This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-14-O-5013 with Applied Engineering Management Corporation. 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. Department of Education Betsy DeVos Secretary of Education EDFacts Ross Santy System Owner 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: FILE 000 – File Name File Specifications – VXX.X (SY XXXX-XX), U.S. Department of Education, Washington, DC: EDFacts. Retrieved [date] from the . On request, this publication is available in alternate formats, such as Braille, large print, or CD Rom. For more information, please contact the Department’s at (202) DOCUMENT CONTROL DOCUMENT INFORMATION Title: FS045 – Immigrant File Specifications Security Level: Unclassified – For Official Use Only DOCUMENT HISTORY Version Number Date Summary of Change 1.0 – 13.0 Versions 1.0 through 13.0 are used to build files for school years prior to SY 2017-18. 14.0 December 2017 Updated for SY 2017-18: Section 1.0: Revised DG 519 definition to "The
PURPOSE This document contains instructions for building files to submit EDFacts Data Group 519: Immigrant table. The definition for this data group is: Revised! The unduplicated number of students who meet the definition of immigrant children and youth in Title III of ESEA, as amended. 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 responses in the Consolidated State Performance Report (CSPR) and the Title III Biennial Report. The ED data stewarding offices for this file: OESE/OSS/Title III GUIDANCE FOR SUBMITTING THIS FILE This section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance. Changes from the SY 2016-17 File Specifications Other than any editorial changes listed in the document history on page ii, there have been no other changes to this file specification. Core Requirements for Submitting this File The following table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. Table 2.2-1: Core Reporting Requirements SEA LEA School Reporting Period School Year – Any period School Year – Any period Education units included Include SEA Operational LEAs that have immigrant students enrolled in elementary and secondary schools Education units not reported LEAs that do not have any immigrant students enrolled in elementary and secondary schools Type of count Once for the SEA At any LEA where the
student is enrolled in an elementary or secondary school Zero counts Not required Not required Zero exceptions Not applicable or Missing Language (Native) – Do not include records for not applicable languages (i.e., languages that are not the native language for any immigrant students). Use “-1” to report missing counts. Use “MISSING” when a category is not available Language (Native) – Do not include records for not applicable languages (i.e., languages that are not the native language for any immigrant students). Use “-1” to report missing counts. Use “MISSING” when a category is not available Related metadata survey Required Categories and Totals The table below lists the combinations of the categories and totals that are expected to be submitted for the state and each LEA or school that should be included in the file. An “X” in the column indicates that the category value must be submitted when reporting that aggregation. The total indicator must be either “Y” (Yes) or “N” (No). If the record is for a category set, specify an “N” (No). If the record is for a subtotal or education unit total, specify a “Y” (Yes). The abbreviations in the “Table Name” column represent the technical name of the data used in the file. Table 2.3–1: Required Categories and Totals Aggregation Table Name English Learner Status (Both) Revised! Language (Native) Program Participation (Immigrant) Total Indicator Comments Category Set A IMMIGRNT X N Immigrant Students by English Learner Status (Both) Revised!
Category Set B IMMIGRNT X N Immigrant Students by Language (Native) Category Set C IMMIGRNT X N Immigrant Students by Program Participation (Immigrant) Does not include all students Total of the education unit IMMIGRNT Y Total of the Education Unit Guidance This section contains guidance for submitting this file in the format of questions and answers. Note: Except where it was not technically feasible, references to “Limited English Proficient” and “Former Limited English Proficient” students have been updated to “English learners” and “Former English learners” to align with Title III of the Every Student Succeeds Acts (ESSA), as amended. Revised! Which students should be reported in this file? Students who meet the definition of immigrant and are enrolled in public elementary and secondary schools. Keep in mind that immigrant students are not necessarily English learner students. Immigrant students can also be from such countries as or . Are children (students) born to citizens abroad (e.g., children born on a military base overseas) considered immigrants for purposes of this file? These students should be considered immigrants if they meet all the criteria in the definition of immigrant. Are all students reported in all category sets? No. All immigrant students should be reported in category sets A and B and in the total for the education unit. Category set C does not include all immigrant students.
uniquely identify the individual submission (e.g., ver0001, v010803) .ext Extension identifying the file format: .txt – fixed .csv – comma delimited .tab – tab delimited 4 FIXED OR DELIMITED FILES This section describes the fixed file and delimited file specifications. The fixed file and delimited files contain a header record followed by data records. The file type is specified in the header record. 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 2.3-1 “Required Categories and Totals” O - Optional, data in this field are optional Header Record Definition The header record is required and is the first record in every file submitted to the ESS. 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. Table 4.1–1: Header Record 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 IMMIGRANT LEA IMMIGRANT 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 118 9 String M The school year for which data are being 2017-2018