Technical Amendments to EDFacts Data Set

The current EDFacts data set is approved for three school years: 2007-08, 2008-09, and 2009-10. The EDFacts data set is collected through the EDEN Submission System (ESS). ESS is an electronic collection system that collects data at the state, local education agency (LEA), and school levels. This approach allows the Department to have a robust set of data while also modernizing the collection approach from the SEAs.

The Department is in the final stages of collecting the SY 2007-08 data. The SY 2008-09 is currently being collected. The Department will begin collecting the SY 2009-10 data in December 2009.

On February 25, 2007, Final Regulations were published to amend 34 CFR part 76 governing state reporting requirements. Under those final regulations, full reporting through EDFacts is required for all states beginning with SY 2008–09 data.

The EDFacts data set is composed of data groups and categories. The structure of the EDFacts data set is explained in Attachment B-1. So that the data groups and categories can be identified as such, the names of data groups and categories are in italics in this document. Where appropriate, references are made to the relevant pages of Attachment B “EDFacts Data Set” from the approved collection package.

Summary of Technical Amendments Being Proposed

The table below lists the technical amendments for SY 2009-10. The following pages contain a more detailed explanation of each change.

#	Brief Explanation
1	Upgrade process for submission plans
	Removal of Data Group from Data Set
2	Remove LEP programs terminated table (DG494)
3	Remove Homeless educational support services and activities status table (DG516)
4	Remove School choice transfer used status (DG542), School choice transfer received status (DG543) and Supplemental services provided status (DG545)
5	Remove LEP program instruction status table (DG622)
6	Remove N or D funded facilities table (state agencies) (DG630) and N or D average length of stay in funded facilities tables (state agencies) (DG632)
7	Remove N or D funded facilities table (LEAs) (DG631) and N or D average length of stay in funded facilities tables (LEAs) (DG633)
8	Remove Migrant eligible students GED (DG638)
9	Remove Children with disabilities (IDEA) invalid NCLB assessment table (DG690)
	Removal of Level of Collection
10	Remove collection at the LEA level of Free and reduced price lunch table (DG565)
	Changes to Existing Data Groups
11	Change the permitted values of Students involved with firearms (DG596)
	Additions to Continue the Transformation of CSPR
12	Add a data group to collect the number of students eligible for public school choice
13	Add a data group to collect information on LEAs unable to implement public school choice
	Additions to Continue the Transformation of Perkins CAR (Secondary)
14	Add category sets to CTE concentrators graduates table (DG320), CTE concentrators table (DG521), CTE concentrators academic attainment table (DG681), CTE participants non-traditional fields table (DG691) and CTE concentrator non-traditional fields table (DG692)
15	Add data group to collect CTE concentrators in graduate rate for performance indicator on graduation rates
16	Add data group to collect CTE participants in non-traditional fields for performance indicator on non-traditional participation
17	Add data group to collect CTE concentrators in non-traditional fields for performance indicator on non-traditional completion
18	Add data group to collect CTE concentrators technical skills for performance indicator on technical skill attainment

Burden

The burden for update of the submission plans and the additions to continue the transformation of the CSPR and Perkins CAR are discussed below. We determined that the reduction in burden for the removals is insignificant.

Technical Amendment – Submission Plans

Upgrade the process for submission plans

Attachment B-4 included a description of the submission plans submitted by SEAs.

Because EDFacts is now a mandatory reporting tool, these submission plans need to be changed.

Previously SEAs indicated the month they planned to submit files. For SY 2009-10, SEAs will indicate whether or not they plan to submit the file by the due date. Submission plans also include an estimate of the number of LEAs and/or schools that will be included in each file. After SEAs submit files, the SEAs use the submission plan to indicate that they have finished submitting a file at a given submission level and are ready for ED to review it. This information is necessary in order to monitor state progress and determine when SEAs complete their submissions for each data file. SEAs have access to EDFacts, which includes reports on the status of their submissions in relation to their submission plans.

This change would be made to page 2 of attachment B-4.

SEA Burden: The change to the submission plan does not increase SEA burden. The amount of time it takes SEAs to prepare and report on their submission plans is the same.

Technical Amendments – Removal of Data Group

All but one of these removals for data that are conducive to collection through ESS and therefore should remain as manual entry in the Consolidated State Performance Report (CSPR). The final removal is a removal that was determined not to be needed for the transformation of the IDEA Section 618 tables.

LEP programs terminated table (DG494)

The CSPR has included a question on the termination of Title III Language Instruction Educational Programs (CSPR question 1.6.4.3). This data group was initially set up to replace that question either through an ESS file or on-line collection using the metadata tool. We have evaluated the question further and determined that the question should remain as a manual entry question in the CSPR.

This change would be made to page 35in attachment B-4.

Homeless educational support services and activities status table (DG516)

The CSPR has included a question on the number of subgrantees that offered certain types of educational support services (CSPR question 1.9.2.3). For example, the question includes the number of programs that offered tutoring. This data group was initially set up to replace that question either through an ESS file or on-line collection using the metadata tool. We have evaluated the question further and determined that the question should remain as a manual entry question in the CSPR.

This change would be made to page 33 in attachment B-4.

School choice transfer used status (DG542), School choice transfer received status (DG543) and Supplemental services provided status (DG545)

In the previous year CSPR, ED collected SEA-level data on the number of schools sending and receiving students under public school choice, and on the number of schools with students receiving supplemental educational services (SES) (CSPR questions 1.4.9.1.1 and 1.4.9.2.1, respectively). However, these items were eliminated from the CSPR beginning with SY 2007-08 because the data were not necessary to collect and were deemed not useful to the program offices.

The EDFacts data groups listed above were developed for reporting similar data at the school level. Consistent with the deletions to the CSPR, these data groups should be removed from the EDFacts data set.

This change would be made to pages 25, 26 and 43 of attachment B-3.

LEP program instruction status table (DG622)

The CSPR has included a question on the number of Title III programs using the various types of language instruction educational programs (CSPR question 1.6.1). For SY 2007-08, the question was changed from collecting the number using each program type to whether or not each program type was used somewhere in the state. Since the CSPR no longer collects the numbers using each program type, this data group should be removed from the data set.

This change would be made to page 34 in attachment B-4.

N or D funded facilities table (state agencies) (DG630) and N or D average length of stay in funded facilities table (state agencies) (DG632)

The CSPR has included a question on the number of programs/facilities by type for subpart 1 of the Title I, Part D (CSPR question 2.4.1.1). That CSPR question also asked for the average length of stay by program type. These data groups were initially set up to replace that question either through an ESS file or on-line collection using the metadata tool. We have evaluated the question further and determined that the question should remain as a manual entry question in the CSPR.

This change would be made to pages 38 and 40 in attachment B-4.

N or D funded facilities table (LEAs) (DG631) and N or D average length of stay in funded facilities table (LEAs) (DG633)

The CSPR has included a question on the number of programs/facilities by type for subpart 1 of the Title I, Part D (CSPR question 2.4.2.1). That CSPR question also asked for the average length of stay by type. These data groups were initially set up to replace that question either through an ESS file or on-line collection using the metadata tool. We have evaluated the question further and determined that the question should remain as a manual entry question in the CSPR.

This change would be made to pages 37 and 39 in attachment B-4.

Migrant eligible students GED (DG638)

The CSPR has included a question on the number of eligible migrant students who obtained a GED (CSPR question 2.3.2.2). This data group was initially set up to replace that question either through an ESS file or on-line collection using the metadata tool. We have evaluated the question further and determined that the question should remain as a manual entry question in the CSPR.

This change would be made to page 36 in attachment B-4.

Children with disabilities (IDEA) invalid NCLB assessments table (DG690)

Table 6 (Assessment) of the Section 618 tables collects data on invalid assessments. This data group was created to obtain that data. Subsequently, we determined that we could obtain the necessary data using DG491 Children with Disabilities (IDEA) Not Completing Assessment Table.

Technical Amendments – Removal of Level of Collection

These are removals of the LEA level of collection. The data group would still be collected at the school level.

Free and reduced price lunch table (DG565)

This data group was set up to collect the number of students receiving free and reduced price lunch at the LEA and school level. ED has determined that data are needed only at the school level.

This change would be made to page 25 in attachment B-3.

Technical Amendments – Changes to Existing Data Groups

This section contains changes to permitted values used in existing data groups.

Students involved with firearms (DG596)

The Gun Free School Act Report includes the collection of data on the discipline of students who had firearms at schools. The current approach focused on whether or not the students were provided an alternative placement. The Department reviewed the discipline data collected for Safe and Drug Free Schools and Communities Act, Gun Free Schools Act, Individuals with Disabilities Education Act, and the Civil Rights Data Collection. Based on that review, the Department has determined that the focus should be on whether the students continued to receive educational services. To implement this change, the permitted values for the discipline methods would need to change.

Discipline methods used for students who are not students with disabilities (IDEA)

Permitted values currently used	Revised permitted value
One year expulsion and who did not receive alternative placement or services	One year expulsion and no educational services
One year expulsion and were provided with alternate placement or services	One year expulsion and educational services
Modification without alternative placement or services	Modification to less than one year without educational services
Modification with alternative placement or services	Modification to less than one year with educational services
Other reasons such as death, withdrawal, or incarceration	Same
Another type of disciplinary action (should be rare)	Same
No disciplinary action was taken (should be extremely rare)	Same

Discipline methods used for students who are students with disabilities (IDEA)

Permitted values currently used	Revised permitted value
One year expulsion that is not modified while still receiving services under IDEA	One year expulsion with educational services under IDEA
Modified to less than a year while still receiving services under IDEA	Modification to less than one year with educational services under IDEA
Other reasons such as death, withdrawal, or incarceration	Same
Another type of disciplinary action (should be rare)	Same
No disciplinary action was taken (should be extremely rare)	Same

Technical Amendments –Transformation of CSPR

Since SY 2005-06, the Department has been transforming the Consolidated State Performance Report (CSPR), OMB clearance 1810-0614, from a paper based collection into an electronic collection that is linked to the ESS. Data collected through the EDEN Submission System (ESS) has been used to “prepopulate” the Consolidated State Performance Report (CSPR). The data collected through the ESS appeared as the response to questions in the CSPR. SEAs could either accept that response or change it. For SY 2008-09, data in the EDFacts data set collected through the ESS will be used to the maximum extent possible as the response to questions in the CSPR. SEAs will no longer be able to change those responses through the CSPR. Instead, SEAs will have to resubmit the data into ESS.

These additions to the EDFacts data set are proposed to continue the transformation of the Consolidated State Performance Report (CSPR) into collection through ESS.

These data are already collected by the Department through the CSPR.

Public school choice – eligible

The number of students eligible for public school choice is collected at the SEA level through the CSPR (CSPR question 1.4.9.1.2). Beginning with the SY 2006-07 CSPR, the count of eligible students was defined as the total number of:

Students enrolled in Title I schools identified for improvement, corrective action, or restructuring
Students exercising public school choice (including new and continuing transfer students).

In contrast, the EDFacts data set does not include a data group on students eligible for public school choice. A data group (DG 577 Students Eligible for School Choice Transfer) was initially developed but was not implemented because, at the time, it was thought that the count of students eligible for public school choice was the same as the count of student membership in Title I schools identified for improvement, corrective action, or restructuring, which could be derived from other data groups in EDFacts data set. However, as noted above, the count of students eligible for choice is not limited to membership in identified schools but, rather, also includes students who transferred from identified schools (starting in the current school year and also in prior years if students continue to attend the transfer school).

In order to use data collected through ESS as the responses to the CSPR, the following data group needs to be added to the EDFacts data set:

Data Group ID	700
Data Group Name	Public school choice - eligible
Section	Student
Definition	The cumulative unduplicated number of students eligible to transfer to another public school under the provisions for public school choice in accordance with Title I, Part A, Section 1116 of ESEA, as amended.
Format	Integer
Reporting Period	School year
Steward	OII
Reporting Levels	SEA and LEA
File Specification	N/X010 Public School Choice

SEA Burden: This change would not create any new collection burden as SEAs are already required to collect this data for the CSPR. The SEA would have a one-time reporting burden of adjusting the processes used to create N/X010 to include these data.

LEAs unable to implement public school choice

SEA-level counts of LEAs unable to implement public school choice have been collected through the CSPR (CSPR question 1.4.9.1.4) since SY 2006-07, but there is no corresponding data group in EDFacts data set. While the current CSPR item does not distinguish between LEAs that could not implement public school choice at one or more grade levels and those that could not at any level, the guidance to the CSPR instructs SEAs to include in the CSPR item the count of LEAs that could not implement at one or more levels, and to provide in the comment section of the CSPR, the count of LEAs that could not implement public school choice at all.

In order to use data collected through ESS as the responses to the CSPR, the following data group and category need to be added to the EDFacts data set:

Data Group ID	703
Data Group Name	Public school choice unable to implement
Section	Education unit
Definition	An indication of why the local educational agency was not able to implement the provisions for public school choice under Title I, Part A, Section 1116 of ESEA as amended by NCLB
Format	Yes, No
Reporting Period	School year
Category Set A	Choice options
Steward	OII
Reporting Levels	LEA
File Specification	New

Category Name	Choice options
Definition	The grade levels that an LEA was unable to offer public school choice
Permitted values	At one or more levels but not all levels At all grade levels

SEA burden: While the data requested are the same as data currently required to respond to questions, the data are requested in a different format. SEAs will have to revise their processes.

Technical Amendments – Transformation of Perkins (Secondary)

The Department has begun the transformation of the secondary education indicators in the Perkins IV Consolidated Annual Report (CAR). These data have been determined to be data that are conducive to collect by the ESS. These data are already collected by the Department through the CAR.

CTE concentrators graduates table (DG320), CTE concentrators table (DG521), CTE concentrators academic attainment table (DG681), CTE participants non-traditional table (DG691) and CTE concentrator non-traditional table (DG692)

These data groups aggregate the data by racial ethnic/sex, disability status (only), LEP status (only), economically disadvantaged status, and single parents or pregnant status. In addition to these statuses, Perkins CAR aggregates the data by Tech Prep. Each of these data groups would need additional category sets where the data are aggregated by Tech Prep, displaced homemakers, and migrant students.

For completeness and clarity of reporting, CTE concentrators graduates table (DG320) will change from using the category “diploma/credential” which does not include GED to using “diploma/credential (with GED).”

In addition, for data quality purposes, the CTE Academic Attainment Table (DG681) needs a subtotal by academic subject. For data quality purposes, CTE Participants Non-Traditional (DG691) and CTE Concentrator Non-Traditional (DG692) need totals by education unit.

SEA burden: While the data requested are the same as data currently required to respond to questions, the data are requested in a different format. SEAs will have to revise their processes

CTE concentrators in graduate rate table (DG705)

The data group below would collect the data needed for the performance indicator on graduation rates (4S1).

Data Group ID	705
Data Group Name	CTE concentrator in graduate rate table
Section	Students
Definition	The number of CTE concentrators who were included as graduated in the state’s computation of its graduation rate as described in section 1111(b)(2)(C)(vi) of the ESEA.
Permitted Values	Integer
Category Set A	Racial ethnic, sex
Category Set B	Disability status (only)
Category Set C	LEP status (only)
Category Set D	Economically disadvantaged status
Category Set E	Single Parents or Pregnant status
Category Set F	Tech Prep
Category Set G	Displaced homemakers
Category Set H	Migrants
Total by education unit	Yes
Reporting Period	Program year
Steward	OVAE
Reporting Levels	SEA and LEA
File Specification	This will require the development of a new file specification.

SEA burden: While the data requested are the same as data currently required to respond to questions, the data are requested in a different format. SEAs will have to revise their processes.

CTE participants in programs for non-traditional table (DG706)

The data group below would collect the data needed for denominator of the performance indicator on non-traditional participation (6S1). The numerator for this performance indicator is DG691.

Data Group ID	706
Data Group Name	CTE participants
Section	Students
Definition	The number of CTE participants who participated in a program that leads to employment in non-traditional fields.
Permitted Values	Integer
Category Set A	Racial ethnic, sex
Category Set B	Disability status (only)
Category Set C	LEP status (only)
Category Set D	Economically disadvantaged status
Category Set E	Single Parents or Pregnant status
Category Set F	Tech Prep
Category Set G	Displaced homemakers
Category Set H	Migrants
Total by education unit	Yes
Reporting Period	Program year
Steward	OVAE
Reporting Levels	SEA and LEA
File Specification	This will require the development of a new file specification.

SEA burden: While the data requested are the same as data currently required to respond to questions, the data are requested in a different format. SEAs will have to revise their processes.

CTE concentrators in programs for non-traditional table ( (DG707)

The data group below would collect the data needed for denominator of the performance indicator on non-traditional completion (6S2). The numerator for this performance indicator is DG692.

Data Group ID	707
Data Group Name	CTE concentrators
Section	Students
Definition	The number of CTE concentrators who completed a program that leads to employment in non-traditional fields.
Permitted Values	Integer
Category Set A	Racial ethnic, sex
Category Set B	Disability status (only)
Category Set C	LEP status (only)
Category Set D	Economically disadvantaged status
Category Set E	Single Parents or Pregnant status
Category Set F	Tech Prep
Category Set G	Displaced homemakers
Category Set H	Migrants
Total by education unit	Yes
Reporting Period	Program year
Steward	OVAE
Reporting Levels	SEA and LEA
File Specification	This will require the development of a new file specification.

SEA burden: While the data requested are the same as data currently required to respond to questions, the data are requested in a different format. SEAs will have to revise their processes.

CTE concentrators technical skills (DG708)

The data group below would collect the data needed for numerator of the performance indicator on technical skill attainment (2S1).

Data Group ID	708
Data Group Name	CTE concentrators technical skills
Section	Students
Definition	The number of CTE concentrators who passed technical skill assessments that are aligned with industry-recognized standards.
Permitted Values	Integer
Category Set A	Racial ethnic, sex
Category Set B	Disability status (only)
Category Set C	LEP status (only)
Category Set D	Economically disadvantaged status
Category Set E	Single Parents or Pregnant status
Category Set F	Tech Prep
Category Set G	Displaced homemakers
Category Set H	Migrants
Total by education unit	Yes
Reporting Period	Program year
Steward	OVAE
Reporting Levels	SEA and LEA
File Specification	This will require the development of a new file specification.

SEA burden: While the data requested are the same as data currently required to respond to questions, the data are requested in a different format. SEAs will have to revise their processes.

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File Type	application/msword
File Title	(b)Known changes to EDFacts for SY 08-09
Author	barbara.timm
Last Modified By	#Administrator
File Modified	2009-09-30
File Created	2009-09-30