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U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N116 – Title III LEP Students Served File Specifications

Version 5.0SY 2008-09

July 2009

U.S. DEPARTMENT OF EDUCATION N116 – Title III LEP Students ServedFile Specifications v5.0

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 EducationArne DuncanSecretary

Office of Planning, Evaluation and Policy DevelopmentCarmel MartinAssistant Secretary

July 2009

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, N116 – Title III LEP Students Served File Specifications, Washington, D.C., 2009.

This technical guide is also available on the Department’s Web site at: http://www.ed.gov/edfacts

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 Alternate Format Center at (202) 260–0852 or (202) 260–0818.

July 2009 i SY 2008-09

http://www.ed.gov/edfacts


DOCUMENT CONTROLDOCUMENT INFORMATIONTitle: N116 – Title III LEP Students Served File SpecificationsRevision: Version 5.0Issue Date: July 2009Security Level: Unclassified – For Official Use OnlyFilename: document.doc

DOCUMENT HISTORYVersion 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.

5.0State Review Version

May 2009 Replaced SY 2007-08 with SY 2008-09. Replaced "grand total" with "total of the education unit"

throughout document. 1.0 - Revised language in paragraph on information

requirement for this file. 1.2, 4.2, and 5.2 - Removed category set B - Language

(Home). 2.0 – Updated guidance. 4.2 and 5.2 -Removed "Not Collected" as an acceptable

value for Grade Level (Basic).5.0 Final July 2009 No changes from the state review version.

RELEASE AUTHORIZATION Name Signature / DateAuthorQARelease Authority

July 2009 ii SY 2008-09


PREFACEThis 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.

July 2009 iii SY 2008-09


CONTENTS

DOCUMENT CONTROL.....................................................................iiPREFACE...................................................................................... iii1.0 PURPOSE.................................................................................1

1.1 Changes from the SY 2007–08 File Specifications..........................................11.2 Requirements for Submitting this Data Group..................................................1

2.0 GUIDANCE FOR SUBMITTING THIS FILE......................................23.0 FILE NAMING CONVENTION.......................................................3

3.1 Population Status.............................................................................................34.0 SEA TITLE III LEP STUDENTS SERVED FILE.................................4

4.1 Header Record Definition.................................................................................44.2 Data Record Definition.....................................................................................54.3 SEA Title III LEP Students Served File Examples...........................................74.3.1 Partial Record Sample for Fixed Format SEA Title III LEP Students Served

File.................................................................................................................74.3.2 Partial Record Sample for Comma–Delimited File Format SEA Title III LEP

Students Served File.....................................................................................84.3.3 Partial Record Sample for Tab–Delimited File Format SEA Title III LEP

Students Served File.....................................................................................95.0 LEA TITLE III LEP STUDENTS SERVED FILE...............................10

5.1 Header Record Definition...............................................................................105.2 Data Record Definition...................................................................................115.3 LEA Title III LEP Students Served File Examples..........................................135.3.1 Partial Record Sample for Fixed Format LEA Title III LEP Students Served

File...............................................................................................................135.3.2 Partial Record Sample for Comma–Delimited File Format LEA Title III LEP

Students Served File...................................................................................145.3.3 Partial Record Sample for Tab–Delimited File Format LEA Title III LEP

Students Served File...................................................................................15

July 2009 iv SY 2008-09


1.0 PURPOSEThis document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Title III LEP Students Served Table, DG648. The definition for this data group is in the row “Table Name” in Table 4.2–1.

A separate document contains the XML file formats. General guidance for constructing all file types may be found in the EDFacts Workbook.

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 (ESEA), as amended. These data will be used as the responses in the Consolidated State Performance Report (CSPR) and the Title III Biennial Report.

1.1 Changes from the SY 2007–08 File Specifications

There have been changes to this file specification which resulted in changes to the record layout.

Category Set B – Language (Home) has been removed.

The guidance has been updated and other editorial changes have been made. These changes are listed in the document history on page ii.

1.2 Requirements for Submitting this Data Group

The data group is submitted at the following levels: SEA LEA

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 total of the education unit, specify a “Y” (Yes).

Table 1.2–1: Title III LEP Students Served Table, Required Categories, and Applicable Totals

Category Set Table Name Grade Level (Basic)

Total Indicator Comments

Category Set A TTLIIILEPSTDSRV X N Student Count by Grade Level (Basic)

Total of the Education Unit TTLIIILEPSTDSRV Y Total of the Education Unit

July 2009 1 SY 2008-09


2.0 GUIDANCE FOR SUBMITTING THIS FILEThis file specification is used to collect the number of limited English proficient (LEP) students served by Title III language instruction educational programs (LIEP) during the school year.

Additional guidance is below:

What is the reporting period for this file?The reporting period is school year.

What education units should be reported in this file?Include the SEA and all LEAs that have a Title III LIEP.

What education units should not be reported in this file?Exclude LEAs that did not have a Title III LIEP.

Which students should be reported?Include LEP students served by a Title III LIEP in grades K through 12.

Which students should not be reported?Exclude any Pre-K students.

Who are LEP students?The definition of LEP students is in section 4.3 of the EDFacts Workbook.

Which grade levels should be reported?Records for an LEA need only include those grade levels offered at the LEA. For example, if the highest grade at a LEA is 8th, the record for that LEA does not need to include grades 9th through 12th.

How are student counts reported?Students should be collected once for the SEA and once for any LEA in which the student was served by a Title III LIEP program.

Are zeros required?SEA and LEA level submissions - Zero counts are not required.

Do other file specifications collect related data?There are several file specifications that collect data on limited English proficient students and programs under Title III of ESEA. Section 5.3 “Relationship among files” in the EDFacts Workbook explains how these files relate to one another.

July 2009 2 SY 2008-09


3.0 FILE NAMING CONVENTIONBeing 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 Title III LEP Students Served file submissions:

sslevT3LEPSTSVvvvvvvv.ext

Where:ss = Two–character USPS State Abbreviation for the submitting

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

SEA for a State Education Agency Title III LEP Students Served submission LEA for a Local Education Agency Title III LEP Students Served submission

Filename = T3LEPSTSV (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

3.1 Population 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 1.2–1 O – Optional, data in this field is optional

July 2009 3 SY 2008-09


4.0 SEA TITLE III LEP STUDENTS SERVED FILE This section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Title III LEP Students Served Table File. The file type is specified in the header record.

4.1 Header 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.

See Section 4.3 for examples of the header record.

Table 4.1–1: Title III LEP Students Served, SEA Header RecordData Element

NameStart

Position Length Type Pop Definition / Comments Permitted Values

File Type 1 50 String M Identifies the type of file being submitted. SEA TITLE III LEP STUDENTS SERVED

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, 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., 2008–2009 or 2008 2009.

Filler 127 243 String M Leave filler field blank.

Carriage Return / Line Feed (CRLF)

370 1 M

4.2

July 2009 4 SY 2008-09


4.3 Data 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.

See Section 4.3 for examples of the Data Record.

Table 4.2–1: Title III LEP Students Served, SEA Data RecordsData Element

NameStart


File Record Number

1 10 Number M A sequential number assigned by the State that is unique to each row entry within the file.

ID 559FIPS State Code

11 2 String 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 570State Agency Number

13 2 String M A number used to uniquely identify state agencies. This ID cannot be updated through this file.

01 – State Education Agency



Table Name 49 20 String M The unduplicated number of limited English proficient (LEP) students who received services in a Title III of ESEA as amended by NCLB, English language instruction educational program.

TTLIIILEPSTDSRV

Grade Level (Basic)

69 15 String A The grade level (primary instructional level) of students.

UG – Ungraded KG – Kindergarten01 – Grade 102 – Grade 203 – Grade 304 – Grade 405 – Grade 506 – Grade 607 – Grade 708 – Grade 809 – Grade 910 – Grade 1011 – Grade 1112 – Grade 12MISSING



July 2009 5 SY 2008-09


Data ElementName

StartPosition Length Type Pop Definition / Comments Permitted Values

Filler 114 15 String < Leave filler field blank.



Total Indicator 159 1 String M An indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit).

N – specifies detail levelY – specifies a subtotal or total of the education unit.

Explanation 160 200 String 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.

Student Count 360 10 Number M If the count provided is either a subtotal or total of the education unit, it must be equal to or greater than the sum of its parts.


370 1 M

July 2009 6 SY 2008-09


4.4 SEA Title III LEP Students Served File Examples

4.4.1Partial Record Sample for Fixed Format SEA Title III LEP Students Served FileThe following text shows a portion of the header row and data rows. The highlighted ruler line is provided to help the reader visually identify the column placement of the data. The ruler line should not be included in submitted files.

∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5SEA∙TITLE∙III∙LEP∙STUDENTS∙SERVED∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙15∙∙∙∙∙∙∙∙euseaT3LEPSTSVver0005.txtN116∙SEA∙Title∙III∙L1∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙UG∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙2∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙KG∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙3∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙01∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙4∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙02∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙5∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙03∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙6∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙04∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙7∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙05∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙8∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙06∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙9∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙07∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙10∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙08∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙11∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙09∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙12∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙10∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙13∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙11∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙14∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙12∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙15∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙

July 2009 7 SY 2008-09


4.4.2Partial Record Sample for Comma–Delimited File Format SEA Title III LEP Students Served File

The following text shows a portion of the header row and data rows.*

SEA TITLE III LEP STUDENTS SERVED,15,euseaT3LEPSTSVver0005.csv,N116 SEA Title III LEP Stud Serv,2008-2009,¶1,80,01,,,TTLIIILEPSTDSRV,UG,,,,,,N,,10¶2,80,01,,,TTLIIILEPSTDSRV,KG,,,,,,N,,10¶3,80,01,,,TTLIIILEPSTDSRV,01,,,,,,N,,10¶4,80,01,,,TTLIIILEPSTDSRV,02,,,,,,N,,10¶5,80,01,,,TTLIIILEPSTDSRV,03,,,,,,N,,10¶6,80,01,,,TTLIIILEPSTDSRV,04,,,,,,N,,10¶7,80,01,,,TTLIIILEPSTDSRV,05,,,,,,N,,10¶8,80,01,,,TTLIIILEPSTDSRV,06,,,,,,N,,10¶9,80,01,,,TTLIIILEPSTDSRV,07,,,,,,N,,10¶10,80,01,,,TTLIIILEPSTDSRV,08,,,,,,N,,10¶11,80,01,,,TTLIIILEPSTDSRV,09,,,,,,N,,10¶12,80,01,,,TTLIIILEPSTDSRV,10,,,,,,N,,10¶13,80,01,,,TTLIIILEPSTDSRV,11,,,,,,N,,10¶14,80,01,,,TTLIIILEPSTDSRV,12,,,,,,N,,10¶15,80,01,,,TTLIIILEPSTDSRV,,,,,,,Y,,150¶

* Using EXCEL will produce extraneous delimiters at the end of the header record. They will be disregarded during file processing and so will not generate a file format error.

July 2009 8 SY 2008-09


4.4.3Partial Record Sample for Tab–Delimited File Format SEA Title III LEP Students Served File


SEA TITLE III LEP STUDENTS SERVED>15>euseaT3LEPSTSVver0005.tab>N116 SEA Title III LEP Stud Serv>2008-2009>¶1>80>01>>>TTLIIILEPSTDSRV>UG>>>>>>N>>10¶2>80>01>>>TTLIIILEPSTDSRV>KG>>>>>>N>>10¶3>80>01>>>TTLIIILEPSTDSRV>01>>>>>>N>>10¶4>80>01>>>TTLIIILEPSTDSRV>02>>>>>>N>>10¶5>80>01>>>TTLIIILEPSTDSRV>03>>>>>>N>>10¶6>80>01>>>TTLIIILEPSTDSRV>04>>>>>>N>>10¶7>80>01>>>TTLIIILEPSTDSRV>05>>>>>>N>>10¶8>80>01>>>TTLIIILEPSTDSRV>06>>>>>>N>>10¶9>80>01>>>TTLIIILEPSTDSRV>07>>>>>>N>>10¶10>80>01>>>TTLIIILEPSTDSRV>08>>>>>>N>>10¶11>80>01>>>TTLIIILEPSTDSRV>09>>>>>>N>>10¶12>80>01>>>TTLIIILEPSTDSRV>10>>>>>>N>>10¶13>80>01>>>TTLIIILEPSTDSRV>11>>>>>>N>>10¶14>80>01>>>TTLIIILEPSTDSRV>12>>>>>>N>>10¶15>80>01>>>TTLIIILEPSTDSRV>>>>>>>Y>>150¶


July 2009 9 SY 2008-09

U.S. DEPARTMENT OF EDUCATION N116 – Title III LEP Students Served File Specifications v5.0

5.0 LEA TITLE III LEP STUDENTS SERVED FILE This section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEA Title III LEP Students Served Table File. The file type is specified in the header record.

5.1 Header 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.

See Section 5.3 for examples of the header record.

Table 5.1–1: Title III LEP Students Served, LEA Header RecordData Element

NameStart


File Type 1 50 String M Identifies the type of file being submitted. LEA TITLE III LEP STUDENTS SERVED

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, 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., 2008–2009 or 2008 2009.



370 1 M

5.2

July 2009 10 SY 2008-09


5.3 Data 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.

See Section 5.3 for examples of the Data Record.

Table 5.2–1: Title III LEP Students Served, LEA Data RecordsData Element

NameStart


File Record Number

1 10 Number M A sequential number assigned by the State that is unique to each row entry within the file.

ID 559FIPS State Code

11 2 String 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 570State Agency Number

13 2 String M A number used to uniquely identify state agencies. This ID cannot be updated through this file.

01 – State Education Agency

ID 4State LEA Identifier

15 14 String 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.


Table Name 49 20 String M The unduplicated number of limited English proficient (LEP) students who received services in a Title III of ESEA as amended by NCLB, English language instruction educational program.

TTLIIILEPSTDSRV

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Data ElementName

StartPosition Length Type Pop Definition / Comments Permitted Values

Grade Level (Basic)

69 15 String A The grade level (primary instructional level) of students.

UG – Ungraded KG – Kindergarten01 – Grade 102 – Grade 203 – Grade 304 – Grade 405 – Grade 506 – Grade 607 – Grade 708 – Grade 809 – Grade 910 – Grade 1011 – Grade 1112 – Grade 12MISSING






Total Indicator 159 1 String M An indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit).

N – specifies detail levelY – specifies a subtotal or total of the education unit.

Explanation 160 200 String 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.

Student Count 360 10 Number M If the count provided is either a subtotal or total of the education unit, it must be equal to or greater than the sum of its parts.


370 1 M

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5.4 LEA Title III LEP Students Served File Examples

5.4.1Partial Record Sample for Fixed Format LEA Title III LEP Students Served FileThe following text shows a portion of the header row and data rows. The highlighted ruler line is provided to help the reader visually identify the column placement of the data. The ruler line should not be included in submitted files.

∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5LEA∙TITLE∙III∙LEP∙STUDENTS∙SERVED∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙15∙∙∙∙∙∙∙∙euleaT3LEPSTSVver0005.txtN116∙LEA∙Title∙III∙L1∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙UG∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙2∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙KG∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙3∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙01∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙4∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙02∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙5∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙03∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙6∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙04∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙7∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙05∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙8∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙06∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙9∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙07∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙10∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙08∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙11∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙09∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙12∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙10∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙13∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙11∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙14∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙12∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙15∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙TTLIIILEPSTDSRV∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙

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5.4.2Partial Record Sample for Comma–Delimited File Format LEA Title III LEP Students Served File


LEA TITLE III LEP STUDENTS SERVED,15,euleaT3LEPSTSVver0005.csv,N116 LEA Title III LEP Stud Serv,2008-2009,¶1,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,UG,,,,,,N,,10¶2,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,KG,,,,,,N,,10¶3,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,01,,,,,,N,,10¶4,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,02,,,,,,N,,10¶5,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,03,,,,,,N,,10¶6,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,04,,,,,,N,,10¶7,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,05,,,,,,N,,10¶8,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,06,,,,,,N,,10¶9,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,07,,,,,,N,,10¶10,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,08,,,,,,N,,10¶11,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,09,,,,,,N,,10¶12,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,10,,,,,,N,,10¶13,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,11,,,,,,N,,10¶14,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,12,,,,,,N,,10¶15,80,01,00613EUPHORIA,,TTLIIILEPSTDSRV,,,,,,,Y,,140¶


July 2009 14 SY 2008-09


5.4.3Partial Record Sample for Tab–Delimited File Format LEA Title III LEP Students Served FileThe following text shows a portion of the header row and data rows.*

LEA TITLE III LEP STUDENTS SERVED>15>euleaT3LEPSTSVver0005.tab>N116 LEA Title III LEP Stud Serv>2008-2009>¶1>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>UG>>>>>>N>>10¶2>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>KG>>>>>>N>>10¶3>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>01>>>>>>N>>10¶4>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>02>>>>>>N>>10¶5>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>03>>>>>>N>>10¶6>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>04>>>>>>N>>10¶7>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>05>>>>>>N>>10¶8>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>06>>>>>>N>>10¶9>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>07>>>>>>N>>10¶10>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>08>>>>>>N>>10¶11>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>09>>>>>>N>>10¶12>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>10>>>>>>N>>10¶13>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>11>>>>>>N>>10¶14>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>12>>>>>>N>>10¶15>80>01>00613EUPHORIA>>TTLIIILEPSTDSRV>>>>>>>Y>>140¶


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The Department of Education’s mission is to promote student achievement and preparation for global competitiveness by fostering educational excellence and ensuring

equal access.

July 2009 16 SY 2008-09


www.ed.gov

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