 / 160 / 160 / Code / 0, 1
October New to School / 1 / 161 / 161 / Code / 0, 1
IEP / 1 / 162 / 162 / Code / 0, 1
504 / 1 / 163 / 163 / Code / 0,1
Title 1 / 1 / 164 / 164 / Code / 0, 1
Migrant / 1 / 165 / 165 / Code / 0, 1
Immigrant / 1 / 166 / 166 / Code / 0, 1
District Use D (Homeless) / 1 / 167 / 167 / Code / 0, 1
Gifted and Talented / 1 / 168 / 168 / Code / 0, 1, 2, 3, 4
District Use only A (Expelled) / 1 / 169 / 169 / Code / 0, 1
District Use only C (Free/Reduced Lunch Eligible) / 2 / 170 / 171 / Code / 01, 02, 03
Primary Disability / 2 / 172 / 173 / Code / 00, 01, 03, 04, 05, 06, 07, 08, 09, 10, 13, 14
Physical Disability / 1 / 174 / 174 / Alpha / Y, N / New in 2012-2013
Orthopedic Disability / 1 / 175 / 175 / Alpha / Y, N / New in 2012-2013
Other Health Impairment / 1 / 176 / 176 / Alpha / Y, N / New in 2012-2013
CoAlt Assessment Participant / 1 / 177 / 177 / Code / 0, 1 / Moved from last year’s layout position.

Pre-coded Labels Preliminary Edit Checks
(The following criteria must be met before further validation of the file will occur)

File Names

  • Data File Name - lb####.nna, where
  • lb indicates Pre-coded Labels
  • ####= your District/BOCES code
  • .nn = file revision number (01, 02, 03, 04.... 99)
  • a= Is the file format

Note: The data file revision number will be increased by one for each submission.

Record Sizes-- All records submitted should be fixed-width ASCII

  • The record size for the Data File (lb####.nna) must be 177 bytes.

Pre-coded Labels Data Elements and Definitions

This file generates pre-coded labels for the following tests: TCAP, CoAlt, CO ACT. Please note: Because of timing, Access for ELLs labels are generated from Student October collection data, not from this Pre-coded Labels collection.

For more detailed information about the data elements, see the 2012-2013 Procedures Manual.. .

For ALL records: Blanks only allowed where specified.

Data Fields

District Number:

  • CDE assigned district/BOCES code. Refer to School District/BOCES Codes.
  • See Appendix A. School District/BOCES Codes Table
  • Note: On the Student October Collection this number is the first 4 digits of the Record Number field.

School Number:CDE assigned school code.

See Appendix A.1, School Building Codes Table

Grade:A three digit code that represents the grade level of the student.

  • Note: On the Student October Collection grades 002-120 are collected. In this Pre-coded Labels Collection only grades 030-110 will be used.
  • There is a reasonability check based on the student's age. Valid codes are:
  • 030 = grade 3
  • 040 = grade 4
  • 050 = grade 5
  • 060 = grade 6
  • 070 = grade 7
  • 080 = grade 8
  • 090 = grade 9
  • 100 = grade 10
  • 110 = grade 11

Student State ID (SASID)

  • 10 digit field.
  • The State Assigned Student ID.
  • Must be a valid SASID given first name, last name, birth date and gender.

District (or Local) ID

  • May be filled with a 10-digit numeric code or blank.
  • Note: On the Student October Collection this number is the last 10 digits of the Record Number field.

Last Name

  • A 30 character field
  • Must be a valid alpha field
  • Student's last name

First Name

  • A 30 character field
  • Must be a valid alpha field
  • Student's first name

Middle Name

  • A 30 character field
  • Must be a valid alpha field
  • Student's middle name
  • If no middle name exists for the student, use NMN for "no middle name."

Birth Date

  • Must be a valid date in the MMDDYYYY format.

Gender

  • A 2-digit field
  • 01 = Female
  • 02 = Male
  • Note: For more detailed information about the definitions of race and ethnicity, see the documents posted here:

Ethnicity: Hispanic or Latino

  • A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin,regardless of race. The term, "Spanish origin", can be used in addition to "Hispanic or Latino".
  • A 2-digit field, valid values are 00, 04
  • 00 = Not Hispanic
  • 04 = Hispanic or Latino

Race: American Indian or Alaska Native

  • A person having origins in any of the original peoples of North America and South America(including Central America), and who maintains tribal affiliation or community attachment.
  • A 2-digit field, valid values are 00, 01
  • 00 = No
  • 01 = American Indian or Alaska Native

Race: Asian

  • A person having origins in any of the original peoples of the Far East,Southeast Asian, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.\
  • A 2-digit field, valid values are 00, 02
  • 00 = No
  • 02 = Asian

Race: Black or African American

  • A person having origins in any of the black racial groups of Africa.
  • A 2-digit field, valid values are 00, 03
  • 00 = No
  • 03 = Black or African American

Race: White

  • A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
  • A 2-digit field, valid values are 00, 05
  • 00 = No
  • 05 = White

Race: Native Hawaiian or other Pacific Islander

  • A person having origins in any of the original peoples ofHawaii, Guam, Samoa, or other Pacific Islands.
  • A 2-digit field, valid values are 00, 06
  • 00 = No
  • 06 = Native Hawaiian or Other Pacific Islander

Federal Race/Ethnicity Reporting Category

  • The single category used to classify the student or staff member in aggregated federal
  • or state reporting such as pupil counts, graduation rates, and assessment results.This designation is based on the race and ethnicity information provided to the reporting districtby the student (or his or her parent/guardian) or staff member.
  • A 2-digit field, valid values are 01, 02, 03, 04, 05, 06, 07
  • 01 = American Indian or Alaska Native
  • 02 = Asian
  • 03 = Black or African American
  • 04 = Hispanic or Latino
  • 05 = White
  • 06 = Native Hawaiian or other Pacific Islander
  • 07 = Two or more races

Language Background

  • Note: In the Student October Collection there are many other possible values used for the student's Home Language. In this Pre-coded Labels Submission, all codes other than Spanish or English are included as 2 = Other.
  • A 1-digit field, valid values are 0, 1, 2
  • 0 = English
  • 1 = Spanish
  • 2 = Other

Language Proficiency

  • Note: For 2012-2013, Code ‘Primary or Home language other than English’ (PHLOTE) and ‘Former ELL’ (FELL) students as Not applicable (0). In future years the collection will be updated to include PHLOTE and FELL
  • A 1-digit field, valid values are 0, 1, 2, 3
  • 0 = Not applicable
  • 1 = NEP
  • 2 = LEP
  • 3 = FEP

ELL Program - Bilingual

  • A 1-digit field, valid values are 0, 1, 2, 3, 4, 5
  • 0 = No
  • 1 = Yes
  • 2 = Redesignated/Monitored Year 1
  • 3 = Redesignated/Monitored Year 2
  • 4 = Exited Year 3+
  • 5 = Not in ESL Program, Parent Choice

ELL Program – ESL

  • A 1-digit field, valid values are 0, 1, 2, 3, 4, 5
  • 0 = No
  • 1 = Yes
  • 2 = Redesignated/Monitored Year 1
  • 3 = Redesignated/Monitored Year 2
  • 4 = Exited Year 3+
  • 5 = Not in ESL Program, Parent Choice

Continuously Enrolled in a Colorado public school 3 years (on or before3/8/10 for Grades 3-10, on or before 4/28/10 for Grade 11)

  • Enrolled in CO public schools (kindergarten doesn't count)
  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

Date Most Recently Enrolled in U.S.

  • This field was new in 2008 and replaces the "Continuously Enrolled 3 years in US" field from previous administrations. This field collects the date a student most recently enrolled in any public or non-public U.S. school (not Puerto Rico). ADE collections use MMDDYYYY format (e.g. 09151989). The student data grid has bubbles for MMDDYY.
  • If a student has never attended schools outside of the U.S., use the date the student first entered any U.S. school at any grade (e.g. code 090107 for a student in 4th grade who entered Kindergarten at the start of SY 2007-08).
  • If a student has attended schools outside of the U.S., use the date the student most recently entered or re-entered any U.S. school at any grade (e.g. code 090111 for a student who entered a U.S. school at the start of SY 2011-2012).
  • Schools on U.S. military bases count as U.S. schools.
  • Homeschool does not count as a "public or non-public U.S. school."

In District Continuously(on or before 3/12/12for Grades 3-10, on or before 4/24/12 for Grade 11)

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

In School Continuously (on or before 3/12/12for Grades 3-10, on or before 4/24/12 for Grade 11))

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

October New to School

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes
  • Note: This field was coded as a 0 = No for all records in the Student October Collection. In this submission if the student came to your school after October 1st of the current school year, he/she must be coded as 1 = Yes.

IEP

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

504 Plan

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

Title I

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

Migrant

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

Immigrant

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes

District Use D (Homeless)

  • A 1-digit field, valid values are 0, 1
  • 0 = No
  • 1 = Yes
  • NOTE: On Student October, this field had 3 valid values, 0, 3 or 4. Pre-Coded Labels will show the data as 0 or 1. The table shown below compares the October values to the Pre-Coded Labels values.

If Student October is: / Pre-Coded Labels will be Coded: / Student October Value Labels
0 / 0 / No
3 / 1 / Yes and is in the physical custody of parent or guardian.
4 / 1 / Yes and is not in the physical custody of parent or guardian (unaccompanied youth).

Gifted and Talented

  • A 1-digit field, valid values are
  • 0 = No
  • 1 = Language Arts Gifted
  • 2 = Mathematics Gifted
  • 3 = Both Language Arts and Mathematics Gifted
  • 4 = Other Gifted
  • Note:On Student October this field has five valid values, 0-4.New for 2008-09, the Pre-Coded Labels collection will also collect these values 0-4. In the past Pre-Coded Labels collections, only 0 = No and 1 = Yes values were collected for Gifted and Talented field.

District Use A (Expelled)

  • A 1-digit field, valid values are 0, 1
  • 0 = Enrolled (not Expelled)
  • 1 = Expelled

District Use only C (Free Reduced Lunch)

  • A 2-digit field, valid values are:
  • 01 = Free lunch eligible
  • 02 = Reduced lunch eligible
  • 03 = Not eligible for Free or Reduced lunch
  • Note: District Use B (School of Accountability) was removed from the Student October and Pre-coded Labels collection beginning with the 2007-08 school year. Please refer to the 2012-2013 Procedures Manual at . for further information..

Primary Disability

  • Notes
  • In the Student October Collection valid values include 11 and 12. Those values are applicable only to students under 6 years of age and are not valid values for this collection.
  • For 2012-2013 this field will remain the same for CO ACT.
  • For TCAP/CoAlt. To accommodate the use of disability categories used during the 2012 Student October Count Collection, Physical Disability, Orthopedic Impairment, and Other Health Impairment fields are combined into the one physical disability category.
  • In future collections the disability response categories will be changed to reflect the new CDE codes.
  • A 2-digit field, valid values are:
  • 00 = None
  • 01 = Significant Limited Intellectual Capacity (SLIC)
  • 03 = Emotional disability
  • 04 = Specific Learning disability
  • 05 = Hearing disability
  • 06 = Visual disability
  • 07 = Physical disability*
  • 08 = Speech/language disability
  • 09 = Deaf-blind
  • 10 = Multiple disabilities
  • 13 = Autism
  • 14 = Traumatic brain injury

*For TCAP and CoALT only: If you have selected 07 (Physical Disability), Please indicate which specific disability by using Physical Disability, Orthopedic Impairment and Other Health Impairment fields .

Physical Disability

  • Filled in =yes
  • Blank = no

Orthopedic Impairment

  • Filled in =yes
  • Blank = no

Other Health Impairment

  • Filled in =yes
  • Blank = no

CoAlt Assessment Participant

  • A 1 digit field, valid values are 0, 1
  • 0 = No, Student is not taking the CoAlt Assessment
  • 1 = Yes, Student is taking the CoAlt Assessment

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Automated Data Exchange Documentation - Pre-coded Labels File Layouts and Field Definitions

Last Modified: 10/29/12

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