EDFacts Data Collection School Years 2019-20, 2020-21, and 2021-22 (with 2018-19 continuation)

EDFacts Data Collection School Years 2019-20, 2020-21, and 2021-22 (with 2018-19 continuation)

Attachment E Overview and Explanation EDFacts 2019-20 to 2021-22

EDFacts Data Collection School Years 2019-20, 2020-21, and 2021-22 (with 2018-19 continuation)

OMB: 1850-0925

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Attachment E

Paperwork Reduction Act Submission Supporting Statement



Annual Mandatory Collection of Elementary and Secondary

Education Data through EDFacts



October 2018

revised July 2019



Attachment E



EDFacts Data Set

Overview and Information to Assist Reviewers for School Years 2019-20, 2020-21, and 2021-22


OMB No. 1850-0925 v.4


This attachment contains an explanation of the package as well as the different parts of EDFacts. This information is intended to assist reviewers. This revised clearance submission is for the data set collected through EDFacts for School Years 2019-20, 2020-21, and 2021-22.

what is included in the package

The below details out the different documents in the package called “Attachments”.

  • Attachment A: Data Groups and Categories – Includes all the data groups and categories collected from State Education Agencies. This attachment is presented as an Excel spreadsheet and the data groups and categories can be arranged by the type of changes to the items. This attachment is also be available as a printable PDF document.

  • Attachment B: Directory – Contains a detailed description of the items that make up the directory of EDFacts, or the lists of schools and districts and their descriptive elements.

  • Attachment C: EMAPS Collections – Includes a description of and questions for the metadata collections that are included as part of EDFacts.

  • Attachment D: Directed Questions – Contains specific topics for which ED would like to obtain input from EDFacts data submitters and stakeholders.

  • Attachment E: Overview and Information to Assist Reviewers (this document) – Contains an explanation of the EDFacts data set to assist reviewers.

  • Attachment F: Response to Public Comments

  • Attachment G: Response to OMB Comments

  • Supporting Statement A – Provides a justification for the collection.

  • Supporting Statement B – Provides a description of the statistical methodology.

Explanation of Terms

What is the EDFacts Data Set? The EDFacts data set are all the data approved by OMB to be collected for a specific school year. EDFacts primarily collects data on behalf of grant program offices to allow for a consistent state submission system. In many cases, data are submitted by the state once and used by multiple federal grant program offices.


What is a data group? An EDFacts data group is a specific aggregation (i.e., group) of related data that are stored in EDFacts to satisfy the specific information need of one or more ED program offices. Thus, an EDFacts data group does not represent a single data entry but rather a set of related data entries. Each EDFacts data group is intended to be discrete, concise, universally understood, and non-redundant. For example:

  • Address location is data group DG9. Address location contains several data elements including street address, city name, and state code.

  • Membership table is data group DG39. Membership table is a series of numbers. It includes the number of students at each grade level, by racial ethnic and by sex.


What is a data category? A data category (category) is a grouping that an SEA uses to aggregate data before the SEA sends the data to ED. For example:

  • Grade Level is a data category. When this category is used, data are reported by grade: the number of students in grade 1, the number of students in grade 2, etc.

  • Academic Subject (Assessment) is a data category. When this category is used, data are reported by academic subject: the number of students who participated in the mathematics assessment and the number of students who participated in the reading/language arts assessment.


What are data category sets? A data category set (category set) is a combination of data categories (e.g., racial ethnic by grade level). For example, the Membership table (DG39) has a single category set of grade level (membership), racial ethnic, and sex. For this category set, data are reported as follows:

  • Grade 1, American Indian or Alaska Native, Female

  • Grade 1, American Indian or Alaska Native, Male

  • Grade 2, American Indian or Alaska Native, Female

  • Grade 2, American Indian or Alaska Native, Male

  • Etc.

  • Grade 1, Asian, Female

  • Grade 1, Asian, Male

  • Grade 2, Asian, Female

  • Grade 2, Asian, Male

  • Etc.

attachment a information

Each data group and category in the EDFacts data set is described in Attachment A which is presented as an Excel file. The following are the columns, descriptions, and notes for the data groups and categories.

Data Group Columns

Column Name

Description

Notes

Data Steward

The acronym of the ED office that is the steward for the data group

 

60-Day Package Status

The status of the data group for the 60-day package

Choices are: no change, revised, retired, and new.

30-Day Package Status

The status of the data group for the 30-day package

Choices are: no change, revised from 60-day, revised notes, and new

FINAL Package Status

The status of the data group in the Final package

Choices are: no change, revised from 30-day

File Spec Number

The EDFacts File Specification Number

New items do not get assigned file specifications until after OMB approval

File Spec Name

The EDFacts File Specification Name

New items do not get assigned file specifications until after OMB approval

Data Group Number

The EDFacts data group number

New items do not get assigned data group numbers until after OMB approval

SY 2018-19 Data Group Name

The current name of the data group (for School Year 2018-19)

Not applicable for new data groups

SY 2019-20 Data Group Name (Changes Only: 60-day package)

The new name of the data group proposed in the 60-day package.

This column is only used if there is a change to the data group name or if the data group is new

SY 2019-20 Data Group Name (Changes Only: 30-day package)

The new name of the data group proposed in the 30-day package.

This column is only used if there is a change to the data group name or if the data group is new in the 30-day package

SY 2019-20 Data Group Name (Changes Only: FINAL)

The new name of the data group proposed in the final package.

This column is only used if there is a change to the data group name or if the data group is new in the final package

SY 2018-19 Data Group Definition

The current definition of the data group (for School Year 2018-19)

Not applicable for new data groups

SY 2019-20 Data Group Definition (Changes Only: 60-day package)

The new definition of the data group

This column is only used if there is a change to the data group definition or if the data group is new.

SY 2019-20 Data Group Definition (Changes Only: 30-day package)

The new definition of the data group in the 30-day package

This column is only used if there is a change to the data group definition or if the data group is new in the 30-day package

SY 2019-20 Data Group Definition (Changes Only: FINAL)

The new definition of the data group in the final package

This column is only used if there is a change to the data group definition or if the data group is new in the final package

SY 2018-19 Category Sets

The current data categories of the data group (for School Year 2018-19)

Not applicable for new data groups

SY 2019-20 Categories (Changes Only: 60-day package)

The new data categories of the data group

This column is only used if there is a change to the data categories or if the data group is new

SY 2019-20 Categories (Changes Only: 30-day package)

The new data categories of the data group in the 30-day package

This column is only used if there is a change to the data group categories or if the data group is new in the 30-day package

SY 2019-20 Categories (Changes Only: FINAL)

The new data categories of the data group in the final package

This column is only used if there is a change to the data group categories or if the data group is new in the final package

SY 2018-19 Permitted Values (DG without category set)

The permitted values are presented for any data group without data categories

Not applicable for new data groups

SY 2019-20 Permitted Values (Changes Only: 60 day package)

The new permitted values of the data group (for those without data categories)

This column is only used if there is a change to the permitted values or if the data group is new and has no data categories

SY 2019-20 Permitted Values (Changes Only: 30 day package)

The new permitted values of the data group (for those without data categories) in the 30-day package

This column is only used if there is a change to the permitted values or if the data group is new and has no data categories

SY 2019-20 Permitted Values (Changes Only: FINAL)

The new permitted values of the data group (for those without data categories) in the final package

This column is only used if there is a change to the permitted values or if the data group is new and has no data categories

EUT Reported

An indication if an education unit total is a part of the reporting of the data group


Number of reported subtotals

The number of subtotals that is part of the reporting of the data group


Statutory and/or regulatory reference number

The statutory and/or regulatory reference for the data group

 

Notes

Any notes needed to assist in the interpretation of the data group



Data Categories Columns

Column Name

Description

Notes

Data Stewards

The acronym of the ED office(s) that is the steward for the data group

 

File Spec Numbers

The EDFacts File Specification Numbers associated with the data category

New items do not get assigned file specifications until after OMB approval

60-day Package Status

The status of the data group for the 2019-20 school year in the 60-day package

Choices are: no change, revised, retired, and new

30-day Package Status

The status of the data group for the 2019-20 school year in the 30-day package

Choices are: no change, revised from 60-day, and new

FINAL Package Status

The status of the data group for the 2019-20 school year in the final package

Choices are: no change, revised from 60-day, and new

SY 2018-19 Category Name

The current name of the category


SY 2019-20 Category Name (Changes only: 60-day package)

The new category name in the 60-day package

This column is only used if there is a change to the category name or there is a new category in the 60-day package

SY 2019-20 Category Name (Changes only: 30-day package)

The new category name in the 30-day package

This column is only used if there is a change to the category name or there is a new category in the 30-day package

SY 2019-20 Category Name (Changes only: FINAL package)

The new category name in the final package

This column is only used if there is a change to the category name or there is a new category in the final package

SY 2018-19 Category Definition

The current definition of the category (for School Year 2018-19)

Not applicable for new data categories

SY 2019-20 Category Definition (Changes only: 60-day package)

The new definition of the category in the 60-day package

This column is only used if there is a change to the category definition or if the category is new in the 30-day package

SY 2019-20 Category Definition (Changes only: 30-day package)

The new definition of the category in the 30-day package

This column is only used if there is a change to the category definition or if the category is new in the 60-day package

SY 2019-20 Category Definition (Changes only: FINAL package)

The new definition of the category in the final package

This column is only used if there is a change to the category definition or if the category is new in the final package

Data Group Count

The number of data groups associated with the data category


Data Group Numbers

The Data Group number associated with the data category

New items do not get assigned data group numbers until after OMB approval

SY 2018-19 Permitted Value Description List

The current permitted values of the category (for School Year 2018-19)

Missing” appears as a permitted value for most categories although it is not a permitted value

Not applicable for new data categories

SY 2019-20 Permitted Value Description List (Changes only: 60-day package)

The new permitted values of the category in the 60-day package

This column is only used if there is a change to the permitted values or if the category is new

SY 2019-20 Permitted Value Description List (Changes only: 30-day package)

The new permitted values of the category in the 30-day package

This column is only used if there is a change to the permitted values or if the category is new in the 30-day package

SY 2019-20 Permitted Value Description List (Changes only: FINAL package)

The new permitted values of the category in the final package

This column is only used if there is a change to the permitted values or if the category is new in the final package

Notes

Any notes needed to assist in the interpretation of the data category




ACRONYMS

Data group and data category definitions and comments may include acronyms. To save space and improve technical readability, these acronyms are defined here. They are not defined within each data group or data category description.

  • ACGR – Adjusted Cohort Graduation Rate

  • AMAO – Annual Measurable Achievement Objectives

  • AP – Advanced Placement

  • AYP – Adequate Yearly Progress

  • CAR – Consolidated Annual Report for the Carl D Perkins Career and Technical Education Act of 2006

  • CCD – Common Core of Data

  • CEIS – Coordinated Early Intervening Services

  • CEO – Community Eligibility Option

  • CFDA – Catalog of Federal Domestic Assistance

  • CFR – Code of Federal Regulations

  • CMO – Charter Management Organization

  • CRDC – Civil Rights Data Collection

  • CSP – Charter School Programs

  • CSPR – Consolidated State Performance Report

  • CTE – Career and Technical Education

  • DG – Data Group

  • DUNS – Data Universal Numbering System

  • EC – Early Childhood

  • ED – U.S. Department of Education

  • EDEN – Education Data Exchange Network (synonymous with EDFacts or EDFacts Submission System)

  • EHCY – Education for Homeless Children and Youth

  • EL – English Learner

  • EMAPS – EDFacts Metadata and Process System

  • EMO – Education Management Organization

  • ESEA – Elementary and Secondary Education Act

  • ESS – EDFacts Submission System

  • FAY – Full Academic Year

  • FRPL – Free & Reduced Price Lunch

  • FS – File Specification

  • FTE – Full Time Equivalent

  • GAO – Government Accountability Office

  • GED – General Educational Development

  • GEPA – General Education Provisions Act

  • GFSA – Gun-Free Schools Act

  • GPRA – Government Performance and Results Act

  • HS – High School

  • IDEA – Individuals with Disabilities Education Act

  • IEP – Individualized Education Program

  • IFSP – Individualized Family Service Plan

  • IHE – Institute of Higher Education

  • ISU – Integrated Support Unit

  • K-12 – Kindergarten through grade 12

  • LEA – Local Educational Agency

  • MEP – Migrant Education Program

  • MOE – Maintenance of Effort

  • NCES – National Center for Education Statistics

  • NCLB – No Child Left Behind Act

  • N or D – Neglected or Delinquent

  • NSLP – National School Lunch Program

  • OCFO – Office of the Chief Financial Officer

  • OCR – Office for Civil Rights

  • OCTAE – Office of Career, Technical, and Adult Education

  • OELA – Office of English Language Acquisition

  • OESE – Office of Elementary and Secondary Education

  • OII – Office of Innovation and Improvement

  • OME – Office of Migrant Education

  • OSHS – Office of Safe and Healthy Students

  • OSEP – Office of Special Education Programs

  • OSERS – Office of Special Education and Rehabilitative Services

  • PK-12 – Pre-kindergarten through grade 12

  • REAP – Rural Education Achievement Program

  • RLIS – Rural and Low-Income Schools

  • SA – School Age

  • SEA – State Educational Agency

  • SES – Supplemental Educational Services

  • SIG – School Improvement Grants

  • SWP – Schoolwide Program

  • SY – School Year

  • TAS – Targeted Assistance School

  • URL – Uniform Resource Locator


Summary information about EDFacts

EDFacts is an ED initiative to govern, acquire, validate, and use high-quality elementary and secondary performance data in education planning, policymaking, and management decision making to improve outcomes for students. EDFacts centralizes data provided by SEAs at the SEA, LEA, and school levels, and provides ED with the ability to easily analyze and report the data. Since its inception in 2004, this initiative has reduced reporting burden for SEAs and local data producers, and has streamlined elementary and secondary data collection, analysis, and reporting functions at the federal, state, and local levels. The following are key points about this collection.

  • No individual student or staff level data. EDFacts does not collect individual student or staff-level information. All information provided to EDFacts is aggregated – often by categories such as grade level. Although some of the data files may contain small numbers, none of the information is linked to specific students or staff members. In submitting data to EDFacts, SEAs and other data suppliers cannot suppress the data in small data cells.

  • Data are collected via online files and webtools. Most data are collected through the EDFacts Submission System (ESS). The ESS collects batch files submitted electronically by SEAs. Most metadata (e.g., state submission plans and metadata on state proficiency levels) are collected through the EDFacts Metadata and Process System (EMAPS). EMAPS is a web-based survey system.

  • Data are reported for a specific period of time. For example, the membership table (DG39) is reported for October 1, while other data groups are reported for a school year.

  • Data are associated with the school year of performance. The membership table (DG39) data for October 1, 2019, are associated with SY 2019-20 since the membership table data represent the beginning counts of students for the school year.


Scope

EDFacts collects data on the education units in each of the 50 states, District of Columbia, Puerto Rico, the outlying areas and freely associated states (i.e., American Samoa, Guam, Commonwealth of Northern Mariana Islands, Marshall Islands, Micronesia, Palau, and the U.S. Virgin Islands), Department of Defense Education Activity (DoDEA), and Bureau of Indian Education (BIE).

The data are submitted by the State Education Agency (SEA). The SEA is the state agency designated as the agency that administers the federal grant programs under the ESEA. State agencies, other than the SEA, may be involved in federal grant programs. For example, another state agency may administer the programs under Carl D. Perkins Career and Technical Education Act of 2006. In these cases, the SEA is responsible for working with the other state agencies to submit the files required for the programs administered by those agencies.



Modernizing ED Data Management and Burden Reduction

EDFacts was instituted at ED to centralize and consolidate pre-K-12 data collections. Prior to EDFacts, SEAs submitted data mostly through paper-based collections, referred to as “legacy collections.” It is ED’s goal to collect data once and use these data many times. For example, when multiple offices need enrollment counts, the same (single) answer is provided to all the offices.


Other modernization efforts at ED to support burden reduction through the EDFacts Information Collection package include: evaluating data usage needs to inform due dates, standardizing data quality processes and procedures, generating efficient data documentation to inform users about the quality and utility of the data, and improving ED’s use of data in this package to pre-fill annual performance reports (required of formula and discretionary grantees). Timely release of data to respond to public and researcher use of the data is a critical component of modernization; ED’s timely data release reduces duplicative data requests to states, districts, and schools by data users.


Standard Definitions

In order to consolidate and centralize elementary and secondary data collections, definitions have been standardized. The same term in EDFacts cannot have multiple definitions. These standard definitions are used whenever possible.


Career and Technical Education (CTE) Concentrator –

(A) at the secondary school level, a student served by an eligible recipient who has completed at least 2 courses in a single career and technical education program or program of study; and

(B) at the postsecondary level, a student enrolled in an eligible recipient who has—

(i) earned at least 12 credits within a career and technical education program or program of study; or

(C) completed such a program if the program encompasses fewer than 12 credits or the equivalent in total.


Career and Technical Education (CTE) Participant –An individual who completes not less than one course in a career and technical education program or program of study of an eligible recipient.


Children with Disabilities (IDEA) (also referred to as Students with Disabilities (IDEA)) – Children having intellectual disabilities; hearing impairment, including deafness; speech or language impairment; visual impairment, including blindness; serious emotional disturbance (hereafter referred to as emotional disturbance); orthopedic impairment; autism; traumatic brain injury; developmental delay; other health impairment; a specific learning disability; deaf-blindness; or multiple disabilities and who, by reason thereof, receive special education and related services under the Individuals with Disabilities Education Act (IDEA) according to an Individualized Education Program (IEP), Individual Family Service Plan (IFSP), or services plan.1


English Learner Students – In coordination with the state’s definition based on Section 8101(20) of the ESEA, as amended by the ESSA, the term ‘English learner’, when used with respect to an individual, means an individual:

(A) who is aged 3 through 21;

(B) who is enrolled or preparing to enroll in an elementary school or a secondary school;

(C ) (who is i, ii, or iii)

(i) who was not born in the United States or whose native languages are languages other than English;

(ii) (who is I and II)

(I) who is a Native American or Alaska Native, or a native resident of the outlying areas; and

(II) who comes from an environment where a language other than English has had a significant impact on the individual’s level of English language proficiency; or

(iii) who is migratory, whose native language is a language other than English, and who came from an environment where a language other than English is dominant; and

(D) whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individual (who is denied i or ii or iii)2

(i) the ability to meet the challenging State academic standards;

(ii) the ability to successfully achieve in classrooms where the language of instruction is English; or

(iii) the opportunity to participate fully in society.


Note - To be classified as an English learner, an individual must be A, B, C, and D. For C, an individual can be i, ii, or iii. If C-ii, the individual must be I and II. For D, an individual must be denied i or ii or iii.3


Migratory Child – According to sections 1115(c)(1)(A) (incorporated into the MEP program by virtue of sections 1304(c)(2), 1115(b), and 1309(2) of the statute and 200.103(a) of the regulations, a child is a "migratory child" and is eligible for MEP services if all of the following conditions are met:

  1. The child is not older than 21 years of age; and

  2. The child is entitled to a free public education (through grade 12) under State law or the child is not yet at a grade level at which the LEA provides a free public education; and

  3. The child made a qualifying move in the preceding 36 months as a migratory agricultural worker or a migratory fisher, or did so with, or to join a parent/guardian or spouse who is a migratory agricultural worker or a migratory fisher; and

  4. With regard to the qualifying move identified in paragraph 3 above, the child moved due to economic necessity from one residence to another residence, and:

    1. From one school district to another; or

    2. In a State that is comprised of a single school district, has moved from one administrative area to another within such district; or

    3. Resides in a school district of more than 15,000 square miles and migrates a distance of 20 miles or more to a temporary residence.


Homeless Students are defined as children/youth who lack a fixed, regular, and adequate nighttime residence, and includes:

  1. students who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; are living in emergency or transitional shelters; or are abandoned in hospitals;

  2. students who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings (within the meaning of section 103(a)(2)(C));

  3. students who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings; and

  4. migratory students who qualify as homeless for the purposes of this subtitle because they are living in circumstances described in (1) through (3) above.4


Reporting Periods

Data groups that are counts of students or staff are assigned to a reporting period. The reporting period is the period of time for the count. Counts can be either cumulative over a period of time or a snapshot of a specific day.

1 Statutory reference – Section 602(3) of IDEA

2 Must be determined by a valid assessment

3 Statutory reference – Section 8101(20) of ESEA

4 As defined by MV Homeless Education Assistance Act of 2002, Subtitle B of Title VII, Section 725 and reauthorized in ESEA, as amended by ESSA, Title IX, Section 9105.

E-17

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File TitleExplanation of EDFacts
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