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Title
III ELL Data Collection File
Specification and Upload Instructions |
The Title III ELL Data Collection application facilitates the submission of large numbers of student and assessment records through a bulk data file upload capability. This document provides information necessary for preparing and submitting your student and assessment data using this method, as detailed in the sections that follow.
Provides detailed descriptions of the required file format, record layout, and field definitions used for bulk data submissions.
Provides directions for uploading your bulk data files to be processed.
For additional information relating to this application and reporting process, please review the following important documents.
Memorandum - Language
Proficiency Test and Data Request:
http://www.ade.az.gov/asd/downloads/Update_Language_Proficiency_Test_and_Data_Request.doc
Frequently Asked Questions -
Title III ELL Data Collection:
http://www.ade.az.gov/asd/downloads/ELL_Data_Collection_FAQ.doc
File Specification |
To submit student and assessment records in bulk using the upload feature, the associated information must first be recorded into one or more properly structured data files. The required file format, record layout, and field definitions describing the correct structure and content of these data files are detailed below.
File Format
All data files submitted to the application for processing must be structured using a conventional comma- or tab-delimited text format. This format was chosen to allow for the preparation of data files using the widest variety of available third-party software tools, including simple text editors, spreadsheet applications, database query utilities, and many others.
The specific technical requirements for this file format are described here.
· Each submitted file shall contain only plain ASCII formatted text. Spreadsheets, database files, and other complex document types may not be submitted directly, but can be exported or converted to a compatible text format before submission.
· Each line of text in a file shall contain an individual data record, and must be terminated by a trailing Carriage Return character (ASCII code 13), Line Feed character (ASCII code 10), or CRLF pair (a Carriage Return character immediately followed by a Line Feed character).
· Each data record shall contain an ordered sequence of individual data fields, separated from one another by intervening tab (ASCII code 9) or comma (ASCII code 44) delimiter characters.
· Control characters (ASCII codes 0 through 31 and 127), including tab, CR, and LF, may not appear anywhere in data fields or records except where used as line terminators or field separators, as specified above.
· Each data field shall contain only standard printable characters (ASCII codes 32 through 126) including letters, numbers, spaces, and most punctuation, with some exceptions as noted below. Extended characters (ASCII codes 128 and higher) are not permitted.
· Data fields may optionally be surrounded by matching double-quote characters (ASCII code 34), but may not contain double-quotes. Commas may only appear in data fields that are surrounded by double-quotes.
· Less-than and greater-than symbols (ASCII codes 60 and 62) are prohibited. Other symbols and punctuation may be permitted, but should only be used where required by the field definition.
· Spaces (ASCII code 32) may appear within data fields, where appropriate, but leading and trailing spaces are trimmed before processing.
· Blank or empty fields, where allowed, are indicated by the presence of two or more consecutive field delimiter characters with no intervening field data, or by one or more trailing delimiter characters at the end of a record. Fields consisting entirely of space characters are also considered to be blank, even if surrounded by matching double-quotes.
Record Layout
Each data record in a properly formatted upload file will contain up to 20 individual fields. Collectively, these data fields provide all of the information necessary for the specification of one student record and one associated assessment record. Data items are grouped within a file record as follows.
· The first two fields specify the Fiscal Year and School CTDS for which the subsequent student and assessment data are being reported.
· The next ten fields specify the personal identification and demographic information that make up an individual student record.
· The last eight fields specify the details of an individual assessment test to be recorded for the student identified in the preceding fields.
Since more than one assessment test may be reported for a single student, it may be necessary for the upload file to contain multiple data records that identify the same student. In this case, each file data record for that student must contain identical information in the first 12 fields. The application will detect this condition and record the collection of associated assessment records, as specified by the remaining 8 fields of each such file record, together under a single student record.
The table below lists the field position, item name, data type, maximum length, and text format of each defined data field. Data items must appear within the file record in the order shown here, and all fields should be considered mandatory, with limited exceptions as noted later.
|
Field |
Name |
Type |
Length |
Format |
|
1 |
Numeric |
4 |
YYYY |
|
|
2 |
Numeric |
9 |
CCTTDDSSS |
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|
||||
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3 |
Text |
30 |
|
|
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4 |
Text |
25 |
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5 |
Text |
25 |
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6 |
Date |
10 |
MM/DD/YYYY |
|
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7 |
Integer |
|
|
|
|
8 |
Text |
20 |
|
|
|
9 |
Code |
2 |
|
|
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10 |
Code |
1 |
|
|
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11 |
Code |
1 |
|
|
|
12 |
Code |
2 |
|
|
|
|
||||
|
13 |
Date |
10 |
MM/DD/YYYY |
|
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14 |
Code |
5 |
|
|
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15 |
Code |
1 |
|
|
|
16 |
Code |
2 |
|
|
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17 |
Code |
3 |
|
|
|
18 |
Integer |
|
|
|
|
19 |
Integer |
|
|
|
|
20 |
Code |
4 |
|
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Field Definitions
The meaning and purpose of each data item defined in this file format specification is described in detail below. Any special restrictions, options, or other important considerations are also noted where appropriate.
Fiscal Year:
Specifies the Fiscal Year for which this student and assessment information is being reported. This must be a valid 4-digit numeric value in the format YYYY, equating to either the current or prior Fiscal Year.
School CTDS:
Specifies the CTDS of the school for which this student and assessment information is being reported. This must be a valid 9-digit numeric value in the format CCTTDDSSS, as assigned to the school by ADE.
Last Name, First Name, Middle Name:
Specifies the full name of this student, as shown on a legal document presented at enrollment (such as a birth certificate or other official proof of identity and age).
NOTE: Both the First Name and Last Name are required. The Middle Name should be provided whenever
available, but may be left blank if the student has none. Each name field should contain a complete
name, and not an initial letter. Also,
do not include a name suffix in any of these fields (such as Sr., Jr., III, etc.)
unless it is required to distinguish this student from another with the same
full name and date of birth.
Birth Date:
Specifies the date of birth of this student, as shown on a legal document presented at enrollment (such as a birth certificate or other official proof of identity and age). This must be a valid numeric date value in the format MM/DD/YYYY.
NOTE: All students must be at least 3 years old, and under 22 years
old, during some portion of the specified Fiscal Year to be recorded in this application. If the student did not reach 3 years of age
until after the end of the year, or reached 22 years of age before the
beginning of the year, the Birth Date is considered invalid.
Public SAIS ID:
Specifies the unique ID of the student as assigned by the SAIS Student Details data collection system. This must be a valid integer value.
NOTE: A valid ID must be provided here whenever this information is
available for reporting. This field may
be left blank only when the Public SAIS ID is missing from your records. However, if provided, this ID must be unique
among all students reported for the same Fiscal Year and School CTDS.
School Student ID:
Specifies the unique ID of the
student as assigned by the LEA or School.
The content of this field is user-defined, but should be consistent with
the School Student ID as reported through the SAIS Student Details data
collection system.
NOTE: A valid ID must be provided here whenever this information is available for reporting. This field may be left blank only when the School Student ID is missing from your records. However, if provided, this ID must be unique among all students reported for the same Fiscal Year and School CTDS.
Grade:
Specifies the instructional grade level in which the student is currently or was most recently enrolled. The following code values are defined for this field.
|
Code |
Description |
|
KG |
Kindergarten |
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01 |
First Grade |
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02 |
Second Grade |
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03 |
Third Grade |
|
04 |
Fourth Grade |
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05 |
Fifth Grade |
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06 |
Sixth Grade |
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07 |
Seventh Grade |
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08 |
Eighth Grade |
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09 |
Ninth Grade |
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10 |
Tenth Grade |
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11 |
Eleventh Grade |
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12 |
Twelfth Grade |
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UE |
Ungraded Elementary |
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US |
Ungraded Secondary |
NOTE: Preschool students shall not be recorded in this application.
Gender:
Specifies the sex of the student. The following code values are defined for this field.
|
Code |
Description |
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F |
Female |
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M |
Male |
Ethnicity:
Specifies the racial or ethnic heritage of the student. The following code values are defined for this field.
|
Code |
Description |
|
A |
Asian or Pacific Islander |
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B |
Black or African-American (Not Hispanic) |
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H |
Hispanic or Latino |
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I |
American Indian or Alaskan Native |
|
W |
White (Not Hispanic) |
Home Language:
Specifies the principal language spoken by the student in his or her home environment. The following code values are defined for this field.
|
Code |
Description |
|
Code |
Description |
|
00 |
English |
28 |
Navajo |
|
|
01 |
Spanish |
29 |
Apache (San Carlos) |
|
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02 |
Arabic |
30 |
Apache (Whiteriver) |
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|
03 |
Cambodian |
31 |
Chemehuevi |
|
|
04 |
Cantonese |
32 |
Cocopah |
|
|
05 |
Czechoslovakian |
33 |
Hopi |
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|
06 |
Dutch |
34 |
Haulapai |
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07 |
Filipino |
35 |
Kaibab-Paiute |
|
|
08 |
Finnish |
36 |
Maricopa |
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09 |
French |
37 |
Mohave |
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10 |
German |
38 |
Tohon Oodham (Papago) |
|
|
11 |
Greek |
39 |
Pima |
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12 |
Hebrew |
40 |
Supai |
|
|
13 |
Hungarian |
41 |
Tewa |
|
|
14 |
Italian |
42 |
Yaqui |
|
|
15 |
Japanese |
43 |
Yavapai |
|
|
16 |
Korean |
44 |
Yuma |
|
|
17 |
Laotian |
45 |
Other Indian |
|
|
18 |
Mandarin |
46 |
Ashanti |
|
|
19 |
Polish |
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||
|
20 |
Portuguese |
|||
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21 |
Romanian |
|||
|
22 |
Russian |
|||
|
23 |
Thai |
|||
|
24 |
Ukrainian |
|||
|
25 |
Vietnamese |
|||
|
26 |
Yugoslavian |
|||
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27 |
Other Non-Indian |
|||
Test Date:
Specifies the date on which the assessment test was administered to the student. This must be a valid numeric date value in the format MM/DD/YYYY.
NOTE: The Test Date must fall within the specified Fiscal Year. That is, it must occur on or before June 30th of the specified year, but not before July 1st of the previous calendar year.
Test Type:
Specifies which assessment protocol was used to evaluate the student. The following code values are defined for this field.
|
Code |
Description |
|
IPT |
IDEA Proficiency Test |
|
LAS |
Language Assessment Scales |
|
WLPBR |
Woodcock Language Proficiency Battery (Revised) |
|
WMLS |
Woodcock-Munoz Language Survey |
NOTE: The LAS Test Type code also applies to the Pre-LAS Oral
assessment.
Test Subject:
Specifies which language skill area was evaluated for the student. The following code values are defined for this field.
|
Code |
Description |
|
O |
Oral |
|
R |
Reading |
|
W |
Writing |
NOTE: A student may receive more than one assessment on a given day
when tested in multiple subject areas, and may be retested in the same subject
areas on a later date. However, it is
invalid to report more than one assessment in the same subject on the same
date, when for the same student.
Test Level:
Specifies the grade level at which the student was evaluated. The following code values are defined for this field.
|
Code |
Description |
|
KG |
Kindergarten |
|
01 |
First Grade |
|
02 |
Second Grade |
|
03 |
Third Grade |
|
04 |
Fourth Grade |
|
05 |
Fifth Grade |
|
06 |
Sixth Grade |
|
07 |
Seventh Grade |
|
08 |
Eighth Grade |
|
09 |
Ninth Grade |
|
10 |
Tenth Grade |
|
11 |
Eleventh Grade |
|
12 |
Twelfth Grade |
NOTE: The Test Level should normally match the Grade of the student
being evaluated. However, Ungraded
students must be evaluated relative to a specific Test Level, as defined here.
Test Form:
Specifies which assessment test form was used to evaluate the student. The following code values are defined for this field. Be sure to report a Test Form code that is valid for the specified Test Type, Subject, and Level.
|
Code |
Description |
|
IC |
IPT Oral Form IC for Grades KG-6 |
|
ID |
IPT Oral Form ID for Grades KG-6 |
|
IE |
IPT Oral Form IE for Grades KG-6 |
|
IF |
IPT Oral Form IF for Grades KG-6 |
|
IIC |
IPT Oral Form IIC for Grades 6-12 |
|
IID |
IPT Oral Form IID for Grades 6-12 |
|
|
|
|
A |
LAS Oral Form A for Grades PS-1 |
|
B |
LAS Oral Form B for Grades PS-1 |
|
C |
LAS Oral Form C for Grades PS-1 |
|
D |
LAS Oral Form D for Grades PS-1 |
|
1C |
LAS Oral Form 1C for Grades 1-6 |
|
1D |
LAS Oral Form 1D for Grades 1-6 |
|
2C |
LAS Oral Form 2C for Grades 7-12 |
|
2D |
LAS Oral Form 2D for Grades 7-12 |
|
|
|
|
1A |
IPT/LAS Reading/Writing Form 1A for Grades 2-3 |
|
1B |
IPT/LAS Reading/Writing Form 1B for Grades 2-3 |
|
2A |
IPT/LAS Reading/Writing Form 2A for Grades 4-6 |
|
2B |
IPT/LAS Reading/Writing Form 2B for Grades 4-6 |
|
3A |
IPT/LAS Reading/Writing Form 3A for Grades 7-12 |
|
3B |
IPT/LAS Reading/Writing Form 3B for Grades 7-12 |
NOTE: There are no Test Form codes defined for Woodcock Test Types
WLPBR or WMLS, as these assessments offer only one form in each subject for all
grade levels. When the reported Test
Type is either WLPBR or WMLS, the Test Form field should be left blank.
Raw Score:
Specifies the raw score value obtained as a result of the student assessment. Although the precise meaning of this item may vary depending on the Test Type, Subject, Level, and/or Form, it typically represents the number of questions answered correctly by the student. This must be a valid integer value of 0 or higher. Please refer to the published test materials for details.
NOTE: A valid score value must be provided here whenever this information is available for reporting. This field may be left blank only when the Raw Score is missing from your records, and only if a valid Standard Score value is provided in the next field.
Standard Score:
Specifies the standardized score value as determined by the results of the student assessment. Although the precise meaning of this item may vary depending on the Test Type, Subject, Level, and/or Form, it is typically derived from a cross-reference table based on the raw score and other test parameters. This must be a valid integer value of 1 or higher. Please refer to the published test materials for details.
NOTE: A valid score value must be provided here whenever this information is available for reporting. This field may be left blank only when the Standard Score is missing from your records, and only if a valid Raw Score value is provided in the previous field.
ALSO NOTE: The IPT Oral assessment test does not define a numeric Standard Score value as a test result, but provides only a single-letter Score Level indicator, which ranges from A through F. When reporting results for an IPT Oral assessment, use the Standard Score field to specify the Score Level instead, using the following scale.
|
Resulting Score Level Indicator |
A |
B |
C |
D |
E |
F |
|
Reported Standard Score Value |
1 |
2 |
3 |
4 |
5 |
6 |
Classification:
Specifies the level of English proficiency indicated by the results of the student evaluation. The following code values are defined for this field. Be sure to report a Classification code that is valid for the specified Test Type and Subject.
|
Code |
Description |
|
N |
IPT/LAS Non-English |
|
L |
IPT/LAS Limited English |
|
C |
IPT/LAS Competent English (Reading/Writing) |
|
F |
IPT/LAS Fluent English (Oral) |
|
|
|
|
NEG |
Woodcock Negligible English |
|
VLIM |
Woodcock Very Limited English |
|
LIM |
Woodcock Limited English |
|
AVG |
Woodcock Average English (WMLS Only) |
|
FLU |
Woodcock Fluent English (WLPBR Only) |
|
ADV |
Woodcock Advanced English |
|
VADV |
Woodcock Very Advanced English (WMLS Only) |
NOTE: A valid code must be provided here whenever this information is
available for reporting. This field may
be left blank only when the Classification is missing from your records.
Upload Instructions |
NOTE: The file upload feature of this application is currently expected to open during the week of March 15, 2004. At that time, an update to this document will be posted containing additional information and instructions for submitting your bulk data files for processing. Until then, users are encouraged to begin preparing their data files as indicated by the information provided in this document.