Change Sheet Memo

Memorandum United States Department of Education

Institute of Education Sciences

National Center for Education Statistics

DATE: June 23, 2023

TO: Robert Sivinski, OMB

Bev Pratt, OMB

THROUGH: Carrie Clarady, OMB Liaison, NCES

FROM: Kelly Worthington, NCES Administrative Data Division, Elementary/Secondary Branch Chief, NCES

SUBJECT: EDFacts Data Collection School Years 2022-23, 2023-24, and 2024-25 Spring 2023 Change Request (OMB# 1850-0925 v.10)

EDFacts is a U.S. Department of Education (ED) initiative, conducted by the National Center for Education Statistics (NCES), to collect, analyze, report on, and promote the use of high-quality, pre-kindergarten through grade 12 (pre-K–12) performance data for use in education planning, policymaking, and management and budget decision making to improve outcomes for students. EDFacts collects data on behalf of ED grant and program offices for approximately 150 data groups for all 50 states, Washington DC, Puerto Rico, and seven outlying areas and freely associated states (American Samoa, Federated States of Micronesia, Guam, Marshall Islands, Commonwealth of the Northern Mariana Islands, Republic of Palau, and the U.S. Virgin Islands), the Department of Defense Education Activity (DoDEA), and the Bureau of Indian Education (BIE). The request to collect EDFacts data for the 2022-23, 2023-24, and 2024-25 school years was approved in July 2022 (OMB# 1850-0925).

There are no changes to respondent burden or cost to the federal government. There are three types of updates included in this memo.

1. Retire unneeded file and subtotal

2. Request technical corrections

3. Metadata collections updates

Change Request: Retire Unneeded Items

1. File Specification 122 (MEP Students Eligible and Served - Summer/Intersession) and File Specification 121 (Migratory Students Eligible - 12 Months): The data owner, the Office of Migrant Education, recently received approval to use Child Count data collected through the Migrant Student Information Exchange (MSIX), making the EDFacts collection of the same data redundant. See MSIX Information Collection OMB 1810-0683. Therefore, beginning with SY 2021-22, File Specification 122 will be retired. Also, the subtotal for Data Group 634 (Migratory students eligible 12-month table), collected in File Specification 121 can be removed beginning in SY 2022-23. These retirements will reduce burden to states that had to report duplicate data to EDFacts and MSIX in the past.

[Attachment A Excel, Data Groups Tab, Row 68 and 67: Attachment A PDF, Pages 75 and 73]

Change Request: Technical Corrections

1. File specification 029 (Directory):

1. The definition in data groups 1 (LEA Identifier) and 529 (School Identifier) has a type, need to update from “ANCI” to “ANSI”. Definitions were updated.

[Attachment A Excel, Data Groups Tab, Rows 2 and 20; Attachment A PDF, Pages 2 and 22]

2. The reporting period for data groups 16 (LEA Operational Status) and 531 (School Operational Status) needs to change to “October 1 (or closest school day)” since there is now the new “as of” status codes as well (data groups 16N and 531N). The reporting periods were changed.

[Attachment A Excel, Data Groups Tab, Rows 10 and 21; Attachment A PDF, Pages 10 and 24]

2. File specifications 054 (MEP Children Served - 12 Months) and 121(Migratory Students Eligible - 12 Months):

   1. The data category “Priority for Services (Only)” should not have “received MEP-funded services and” in the definition. The data category definition was updated.

[Attachment A Excel, Data Categories Tab, Row 35; Attachment A PDF, Page 259]

2. The data category “Continuation of Services” permitted value should be more specific. The permitted value was changed to “Continuation of Services”.

[Attachment A Excel, Data Categories Tab, Row 36; Attachment A PDF, Page 260]

2. File specifications 127 (N or D Participation – LEA) and 119 (N or D Participation - State Agency):

1. The name of a data category (N or D Status (Long Term)) is different between the Data Group and Data Category tabs. The data category was updated in the Data Category tab to match the name in the Data Group tab (N or D Long Term Status).

[Attachment A Excel, Data Categories Tab, Row 52; Attachment A PDF, Page 276]

2. “Other” can be taken out as a category in data groups 869 (Neglected programs participation table - state agency) and 870 (Delinquent programs participation table - state agency) because “Other” is a permitted value in the Neglected Programs (Subpart 1) and Delinquent Programs categories and serves the same purpose. Other was taken out for both data groups.

[Attachment A Excel, Data Groups Tab, Rows 150 and 151; Attachment A PDF, Pages 202 and 204]

2. File specifications 137 (English Language Proficiency Test) and 138 (Title III English Language Proficiency Test): The category “Participation Status” should not have been retired as it is still used in data group 674 (English language proficiency test table) and 675 (Title III English language proficiency test table). The data category status was changed to not retired.

[Attachment A Excel, Data Categories Tab, Row 23; Attachment A PDF, Page 245]

2. File specification 145 (MEP Services): The permitted value “High school accrual” for the data category “MEP Services” needs to include credit in the name. Changed the permitted value to “High school credit accrual”.

[Attachment A Excel, Data Categories Tab, Row 39; Attachment A PDF, Page 263]

2. File specifications 175 (Academic achievement in mathematics HS table), 178 (Academic achievement in reading/language arts HS table), and 179 (Academic achievement in science HS table):

   1. In the final package, the category Proficiency Status was erroneously removed from the three high school academic achievement data groups - 875 (Academic achievement in mathematics HS table), 877 (Academic achievement in reading/language arts HS table), and 879 (Academic achievement in science HS table). The Proficiency Status category was added back in for these data groups.

[Attachment A Excel, Data Groups Tab, Rows 146, 147, and 148; Attachment A PDF, Page 195, 197, and 199]

2. To match the participation files, the definition of the high school data groups - 875 (Academic achievement in mathematics HS table), 877 (Academic achievement in reading/language arts HS table), and 879 (Academic achievement in science HS table) - should match. Changed definition to say “high school students”.

[Attachment A Excel, Data Groups Tab, Rows 146, 147, and 148; Attachment A PDF, Page 195, 197, and 199]

2. File specification 188 (Assessment Participation in Reading/Language Arts): The reporting period for data groups 882 (Assessment participation in reading/language arts grades 3-8 table) and 883 (Assessment participation in reading/language arts HS table) should be “Testing Window (with EL)”. The reporting period has been changed.

[Attachment A Excel, Data Groups Tab, Rows 138 and 141; Attachment A PDF, Page 179 and 185]

2. File specification 189 (Assessment Participation in Science): The definition of data group 884 (Assessment participation in science grades 3-9 table) should say “grades 3 through 9” not “grades 3 through 8”. Definition was updated.

[Attachment A Excel, Data Groups Tab, Row 139; Attachment A PDF, Page 181]

2. File specification 193 (Title I Allocations):

   1. The data groups in the file specification need to have the same reporting periods. Changed the reporting period of data group 797 (Title I, Part A Allocations) and 886 (LEA Reservation to serve homeless children and youth) to “School Year”.

[Attachment A Excel, Data Groups Tab, Rows 111 and 158; Attachment A PDF, Pages 140 and 214]

2. File specification 195 (Chronic Absenteeism): In data group 887 (Chronic absenteeism table - SEA/LEA), the definition was posted in the incorrect column in the final package. As a new (to v.9) data group, the definition should have been in the 30-day package column matching the new status column. The definition was moved to the 30-day package column.

[Attachment A Excel, Data Groups Tab, Row 162; Attachment A PDF, Page 218]

2. File specification 196 (Management Organization for Charter Schools Roster): The reporting level for the five data groups 825 (Management organization name), 826 (Employer identification number (EIN)), 827 (Organization address location), 828 (Organization address mailing), 829 (Management organization type) should be at the SEA level. The reporting levels for these data groups were updated.

[Attachment A Excel, Data Groups Tab, Rows 54-58; Attachment A PDF, Pages 59-63]

2. File specifications 199 (Graduation Rate Indicator Status), 200 (Academic Achievement Indicator Status), 201 (Other Academic Indicator Status), and 202 (School Quality or Student Success Indicator Status):

   1. The data category “Major Racial and Ethnic Groups (Accountability)” is missing three state defined subgroups for racial and ethnic groups. Added in three permitted values for states.

[Attachment A Excel, Data Categories Tab, Row 73; Attachment A PDF, Page 297]

2. The data category “Category Indicator Type (SQSSM)” definition is not standard with other indicator categories. Changed definition to “The school quality or student success indicator type.”

[Attachment A Excel, Data Categories Tab, Row 76; Attachment A PDF, Page 301]

2. File specification 206 (School Support and Improvement):

1. A permitted value for the “Additional Targeted Support and Improvement” data category was erroneously deleted in the 60-day package. The permitted value “Additional Targeted Support and Improvement” was added back in.

[Attachment A Excel, Data Categories Tab, Row 82; Attachment A PDF, Page 308]

2. The permitted value for the “Target Support and Improvement Data Category” should be “Targeted Support and Improvement” instead of “Targeted Support and Improvement - Exit Status”. The permitted value name was changed.

[Attachment A Excel, Data Categories Tab, Row 83; Attachment A PDF, Page 309]

2. File specification 212 (Identification School Support and Improvement): In Data Group 866 (Comprehensive support identification table), the category “Comprehensive Support Identification Subgroups” should be “Comprehensive Support and Improvement Type”. The data category name was updated.

[Attachment A Excel, Data Groups Tab, Row 120; Attachment A PDF, Page 154]

2. File specifications 218 (N or D In Program Outcomes - State Agency) and 219 (N or D In Program Outcomes – LEA): The data category “Academic/Career and Technical Outcomes” was erroneously retired. This data category was unretired.

[Attachment A Excel, Data Categories Tab, Row 54; Attachment A PDF, Page 278]

2. File specifications 220 (N or D Exit Outcomes - State Agency) and 221(N or D Exit Outcomes – LEA):

   1. The data category used in data groups 891 (Title I Neglected or Delinquent program at exit table – state agency) and 892 (Title I Delinquent and At-Risk program at exit table – LEA) should be “Academic/Career and Technical Outcomes (Exit)” and not “Academic/Career and Technical Outcomes”. The data category name was changed.

[Attachment A Excel, Data Groups Tab, Rows 156 and 157; Attachment A PDF, Page 210 and 212]

2. Data group 892 (Title I Delinquent and At-Risk program at exit table – LEA) needs a wording change in definition for consistency. Changed “Local Agency Programs” to “LEA” in the definition.

[Attachment A Excel, Data Groups Tab, Row 157; Attachment A PDF, Page 212]

2. File specification 223 (Title I School Status)

   1. The reporting period should be “Regular School Year”. The reporting period was changed.

[Attachment A Excel, Data Groups Tab, Row 83; Attachment A PDF, Page 92]

2. Added in all data group numbers that were “TBD” in currently approved package.

[Attachment A Excel, Data Groups Tab, Rows 138-167 have data group numbers]

Change Request: Metadata Collections

1. New Application: In 2023, EDFacts will begin transitioning metadata collections from EMAPS to a new submission application, EDPass. EDPass will allow data submitters to use one tool for metadata and data file submissions. Content and burden remain the same. EDPass is necessary to meet new security standards and to improve the efficiency of data processing. A note on the impact of modernization was added to the introduction of Attachment C to describe this change.

[Attachment C, Page C-1, C-2]

Modernization impact: In 2023, EDFacts will begin transitioning metadata collections from EMAPS to EDPass. EDPass is a submission tool that allows data submitters to use one tool for both metadata and data file submissions. Content and burden remain stable; the tool change is necessary to meet new security standards and to improve the efficiency of data processing.

This section provides information about data collections using the EMAPS web-based tool or the EDPass web-based tool.

The User Guide for the EDPass tool can be found on the EDFacts Initiative page here: The EDFacts Initiative | U.S. Department of Education

2. State Submission Plan: An option is needed for states to provide comments on any file specification. Also, the three status questions will be automatically generated by the new application EDPass. Added a place for states to add in any additional comments they want to provide and took out the three status questions.

[Attachment C, Page C-20 and 21]

Question	Permitted Values	Skip Logic
For each file specification, provide the following information:
SEA Comments (Technical Correction)	Text	Optional
Status SEA	• No Data in ESS • Not Required to Submit • Data in ESS • Submission Complete
Status LEA	• No Data in ESS • Not Required to Submit • Data in ESS • Submission Complete
Status SCH	• No Data in ESS • Not Required to Submit • Data in ESS • Submission Complete
Not Required to Submit Comments	text	Only required when one of previous status responses is Not Required to Submit

3. IDEA State Supplemental Survey: The data owner, the Office of Special Education Programs, no longer needs the two metadata questions around state administration. These two questions were removed.

[Attachment C, Page C-19]

SEAs are responsible for maintaining a submission plan that provides details regarding its plans for reporting data via EDFacts. The plans indicate whether SEAs will submit files on time, the estimated number of educational units that will be submitted for each file level, and a status flag to indicate when the submission of data for each reporting level is complete and ready for ED’s review.

Question	Permitted Values	Skip Logic
STATE ADMINISTRATION
State Administration
How is your state's special education 618 data related to students (i.e., child count, educational environments, discipline, exiting, & assessment) integrated into your state's Student Information System (i.e., state data system used for all student data)?	• All data components • Some data components • Not at all
Comment	text
How is your state's special education 618 data related to students (i.e., child count, educational environment, discipline, exiting, & assessment) integrated into your state's longitudinal data system?	• All data components • Some data components • Not at all
Comment	text

4. IDEA State Supplemental Survey and English Proficiency Assessment Metadata Survey: The IDEA assessment question needs a technical update and as EDPass is implemented this will appear with other ELP assessment questions. Revised question and placed in ELP assessment section.

[Attachment C, Pages C-18 and 38]

Question (p. C-18)	Permitted Values	Skip Logic
ASSESSMENT
Assessment
Are children with disabilities (IDEA) who were English Learners and who were in the U.S. less than 12 months prior to the reading/language arts state assessment allowed to take the English language proficient (ELP) assessment in lieu of the regular reading/language arts assessment in your state?	Yes/No
Comment	text

Question (p. C-27)	Permitted Values	Skip Logic
Are English Learners, including children with disabilities (IDEA), who were in the US less than 12 months prior to the reading/language arts state assessment allowed to take the English language proficient (ELP) assessment in lieu of the regular reading/ language arts assessment in your state?	Yes/No

5. English Proficiency Assessment Metadata Survey: There is a mistake in the instructions for Question 1 in the Changes to Statewide English language proficiency (ELP) Assessments section, it needs to be updated to include assessment types. Instructions were updated.

[Attachment C, Page C-39]

Question 1 – Is the SEA is planning to make adjustments or significant changes for English language assessments to be administered in any of the three school years following this reporting year for regular or alternate assessments?

• Yes

• Regular English Language Proficiency Assessment

• Statewide Alternate English Language Proficiency Assessments for Students with the Most Significant Cognitive Disabilities

(Either assessment type checked, continue to question 2)

• No, end of metadata survey

8