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U.S. DEPARTMENT OF EDUCATION

Education Data Exchange Network (EDEN)

N136 – Discipline File Specifications

Version 5.0SY 2008-09

July 2009

U.S. DEPARTMENT OF EDUCATION N136 - Discipline 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, N136 – Discipline 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 INFORMATIONTitle: N136 – Discipline File SpecificationsRevision: Version 5.0Issue Date: July 2009Security Level: Unclassified – For Official Use OnlyFilename: 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

June 2009 Updated SY 2007-08 to 2008-09. Replaced "grand total" with "total of the education unit"

throughout document. 1.2 and 2.0 – Updated guidance

5.0Final

July 2009 1.1 – Updated changes from SY 2007-08 specification. 1.2 – Updated guidance in table 1.2-1. 2.0 – Revised answer to question, “What removals of students

are reported in this file?” 2.1 – Added definitions for “Removal by a hearing officer” and

“Unilateral Removals.”

RELEASE AUTHORIZATIONName 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........................................................................................................4

3.0 FILE NAMING CONVENTION.......................................................83.1 Population Status.............................................................................................8

4.0 SEA DISCIPLINE FILE................................................................94.1 Header Record Definition.................................................................................94.2 Data Record Definition...................................................................................104.3 SEA Discipline File Examples........................................................................124.3.1 Partial Record Sample for Fixed Format SEA Discipline File......................124.3.2 Partial Record Sample for Comma–Delimited File Format SEA Discipline

File...............................................................................................................134.3.3 Partial Record Sample for Tab–Delimited File Format SEA Discipline File.14

5.0 LEA DISCIPLINE FILE..............................................................155.1 Header Record Definition...............................................................................155.2 Data Record Definition...................................................................................165.3 LEA Discipline File Examples.........................................................................185.3.1 Partial Record Sample for Fixed Format LEA Discipline File......................185.3.2 Partial Record Sample for Comma–Delimited File Format LEA Discipline

File...............................................................................................................195.3.3 Partial Record Sample for Tab–Delimited File Format LEA Discipline File. 20

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1.0PURPOSEThis document contains instructions for building fixed and delimited files to submit EDFacts Data Group: Discipline Table, DG673. The definition for this data group is in the row “Table Name” in Table 4.2-1.

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

The data collected using this file specification are used for monitoring and reporting on the Safe and Drug-Free Schools and Communities Act (Title IV, Part A).

1.1 Changes from the SY 2007–08 File Specifications

Zeros are no longer required at the LEA level. The guidance has been updated and other editorial changes have been made. These changes are listed in the document history on page ii. There have been no changes to the record layouts.

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 Discipline, Core Reporting RequirementsSEA LEA School

Reporting Period Entire school yearEducation units reported

Include SEA Operational LEAs with removals

File not submitted at the school level

Education units not reported

(Note – This cell is always grayed out)

Closed, inactive, or future LEAs; LEAs without removals

Type of count Number of students removed. The data can be duplicated because a student could have more than one discipline reason. However, for each discipline reason, the data should be unduplicated.

Number of students removed. The data can be duplicated because a student could have more than one discipline reason. However, for each discipline reason, the data should be unduplicated.

Zero counts Required Not required

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The following table indicates the valid combinations of categories and the subtotals and/or totals 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).

Table 1.2–2: Discipline, Required Categories, and Applicable Totals

Category Set Table NameDiscipline

Reason (Safe and Drug-Free)

Grade Level (Basic)

Total Indicato

rComments

Category Set A DISCLREM X X N

Student Count Discipline

Reason (Safe and Drug-Free)

and Grade Level (Basic)

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2.0GUIDANCE FOR SUBMITTING THIS FILEThis file specification is used to collect the number of students removed from their regular education program for at least an entire school day for discipline.

See below for additional guidance concerning this file:

Revised! What removals of students are reported in this file?Removals reported in this file must meet the following criteria: The removal involves a student who is in grades Kindergarten through 12 th grade or

the equivalent if ungraded and who is under the control of the school or LEA when the incident that triggered the removal occurred.

The student is removed from the student’s regular educational setting for at least an entire school day.

The removal was the result of drugs, alcohol, weapons possession or violence.

Under the criteria above, students at school- or LEA-sponsored events not on school property who are removed for an entire school day because of disciplinary action resulting from alcohol, drugs, weapons possession, or violence would be included.

What removals of students are not reported in this file?Exclude the removal of a student that is less than an entire school day.

What does the phrase “entire school day” in the definition of this data group mean?An entire school day means that the student did not spend any time at school in their regular educational setting on that day. Typically this means removal, suspension, or expulsion by school authorities.

Are in-school suspensions reported in this file?It depends. If an in-school suspension results in a student being removed from their regular educational setting for an entire school day then the incident would be included.

How are removals of students that occur during the summer reported?Removals of student during the summer should be included with the appropriate school year in which they fall, as defined by the state. For example, if a reportable incident happened on July 15th, 2008 and the state’s 2008-09 school year starts July 1st and runs through June 30th, the incident is counted with SY 2008-09. If the state’s school year is August 1st through July 31st, it would be counted with SY 2007-08.

Are removals of children with disabilities reported in this file?If those removals meet the criteria above, the removals are included in this file.

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Are unilateral removals by school personnel of children with disabilities (IDEA) reported in this file?Unilateral removals generally would meet the criteria of removal for at least an entire school day. If the removal meets the other criteria, then it should be included in this file.

Are removals by hearing officers of children with disabilities (IDEA) reported in this file?Removals by hearing officers that are based on the hearing officer’s determination that maintaining the child’s current placement is substantially likely to result in injury to the child or others generally would meet the criteria of removal for at least an entire school day. If the removal meets the other criteria, then it should be included in this file.

What if there is more than one discipline reason for a removal?In cases where there is more than one discipline reason, for example, weapons possession and violent incident with physical injury, report the most serious reason for removal.

If a state has not established a hierarchy, the state can use the following hierarchy for the most serious reason for the removal:

Violence with physical injury Violence without physical injury Weapons possession Drugs Alcohol

Do other files collect related data?Yes. There are several file specifications that are used to collect data on disciplinary removals. Section 4.4 “Relationship among files” in the EDFacts Workbook explains how these files relate to one another. For example, N/X030 collects the number of incidents that result in the removals reported in this file.

2.1 Definitions

Below are general definitions for the discipline reasons used in this file. Each reason is specifically defined by the state.

Illicit Drug RelatedDrug-related incidents are events involving possession or use of substances that include tobacco or illicit drugs (including steroids, all prescription drugs for which the student does not have a prescription and inappropriate use of nonprescription drugs and other substances). Drug-related incidents will include the following:

Possession or use of marijuana, hashish, or other cannabinoids on school grounds.

Other illicit drugs possession or use on school grounds. Being under the influence of marijuana or illicit drugs on school grounds. Tobacco possession or use on school grounds. Inappropriate use of medication on school grounds.

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Trafficking or possession for sale of marijuana or other illicit drugs on school grounds.

Alcohol RelatedAlcohol-related incidents are incidents where students:

Possess or use alcohol on school grounds. Were under the influence of alcohol on school grounds.

Weapons PossessionWeapons possession is the possession of one of the following items:

Handgun. Shotgun or rifle. Other type of firearm (e.g., devices designed to expel a projectile, grenade,

explosive). Knife. Other sharp object (e.g., razor blade, ice pick, Chinese star). Other object (chain, brass knuckle, billy club, stun gun). Substance used as a weapon (mace, tear gas).

Violent Incident Violent incidents may include, but are not limited to, the following:

Battery (physical attack or harm): Examples include striking that causes bleeding, broken nose, and kicking a student while he or she is down. Consider age and developmentally appropriate behavior before using this category. This category should be used when the attack is serious enough to warrant calling the police or security or when serious bodily harm occurs. Include an attack with a weapon in this category. (This offense may be referred to by law enforcement as aggravated assault.)

Fighting (mutual altercation): Mutual participation in an incident involving physical violence where there is no major injury.

Harassment, nonsexual (physical, verbal, or psychological): Repeatedly annoying or attacking a student or group of students or other personnel that creates an intimidating or hostile educational or work environment.

Harassment, sexual (unwelcome sexual conduct): Unwelcome sexual advances, requests for sexual favors, other physical or verbal conduct, or communication of a sexual nature, including gender-based harassment that creates an intimidating, hostile, or offensive educational or work environment.

Homicide (murder or manslaughter): Killing a human being.

Physical altercation, minor (pushing, shoving): Confrontation, tussle, or physical aggression that does not result in injury.

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Robbery (taking of things by force): The taking of, or attempting to take, anything of value that is owned by another person or organization under confrontational circumstances by force or threat of force or violence and/or by putting the victim in fear. A key difference between robbery and theft is that the threat of physical harm or actual physical harm is involved in a robbery.

School threat (threat of destruction or harm): Any threat (verbal, written, or electronic) by a person to bomb or use other substances or devices for the purpose of exploding, burning, or causing damage to a school building or school property, or to harm students or staff.

Sexual battery (sexual assault): Oral, anal, or vaginal penetration forcibly or against the person's will or where the victim is incapable of giving consent. Includes rape, fondling, indecent liberties, child molestation, and sodomy.

Threat/intimidation (causing fear of harm): Physical, verbal, written, or electronic action which immediately creates fear of harm, without displaying a weapon and without subjecting the victim to actual physical attack. (This category only includes verbal incidents that cause fear. It does not include insubordination, lack of respect, defiance of authority, etc.).

Physical InjuryIncidents with injury include those in which one or more students, school personnel, or other persons on school grounds require professional medical attention. Examples include stab or bullet wounds, concussions, fractured or broken bones, or cuts requiring stitches.

OtherOther reasons for a removal related to drug or alcohol use, violence or weapons possession.

The following definitions from IDEA also support this file:

New! Removal by a hearing officerThose instances in which an impartial hearing officer orders the removal of children with disabilities from their current educational placement to an appropriate alternative educational setting for not more than 45 school days based on the hearing officer’s determination that maintaining the child’s current placement is substantially likely to result in injury to the child or others. The IEP team is responsible for determining the interim alternative educational setting.

New! Unilateral removalsThose instances in which school personnel (not the IEP team) order the removal of the children with disabilities from their current educational placement to an appropriate interim alternative education setting for not more than 45 school days. The IEP team is

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responsible for determining the interim alternative education setting. Unilateral removals do not include decision by the child’s IEP team to change a student’s placement.

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3.0FILE 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 Discipline file submissions:

sslevDISCIPLINvvvvvvv.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 Discipline submissionLEA for a Local Education Agency Discipline submission

Filename = DISCIPLIN (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

3.1 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 1.2-1 O - Optional, data in this field is optional

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4.0SEA DISCIPLINE FILEThis section describes the fixed file and delimited file specifications used to transmit information pertaining to the SEA Discipline 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 4.3 contains examples of the header record.

Table 4.1–1: Discipline 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 DISCIPLINE REMOVALS

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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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 totals of the education unit.

Section 4.3 contains examples of Data Records.

Table 4.2–1: Discipline File, SEA Data Records Data Element

NameStart


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 students removed from their regular education program for at least an entire school day for discipline.

DISCLREM

Discipline Reason (Safe and Drug-Free)

69 15 String M The reason why students were disciplined.

D – Illicit Drug RelatedA – Alcohol RelatedW – Weapons PossessionVIOWINJ – Violent Incident (with Physical Injury)VIOWOINJ – Violent Incident (without Physical Injury)OTHER – Other reasons for out of school suspensions related to drug use and violence


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Data Element Name

StartPosition Length Type Pop Definition / Comments Permitted Values

Grade Level (Basic)

99 15 String M The grade level (primary instructional level) of students.

KG – Kindergarten01 – Grade 102 – Grade 203 – Grade 304 – Grade 405 – Grade 506 – Grade 607 – Grade 708 – Grade 809 – Grade 910 – Grade 1011 – Grade 1112 – Grade 12UG - Ungraded MISSING

Total Indicator 114 1 String M An indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit 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 total of the education unit, it must be equal to or greater than the sum of its parts.


325 1 M

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4.3 SEA Discipline File Examples

4.3.1Partial Record Sample for Fixed Format SEA Discipline 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.

∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5SEA∙DISCIPLINE∙REMOVALS∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙14∙∙∙∙∙∙∙∙EUSEADISCIPLINVER0005.TXTSEA∙N136∙Discipline∙1∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙D∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙KG∙∙∙∙∙2∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙A∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙01∙∙∙∙∙3∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙W∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙02∙∙∙∙∙4∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙03∙∙∙∙∙5∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWOINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙04∙∙∙∙∙6∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙D∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙05∙∙∙∙∙7∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙A∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙06∙∙∙∙∙8∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙W∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙07∙∙∙∙∙9∙∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙08∙∙∙∙∙10∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWOINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙09∙∙∙∙∙11∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙D∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙10∙∙∙∙∙12∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙A∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙11∙∙∙∙∙13∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙W∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙12∙∙∙∙∙14∙∙∙∙∙∙∙∙8001∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙OTHER∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙UG∙∙∙∙∙

July 2009 12 SY 2008-09


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

SEA DISCIPLINE REMOVALS,14,EUSEADISCIPLINVER0005.CSV,SEA N136 Discipline,2008-2009,¶1,80,01,,,DISCLREM,D,,KG,N,,10¶2,80,01,,,DISCLREM,A,,01,N,,10¶3,80,01,,,DISCLREM,W,,02,N,,10¶4,80,01,,,DISCLREM,VIOWINJ,,03,N,,10¶5,80,01,,,DISCLREM,VIOWOINJ,,04,N,,10¶6,80,01,,,DISCLREM,D,,05,N,,10¶7,80,01,,,DISCLREM,A,,06,N,,10¶8,80,01,,,DISCLREM,W,,07,N,,10¶9,80,01,,,DISCLREM,VIOWINJ,,08,N,,10¶10,80,01,,,DISCLREM,VIOWOINJ,,09,N,,10¶11,80,01,,,DISCLREM,D,,10,N,,10¶12,80,01,,,DISCLREM,A,,11,N,,10¶13,80,01,,,DISCLREM,W,,12,N,,10¶14,80,01,,,DISCLREM,OTHER,,UG,N,,10¶

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


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

SEA DISCIPLINE REMOVALS>14>EUSEADISCIPLINVER0005.TAB>SEA N136 Discipline>2008-2009>¶1>80>01>>>DISCLREM>D>>KG>N>>10¶2>80>01>>>DISCLREM>A>>01>N>>10¶3>80>01>>>DISCLREM>W>>02>N>>10¶4>80>01>>>DISCLREM>VIOWINJ>>03>N>>10¶5>80>01>>>DISCLREM>VIOWOINJ>>04>N>>10¶6>80>01>>>DISCLREM>D>>05>N>>10¶7>80>01>>>DISCLREM>A>>06>N>>10¶8>80>01>>>DISCLREM>W>>07>N>>10¶9>80>01>>>DISCLREM>VIOWINJ>>08>N>>10¶10>80>01>>>DISCLREM>VIOWOINJ>>09>N>>10¶11>80>01>>>DISCLREM>D>>10>N>>10¶12>80>01>>>DISCLREM>A>>11>N>>10¶13>80>01>>>DISCLREM>W>>12>N>>10¶14>80>01>>>DISCLREM>OTHER>>UG>N>>10¶

* 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 14 SY 2008-09


5.0LEA DISCIPLINE FILE This section describes the fixed file and delimited file specifications used to transmit information pertaining to the LEA Discipline File. The file type is specified in the header record.

5.1 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.

See Section 5.3 for examples of the header record.

Table 5.1–1: Discipline File, LEA Header RecordData Element

NameStart


File Type 1 50 String M Identifies the type of file being submitted. LEA DISCIPLINE REMOVALS

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


5.2 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 totals of the education unit.

See Section 5.3 for examples of the Data Record.

Table 5.2–1: Discipline File, LEA Data RecordsData Element

NameStart


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 ID is a required field. This data element cannot be updated through this file.


Table Name 49 20 String M The number of students removed from their regular education program for at least an entire school day for discipline.

DISCLREM

Discipline Reason (Safe and Drug–Free)

69 15 String A The reason why students were disciplined.

D – Illicit Drug RelatedA – Alcohol RelatedW – Weapons PossessionVIOWINJ – Violent Incident (with Physical Injury)VIOWOINJ – Violent Incident (without Physical Injury)OTHER – Other reasons for out of school suspensions related to drug use and violence


July 2009 16 SY 2008-09


Data Element Name

StartPosition Length Type Pop Definition / Comments Permitted Values

Grade Level (Basic)

99 15 String A The grade level (primary instructional level) of students.

KG – Kindergarten01 – Grade 102 – Grade 203 – Grade 304 – Grade 405 – Grade 506 – Grade 607 – Grade 708 – Grade 809 – Grade 910 – Grade 1011 – Grade 1112 – Grade 12UG - UngradedMISSING

Total Indicator 114 1 String M An indicator that defines the count level (i.e., detail level, subtotal level or total of the education unit 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 total of the education unit, it must be equal to or greater than the sum of its parts.


325 1 M

July 2009 17 SY 2008-09


5.3 LEA Discipline File Examples

5.3.1Partial Record Sample for Fixed Format LEA Discipline 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.

∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5LEA∙DISCIPLINE∙REMOVALS∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙14∙∙∙∙∙∙∙∙EULEADISCIPLINVER0005.TXTLEA∙N136∙Discipline∙1∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙D∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙KG∙∙∙∙∙2∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙A∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙01∙∙∙∙∙3∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙W∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙02∙∙∙∙∙4∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙03∙∙∙∙∙5∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWOINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙04∙∙∙∙∙6∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙D∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙05∙∙∙∙∙7∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙A∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙06∙∙∙∙∙8∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙W∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙07∙∙∙∙∙9∙∙∙∙∙∙∙∙∙800100613EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙08∙∙∙∙∙10∙∙∙∙∙∙∙∙800100608BARTOW∙CO∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙D∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙09∙∙∙∙∙11∙∙∙∙∙∙∙∙800100608BARTOW∙CO∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙A∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙10∙∙∙∙∙12∙∙∙∙∙∙∙∙800100608BARTOW∙CO∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙W∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙11∙∙∙∙∙13∙∙∙∙∙∙∙∙800100608BARTOW∙CO∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙VIOWINJ∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙12∙∙∙∙∙14∙∙∙∙∙∙∙∙800100608BARTOW∙CO∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙DISCLREM∙∙∙∙∙∙∙∙∙∙∙∙OTHER∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙UG∙∙∙∙∙

July 2009 18 SY 2008-09


5.3.2Partial Record Sample for Comma–Delimited File Format LEA Discipline FileThe following text shows the header row and data rows.

LEA DISCIPLINE REMOVALS,14,EULEADISCIPLINVER0005.CSV,LEA N136 Discipline,2008-2009,¶1,80,01,00613EUPHORIA,,DISCLREM,D,,KG,N,,10¶2,80,01,00613EUPHORIA,,DISCLREM,A,,01,N,,10¶3,80,01,00613EUPHORIA,,DISCLREM,W,,02,N,,10¶4,80,01,00613EUPHORIA,,DISCLREM,VIOWINJ,,03,N,,10¶5,80,01,00613EUPHORIA,,DISCLREM,VIOWOINJ,,04,N,,10¶6,80,01,00613EUPHORIA,,DISCLREM,D,,05,N,,10¶7,80,01,00613EUPHORIA,,DISCLREM,A,,06,N,,10¶8,80,01,00613EUPHORIA,,DISCLREM,W,,07,N,,10¶9,80,01,00613EUPHORIA,,DISCLREM,VIOWINJ,,08,N,,10¶10,80,01,00608BARTOW CO,,DISCLREM,D,,09,N,,10¶11,80,01,00608BARTOW CO,,DISCLREM,A,,10,N,,10¶12,80,01,00608BARTOW CO,,DISCLREM,W,,11,N,,10¶13,80,01,00608BARTOW CO,,DISCLREM,VIOWINJ,,12,N,,10¶14,80,01,00608BARTOW CO,,DISCLREM,OTHER,,UG,N,,10¶

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 19 SY 2008-09


5.3.3Partial Record Sample for Tab–Delimited File Format LEA Discipline FileThe following text below shows a portion of the header row and data rows.*

LEA DISCIPLINE REMOVALS>14>EULEADISCIPLINVER0005.TAB>LEA N136 Discipline>2008-2009>¶1>80>01>00613EUPHORIA>>DISCLREM>D>>KG>N>>10¶2>80>01>00613EUPHORIA>>DISCLREM>A>>01>N>>10¶3>80>01>00613EUPHORIA>>DISCLREM>W>>02>N>>10¶4>80>01>00613EUPHORIA>>DISCLREM>VIOWINJ>>03>N>>10¶5>80>01>00613EUPHORIA>>DISCLREM>VIOWOINJ>>04>N>>10¶6>80>01>00613EUPHORIA>>DISCLREM>D>>05>N>>10¶7>80>01>00613EUPHORIA>>DISCLREM>A>>06>N>>10¶8>80>01>00613EUPHORIA>>DISCLREM>W>>07>N>>10¶9>80>01>00613EUPHORIA>>DISCLREM>VIOWINJ>>08>N>>10¶10>80>01>00608BARTOW CO>>DISCLREM>D>>09>N>>10¶11>80>01>00608BARTOW CO>>DISCLREM>A>>10>N>>10¶12>80>01>00608BARTOW CO>>DISCLREM>W>>11>N>>10¶13>80>01>00608BARTOW CO>>DISCLREM>VIOWINJ>>12>N>>10¶14>80>01>00608BARTOW CO>>DISCLREM>OTHER>>UG>N>>10¶

* 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 20 SY 2008-09


The Department of Education's mission is to promote student achievement and preparation for global competitiveness by fostering educational excellence and ensuring

equal access.

www.ed.gov

July 2009 21 SY 2008-09

n136-discipline file specifications (ms word)€¦ · web viewu.s. department of education....

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