Supplemental Educational Services XML Specifications

U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

X128–Supplemental Educational ServicesXML Specifications

Version 6.0

SY 2009-10

February 2010

U.S. DEPARTMENT OF EDUCATIONX128 – Supplemental Educational Services

XML Specifications v6.0

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

February 2010

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, X128 – Supplemental Education ServicesXML 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

DOCUMENT HISTORY

• Updated specifications for SY 2009-10.
• Reformatted 1.1 and 2.0 to incorporate a core requirement table

RELEASE AUTHORIZATION

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.

U.S. DEPARTMENT OF EDUCATIONX128 – Supplemental Educational Services

XML Specifications v6.0

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

2.1SES – Eligible to Receive Services (DG578)

2.2SES – Applied to Receive Services (DG575)

2.3SES – Received Services (DG546)

3.0FILE NAMING CONVENTION

3.1XML Specification Headings

4.0STATE EDUCATION AGENCY METRIC OBJECTS

4.1Agency XML Object

4.2File Transmit XML Object

5.0LOCAL EDUCATION AGENCY METRIC OBJECTS

5.1Agency XML Object

5.2File Transmit XML Object

U.S. DEPARTMENT OF EDUCATIONX128 – Supplemental Educational Services

XML Specifications v6.0

1.0PURPOSE

This document contains instructions for building XML files to submit EDFacts Data Group:

• SES - received services (DG546)
• SES - applied to receive services (DG575)
• SES - eligible to receive services (DG578)

The definitions for these data groups are in Table 4.2-1.

A separate document contains the non-XML file formats. General guidance for constructing all file types may be found in the EDFactsWorkbook.

The data collected using this file specification are used to monitor and report performance on programs and activities supported by the Elementary and Secondary Education Act, as amended. These data will be used as responses in the Consolidated State Performance Report (CSPR).

1.1Changes from the SY 2008-09 File Specifications

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

1.2Requirements for Submitting this Data Group

This section contains a table that summarize the reporting requirements: the reporting period, the education units included or excluded, the type of count, and zero count reporting.

Table 1.2-1 Supplemental Educational Services, Core Reporting Requirements

2.0GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to collect the number of students at the education unit who were eligible for, applied for, or received supplemental educational services during the school year. An LEA is required to offer supplemental educational services to students from low-income families enrolled in a Title I school that is in the second year of school improvement, in corrective action, or in restructuring. Supplemental educational services may be referred to as “SES.”

The guidance is organized into two parts: guidance that applies to the entire file and then guidance that applies to each of the three data groups collected through this file.

NOTE - If your state is one of nine states that has an approved differentiated accountability model or is participating in the SES pilot allowing LEAs to offer SES to eligible students in Title I schools in the first year of school improvement, you will receive additional guidance from ED under separate cover.

What if an LEA voluntarily offered SES to students enrolled in a Title I school in the first year of school improvement because the LEA could not offer public school choice to those students?

An LEA may (but is not required to) offer SES to students enrolled in a Title I school in the first year of school improvement if the LEA is unable to offer public school choice to those students because it has no available schools to which students can transfer.Such students may be included, as appropriate, in the counts for the respective data groups in this file, provided the LEA offered supplemental educational services to the students in a manner that is consistent with the requirements in section 1116(e) of the ESEA, and so long as the LEA is meeting the full demand for SES from students enrolled in schools in the second year of improvement, in corrective action, or in restructuring.

Do other files collect related data?

Yes.N/X131 is used to collect additional data on SES.

2.1SES – Eligible to Receive Services (DG578)

Which students should be reported?

Report any students who are eligible to receive SES in accordance with Title I, Part A, Section 1116 of the ESEA. Report students regardless of whether the students applied or were provided supplemental educational services.

What if an LEA had no students that were eligible to receive SES?

If no students at the LEA were eligible to receive SES, then the LEA should not be included in this file.

2.2SES – Applied to Receive Services (DG575)

Which students should be reported?

Report all students who applied to receive SES. Report students regardless of whether the students were provided SES.

What constitutes a student applying for SES?

A student is considered to have applied for SES when the LEA has whatever documentation the LEA requires.

What if an LEA had no students who applied to receive SES?

If no students at the LEA applied to receive SES, the field for applied can be left blank (the field is an optional field) or populated with a zero.

2.3SES –Received Services (DG546)

Which students should be reported?

Report all students who received SES. States can set a minimum number of hours for students to be considered as having received services. If a state set a minimum, then report any students at or above the minimum. If a state has not set a minimum, then report any student who received any SES.

What if an LEA had no students who received SES (e.g., no students received the state minimum)?

If no students at the LEA received SES the field for received services can be left blank (the field is an optional field) or populated with a zero.

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 Supplemental Education Services file XML submissions:

sslevSUPPLSERVvvvvvvv.xml

Where:

ss= Two-characterUSPSState Abbreviation for the submitting SEA.

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

SEA for a State Education Agency Supplemental Educational Services submission

LEA for a Local Education Agency Supplemental Educational Services submission

Filename= SUPPLSERV (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

4.0STATE EDUCATION AGENCY METRIC OBJECTS

In order to simplify the transmission process, the State 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 State Agency metric information.

Table 4.1-1: SEA, Agency XML Object

Example:

<AGENCY FIPSSTATECODE="80" STATEAGENCYIDNUMBER="01">

<STRCVDSPLSER> 100 </STRCVDSPLSER>

<STAPRCSPLSER> 100 </STAPRCSPLSER>

<STELRCSPLSER> 150 </STELRCSPLSER>

<EXPLANATION>Explanation goes here.</EXPLANATION>

</AGENCY>

4.2File Transmit XML Object

This element represents the file transmit object for the State Agency. The XML object matrix is followed by an example of the object.

Table 4.2-1: SEA, File Transmit XML Object

Example:

<FILETRANSMISSION

FILELAYOUTTYPE="SEA SUPPLEMENTAL SERVICES"

FILEID="X128 - State Supplemental Services"

SCHOOLYEAR="2009 2010">

<AGENCY> See Agency XML Object example in Section 4.1. </AGENCY>

</FILETRANSMISSION>

5.0LOCAL EDUCATION AGENCY METRIC OBJECTS

In order to simplify the transmission process, the Local Education Agency has been separated into two (2) distinct objects: Agency XML and File Transmit XML.

5.1Agency XML Object

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

Table 5.1-1: LEA, Agency XML Object

Example:

<AGENCY FIPSSTATECODE="80"

STATEAGENCYIDNUMBER="01"

STATEALEAIDNUMBER="001000-0000001">

<STRCVDSPLSER> 100 </STRCVDSPLSER>

<STAPRCSPLSER> 100 </STAPRCSPLSER>

<STELRCSPLSER> 150 </STELRCSPLSER>

<EXPLANATION>Explanation goes here.</EXPLANATION>

</AGENCY>

5.2File Transmit XML Object

This element represents the file transmit object for the LEA. The XML object matrix is followed by an example of the object.

Table 5.2-1: LEA, File Transmit XML Object

Example:

<FILETRANSMISSION

FILELAYOUTTYPE="LEA SUPPLEMENTAL SERVICES"

FILEID="X128 - LEA Supplemental Services"

SCHOOLYEAR="2009 2010">

<AGENCY> See Agency XML Object example in Section 5.1. </AGENCY>

</FILETRANSMISSION>

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