Address Mailing (DG8) Definition - The set of elements that describes the mailing address of the education entity, including the mailing address, city, state, ZIP Code and ZIP Code + 4. In the file, the mailing address is divided into the following fields: Address Mailing 1 Address Mailing 2 Address Mailing 3 City Mailing State Abbreviation Mailing ZIP Code Mailing ZIP Code plus 4 Mailing The field “Address Mailing 1” is required. If a street address, Post Office box, or rural route is not available, the phrase “No Street Address” should be provided in the field Address Mailing 1 along with a valid city, state and ZIP code. Tech Tip! If the LEA or school has a future status and you don’t have a street address, report the mailing address as: Address Mailing 1 – “No street address” Address Mailing 2 – Leave blank Address Mailing 3 – Leave blank City Mailing – Fill in city name State Abbreviation Mailing – Fill in the USPS code ZIP Code Mailing – Fill in a zip code for the city the school or LEA will be in ZIP Code plus 4 Mailing – Leave blank Address Location (DG9) Definition - The set of elements that describes the physical location of the education entity, including the street address, city, state, ZIP Code and ZIP Code + 4. In the file, the location address is divided into the following fields: Address Location 1 Address Location 2 Address Location 3 City Location State Abbreviation Location ZIP Code Location Zip Code plus 4 Location
2 Regular public school district that is a component of a supervisory union A regular public school district is a local government administrative authority that governs the education system at a specified local level on behalf of the public and the state that is component of a supervisory union. Each agency given this code must have an entry in the Supervisory Union ID data field. 9 Specialized public school district A specialized public school district is a school district that operates one or more schools that are designed for a specific educational need or purpose. 3 Supervisory union A supervisory union is an administrative center or county superintendent’s office serving as the administrative center. Each agency given this code must have an entry in the Supervisory Union ID data field. 4 Service agency A service agency is an agency that does not operate schools instead it provides specialized educational services (such as career and technical education) or related services (such as services in IEPs) to other education agencies that the agencies cannot readily provide for themselves. 5 State operated agency State operated agency is an organization overseen by a state agency that operates schools or programs that provide public elementary and/or secondary level instruction. 6 Federal operated agency Federal operated agency is a federal agency that provides elementary and/or secondary level instruction. 7 Independent charter district An independent charter district is an education unit created under the state charter legislation that is not under the administrative control of another local education agency and that operates one or more charter schools – and only charter schools. An individual charter school that acts also as a district and is reported as a district in the LEA Directory file should have an agency type of “Independent charter district”. 8 Other local education agency The “Other education agency” permitted value is available for SEAs that have data to report at the LEA level for an education unit that the SEA has determined is not one of the existing types. Other education agencies include: Intermediate levels of public agencies that provide education but are not school districts, such as juvenile correctional institutions, sheriff’s offices, or university lab schools;
sslevfilenamevvvvvvv.ext Table 3.0-1: File Naming Convention Where Means Limit in characters ss USPS State Abbreviation 2 lev Abbreviation for level: SEA for a State Education Agency level LEA for a Local Education Agency level SCH for a school level 3 filename DIRECTORY 9 vvvvvvv Alphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803) 7 .ext Extension identifying the file format: .txt – fixed .csv – comma delimited .tab – tab delimited 3 COMMON REPORTING SITUATIONS This section explains how to report directory data for common reporting situations. Changing State Identifiers States can change State LEA Identifiers (DG4) and State school Identifiers (DG5). States cannot change NCES Identifiers for either LEAs or schools (DG1 and DG529, respectively). Changing the State LEA Identifier To change or update a State LEA Identifier, in an LEA Directory File: Enter the previous (old) State LEA Identifier in the field “DG4 Prior State LEA ID.” This field is located near the end of the LEA Agency Object. Enter the new State LEA Identifier in the field “DG4 LEA Identifier (State).” This field is located immediately after the field for “DG570 State Agency Number.” Fill in all other applicable fields The system will check that the ID entered into the field “P LEA ID” exists in the database. If the ID does not exist, a validation error will be triggered, that is the file will not process. All schools associated with the previous State LEA Identifier will be updated to the new State LEA Identifier.
Data Element Name Start Position Length Type Pop Definition / Comments Permitted Values Abbreviations File Type 1 50 String M Identifies the type of file being submitted. SEA DIRECTORY INFO 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 61 25 String M The file name including extension, the same as the external file name. See section 3.0 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, and version number). File Reporting Period 118 9 String M The school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years. 2018-2019 OR 2018 2019 Filler 127 753 String M Leave filler field blank. Carriage Return / Line Feed (CRLF) 880 1 M Below is an example of a header record. Table D.1.2–2: SEA Header Record Example Format File Type,Total Records in File,File Name,File Identifier,File Reporting Period,Filler,Carriage Return / Line Feed (CRLF) Example SEA DIRECTORY INFO,1,EUSEADIRECTORYver0007.CSV,characters to identify file,2018-2019,¶ D.1.3 SEA Data Record Definition Data Records are required and immediately follow the header record in every file submitted to the ESS. For the Directory file at the SEA level, there is only one Data Record. Table D.1.3–1: SEA Data Record Data Element Name Start Position Length Type Pop Definition / Comments Permitted Values Abbreviations File Record Number 1 10 Number M A sequential number assigned by the State that is unique to each row entry within the file. DG559 State Code 11 2 String M See section 2.4.1.1 The two-digit American National Standards Institute (ANSI) code for For a list of valid State Codes, refer to the EDFacts Workbook.
DG8 ZIP Code Mailing - School 427 5 String M See section 2.4.2.1 The five–digit ZIP Code for the mailing address for the school All 5 digits (cannot be 00000 or 99999 or less than 00600) DG8 ZIP Code Plus 4 Mailing - School 432 4 String O See section 2.4.2.1 The four–digit extension of the ZIP Code for the mailing address for the school All 4 digits (cannot be 0000) OR blank DG9 Address Location 1 - School 436 60 String O See section 2.4.2.2 The street address that describes the physical location of the school DG9 Address Location 2 - School 496 60 String O See section 2.4.2.2 Additional address information that describes the physical location of the school DG9 Address Location 3 - School 556 60 String O See section 2.4.2.2 Additional address information that describes the physical location of the school DG9 City Location - School 616 30 String O See section 2.4.2.2 The name of the city that describes the physical location of the school DG9 State Abbreviation Location - School 646 2 String O See section 2.4.2.2 The state abbreviation for location address of the school For a list of valid USPS State Abbreviations, refer to Appendix A DG9 ZIP Code Location - School 648 5 String O See section 2.4.2.2 The five–digit ZIP Code for the location address of the school All 5 digits (cannot be 00000 or 99999 or less than 00600) OR blank DG9 ZIP Code Plus 4 Location - School 653 4 String O See section 2.4.2.2 The four–digit extension of the ZIP Code for the location address of the school All 4 digits (cannot be 0000) OR blank DG531 Operational Status – School SY Start 657 30 String M See section 2.4.3.1 The classification of the operational condition of a school, at the start of the school year. 1 – Open 2 – Closed 3 – New 4 – Added 5 – Changed LEA affiliation 6 – Inactive 7 – Future 8 – Reopened