school year school year Education units included Include SEA Operational LEAs that provide services with McKinney-Vento grant funds Education units not reported Closed, inactive, or future LEAs Type of count Children should be reported once for the SEA. Children should be reported for any LEA where children received services under a subgrant funded by the Program Zero counts Required Not required Zero exceptions or not applicable Required, except as explained below: Zeros are not required for the age/grade permitted value of under 3 years old. Not required, valid combinations for the state not included will be assumed to be zeros If an LEA has no students in any of the age/grade levels, those permitted values should be left out of the file. Missing Use “-1” to report missing counts. Use “MISSING” when a category is not available. 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 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 “N” (No). 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
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 may not be required, see guidance in section 2.4 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 HOME MCK VEN PK LEA HOME MCK VEN PK 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. 2017-2018 Or 2017 2018 Filler 127 333 String M Leave filler field blank. Carriage Return / Line Feed (CRLF) 460 1 M Below is an example of a header record. Table 4.1–2: 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 HOME MCK VEN PK,15,EUSEAMVENTOPKSver0007.CSV,characters to identify