![](media/image1.png){width="3.5in" height="3.5in"}

**U.S. DEPARTMENT OF EDUCATION**

**Education Data Exchange Network (EDEN)**

**N099 - Special Education Personnel File Specifications**

**Version 2.3**

**(New for 2005-06)**

**September 2006**

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**

Tom Luce

*Assistant Secretary*

![](media/image2.wmf){width="0.6507874015748032in"
height="9.803149606299212e-2in"}September 2006

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,
Strategic Accountability Service, *N099 - Special Education Personnel
File Specifications*, Washington, D.C., 2006.

This technical guide is also available on the Department's Web site at:
<http://www.ed.gov/about/inits/ed/pbdmi/index.html> .

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.

[]{#__RefHeading___Toc126480177 .anchor}DOCUMENT CONTROL

DOCUMENT INFORMATION

  --------------- ---------------------------------------------------------
  **Title:**      N099 - Special Education Personnel File Specifications

  **Revision:**   2.3

  **Issue Date:** August 2006

  **Security      
  Level:**        

  **Filename:**   669682.doc2.3
  --------------- ---------------------------------------------------------

DOCUMENT HISTORY

+--------+------------+---------+--------------------------------------+
| **V    | **Date**   | **Resp\ | **Summary of Change**                |
| ersion |            | Indiv   |                                      |
| Nu     |            | idual** |                                      |
| mber** |            |         |                                      |
+--------+------------+---------+--------------------------------------+
| 2.1    | May 23,    |         | -   Removed "MEDNURSE" from          |
|        | 2006       |         |     permitted values                 |
+--------+------------+---------+--------------------------------------+
| 2.2    | August 15, |         | -   3.0: Added "All decimal numbers  |
|        | 2006       |         |     are rounded off to one tenth     |
|        |            |         |     when the file is submitted.      |
+--------+------------+---------+--------------------------------------+
| 2.3    | September  |         | -   Added "MEDNURSE" to permitted    |
|        | 6, 2006    |         |     values                           |
+--------+------------+---------+--------------------------------------+

RELEASE AUTHORIZATION

  ----------------------- -----------------------------------------------
  **Name**                **Signature / Date**

  Author                  

  QA                      

  Release Authority       
  ----------------------- -----------------------------------------------

[]{#__RefHeading___Toc126480178 .anchor}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 EDEN Workbook and the
EDEN Submission System User Guide.

EDEN is a centralized, coordinated repository of state reported, K-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. 

**C**ontents

[DOCUMENT CONTROL ii](#__RefHeading___Toc126480177)

[PREFACE iii](#__RefHeading___Toc126480178)

[1.0 Purpose 1](#purpose)

[1.1 Changes from the 03-04 and 04-05 File Specifications
1](#changes-from-the-03-04-and-04-05-file-specifications)

[1.2 Requirements for Submitting this Data Group
1](#requirements-for-submitting-this-data-group)

[2.0 File Naming Convention 1](#file-naming-convention)

[3.0 GUIDANCE FOR SUBMITTING THIS FILE
2](#guidance-for-submitting-this-file)

[4.0 SEA Special Education Personnel File
3](#sea-special-education-personnel-file)

[4.1 Header Record Definition 3](#header-record-definition)

[4.2 Data Record Definition 4](#data-record-definition)

[4.3 SEA Special Education Personnel File Examples
6](#sea-special-education-personnel-file-examples)

[4.3.1 Partial Record Sample for Fixed Format SEA Special Education
Personnel File
6](#partial-record-sample-for-fixed-format-sea-special-education-personnel-file)

[4.3.2 Partial Record Sample for Comma-Delimited File Format SEA Special
Education Personnel File
7](#partial-record-sample-for-comma-delimited-file-format-sea-special-education-personnel-file)

[4.3.3 Partial Record Sample for Tab-Delimited File Format SEA Special
Education Personnel File
8](#partial-record-sample-for-tab-delimited-file-format-sea-special-education-personnel-file)

[5.0 LEA Special Education Personnel File
9](#lea-special-education-personnel-file)

[5.1 Header Record Definition 9](#header-record-definition-1)

[5.2 Data Record Definition 10](#data-record-definition-1)

[5.3 LEA Special Education Personnel File Example
12](#lea-special-education-personnel-file-example)

[5.3.1 Partial Record Sample for Fixed Format LEA Special Education
Personnel File
12](#partial-record-sample-for-fixed-format-lea-special-education-personnel-file)

[5.3.2 Partial Record Sample for Comma-Delimited File Format LEA Special
Education Personnel File
13](#partial-record-sample-for-comma-delimited-file-format-lea-special-education-personnel-file)

[5.3.3 Partial Record Sample for Tab-Delimited File Format LEA Special
Education Personnel File
14](#partial-record-sample-for-tab-delimited-file-format-lea-special-education-personnel-file)

# Purpose

This document contains instructions for building fixed and delimited
files to submit EDEN Data Group: Special Education Personnel Table, ID
\# 609. The data collected through this file specification is currently
collected through Table 2 Personnel (In Full-Time Equivalency of
Assignment) Employed to Provide Special Education and Related Services
for Children with Disabilities.

A separate document contains the XML file formats. General guidance for
constructing all EDEN file types may be found in the *Education Data
Exchange Network (EDEN)* *Workbook*.

## Changes from the 03-04 and 04-05 File Specifications

Not applicable. This is a new file specification for 2005-06.

## Requirements for Submitting this Data Group

This data group is submitted at the following levels:

-   SEA

-   LEA

The following table indicates the valid combinations of categories and
the sub-totals 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 grand total, specify a "Y" (Yes).

**Table 1.2-1:** Special Education Personnel Table, Required Categories,
and Applicable Totals

  ----------------- -------------- ----------------- ------------- -----------------------
  **Table Name**    **Staff        **Certification   **Total       **Comments**
                    Category       Status**          Indicator**   
                    (Special                                       
                    Education)**                                   

  **SPEDUPERSNL**    X             X                 N             
  ----------------- -------------- ----------------- ------------- -----------------------

# File 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 Special Education Personnel
file submissions:

sslev**SPEDPRSNL**vvvvvvv.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 Special Education Personnel
> submission
>
> LEA for a Local Education Agency Special Education Personnel
> submission
>
> **Filename** = **SPEDPRSNL**(no more than nine digits)
>
> **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

**NOTE:** For additional information on file naming conventions, refer
to the *Educational Data Exchange Network (EDEN) Workbook*.

# GUIDANCE FOR SUBMITTING THIS FILE

This file specification is used to report the number of FTE of related
services personnel, by type of personnel employed or contracted to
provide related services for children with disabilities ages 3 to 21 on
or about December 1. If a State uses the last Friday in October for
their child count date, the State should also use the last Friday in
October to report data for this file specification.

This file specification should not include FTE reported in N or X 070
Special Education Staff. This file specification reflects the
requirements of the Individual with Disabilities Act as reauthorized.

Personnel are considered fully certified for a position if (1) the
personnel hold appropriate State certification or licensure for the
position held or (2) the position held by the personnel has no State
requirements. Personnel who are not fully certified would include
personnel who were employed on an emergency, provisional, or other
basis, and did not hold standard State certification or licensure for
the position to which they were assigned or did not meet other existing
State requirements for the position. Not fully certified personnel could
include long-term substitutes.

Psychologists, School Social Workers, and Counselors -- Include only
those persons employed or contracted to specifically work with students
with disabilities. Do not include persons who work with all students.

All decimal numbers are rounded off to one tenth when the file is
submitted.

# SEA Special Education Personnel File

This section describes the fixed file and delimited file specifications
used to transmit information pertaining to the SEA Special Education
Personnel File. The file type is specified in the header record.

## 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.

Section 4.3 contains examples of the header record.

**Table 4.1-1: Special Education Personnel File, SEA Header Record**

+--------+----+----+----+-------+-------------------------+---------+
| **     | ** | ** | ** | *     | **Definition /          | **Pe    |
| Data** | St | Le | Ty | *(M)a | Comments**              | rmitted |
|        | ar | ng | pe | ndato |                         | V       |
| **Ele  | t\ | th | ** | ry/** |                         | alues** |
| ment** | Po | ** |    |       |                         |         |
|        | si |    |    | **(O  |                         |         |
| **     | ti |    |    | )ptio |                         |         |
| Name** | on |    |    | nal** |                         |         |
|        | ** |    |    |       |                         |         |
+========+====+====+====+=======+=========================+=========+
| File   | 1  | 50 | St | M     | Identifies the type of  | **SEA   |
| Type   |    |    | ri |       | file being submitted.   | SPECIAL |
|        |    |    | ng |       |                         | ED      |
|        |    |    |    |       |                         | UCATION |
|        |    |    |    |       |                         | PERS    |
|        |    |    |    |       |                         | ONNEL** |
+--------+----+----+----+-------+-------------------------+---------+
| Total  | 51 | 10 | Nu | M     | The total number of     |         |
| R      |    |    | mb |       | Data Records contained  |         |
| ecords |    |    | er |       | in the file. The header |         |
| In     |    |    |    |       | record is NOT included  |         |
| File   |    |    |    |       | in this count.          |         |
+--------+----+----+----+-------+-------------------------+---------+
| File   | 61 | 25 | St | M     | File Name and extension |         |
| Name   |    |    | ri |       | are provided by the     |         |
| (Inc   |    |    | ng |       | SEA. The file name      |         |
| luding |    |    |    |       | should be the same as   |         |
| file   |    |    |    |       | the external file name. |         |
| exte   |    |    |    |       | (Please see *File       |         |
| nsion) |    |    |    |       | Naming Convention* in   |         |
|        |    |    |    |       | Section 2.0 of this     |         |
|        |    |    |    |       | document.)              |         |
+--------+----+----+----+-------+-------------------------+---------+
| File   | 86 | 32 | St | M     | Any combination of      |         |
| Iden   |    |    | ri |       | standard characters to  |         |
| tifier |    |    | ng |       | further identify the    |         |
|        |    |    |    |       | file as specified by    |         |
|        |    |    |    |       | the SEA, e.g., a date,  |         |
|        |    |    |    |       | person's name, version  |         |
|        |    |    |    |       | number.                 |         |
+--------+----+----+----+-------+-------------------------+---------+
| File   | 1  | 9  | St | M     | Enter the Academic      |         |
| Rep    | 18 |    | ri |       | School Year for which   |         |
| orting |    |    | ng |       | data is being reported. |         |
| Period |    |    |    |       | 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., |         |
|        |    |    |    |       | 2005-2006 or 2005 2006. |         |
+--------+----+----+----+-------+-------------------------+---------+
| Filler | 1  | 2  | St | M     | Leave filler field      |         |
|        | 27 | 24 | ri |       | blank.                  |         |
|        |    |    | ng |       |                         |         |
+--------+----+----+----+-------+-------------------------+---------+
| Ca     | 3  | 1  |    | M     |                         |         |
| rriage | 51 |    |    |       |                         |         |
| Retur  |    |    |    |       |                         |         |
| n/Line |    |    |    |       |                         |         |
| Feed   |    |    |    |       |                         |         |
| (CRLF) |    |    |    |       |                         |         |
+--------+----+----+----+-------+-------------------------+---------+

## 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 sub-totals and grand
totals.

Section 4.3 contains examples of Data Records.

**Table 4.2-1: Special Education Personnel File, SEA Data Record**

+--------+----+----+----+-------+---------------------+-------------+
| **     | ** | ** | ** | *     | **Definition /      | **Permitted |
| Data** | St | Le | Ty | *(M)a | Comments**          | Values**    |
|        | ar | ng | pe | ndato |                     |             |
| **Ele  | t\ | th | ** | ry/** |                     |             |
| ment** | Po | ** |    |       |                     |             |
|        | si |    |    | **(O  |                     |             |
| **     | ti |    |    | )ptio |                     |             |
| Name** | on |    |    | nal** |                     |             |
|        | ** |    |    |       |                     |             |
+========+====+====+====+=======+=====================+=============+
| File   | 1  | 6  | Nu | M     | A sequential number |             |
| Record |    |    | mb |       | assigned by the     |             |
| Number |    |    | er |       | State that is       |             |
|        |    |    |    |       | unique to each row  |             |
|        |    |    |    |       | entry within the    |             |
|        |    |    |    |       | file.               |             |
+--------+----+----+----+-------+---------------------+-------------+
| **ID   | 7  | 2  | St | M     | The two-digit       | For a list  |
| 559\   |    |    | ri |       | Federal Information | of valid    |
| **FIPS |    |    | ng |       | Processing          | FIPS State  |
| State  |    |    |    |       | Standards (FIPS)    | Codes,      |
| Code   |    |    |    |       | for the state,      | refer to    |
|        |    |    |    |       | District of         | the *EDEN   |
|        |    |    |    |       | Columbia, and the   | Workbook*.  |
|        |    |    |    |       | possessions and     |             |
|        |    |    |    |       | freely associated   |             |
|        |    |    |    |       | areas of the United |             |
|        |    |    |    |       | States (e.g.,       |             |
|        |    |    |    |       | Puerto Rico).       |             |
+--------+----+----+----+-------+---------------------+-------------+
| **ID   | 9  | 2  | St | M     | A number used in    | **01** =    |
| 570\   |    |    | ri |       | EDEN to uniquely    | State       |
| *      |    |    | ng |       | identify state      | Education   |
| *State |    |    |    |       | agencies.  This ID  | Agency      |
| Agency |    |    |    |       | cannot be updated   |             |
| Number |    |    |    |       | through this file.  |             |
+--------+----+----+----+-------+---------------------+-------------+
| Filler | 11 | 14 | St | M     | Leave filler field  |             |
|        |    |    | ri |       | blank.              |             |
|        |    |    | ng |       |                     |             |
+--------+----+----+----+-------+---------------------+-------------+
| Filler | 25 | 15 | St | M     | Leave filler field  |             |
|        |    |    | ri |       | blank.              |             |
|        |    |    | ng |       |                     |             |
+--------+----+----+----+-------+---------------------+-------------+
| Table  | 40 | 20 | St | M     | The number of       | **SP        |
| Name   |    |    | ri |       | full-time           | EDUPERSNL** |
|        |    |    | ng |       | equivalent (FTE)    |             |
|        |    |    |    |       | related services    |             |
|        |    |    |    |       | personnel employed  |             |
|        |    |    |    |       | and contracted to   |             |
|        |    |    |    |       | provide             |             |
|        |    |    |    |       | non-instructional   |             |
|        |    |    |    |       | related services    |             |
|        |    |    |    |       | for children with   |             |
|        |    |    |    |       | disabilities ages   |             |
|        |    |    |    |       | 3-21.               |             |
+--------+----+----+----+-------+---------------------+-------------+
| Staff  | 60 | 50 | St | M     | The titles of       | **PSYCH**   |
| Ca     |    |    | ri |       | related services    | --          |
| tegory |    |    | ng |       | personnel employed  | Ps          |
| (S     |    |    |    |       | and contracted to   | ychologists |
| pecial |    |    |    |       | provide related     |             |
| Educ   |    |    |    |       | services for        | **S         |
| ation) |    |    |    |       | children with       | OCIALWORK** |
|        |    |    |    |       | disabilities.       | -- School   |
|        |    |    |    |       |                     | Social      |
|        |    |    |    |       |                     | Workers     |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **          |
|        |    |    |    |       |                     | OCCTHERAP** |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | O           |
|        |    |    |    |       |                     | ccupational |
|        |    |    |    |       |                     | Therapists  |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **AUDIO**   |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | A           |
|        |    |    |    |       |                     | udiologists |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | *           |
|        |    |    |    |       |                     | *PEANDREC** |
|        |    |    |    |       |                     | -- Physical |
|        |    |    |    |       |                     | Education   |
|        |    |    |    |       |                     | Teachers    |
|        |    |    |    |       |                     | and         |
|        |    |    |    |       |                     | Recreation  |
|        |    |    |    |       |                     | and         |
|        |    |    |    |       |                     | Therapeutic |
|        |    |    |    |       |                     | Recreation  |
|        |    |    |    |       |                     | Specialists |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **P         |
|        |    |    |    |       |                     | HYSTHERAP** |
|        |    |    |    |       |                     | -- Physical |
|        |    |    |    |       |                     | Therapists  |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **S         |
|        |    |    |    |       |                     | PEECHPATH** |
|        |    |    |    |       |                     | -- Speech   |
|        |    |    |    |       |                     | P           |
|        |    |    |    |       |                     | athologists |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **          |
|        |    |    |    |       |                     | INTERPRET** |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | I           |
|        |    |    |    |       |                     | nterpreters |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **          |
|        |    |    |    |       |                     | COUNSELOR** |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | Counselors  |
|        |    |    |    |       |                     | and         |
|        |    |    |    |       |                     | Reh         |
|        |    |    |    |       |                     | abilitation |
|        |    |    |    |       |                     | Counselors  |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | *           |
|        |    |    |    |       |                     | *OTHERPRO** |
|        |    |    |    |       |                     | -- Other    |
|        |    |    |    |       |                     | P           |
|        |    |    |    |       |                     | rofessional |
|        |    |    |    |       |                     | Staff       |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **NONPRO**  |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | Non-P       |
|        |    |    |    |       |                     | rofessional |
|        |    |    |    |       |                     | Staff       |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **OR        |
|        |    |    |    |       |                     | IENTMOBIL** |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | Orientation |
|        |    |    |    |       |                     | and         |
|        |    |    |    |       |                     | Mobility    |
|        |    |    |    |       |                     | S           |
|        |    |    |    |       |                     | pecialists\ |
|        |    |    |    |       |                     | *           |
|        |    |    |    |       |                     | *MEDNURSE** |
|        |    |    |    |       |                     | --          |
|        |    |    |    |       |                     | Medi        |
|        |    |    |    |       |                     | cal/Nursing |
|        |    |    |    |       |                     | Service     |
|        |    |    |    |       |                     | Staff       |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **MISSING** |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **N         |
|        |    |    |    |       |                     | OTCOLLECT** |
|        |    |    |    |       |                     | -- Not      |
|        |    |    |    |       |                     | Collected   |
+--------+----+----+----+-------+---------------------+-------------+
| C      | 1  | 15 | St | M     | An indication that  | **FC** -    |
| ertifi | 10 |    | ri |       | the educator holds  | Fully       |
| cation |    |    | ng |       | the certification   | certified,  |
| Status |    |    |    |       | required by his or  | licensed or |
|        |    |    |    |       | her assignment.     | endorsed    |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **NFC** -   |
|        |    |    |    |       |                     | Not fully   |
|        |    |    |    |       |                     | certified,  |
|        |    |    |    |       |                     | licensed or |
|        |    |    |    |       |                     | endorsed    |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **MISSING** |
|        |    |    |    |       |                     |             |
|        |    |    |    |       |                     | **N         |
|        |    |    |    |       |                     | OTCOLLECT** |
|        |    |    |    |       |                     | -- Not      |
|        |    |    |    |       |                     | Collected   |
+--------+----+----+----+-------+---------------------+-------------+
| Filler | 1  | 15 | St | M     | Leave filler field  |             |
|        | 25 |    | ri |       | blank.              |             |
|        |    |    | ng |       |                     |             |
+--------+----+----+----+-------+---------------------+-------------+
| Total  | 1  | 1  | St | M     | An indicator that   | **N** --    |
| Ind    | 40 |    | ri |       | defines the count   | specifies   |
| icator |    |    | ng |       | level (i.e., detail | detail      |
|        |    |    |    |       | level, subtotal     | level       |
|        |    |    |    |       | level or grand      |             |
|        |    |    |    |       | total level).       |             |
+--------+----+----+----+-------+---------------------+-------------+
| Expla  | 1  | 2  | St | O     | Submitted files     |             |
| nation | 41 | 00 | ri |       | will be processed   |             |
|        |    |    | ng |       | 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      |             |
|        |    |    |    |       | Department of       |             |
|        |    |    |    |       | Education will      |             |
|        |    |    |    |       | verify              |             |
|        |    |    |    |       | explanations, and   |             |
|        |    |    |    |       | after verification, |             |
|        |    |    |    |       | accept the data.    |             |
+--------+----+----+----+-------+---------------------+-------------+
| Staff  | 3  | 10 | De | M     | If the count        |             |
| Count  | 41 |    | ci |       | provided is either  |             |
|        |    |    | ma |       | a subtotal or grand |             |
|        |    |    | l\ |       | total, it must be   |             |
|        |    |    | Nu |       | equal to or greater |             |
|        |    |    | mb |       | than the sum of its |             |
|        |    |    | er |       | parts.              |             |
|        |    |    |    |       |                     |             |
|        |    |    |    |       | Note: Decimal       |             |
|        |    |    |    |       | numbers down to one |             |
|        |    |    |    |       | tenth FTE are       |             |
|        |    |    |    |       | permitted.          |             |
+--------+----+----+----+-------+---------------------+-------------+
| Ca     | 3  | 1  |    | M     |                     |             |
| rriage | 51 |    |    |       |                     |             |
| Retur  |    |    |    |       |                     |             |
| n/Line |    |    |    |       |                     |             |
| Feed   |    |    |    |       |                     |             |
| (CRLF) |    |    |    |       |                     |             |
+--------+----+----+----+-------+---------------------+-------------+

## SEA Special Education Personnel File Examples

### Partial Record Sample for Fixed Format SEA Special Education Personnel File

The 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.

### Partial Record Sample for Comma-Delimited File Format SEA Special Education Personnel File

The following text shows a portion of the header row and data rows.[^1]

### Partial Record Sample for Tab-Delimited File Format SEA Special Education Personnel File

The following text shows a portion of the header row and data rows.[^2]

# LEA Special Education Personnel File 

This section describes the fixed file and delimited file specifications
used to transmit information pertaining to the LEA Special Education
Personnel File. The file type is specified in the header record.

## 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: Special Education Personnel File, LEA Header Record**

+-------+----+----+----+-------+---------------------------+---------+
| **D   | ** | ** | ** | *     | **Definition / Comments** | **Pe    |
| ata** | St | Le | Ty | *(M)a |                           | rmitted |
|       | ar | ng | pe | ndato |                           | V       |
| *     | t\ | th | ** | ry/** |                           | alues** |
| *Elem | Po | ** |    |       |                           |         |
| ent** | si |    |    | **(O  |                           |         |
|       | ti |    |    | )ptio |                           |         |
| **N   | on |    |    | nal** |                           |         |
| ame** | ** |    |    |       |                           |         |
+=======+====+====+====+=======+===========================+=========+
| File  | 1  | 50 | St | M     | Identifies the type of    | **LEA   |
| Type  |    |    | ri |       | file being submitted.     | SPECIAL |
|       |    |    | ng |       |                           | ED      |
|       |    |    |    |       |                           | UCATION |
|       |    |    |    |       |                           | PERS    |
|       |    |    |    |       |                           | ONNEL** |
+-------+----+----+----+-------+---------------------------+---------+
| Total | 51 | 10 | Nu | M     | The total number of Data  |         |
| Re    |    |    | mb |       | Records contained in the  |         |
| cords |    |    | er |       | file. The header record   |         |
| In    |    |    |    |       | is NOT included in this   |         |
| File  |    |    |    |       | count.                    |         |
+-------+----+----+----+-------+---------------------------+---------+
| File  | 61 | 25 | St | M     | File Name and extension   |         |
| Name  |    |    | ri |       | are provided by the SEA.  |         |
| (Incl |    |    | ng |       | The file name should be   |         |
| uding |    |    |    |       | the same as the external  |         |
| file  |    |    |    |       | file name. (Please see    |         |
| exten |    |    |    |       | *File Naming Convention*  |         |
| sion) |    |    |    |       | in Section 2.0 of this    |         |
|       |    |    |    |       | document.)                |         |
+-------+----+----+----+-------+---------------------------+---------+
| File  | 86 | 32 | St | M     | Any combination of        |         |
| Ident |    |    | ri |       | standard characters to    |         |
| ifier |    |    | ng |       | further identify the file |         |
|       |    |    |    |       | as specified by the SEA,  |         |
|       |    |    |    |       | e.g., a date, person's    |         |
|       |    |    |    |       | name, version number.     |         |
+-------+----+----+----+-------+---------------------------+---------+
| File  | 1  | 9  | St | M     | Enter the Academic School |         |
| Repo  | 18 |    | ri |       | Year for which data is    |         |
| rting |    |    | ng |       | being reported. The       |         |
| P     |    |    |    |       | required format for       |         |
| eriod |    |    |    |       | 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.,   |         |
|       |    |    |    |       | 2005-2006 or 2005 2006.   |         |
+-------+----+----+----+-------+---------------------------+---------+
| F     | 1  | 2  | St | M     | Leave filler field blank. |         |
| iller | 27 | 24 | ri |       |                           |         |
|       |    |    | ng |       |                           |         |
+-------+----+----+----+-------+---------------------------+---------+
| Car   | 3  | 1  |    | M     |                           |         |
| riage | 51 |    |    |       |                           |         |
| R     |    |    |    |       |                           |         |
| eturn |    |    |    |       |                           |         |
| /Line |    |    |    |       |                           |         |
| Feed  |    |    |    |       |                           |         |
| (     |    |    |    |       |                           |         |
| CRLF) |    |    |    |       |                           |         |
+-------+----+----+----+-------+---------------------------+---------+

## 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 sub-totals and grand
totals.

See Section 5.3 for examples of the Data Record.

**Table 5.2-1: Special Education Personnel File, LEA Data Record**

+------+----+----+----+-------+------------------+-------------------+
| **Da | ** | ** | ** | *     | **Definition /   | **Permitted       |
| ta** | St | Le | Ty | *(M)a | Comments**       | Values**          |
|      | ar | ng | pe | ndato |                  |                   |
| **E  | t\ | th | ** | ry/** |                  |                   |
| leme | Po | ** |    |       |                  |                   |
| nt** | si |    |    | **(O  |                  |                   |
|      | ti |    |    | )ptio |                  |                   |
| **Na | on |    |    | nal** |                  |                   |
| me** | ** |    |    |       |                  |                   |
+======+====+====+====+=======+==================+===================+
| File | 1  | 6  | Nu | M     | A sequential     |                   |
| Re   |    |    | mb |       | number assigned  |                   |
| cord |    |    | er |       | by the State     |                   |
| Nu   |    |    |    |       | that is unique   |                   |
| mber |    |    |    |       | to each row      |                   |
|      |    |    |    |       | entry within the |                   |
|      |    |    |    |       | file.            |                   |
+------+----+----+----+-------+------------------+-------------------+
| **ID | 7  | 2  | St | M     | The two-digit    | For a list of     |
| 559\ |    |    | ri |       | Federal          | valid FIPS State  |
| **   |    |    | ng |       | Information      | Codes, refer to   |
| FIPS |    |    |    |       | Processing       | the *EDEN         |
| S    |    |    |    |       | Standards (FIPS) | Workbook*.        |
| tate |    |    |    |       | for the state,   |                   |
| Code |    |    |    |       | District of      |                   |
|      |    |    |    |       | Columbia, and    |                   |
|      |    |    |    |       | the possessions  |                   |
|      |    |    |    |       | and freely       |                   |
|      |    |    |    |       | associated areas |                   |
|      |    |    |    |       | of the United    |                   |
|      |    |    |    |       | States (e.g.,    |                   |
|      |    |    |    |       | Puerto Rico).    |                   |
+------+----+----+----+-------+------------------+-------------------+
| **ID | 9  | 2  | St | M     | A number used in | **01** = State    |
| 570\ |    |    | ri |       | EDEN to uniquely | Education Agency  |
| **S  |    |    | ng |       | identify state   |                   |
| tate |    |    |    |       | agencies.  This  |                   |
| Ag   |    |    |    |       | ID cannot be     |                   |
| ency |    |    |    |       | updated through  |                   |
| Nu   |    |    |    |       | this file.       |                   |
| mber |    |    |    |       |                  |                   |
+------+----+----+----+-------+------------------+-------------------+
| **ID | 11 | 14 | St | M     | The identifier   |                   |
| 4\   |    |    | ri |       | assigned to a    |                   |
| **S  |    |    | ng |       | local education  |                   |
| tate |    |    |    |       | agency (LEA) by  |                   |
| LEA  |    |    |    |       | the State        |                   |
| Id   |    |    |    |       | Education Agency |                   |
| enti |    |    |    |       | (SEA). Also      |                   |
| fier |    |    |    |       | known as State   |                   |
|      |    |    |    |       | LEA ID. This ID  |                   |
|      |    |    |    |       | is a required    |                   |
|      |    |    |    |       | field. This data |                   |
|      |    |    |    |       | element cannot   |                   |
|      |    |    |    |       | be updated       |                   |
|      |    |    |    |       | through this     |                   |
|      |    |    |    |       | file.            |                   |
+------+----+----+----+-------+------------------+-------------------+
| Fi   | 25 | 15 | St | M     | Leave filler     |                   |
| ller |    |    | ri |       | field blank.     |                   |
|      |    |    | ng |       |                  |                   |
+------+----+----+----+-------+------------------+-------------------+
| T    | 40 | 20 | St | M     | The number of    | **SPEDUPERSNL**   |
| able |    |    | ri |       | full-time        |                   |
| Name |    |    | ng |       | equivalent (FTE) |                   |
|      |    |    |    |       | related services |                   |
|      |    |    |    |       | personnel        |                   |
|      |    |    |    |       | employed and     |                   |
|      |    |    |    |       | contracted to    |                   |
|      |    |    |    |       | provide          |                   |
|      |    |    |    |       | n                |                   |
|      |    |    |    |       | on-instructional |                   |
|      |    |    |    |       | related services |                   |
|      |    |    |    |       | for children     |                   |
|      |    |    |    |       | with             |                   |
|      |    |    |    |       | disabilities     |                   |
|      |    |    |    |       | ages 3-21.       |                   |
+------+----+----+----+-------+------------------+-------------------+
| S    | 60 | 50 | St | M     | The titles of    | **PSYCH** --      |
| taff |    |    | ri |       | related services | Psychologists     |
| Cate |    |    | ng |       | personnel        |                   |
| gory |    |    |    |       | employed and     | **SOCIALWORK** -- |
| (Spe |    |    |    |       | contracted to    | School Social     |
| cial |    |    |    |       | provide related  | Workers           |
| Ed   |    |    |    |       | services for     |                   |
| ucat |    |    |    |       | children with    | **OCCTHERAP** --  |
| ion) |    |    |    |       | disabilities.    | Occupational      |
|      |    |    |    |       |                  | Therapists        |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **AUDIO** --      |
|      |    |    |    |       |                  | Audiologists      |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **PEANDREC** --   |
|      |    |    |    |       |                  | Physical          |
|      |    |    |    |       |                  | Education         |
|      |    |    |    |       |                  | Teachers and      |
|      |    |    |    |       |                  | Recreation and    |
|      |    |    |    |       |                  | Therapeutic       |
|      |    |    |    |       |                  | Recreation        |
|      |    |    |    |       |                  | Specialists       |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **PHYSTHERAP** -- |
|      |    |    |    |       |                  | Physical          |
|      |    |    |    |       |                  | Therapists        |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **SPEECHPATH** -- |
|      |    |    |    |       |                  | Speech            |
|      |    |    |    |       |                  | Pathologists      |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **INTERPRET** --  |
|      |    |    |    |       |                  | Interpreters      |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **COUNSELOR** --  |
|      |    |    |    |       |                  | Counselors and    |
|      |    |    |    |       |                  | Rehabilitation    |
|      |    |    |    |       |                  | Counselors        |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **OTHERPRO** --   |
|      |    |    |    |       |                  | Other             |
|      |    |    |    |       |                  | Professional      |
|      |    |    |    |       |                  | Staff             |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **NONPRO** --     |
|      |    |    |    |       |                  | Non-Professional  |
|      |    |    |    |       |                  | Staff             |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **ORIENTMOBIL**   |
|      |    |    |    |       |                  | -- Orientation    |
|      |    |    |    |       |                  | and Mobility      |
|      |    |    |    |       |                  | Specialists\      |
|      |    |    |    |       |                  | **MEDNURSE** --   |
|      |    |    |    |       |                  | Medical/Nursing   |
|      |    |    |    |       |                  | Service Staff     |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **MISSING**       |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **NOTCOLLECT** -- |
|      |    |    |    |       |                  | Not Collected     |
+------+----+----+----+-------+------------------+-------------------+
| C    | 1  | 15 | St | M     | An indication    | **FC** - Fully    |
| erti | 10 |    | ri |       | that the         | certified,        |
| fica |    |    | ng |       | educator holds   | licensed or       |
| tion |    |    |    |       | the              | endorsed          |
| St   |    |    |    |       | certification    |                   |
| atus |    |    |    |       | required by his  | **NFC** - Not     |
|      |    |    |    |       | or her           | fully certified,  |
|      |    |    |    |       | assignment.      | licensed or       |
|      |    |    |    |       |                  | endorsed          |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **MISSING**       |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       |                  | **NOTCOLLECT** -- |
|      |    |    |    |       |                  | Not Collected     |
+------+----+----+----+-------+------------------+-------------------+
| Fi   | 1  | 15 | St | M     | Leave filler     |                   |
| ller | 25 |    | ri |       | field blank.     |                   |
|      |    |    | ng |       |                  |                   |
+------+----+----+----+-------+------------------+-------------------+
| T    | 1  | 1  | St | M     | An indicator     | **N** = specifies |
| otal | 40 |    | ri |       | that defines the | detail level      |
| I    |    |    | ng |       | count level      |                   |
| ndic |    |    |    |       | (i.e., detail    |                   |
| ator |    |    |    |       | level, subtotal  |                   |
|      |    |    |    |       | level or grand   |                   |
|      |    |    |    |       | total level).    |                   |
+------+----+----+----+-------+------------------+-------------------+
| Exp  | 1  | 2  | St | O     | Submitted files  |                   |
| lana | 41 | 00 | ri |       | will be          |                   |
| tion |    |    | ng |       | 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   |                   |
|      |    |    |    |       | Department of    |                   |
|      |    |    |    |       | Education will   |                   |
|      |    |    |    |       | verify           |                   |
|      |    |    |    |       | explanations,    |                   |
|      |    |    |    |       | and after        |                   |
|      |    |    |    |       | verification,    |                   |
|      |    |    |    |       | accept the data. |                   |
+------+----+----+----+-------+------------------+-------------------+
| S    | 3  | 10 | De | M     | If the count     |                   |
| taff | 41 |    | ci |       | provided is      |                   |
| C    |    |    | ma |       | either a         |                   |
| ount |    |    | l\ |       | subtotal or      |                   |
|      |    |    | Nu |       | grand total, it  |                   |
|      |    |    | mb |       | must be equal to |                   |
|      |    |    | er |       | or greater than  |                   |
|      |    |    |    |       | the sum of its   |                   |
|      |    |    |    |       | parts.           |                   |
|      |    |    |    |       |                  |                   |
|      |    |    |    |       | Note: Decimal    |                   |
|      |    |    |    |       | numbers down to  |                   |
|      |    |    |    |       | one tenth FTE    |                   |
|      |    |    |    |       | are permitted.   |                   |
+------+----+----+----+-------+------------------+-------------------+
| Carr | 3  | 1  |    | M     |                  |                   |
| iage | 51 |    |    |       |                  |                   |
| Ret  |    |    |    |       |                  |                   |
| urn/ |    |    |    |       |                  |                   |
| Line |    |    |    |       |                  |                   |
| Feed |    |    |    |       |                  |                   |
| (C   |    |    |    |       |                  |                   |
| RLF) |    |    |    |       |                  |                   |
+------+----+----+----+-------+------------------+-------------------+

## LEA Special Education Personnel File Example 

### Partial Record Sample for Fixed Format LEA Special Education Personnel File

The 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.

### Partial Record Sample for Comma-Delimited File Format LEA Special Education Personnel File

The following text shows a portion of the header row and data rows.[^3]

### Partial Record Sample for Tab-Delimited File Format LEA Special Education Personnel File

The following text shows a portion of the header row and data rows.[^4]

![](media/image1.png){width="1.5in" height="1.5in"}

Our mission is to ensure equal access to education and to promote
educational excellence throughout the nation.

www.ed.gov

[^1]: ^^ 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.

[^2]: 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.

[^3]: ^^ 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.

[^4]: 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.