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U.S. DEPARTMENT OF EDUCATION

EDFacts Submission System

C151 – Cohorts for Regulatory Adjusted-Cohort Graduation Rate

File SpecificationsVersion 12.1SY 2015-16

U.S. DEPARTMENT OF EDUCATION C151 – Cohorts for Regulatory Adjusted-Cohort Graduation Rate File Specifications v12.1

This technical guide was produced under U.S. Department of Education Contract No. ED-PEP-14-O-5013 with Applied Engineering Management Corporation. 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 EducationJohn B. King, Jr.Secretary of Education

EDFactsRoss SantySystem Owner

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: C151 – Cohorts for Regulatory Adjusted-Cohort Graduation Rate File Specifications V12.1 (SY 2015-16), U.S. Department of Education, Washington, DC: EDFacts. Retrieved [date] from http://www.ed.gov/edfacts

On request, this publication is available in alternate formats, such as Braille, large print, or CD Rom. For more information, please contact the Department’s Alternate Format Center at (202) 260–0818.

May 2016 i SY 2015-16

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DOCUMENT CONTROLDOCUMENT INFORMATION

Title: C151 – Cohorts for Regulatory Adjusted-Cohort Graduation Rate File Specifications

Security Level: Unclassified – For Official Use Only

Filename: c151-12-1.doc

DOCUMENT HISTORYVersion Number Date Summary of Change

1.0 – 11.0 Versions 1.0 through 11.0 are used to build files for school years prior to SY 2015-16.

12.0 June 2015 Updated for SY 2015-16.12.1 May 2016 Added guidance regarding new, closed and alternative schools.

May 2016 ii SY 2015-16


PREFACEThis document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.

This document is to be used in coordination with other documentation posted on http://www2.ed.gov/about/inits/ed/edfacts/index.html under EDFacts System Documentation, including:

EDFacts Workbook – a reference guide to using the EDFactsSubmission System (ESS); particularly useful to new users; contains multiple appendices, including one that explains how to use the file specifications

ESS User Guide – provides assistance to new users of the EDFacts Submission System (ESS); it addresses the basic mechanics of system access and data submission

EDFacts Business Rules Guide – describes each business rule includes the error number, type, message, definition, edit logic, and the file specifications where the business rules are applied

Please contact the Partner Support Center (PSC) with questions about the documents. You will find contact information for PSC and each State EDFacts Coordinator at: http://www2.ed.gov/about/inits/ed/edfacts/eden/contacts.html

Data submitted through the ESS are authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1875-0240, expires 2/29/2016). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, kindergarten through grade 12 (K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels.

May 2016 iii SY 2015-16

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CONTENTS

DOCUMENT CONTROL iiPREFACE iii1.0 PURPOSE 12.0 GUIDANCE FOR SUBMITTING THIS FILE1

2.1 Changes from the SY 2014-15 File Specifications 12.2 Core Requirements for Submitting this File 12.3 Required Categories and Totals 22.4 Guidance 42.5 Definitions 7

3.0 FILE NAMING CONVENTION 84.0 FIXED OR DELIMITED FILES 9

4.1 Header Record Definition 94.2 Data Record Definition 10

5.0 XML SPECIFICATIONS 135.1 Category XML Object 145.2 Table Type XML Object 165.3 Agency XML Object 175.4 File Transmit XML Object 18

APPENDIX: REPORTING EXTENDED COHORTS 20

May 2016 iv SY 2015-16


1.0 PURPOSEThis document contains instructions for building files to submit the following EDFacts data groups:

Table 1.0-1: EDFacts data groupsData Group Name DG DefinitionCohorts for regulatory four-year adjusted-cohort graduation rate table

696 The number of students in the adjusted cohort for the regulatory four-year adjusted-cohort graduation rate.

Cohorts for regulatory five-year adjusted-cohort graduation rate table

698 The number of students in the adjusted cohort for the regulatory five-year adjusted-cohort graduation rate.

Cohorts for regulatory six-year adjusted-cohort graduation rate table

756 The number of students in the adjusted cohort for the regulatory six-year adjusted-cohort graduation rate.

The October 2008 Title I regulations require states to implement and report a four-year adjusted-cohort graduation rate. States will use this file and file C150 to report their four-year adjusted-cohort graduation rate data. Additional information about the 2008 Title I regulations can be found at: http://www2.ed.gov/legislation/FedRegister/finrule/2008-4/102908a.html.

2.0 GUIDANCE FOR SUBMITTING THIS FILEThis section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance.

2.1 Changes from the SY 2014-15 File Specifications

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

2.2 Core Requirements for Submitting this File

The following table contains the reporting period, the education units included or excluded, the type of count, and zero count reporting.


All states should report the counts of students (in both the numerator and denominator) for their regulatory four-year adjusted-cohort graduation rate in this file (DG696). States that also have an approved regulatory extended five-year adjusted-cohort graduation rate should include counts of students for their extended-year adjusted-cohort graduation rate (DG698); states with an approved extended six-year adjusted cohort graduation rate should also submit that data in this file (DG756). .

Table 2.2-1: Core Reporting RequirementsSEA LEA School

Reporting Period Entire school year

Education units reported

Include SEA Operational LEAs with a 12th grade

Operational schools with a 12th grade

Education units not reported

Closed, inactive, or future LEAsLEAs that do not have a 12th grade

Closed, inactive, or future schoolsSchools that do not have a 12th grade

Type of count Once At only one LEA At only one school

Zero counts Required Not required Not requiredZero exceptions and Not applicable

Major Racial and Ethnic Groups - If a state does not use a permitted value, the counts by that permitted value should be left out of the file. See section 2.4.

Missing Use “-1” to report missing counts.

Use “MISSING” when a category is not availableRelated metadata survey

2.3 Required Categories and Totals

The table below lists the combinations of the categories and totals that are expected to be submitted for the state and each LEA or school that should be included in the file.

An “X” in the column indicates that the category value must be submitted when reporting that aggregation.

The total indicator must be either “Y” (Yes) or “N” (No). o If the record is for a category set, specify an “N” (No). o If the record is for a subtotal or education unit total, specify a “Y” (Yes).

The abbreviations in the “Table Name” column represent the technical name of the data used in the file.

Table 2.3–1: Required Categories and Totals


Cate

gory

Set

Tabl

e Na

me

Maj

or R

acia

l Et

hnic

Gro

up

Disa

bilit

y St

atus

(Onl

y)

LEP

Stat

us

(Onl

y)

Econ

omic

ally

Di

sadv

anta

ged

Stat

us

Coho

rt St

atus

Tota

l In

dica

tor

Com

men

ts

Category Set A See table 2.3-2 X X N Count by Major Racial and Ethnic Groups and Cohort Status

Category Set B See table 2.3-2 X X N Count by Disability Status (Only) and Cohort Status

Category Set C See table 2.3-2 X X N Count by LEP Status (Only) and Cohort Status

Category Set D See table 2.3-2 X X N Count by Economically Disadvantaged Status and Cohort Status

Subtotal 1 See table 2.3-2 X Y Subtotal by Cohort Status

Total of the Education Unit

See table 2.3-2 Y Graduation Cohort Count for All Students

The following table contains the table names used in the files for the data groups reported in this file.

Table 2.3-2 Cohorts for Regulatory Adjusted-Cohort Graduation Rate, Table Names Used in Files

DG# DG Name Table Name used in file696 Cohorts for regulatory four-year adjusted-cohort

graduation rate tableGRADCOHORT4YR

698 Cohorts for regulatory five-year adjusted-cohort graduation rate table

GRADCOHORT5YR

756 Cohorts for regulatory six-year adjusted-cohort graduation rate table

GRADCOHORT6YR

2.4 Guidance

This section contains guidance for submitting this file in the format of questions and answers.


This file specification is used to report the number of students in the adjusted graduation cohort rate as defined in ED’s final Title I regulations released in October 2008. Use this file specification to report your state’s graduation counts; report the cohorts for graduation in four years, and if applicable to your state, the cohorts for graduation under extended time.

NEW! Are students from closed schools counted?No data should be reported for closed schools. If the district is still operational a student would be reported at the LEA and SEA level. This is true for students in a 5 year cohort, or students who dropped out prior to the closing of the school.

NEW! How are start-up high schools with no 12th grade handled?No graduation rate or cohort is reported for a school until it includes a 12th grade. When the transfer students in this question graduate, they should be reported in the schools 4-year & 5-year (if applicable) graduation rates.

What is the difference among the data groups reported in this file?A majority of states will report graduation data based on a regulatory four-year adjusted-cohort:

The cohort for graduation in four years is the number of students in the adjusted-cohort for the graduating class. The four-year cohort includes students who graduated in four years or less.

Only a few states may also be approved to use a graduation rate based on a regulatory extended-year adjusted-cohort:

The cohort for extended year graduation is the number of students in the adjusted-cohort for the extended-year graduation rate. The extended year cohort includes students who transfer into the cohort after year four and excludes students who transfer out, emigrate, or die after year four.

NOTE: If you report the four-year adjusted-cohort counts in this file, you must report regulatory four-year adjusted-cohort graduation rates in File C150. If you report extended-year adjusted-cohort counts in this file, you must report the regulatory extended-year adjusted-cohort graduation rates in File C150. For additional reporting guidance, see the appendix.

Where is more information about using adjusted-cohort graduation rates for accountability purposes available?Refer to http://www.ed.gov/policy/elsec/guid/hsgrguidance.pdf for the high school graduation rate non-regulatory guidance.

How should states, with ED-approved extended-year adjusted-cohorts, report the extended-year cohorts?

http://www.ed.gov/policy/elsec/guid/hsgrguidance.pdf


The extended five-year adjusted-cohort reported for SY 2015-16 is based on the 9 th-grade adjusted-cohort group of SY 2011-12. The extended six-year adjusted-cohort reported for SY 2015-16 is based on the 9th-grade cohort group of SY 2010-11.

How is this file specification different from file specifications C150 – Regulatory Adjusted-Cohort Graduation Rates for High School?This file is used to report the number of students in the adjusted-cohort used to calculate the graduation rate as defined in ED’s final Title I regulations, released in October 2008. File specification C150 is used to report the graduation rate. States should report both files C150 and C151.

How does this file relate to Adequate Yearly Progress (AYP) data?States can use SY 2015-16 graduation count data to determine their high school graduation rate indicators for SY 2016-17. Regardless of which year’s graduation count data are used for the high school graduation rate indicators, report SY 2015-16 graduation count data in the SY 2015-16 file and SY 2016-17 graduation count data in the SY 2016-17 file.

What are the permitted values for the category major racial and ethnic groups?The permitted values are:

White (not Hispanic) / Caucasian Black (not Hispanic) / African American Hispanic / Latino – use if includes Puerto Ricans Hispanic (not Puerto Rican) Puerto Rican Asian – Use if doesn’t include Pacific Islanders Asian / Pacific Islander American Indian / Alaska Native / Native American Multicultural / Multiethnic / Multiracial / Other Filipino Native Hawaiian / Other Pacific Islander / Pacific Islander

Which permitted values should be used for the category major racial and ethnic groups?States should use the permitted values for the major racial and ethnic subgroups outlined in their State Accountability Plan and used to determine adequate yearly progress (AYP).

When reporting the major racial and ethnic values, use one of the following sets of values for Asian populations:

Asian/Pacific Islander Asian Asian and Native Hawaiian/Pacific Islander


Do not use the combination of either “’Asian/Pacific Islander’ and ‘Asian’” or “‘Asian/Pacific Islander’ and ‘Asian and Native Hawaiian/Pacific Islander.’” Using these combinations may lead to duplicated counts and do not allow data to be rolled up to a higher level for privacy/small cell purposes.

How are student counts reported by disability status (only)?Include only students who meet the definition of children with disabilities (IDEA) in the EDFacts Workbook.

How are student counts reported by LEP status (only)?Include only students who meet the definition of limited English proficient (LEP) students in the EDFacts Workbook.

How are student counts reported by economically disadvantaged status?Include only students who meet the state’s definition of economically disadvantaged status.

How are students who change status in certain category groups (ex: disability, LEP, or economically disadvantaged status) during high school reported in the cohort?The business rules regarding the inclusion or exclusion of students based on statuses are SEA-defined. SEAs should have standards defined and universally applied with regards to students changing status in these groups from the beginning to the end of high school. For additional information, refer to question A-10 of the non-regulatory guidance, which can be found at: http://www.ed.gov/policy/elsec/guid/hsgrguidance.pdf.

NEW! How are students in alternative schools counted?In alternative schools where all of the grade 12 students are certificate bound–students should be reported based on the state’s accountability workbook. If in the State's accountability workbook AYP is assigned to the alternative school, and the alternative school offers a regular high school diploma, then a graduation rate would be assigned to the school. If the State's practice is to map student data back to sending schools for AYP, then the student's data would be assigned to the sending school. If the school does not offer a regular high school diploma, the students are counted as non-graduates from their sending schools.

NEW! How are students who transfer in and out of alternative schools counted?There are some instances where students transfer in, and out of alternative schools during the School Year. Some schools may not have a current cohort or graduation rate. In this case if AYP is assigned to the alternative school, then a graduation rate would be assigned to the school. If a state maps APY back to the sending school, then the students’ data should be assigned to that school. For the individual student, if the alternative school offers a diploma and the student transfers out, he/she would be counted as a transfer. If the alternative school does not offer a regular high school diploma, then the student would be counted as a non-graduate from his/her sending



school unless the student re-enrolls at another school offering a diploma, in which case the student would become part of the receiving school's cohort.

What is the total for the education unit?The total for the education unit is the graduation count of all students in the adjusted cohort. Subtotal 1 collects the counts of students who did and did not graduate with a high school diploma within the allowable time. Subtotal 1 must equal the education unit total reported in this file.

2.5 Definitions

See the EDFacts Workbook (http://www2.ed.gov/about/inits/ed/edfacts/index.html) for the standard definitions. This file specification has no additional definitions

http://www2.ed.gov/about/inits/ed/edfacts/index.html


3.0 FILE NAMING CONVENTIONThe following file naming convention is to help identify files to provide technical assistance.

A maximum of 25 characters (including the file extension) is allowed for the file name.

The following is the naming convention for file submissions:

sslevGRADCOHRTvvvvvvv.ext

Table 3.0-1: File Naming ConventionWhere Means Limit in charactersss USPS State Abbreviation 2lev Abbreviation for level:

SEA for an State Education Agency level LEA for an Local Education Agency level SCH for a school level

3

filename GRADCOHRT 9vvvvvvv Alphanumeric string designated by the SEA to

uniquely identify the individual submission (e.g., ver0001, v010803)

7

.ext Extension identifying the file format:.txt – fixed .csv – comma delimited.tab – tab delimited.xml – XML

4


4.0 FIXED OR DELIMITED FILES This section describes the fixed file and delimited file specifications. The fixed file and delimited files contain a header record followed by data records. The file type is specified in the header record.

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 2.3-1 “Required Categories

and Totals”O - Optional, data in this field are optional

4.1 Header Record Definition

The header record is required and is the first record in every file submitted to the ESS. The purpose of the header record is to provide information as to the file type, number of data records in the file, file name, file identifier, and file reporting period.

Table 4.1–1: Header RecordData Element

NameStart

Position Length Type Pop Definition / Comments Permitted Values Abbreviations

File Type 1 50 String M Identifies the type of file being submitted. SEA GRADUATION COHORTS

LEA GRADUATION COHORTS

SCHOOL GRADUATION COHORTS

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 The file name including extension, the same as the external file name.

See section 3.0

File Identifier 86 32 String M Any combination of standard characters to further identify the file as specified by the SEA (e.g., a date, person’s name, and version number).

File Reporting Period

118 9 String M The school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years.

2015-2016

OR

2015 2016Filler 127 224 String M Leave filler field blank.

Carriage 351 1 M


Data Element Name

StartPosition Length Type Pop Definition / Comments Permitted Values

AbbreviationsReturn / Line Feed (CRLF)

Below is an example of a header record.

Table 4.1–2: Header Record ExampleFormat File Type, Total Records in File, File Name, File Identifier, File Reporting Period, Filler,

Carriage Return/Line FeedExample SCHOOL GRADUATION COHORTS,20,EUSCHGRADCOHRTVER0007.csv,characters to

identify file,2015-2016,¶

4.2 Data Record Definition

Data records are required and immediately follow the header record in every file submitted to the ESS. Data records provide counts for the specified category sets, subtotals and education unit totals.

Table 4.2–1: Data Record Definition Data Element

NameStart

Position Length Type Pop Definition / Comments Permitted Values Abbreviations

File Record Number

1 10 Number M A sequential number assigned by the State that is unique to each row entry within the file.

DG 559State Code

11 2 String M The two–digit American National Standards Institute (ASNI) code for the State, District of Columbia, and the possessions and freely associated areas of the United States.

For a list of valid State Codes, refer to the EDFacts Workbook.

DG 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

DG 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.

SEA level – Blank

DG 5State School Identifier

29 20 String M The identifier assigned to a school by the state education agency (SEA). Also known as the States School Identification Number. This ID cannot be updated through this file.

SEA level – BlankLEA level – Blank

Table Name 49 20 String M See section 1.0 and 2.3.0 GRADCOHORT4YR

GRADCOHORT5YR

GRADCOHORT6YRMajor Racial and 69 15 String A The major racial and ethnic groups states MA - Asian


Data Element Name

StartPosition Length Type Pop Definition / Comments Permitted Values

AbbreviationsEthnic Groups use for accountability and assessment

data.MAN - American Indian / Alaska Native or Native AmericanMAP - Asian / Pacific IslanderMB - Black (not Hispanic) or African AmericanMF - FilipinoMHL - Hispanic / LatinoMHN - Hispanic (not Puerto Rican)MM - Multicultural or Multiethnic or MultiracialMNP - Native Hawaiian / Other Pacific Islander or Pacific IslanderMPR - Puerto RicanMW - White (not Hispanic) or CaucasianMISSING

Disability Status (Only)

84 15 String A An indication that children (students) are children with disabilities (IDEA).

WDIS – Children with one or more disabilities (IDEA)

LEP Status (Only)

99 15 String A An indication that students are limited English proficient.

LEP – Limited English proficient (LEP) Student

Economically Disadvantaged Status

114 15 String A An indication of whether students meet the state criteria for classification as economically disadvantaged.

ECODIS – Economically Disadvantaged (ED) Students

Cohort Status 129 15 String A Whether or not a student in a cohort graduated with a regular high school diploma within the allowable time.

COHYES – Graduated with a regular high school diploma within the allowable timeCOHNO – Did not graduate with a regular high school diploma within the allowable timeMISSING

Total Indicator 144 1 String M An indicator that defines the count level – see table 2.3-1 “Required Categories and Totals”

N – Specifies category setY – Specifies a subtotal or education unit total level

Explanation 145 200 String O Text field for state use.

Student Count 345 8 Number M

Carriage Return / Line Feed (CRLF)

353 1 M

Below is an example of a data record, this is the set of data that should be submitted for each education unit. See section 2.3-1.

Table 4.2–2: Data Record Example – School level Aggregation ExampleFormat File Record Number,State Code,State Agency Number,State LEA Identifier,State School


Identifier,Table Name,Major Racial and Ethnic Groups,Disability Status (Only),LEP Status (Only),Economically Disadvantaged Status,Cohort Status,Total Indicator,Explanation,Student Count¶

Category Set A 1,80,01,00613EUPHORIA,000506,GRADCOHORT4YR,MA,,,,COHYES,N,,10¶Category Set B 6,80,01,00613EUPHORIA,000506,GRADCOHORT4YR,,WDIS,,,COHYES,N,,10¶Category Set C 7,80,01,00613EUPHORIA,000506,GRADCOHORT6YR,,,LEP,,COHYES,N,,10¶Category Set D 8,80,01,00613EUPHORIA,000506,GRADCOHORT6YR,,,,ECODIS,COHYES,N,,10¶Subtotal 19,80,01,00613EUPHORIA,000506,GRADCOHORT5YR,,,,,COHNO,Y,,25¶Total of education unit

20,80,01,00613EUPHORIA,000506,GRADCOHORT5YR,,,,,,Y,,65¶


5.0 XML SPECIFICATIONSThe XML files contain three (3) distinct metric objects and a file transmit object. The structure of the objects contains a node that defines the education unit that corresponds to the submitted metric. The structure also contains nodes that represent the characteristics of the metric (see table 2.3-1 for a list of the characteristics used in this file), the associated value, and whether the metric value is a subtotal or total of the education unit. The metric objects are contained within the file transmission objects that define the group of values that is being submitted.

The XML specifications are represented in a table with the headings:

Element – name of the XML element tag Attribute – name of the XML attribute tag Category Value – name of the category Char – the XML element or attribute characteristic see table 5.0-1 below Definition/Comments – definition and additional comments related to formats or

other business rules Permitted Values – values for data elements

The Char (characteristics) column in the XML format matrices accepts the following codes:

Table 5.0-1: XML Format CodesCode CharacteristicM Mandatory Element/AttributeO Optional C Conditionally Required MR Mandatory and Repeatable ElementOR Optional and Repeatable ElementCR Conditional and Repeatable Element

The size of the fields is found in the record layouts in section 4.1 and 4.2.


5.1 Category XML Object

The category XML object is used to define the characteristics associated with a count. There may be zero, one, or more categories defined for a count.

Table 5.1-1: Category XML Object Definition

Element Attribute

Data Element Name (from Fixed Format

document)

Category Value

Char Definition / Comments Permitted Values

Abbreviations

CATEGORY

TYPE M The categories for the table type.

Major Racial and Ethnic Groups

MAJORREG

Disability Status (Only) DISABSTATUS LEP Status (Only) LEPONLY Economically

Disadvantaged Status ECODIS

Cohort Status COHSTATUS VALUE M The category permitted

value

MAJORREG The major racial and ethnic groups states used for accountability and assessment data.

MA - AsianMAN - American Indian / Alaska Native or Native AmericanMAP - Asian / Pacific IslanderMB - Black (not Hispanic) or African AmericanMF - FilipinoMHL - Hispanic / LatinoMHN - Hispanic (not Puerto Rican)MM - Multicultural or Multiethnic or MultiracialMNP - Native Hawaiian / Other Pacific Islander or Pacific IslanderMPR - Puerto RicanMW - White (not Hispanic) or CaucasianMISSING

DISABSTATUS An indication that children (students) are children with disabilities (IDEA).

WDIS – Children with one or more disabilities (IDEA)


Element Attribute

Data Element Name (from Fixed Format

document)

Category Value

Char Definition / Comments Permitted Values

Abbreviations

LEPONLY An indication that students are limited English proficient.

LEP – Limited English proficient (LEP) Student

ECODIS An indication of whether students meet the state criteria for classification as economically disadvantaged.

ECODIS – Economically Disadvantaged Students

COHSTATUS Whether or not a student in a cohort graduated with a regular high school diploma within the allowable time.

COHYES – Graduated with a regular high school diploma within the allowable timeCOHNO – Did not graduate with a regular high school diploma within the allowable timeMISSING

Table 5.1-2: Category XML Object ExampleFormat <CATEGORY TYPE=”CATEGORY VALUE” VALUE=”PERMITTED VALUE”/>Example <CATEGORY TYPE=“COHSTATUS” VALUE=“COHYES”/>


5.2 Table Type XML Object

The table type XML object is used to define the type and value of the count. It may contain category XML objects to define additional characteristics.

Table 5.2-1: Table Type XML Object Definition

ElementData Element Name

(from Fixed Format document)

Attribute Char Definition / Comments Permitted Values Abbreviations

TABLETYPE

Table Name TYPEABBRV M See section 1.0 and 2.3.0 GRADCOHORT4YR

GRADCOHORT5YR

GRADCOHORT6YR Total Indicator TOTALINDICATOR M An indicator that defines the

count level – see table 2.3-1 “Required Categories and Totals”

N – Specifies category setY – Specifies a subtotal or education unit total level

CATEGORY MR The categories used to define the characteristics associated with the count.

AMOUNT Student Count M

EXPLANATION Explanation O Text field for state use.

Table 5.2-2: Examples of Table Type XML Objects Format <TABLETYPE TYPEABBRV=”Table Name” TOTALINDICATOR=”N or Y”>

<insert category object(s)><AMOUNT>##</AMOUNT><EXPLANATION>text for state use</EXPLANATION>

</TABLETYPE>Example <TABLETYPE TYPEABBRV=“GRADCOHORT4YR”

TOTALINDICATOR=“N”><CATEGORY TYPE=“MAJORREG” VALUE=“MW”/><CATEGORY TYPE=“COHSTATUS” VALUE=“COHYES”/><AMOUNT>25</AMOUNT><EXPLANATION/> text for state use</EXPLANATION>

</TABLETYPE>


5.3 Agency XML Object

This section defines the XML object used to submit all metric information. The XML object matrix is followed by an example of the object.

Table 5.3-1: Agency XML Object Definition

Element

Data Element Name

(from Fixed Format

document)

Attribute Char Definition / Comments Permitted Values

Abbreviations

AGENCY

DG 559State Code

FIPSSTATECODE M The two-digit American National Standards Institute (ANSI) code for the state, District of Columbia, and the possessions and freely associated areas of the United States.

For a list of valid State Codes, refer to the EDFacts Workbook.

DG 570State Agency Number

STATEAGENCYIDNUMBER M A number used to uniquely identify state agencies. This ID cannot be updated through this file.

01 – State Education Agency

DG 4State LEA Identifier

STATELEAIDNUMBER 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.

SEA level – Not used

DG 5State School Identifier

STATESCHOOLIDNUMBER

M The identifier assigned to a school by the state education agency. Also known as the State School Identification Number. This ID cannot be updated through this file.

SEA level – Not used

LEA level – Not used

TABLETYPE

MR The XML Object used to define the type and value of the count.

Table 5.3-2: Examples of Agency XML ObjectsLevel ExampleFormat <AGENCY FIPSSTATECODE=”##” STATEAGENCYIDNUMBER=”01”

STATELEAIDNUMBER=”Permitted Value” STATESCHOOLIDNUMBER=“Permitted Value”>

<TABLETYPE> Table Type XML Object </TABLETYPE >

</AGENCY>SEA <AGENCY FIPSSTATECODE=”80” STATEAGENCYIDNUMBER=”01”>

<TABLETYPE>Table Type XML Object </TABLETYPE>

</AGENCY>LEA <AGENCY FIPSSTATECODE=”80” STATEAGENCYIDNUMBER=”01”

STATELEAIDNUMBER=”7298135”>



</AGENCY>School <AGENCY FIPSSTATECODE=”80”

STATEAGENCYIDNUMBER=”01”STATELEAIDNUMBER=”7298135” STATESCHOOLIDNUMBER=“99”>


</AGENCY>

5.4 File Transmit XML Object

The purpose of the File Transmit XML Object is to provide information as to the file type, file identifier, and file reporting period.

Table 5.4-1: File Transmit XML Object Definition

Element

Data Element Name

(from Fixed Format

document)

Attribute Char Definition / Comments Permitted Values

Abbreviations

FILETRANSMISSION

M

File Type FILELAYOUTTYPE

M Identifies the type of file being submitted. SEA GRADUATION COHORTS

LEA GRADUATION COHORTS

SCHOOL GRADUATION COHORTS

File Identifier

FILEID 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

SCHOOLYEAR M The school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years.

2015-2016

OR

2015 2016

AGENCY MR The information that fully describes the education unit.

Table 5.4-2: Examples of File Transmission XML Objects


Level ExampleFormat <FILETRANSMISSION FILELAYOUTTYPE=”Permitted Value”

FILEID=”File Identifier” SCHOOLYEAR=”Permitted Value”>

<AGENCY> Agency XML Object </AGENCY></FILETRANSMISSION>

SEA <FILETRANSMISSION FILELAYOUTTYPE=“SEA GRADUATION COHORTS” FILEID=”characters to identify file” SCHOOLYEAR=”2015-2016”>

<AGENCY> Agency XML Object</AGENCY></FILETRANSMISSION>

LEA <FILETRANSMISSION FILELAYOUTTYPE=“LEA GRADUATION COHORTS” FILEID=”characters to identify file” SCHOOLYEAR=”2015-2016”>

<AGENCY> Agency XML Object</AGENCY></FILETRANSMISSION>

School <FILETRANSMISSION FILELAYOUTTYPE=“SCHOOL GRADUATION COHORTS” FILEID=”characters to identify file” SCHOOLYEAR=”2015-2016”>

<AGENCY>Agency XML Object </AGENCY></FILETRANSMISSION>


APPENDIX: REPORTING EXTENDED COHORTS

This appendix contains instructions for reporting ED-approved extended adjusted-cohort graduation rates. The example below relates to a state with an approved extended six-year adjusted-cohort rate:

The SY 2012-13 9th grade adjusted-cohort* consisted of 100 students. In SY 2015-16, seventy (70) students were reported as graduates in the four-

year cohort rate. The four-year graduation rate reported is 70%. In SY 2016-17, five additional students were reported as graduates in the

extended five-year adjusted-cohort rate. The cumulative cohort graduation rate reported is 75%. The calculation is (75)/100.

In SY 2017-18, two additional students were reported as graduates in the extended six-year adjusted-cohort rate. The cumulative cohort graduation rate reported is 77%. The calculation is (70 + 5 + 2)/100.

*For the four-year adjusted-cohort graduation rate, the starting cohort of first-time 9 th-graders is adjusted by adding students who transfer in and subtracting students who transfer out, emigrate, or die between the beginning of SY 2011-12 and the end of SY 2014-15. For more information on adjusting cohorts, refer to the non-regulatory guidance, which can be found at: http://www.ed.gov/policy/elsec/guid/hsgrguidance.pdf.

Cohort Graduation Rates (File 150, DG 695, 697 – rates;

File 151, DG 696, 698 – cohort data)SY Reported in EDFacts

Racial Ethnic Data

9th Grade Cohort

Report 4-year grad

rate(Can include

summer grads)

Report 5-year grad

rate(Can include

summer grads)

Report 6-year grad

rate(Can include

summer grads)

R/E data used in regulatory cohort graduation rate

reporting

SY 2012-13

SY 2015-16

SY 2016-17

SY 2017-18 By major racial ethnic categories according to state’s

Accountability Workbook for regulatory cohort graduation

rates in SY 2012-13 and thereafter



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

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