N145 – MEP Services File Specification (MS Word)€¦ · Web view1.0 This file specification was not used for SYs 2003-04 and 2004-05. 2.0 This file specification was not used

U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N145 – MEP ServicesFile Specifications

Version 5.0SY 2008-09

July 2009

U.S. DEPARTMENT OF EDUCATION N145 – MEP Services File 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, N145 – MEP Services 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 INFORMATION

Title: N145 – MEP Services File Specifications

Revision: Version 5.0

Issue Date: July 2009

Security Level: Unclassified – For Official Use Only

Filename: document.doc.doc

DOCUMENT HISTORYVersion Number Date Summary of Change

1.0 This file specification was not used for SYs 2003-04 and 2004-05.2.0 This file specification was not used for SY 2005-06.3.0 This file specification was not used 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 Added collection at LEA level. Reorganized guidance. Replaced SY 2007-08 with SY 2008-09. Replaced “grand total” with “total of the education unit” throughout

document.5.0Final

July 2009 2.0 Added questions, “How are students counted at the SEA level?” and “How are students counted at the LEA level?”

2.1 Added definition of “referred services”

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.

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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......................................32.1 Definitions........................................................................................................7

FILE NAMING CONVENTION.............................................................82.2 Population Status.............................................................................................8

3.0 SEA MEP SERVICES FILE...........................................................93.1 Header Record Definition.................................................................................93.2 Data Record Definition...................................................................................103.3 SEA MEP Services File Examples.................................................................123.3.1 Partial Record Sample for Fixed Format SEA MEP Services File...............123.3.2 Partial Record Sample for Comma–Delimited File Format SEA MEP

Services File................................................................................................133.3.3 Partial Record Sample for Tab–Delimited File Format SEA MEP Services

File...............................................................................................................144.0 LEA MEP SERVICES FILE.........................................................15

4.1 Header Record Definition...............................................................................154.2 Data Record Definition...................................................................................164.3 LEA MEP Services File Examples.................................................................194.3.1 Partial Record Sample for Fixed Format LEA MEP Services File...............194.3.2 Partial Record Sample for Comma–Delimited File Format LEA MEP

Services File................................................................................................204.3.3 Partial Record Sample for Tab–Delimited File Format LEA MEP Services

File...............................................................................................................21

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1.0 PURPOSEThis document contains instructions for building fixed and delimited files to submit EDFacts Data Groups: MEP Services Table, DG684. The definition for this data group is in the row “Table Name” in Table 4.2-1.

The data in this file specification are currently collected in the Consolidated State Performance Report (CSPR), Part II which is legislatively supported by Sections 9302 and 9303 of the Elementary and Secondary Education Act, as amended.

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

1.1 Changes from the SY 2007-08 File Specifications

Other than the editorial and guidance changes listed in the document history on page ii, there have been no other changes to this file specification.

1.2 Requirements for Submitting this Data Group

This section contains two tables that summarize the reporting requirements. The first table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting. The second table contains the required categories and applicable totals.

Table 1.2-1 MEP Services, Core Reporting RequirementsSEA LEA School

Reporting Period Program Year, September 1, 2008 – August 31, 2009.Education units included

Include SEA if the state has MEP programs operated under Title I, Part C.

Operational LEAs that have subgrants under Title I, Part C

File not submitted at the school level

Education units not included

Closed, inactive, or future LEAs. LEAs that do not have subgrants under Title I, Part C

Type of count See Section 2.0 Guidance, question “How are student counts reported?”

See Section 2.0 Guidance, question “How are student counts reported?”

Zero counts Not required Not required

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The following table indicates the valid combinations of categories 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 “N” (No) because no subtotals or education unit totals are required for this file.

Table 1.2–2: MEP Services Table, Required Categories, and Applicable Totals

Category Set Table Name MEP Session Type MEP Services Age/Grade

(All)Total

Indicator Comments

Category Set A MEPSERVICES X X X NStudent Count by MEP

Session Type, MEP Services and Age/Grade

(All)

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2.0 GUIDANCE FOR SUBMITTING THIS FILEThis file specification is used to collect the number of participating migrant children who receive services funded by MEP.

Which students should be reported in this file? Include children who participate in Migrant Education Programs (MEP) under Title 1, Part C including those served under continuation of services authority. Participating migrant children include:

Children who received instructional or support services funded in whole or in part with MEP funds.

Children who received a MEP–funded service, even those children who continued to receive services (1) during the term their eligibility ended, (2) for one additional school year after their eligibility ended, if comparable services were not available through other programs, and (3) in secondary school after their eligibility ended, and served through credit accrual programs until graduation (e.g., children served under the continuation of services authority, Sections 1304(e)(1–3)).

Children who were served by a “referred” service only.

Which students should not be reported in this file?Participating migrant children do not include children who were served through a Title I SWP where MEP funds were combined with those of other programs.

What are services? Services are a subset of all allowable activities that the MEP can provide through its programs and projects. Services are those educational or educationally related activities that:

(1) directly benefit a migrant child; (2) address a need of a migrant child consistent with the SEA’s comprehensive

needs assessment and service delivery plan;(3) are grounded in scientifically based research or, in the case of support services,

are a generally accepted practice; and (4) are designed to enable the program to meet its measurable outcomes and

contribute to the achievement of the State’s performance targets.

What are allowable activities that are not services?Examples of allowable activities that are not services are activities related to:

identification and recruitment activities parental involvement program evaluation professional development, administration of the programs one-time act of providing instructional packets to a child or family

July 2009 3 SY 2008-09


handing out leaflets to migrant families on available reading programs as part of an effort to increase the reading skills of migrant children

Although these are allowable activities, they are not services because they do not meet all of the criteria above.

New! How are student counts reported at the SEA level?Student counts are reported separately by MEP session type (either regular school year or summer/intersession). Some services are counted under more than one permitted value.

The following table explains how student counts are reported.

Permitted value Unduplicated number of participating migrant

children who received …

Scope Reported under another permitted

value?Instructional services

Any type of MEP funded instructional services

Include whether provided by either a teacher or a paraprofessional.

When provided by A teacher might be reported under reading instruction, math instruction or high school credit accrual

Reading instruction

Reading instruction provided by a teacher

Do not include reading instruction provided by a paraprofessional.

Yes, reported under instructional services

Math instruction Math instruction provided by a teacher

Do not include reading instruction provided by a paraprofessional.


High school credit accrual1

High school credit accrual provided by a teacher

Do not include instruction provided by a paraprofessional. Report only students in grades 9, 10, 11, 12, ungraded or out-of-school


Support services2 Any MEP funded support service.

If counseling services, report under counseling services

Counseling services3

Counseling services Yes, reported under support services

Referral services Educational or educationally related service funded by another non-MEP program/organization that they would not otherwise

Include children who were served by referred services regardless of whether the student received other MEP funded services (i.e. students

1 See definition in section 2.1.2 See definition in section 2.13 See definition in section 2.1

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Permitted value Unduplicated number of participating migrant

children who received …

Scope Reported under another permitted

value?received without efforts supported by MEP funds

who received only referral services). Do not include children who were referred but received no services.

Below are some examples of how students should be reported.

Student A receives daily instructional services in a MEP program during the regular school year. Student B receives weekly instructional services in a MEP program during the regular school year. Both A and B are counted once when reporting the number of students receiving instructional services for the MEP program during the regular school year.

Student C received instructional services in a MEP program during the regular school year but did not receive such services during the summer/intersession. Student D received instructional services in a MEP program during both the regular school year and the summer/intersession. Student C is counted once when reporting the number of students receiving instructional services for the MEP program during the regular school year. Student D is counted once for both the MEP program during the regular school year and the summer/intersession program.

Student E receives both instructional services and support services during the regular school year but no services during the summer/intersession. For the regular school year, student E is counted once for instructional services and once for support services.

While students are counted only once for each session type and service, math, reading and high school credit accrual services are counted with instructional services and separately. Also, counseling services are counted with support services and separately. For example:

Student F received instructional services in math from a teacher. Student F would also be counted under both instructional services and math instruction.

Student G received instructional services in math from a paraprofessional. Student G is counted under only instructional services. Math instruction includes only math instruction when provided by a teacher.

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New! How are student counts reported at the LEA level?Using the table in the question above as a guide, for the LEA level, the state determines the methodology to count individual students.

How are student counts reported by age/grade?Report children in the highest age/grade that they attained during the reporting period. For example, a child who turns 3 during the reporting period would only be reported as “Age 3 through 5 (not Kindergarten).” The permitted value “age 3 to 5” is for those children who are not in kindergarten. Report 5 year olds in kindergarten using the permitted value for “kindergarten.”

What does the permitted value “out-of-school” mean?Out of school means youth up through age 21 who are entitled to a free public education in the State but are not currently enrolled in a K through 12 institution. This could include students who have dropped out of school, youth who are working on a GED outside of a K through 12 institution, and youth who are “here-to-work” only. It does not include preschoolers.

What does the permitted value “ungraded” mean?Ungraded means the children are served in an educational unit that has no separate grades. For example, some schools have primary grade groupings that are not traditionally graded, or ungraded groupings for children with learning disabilities. In some cases, ungraded students may also include special education children, transitional bilingual students, students working on a GED through a K through 12 institution4, or those in a correctional setting.

Do other file specifications collect related data?Yes. There are several file specifications that collect data on students eligible for funding and for students served under the migrant student program. Section 5.3, "Relationships Among Files," in the EDFacts Workbook explains how these files relate to one another.

4 Students working on a GED outside of a K through 12 institution are counted as out-of-school youth.

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2.1 Definitions

Counseling ServicesServices to help a student to better identify and enhance his or her educational, personal, or occupational potential; relate his or her abilities, emotions, and aptitudes to educational and career opportunities; utilize his or her abilities in formulating realistic plans; and achieve satisfying personal and social development. These activities take place between one or more counselors and one or more students as counselees, between students and students, and between counselors and other staff members. The services can also help the child address life problems or personal crisis that result from the culture of migrancy.

High School Credit Accrual Instruction in courses that accrue credits needed for high school graduation provided by a teacher for students on a regular or systematic basis, usually for a predetermined period of time. High school credit accrual includes correspondence courses taken by a student under the supervision of a teacher.

New! Referred ServicesEducational or educationally-related services provided from non-MEP programs or organizations that otherwise would not have been obtained by migrant children, but are obtained for migrant children through the efforts of MEP funded personnel. Other non-MEP local, state, and/or federal funds support the delivery of the referred services. Examples of “referred” services are health services, nutrition services, counseling services, and transportation services, provided and funded by another program or organization due to the advocacy or referral efforts of the MEP personnel (CSPR Reporting Requirements for the Title I, Part C, Migrant Education Program Glossary, 2008).

Support ServicesThese MEP-funded services include, but are not limited to, health, nutrition, counseling, and social services for migrant families; necessary educational supplies, and transportation. The one-time act of providing instructional or informational packets to a child or family does not constitute a support service.

July 2009 7 SY 2008-09


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 MEP Services file submissions:

sslevMEPSERVICvvvvvvv.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 MEP Services submission.LEA for a Local Education Agency MEP Services submission.

Filename = MEPSERVIC (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

2.2 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 1.2–2 O – Optional, data in this field is optional

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3.0 SEA MEP SERVICES FILEThis section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA MEP Services File. The file type is specified in the header record.

3.1 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.

Section 4.3 contains examples of the header record.

Table 4.1–1: MEP Services File, 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 MEP SERVICES

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, and 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 127 198 String M Leave filler field blank.

Carriage Return / Line Feed (CRLF)

325 1 M

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3.2 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.

Section 4.3 contains examples of Data Records.

Table 4.2–1: MEP Services File, SEA Data Records

Data Element Name

StartPositio

nLengt

h Type Pop Definition / Comments Permitted Values

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 number of participating migrant children who receive services funded by MEP.

MEPSERVICES

MEP Session Type

69 15 String M The time of year that a migrant education program (MEP) operates.

MEPRSYALL – Regular School YearMEPSUM – Summer Term or IntersessionMISSING

MEP Services 84 15 String M The type of services received by participating migrant students in the migrant education program (MEP).

COUNSELSERV – Counseling ServicesHSACCRUAL – High School AccrualINSTRSERV – Instructional ServicesMATHINSTR – Mathematics InstructionREADINSTR – Reading InstructionREFSERV – Referral ServicesSUPPSERV – Support ServicesMISSING

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Data Element Name

StartPositio

nLengt


Age/Grade (All) 99 15 String M The age group or grade level (primary instructional level) of children (students).

UNDER3 – Under 3 years3TO5NOTK –3 years through 5 (not K)KG – Kindergarten 01 – Grade 102 – Grade 203 – Grade 304 – Grade 405 – Grade 506 – Grade 607 – Grade 708 – Grade 809 – Grade 910 – Grade 1011 – Grade 1112 – Grade 12OOS – Out of School UG – UngradedMISSING

Total Indicator 114 1 String M An indicator that defines the count level (i.e., detail level, subtotal level or education unit total level).

N – specifies detail level

Explanation 115 200 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 315 10 Number M If the count provided is either a subtotal or education unit total, it must be equal to or greater than the sum of its parts.


325 1 M

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3.3 SEA MEP Services File Examples

3.3.1Partial Record Sample for Fixed Format SEA MEP Services 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.

July 2009 12 SY 2008-09

∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5SEA∙MEP∙SERVICES∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙17∙∙∙∙∙∙∙∙EUSEAMEPSERVICVER0005.txtN145-SEA∙MEP∙Service1∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙COUNSELSERV∙∙∙∙UNDER3∙2∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙HSACCRUAL∙∙∙∙∙∙3TO5NOT3∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙INSTRSERV∙∙∙∙∙∙KG∙∙∙∙∙4∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙MATHINSTR∙∙∙∙∙∙01∙∙∙∙∙5∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙READINSTR∙∙∙∙∙∙02∙∙∙∙∙6∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙REFSERV∙∙∙∙∙∙∙∙03∙∙∙∙∙7∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙SUPPSERV∙∙∙∙∙∙∙04∙∙∙∙∙8∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙COUNSELSERV∙∙∙∙05∙∙∙∙∙9∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙HSACCRUAL∙∙∙∙∙∙06∙∙∙∙∙10∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙INSTRSERV∙∙∙∙∙∙07∙∙∙∙∙11∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙MATHINSTR∙∙∙∙∙∙08∙∙∙∙∙12∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙READINSTR∙∙∙∙∙∙09∙∙∙∙∙13∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙REFSERV∙∙∙∙∙∙∙∙10∙∙∙∙∙14∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙SUPPSERV∙∙∙∙∙∙∙11∙∙∙∙∙15∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙COUNSELSERV∙∙∙∙12∙∙∙∙∙16∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙HSACCRUAL∙∙∙∙∙∙OOS∙∙∙∙17∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙INSTRSERV∙∙∙∙∙∙UG∙∙∙∙∙


3.3.2Partial Record Sample for Comma–Delimited File Format SEA MEP Services FileThe following text shows a portion of the header row and data rows.*

* 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 13 SY 2008-09

SEA∙MEP∙SERVICES,17,EUSEAMEPSERVICVER0005.csv,N145-SEA∙MEP∙Services,2008-2009,¶1,80,01,,,MEPSERVICES,MEPRSYALL,COUNSELSERV,UNDER3,N,,10¶2,80,01,,,MEPSERVICES,MEPSUM,HSACCRUAL,3TO5NOTK,N,,10¶3,80,01,,,MEPSERVICES,MEPRSYALL,INSTRSERV,KG,N,,10¶4,80,01,,,MEPSERVICES,MEPSUM,MATHINSTR,01,N,,10¶5,80,01,,,MEPSERVICES,MEPRSYALL,READINSTR,02,N,,10¶6,80,01,,,MEPSERVICES,MEPSUM,REFSERV,03,N,,10¶7,80,01,,,MEPSERVICES,MEPRSYALL,SUPPSERV,04,N,,10¶8,80,01,,,MEPSERVICES,MEPSUM,COUNSELSERV,05,N,,10¶9,80,01,,,MEPSERVICES,MEPRSYALL,HSACCRUAL,06,N,,10¶10,80,01,,,MEPSERVICES,MEPSUM,INSTRSERV,07,N,,10¶11,80,01,,,MEPSERVICES,MEPRSYALL,MATHINSTR,08,N,,10¶12,80,01,,,MEPSERVICES,MEPSUM,READINSTR,09,N,,10¶13,80,01,,,MEPSERVICES,MEPRSYALL,REFSERV,10,N,,10¶14,80,01,,,MEPSERVICES,MEPSUM,SUPPSERV,11,N,,10¶15,80,01,,,MEPSERVICES,MEPRSYALL,COUNSELSERV,12,N,,10¶16,80,01,,,MEPSERVICES,MEPSUM,HSACCRUAL,OOS,N,,10¶17,80,01,,,MEPSERVICES,MEPRSYALL,INSTRSERV,UG,N,,10¶


3.3.3Partial Record Sample for Tab–Delimited File Format SEA MEP Services FileThe following text shows a portion of the header row and data rows.*


July 2009 14 SY 2008-09

SEA∙MEP∙SERVICES>17>EUSEAMEPSERVICVER0005.tab>N145-SEA∙MEP∙Services>2008-2009>¶1>80>01>>>MEPSERVICES>MEPRSYALL>COUNSELSERV>UNDER3>N>>10¶2>80>01>>>MEPSERVICES>MEPSUM>HSACCRUAL>3TO5NOTK>N>>10¶3>80>01>>>MEPSERVICES>MEPRSYALL>INSTRSERV>KG>N>>10¶4>80>01>>>MEPSERVICES>MEPSUM>MATHINSTR>01>N>>10¶5>80>01>>>MEPSERVICES>MEPRSYALL>READINSTR>02>N>>10¶6>80>01>>>MEPSERVICES>MEPSUM>REFSERV>03>N>>10¶7>80>01>>>MEPSERVICES>MEPRSYALL>SUPPSERV>04>N>>10¶8>80>01>>>MEPSERVICES>MEPSUM>COUNSELSERV>05>N>>10¶9>80>01>>>MEPSERVICES>MEPRSYALL>HSACCRUAL>06>N>>10¶10>80>01>>>MEPSERVICES>MEPSUM>INSTRSERV>07>N>>10¶11>80>01>>>MEPSERVICES>MEPRSYALL>MATHINSTR>08>N>>10¶12>80>01>>>MEPSERVICES>MEPSUM>READINSTR>09>N>>10¶13>80>01>>>MEPSERVICES>MEPRSYALL>REFSERV>10>N>>10¶14>80>01>>>MEPSERVICES>MEPSUM>SUPPSERV>11>N>>10¶15>80>01>>>MEPSERVICES>MEPRSYALL>COUNSELSERV>12>N>>10¶16>80>01>>>MEPSERVICES>MEPSUM>HSACCRUAL>OOS>N>>10¶17>80>01>>>MEPSERVICES>MEPRSYALL>INSTRSERV>UG>N>>10¶


4.0 LEA MEP SERVICES FILEThis section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEA MEP Services 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.

Section 5.3 contains examples of the header record.

Table 5.1–1: MEP Services File, 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. LEA MEP SERVICES

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, and 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).



325 1 M

July 2009 15 SY 2008-09


4.2 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.

Section 5.3 contains examples of Data Records.

Table 5.2–1: MEP Services File, LEA Data Records

Data Element Name

StartPositio

nLengt


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 number of participating migrant children who receive services funded by MEP.

MEPSERVICES

MEP Session Type

69 15 String M The time of year that a migrant education program (MEP) operates.

MEPRSYALL – Regular School YearMEPSUM – Summer Term or IntersessionMISSING

July 2009 16 SY 2008-09


Data Element Name

StartPositio

nLengt


MEP Services 84 15 String M The type of services received by participating migrant students in the migrant education program (MEP).

COUNSELSERV – Counseling ServicesHSACCRUAL – High School AccrualINSTRSERV – Instructional ServicesMATHINSTR – Mathematics InstructionREADINSTR – Reading InstructionREFSERV – Referral ServicesSUPPSERV – Support ServicesMISSING

Age/Grade (All) 99 15 String M The age group or grade level (primary instructional level) of children (students).

UNDER3 – Under 3 years3TO5NOTK –3 years through 5 (not K)KG – Kindergarten 01 – Grade 102 – Grade 203 – Grade 304 – Grade 405 – Grade 506 – Grade 607 – Grade 708 – Grade 809 – Grade 910 – Grade 1011 – Grade 1112 – Grade 12OOS – Out of School UG – UngradedMISSING

Total Indicator 114 1 String M An indicator that defines the count level (i.e., detail level, subtotal level or education unit total level).

N – specifies detail level

Explanation 115 200 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 315 10 Number M If the count provided is either a subtotal or education unit total, it must be equal to or greater than the sum of its parts.

July 2009 17 SY 2008-09


Data Element Name

StartPositio

nLengt



325 1 M

July 2009 18 SY 2008-09


4.3 LEA MEP Services File Examples

4.3.1Partial Record Sample for Fixed Format LEA MEP Services 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.

July 2009 19 SY 2008-09

∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5LEA∙MEP∙SERVICES∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙17∙∙∙∙∙∙∙∙EULEAMEPSERVICVER0005.txtN145-LEA∙MEP∙Service1∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙COUNSELSERV∙∙∙∙UNDER3∙2∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙HSACCRUAL∙∙∙∙∙∙3TO5NOT3∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙INSTRSERV∙∙∙∙∙∙KG∙∙∙∙∙4∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙MATHINSTR∙∙∙∙∙∙01∙∙∙∙∙5∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙READINSTR∙∙∙∙∙∙02∙∙∙∙∙6∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙REFSERV∙∙∙∙∙∙∙∙03∙∙∙∙∙7∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙SUPPSERV∙∙∙∙∙∙∙04∙∙∙∙∙8∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙COUNSELSERV∙∙∙∙05∙∙∙∙∙9∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙HSACCRUAL∙∙∙∙∙∙06∙∙∙∙∙10∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙INSTRSERV∙∙∙∙∙∙07∙∙∙∙∙11∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙MATHINSTR∙∙∙∙∙∙08∙∙∙∙∙12∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙READINSTR∙∙∙∙∙∙09∙∙∙∙∙13∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙REFSERV∙∙∙∙∙∙∙∙10∙∙∙∙∙14∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙SUPPSERV∙∙∙∙∙∙∙11∙∙∙∙∙15∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙COUNSELSERV∙∙∙∙12∙∙∙∙∙16∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPSUM∙∙∙∙∙∙∙∙∙HSACCRUAL∙∙∙∙∙∙OOS∙∙∙∙17∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙MEPSERVICES∙∙∙∙∙∙∙∙∙MEPRSYALL∙∙∙∙∙∙INSTRSERV∙∙∙∙∙∙UG∙∙∙∙∙


4.3.2Partial Record Sample for Comma–Delimited File Format LEA MEP Services FileThe following text shows a portion of the header row and data rows.*


July 2009 20 SY 2008-09

LEA∙MEP∙SERVICES,17,EULEAMEPSERVICVER0005.csv,N145-:EA∙MEP∙Services,2008-2009,¶1,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,COUNSELSERV,UNDER3,N,,10¶2,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,HSACCRUAL,3TO5NOTK,N,,10¶3,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,INSTRSERV,KG,N,,10¶4,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,MATHINSTR,01,N,,10¶5,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,READINSTR,02,N,,10¶6,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,REFSERV,03,N,,10¶7,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,SUPPSERV,04,N,,10¶8,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,COUNSELSERV,05,N,,10¶9,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,HSACCRUAL,06,N,,10¶10,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,INSTRSERV,07,N,,10¶11,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,MATHINSTR,08,N,,10¶12,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,READINSTR,09,N,,10¶13,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,REFSERV,10,N,,10¶14,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,SUPPSERV,11,N,,10¶15,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,COUNSELSERV,12,N,,10¶16,80,01,00605EUPHORIA,,MEPSERVICES,MEPSUM,HSACCRUAL,OOS,N,,10¶17,80,01,00605EUPHORIA,,MEPSERVICES,MEPRSYALL,INSTRSERV,UG,N,,10¶


4.3.3Partial Record Sample for Tab–Delimited File Format LEA MEP Services FileThe following text shows a portion of the header row and data rows.*


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LEA∙MEP∙SERVICES>17>EULEAMEPSERVICVER0005.tab>N145-LEA∙MEP∙Services>2008-2009>¶1>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>COUNSELSERV>UNDER3>N>>10¶2>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>HSACCRUAL>3TO5NOTK>N>>10¶3>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>INSTRSERV>KG>N>>10¶4>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>MATHINSTR>01>N>>10¶5>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>READINSTR>02>N>>10¶6>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>REFSERV>03>N>>10¶7>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>SUPPSERV>04>N>>10¶8>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>COUNSELSERV>05>N>>10¶9>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>HSACCRUAL>06>N>>10¶10>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>INSTRSERV>07>N>>10¶11>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>MATHINSTR>08>N>>10¶12>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>READINSTR>09>N>>10¶13>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>REFSERV>10>N>>10¶14>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>SUPPSERV>11>N>>10¶15>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>COUNSELSERV>12>N>>10¶16>80>01>00605EUPHORIA>>MEPSERVICES>MEPSUM>HSACCRUAL>OOS>N>>10¶17>80>01>00605EUPHORIA>>MEPSERVICES>MEPRSYALL>INSTRSERV>UG>N>>10¶


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July 2009 22 SY 2008-09

Documents

N145 – MEP Services File Specification (MS Word)€¦ · Web view1.0 This file specification was not used for SYs 2003-04 and 2004-05. 2.0 This file specification was not used