EDEN Not Collected, Missing, and Zero Counts October 2005

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EDEN Not Collected, Missing, and Zero
CountsOctober 2005
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• Mandatory/Optional Data Elements
• Missing, Not Applicable, Not Collected
• Using Zero in a Count Field

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• Missing
• Missing means that the SEA collects the data, but
  the data is currently not available or is missing
  for a particular education unit or field
• For instance, the data may be collected on a
  paper survey and may not be available
  electronically or the data may not yet be ready
  for release

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• Missing (continued)
• Except for Education Unit ID numbers and Names,
  all data elements can be reported as missing
• When missing is a valid option, it is included in
  the Permitted Values field in the File
  Specifications
• For string fields, MISSING is the Permitted
  Value
• For numeric fields, -1 is the Permitted Value

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• Missing (continued)
• When MISSING is used at the disaggregation
  category level in a table, no other value can be
  used for that disaggregation category, in that
  table, for that education unit
• For example, if the disaggregation category LEP
  status is specified as MISSING on a table,
  entry of any other LEP status value in that table
  for that education unit will result in an error.

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• Missing Example of Use in a Category

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• Missing Example of Use in a Count

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• Not Applicable
• Not Applicable means the situation does not occur
  in the State, District or School
• All Disaggregation Categories (e.g., gender) are
  applicable

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• Not Applicable
• Data Reporting Level
• This occurs when data is not included in the EDEN
  collection for one or more reporting levels (i.e.
  state, district, school)
• Example Children with Disabilities (IDEA) is
  included in the EDEN collection at the State and
  District levels but not at school

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• Not Applicable
• State Education Agency
• This occurs when a data condition, for whatever
  reason, cannot exist in the state
• Example Children with Disabilities (IDEA)
  Removal
• For the particular state, perhaps children with
  disabilities are never removed from schools

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• Not Applicable
• Individual Education Unit
• This occurs when an education unit differs
  fundamentally from other units in the same level
• Although most other units have this data, these
  units will never have them
• Example Graduate/Completers Count will not
  apply to Supervisory Unions since they have no
  students
• Report zero in the count

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• Not Applicable
• Category value - Statuses
• This occurs when the characteristic cannot occur
  for an education unit
• Statuses special values are included in the
  code sets in lieu of a simple not applicable code
• Example Status Current Year - charter schools
  are not an option in the state where the school
  is located
• Use the permitted value NOTOPTION

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• Not Applicable
• Category value - Counts
• This occurs when the characteristic cannot occur
  for an education unit
• Free Reduced Lunch Program the school has no
  program
• Report zero in the count

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• Not Applicable
• If a school or district has no students that meet
  the particular scope of a disaggregation category
  (e.g., no LEP students or no Migrant students),
  then a zero should be reported in the count field
• If a school or district has no students, then a
  zero should be reported in the count field,
  rather than being reported as Not Applicable

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• Not Collected
• Not Collected means that the SEA does not collect
  the data element at all or does not collect the
  data element at a particular education unit
  level.

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• Not Collected
• A Table Type count cannot be reported as Not
  Collected
• A Table Type Disaggregation Category (e.g.,
  gender) can be reported as Not Collected

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• Not Collected
• When Not Collected is specified for a
  particular disaggregation category in a table, no
  other value can be used for that disaggregation
  category, in that table, for that education unit
• If Race/Ethnicity is not collected for student
  performance, it is expected that Race/Ethnicity
  is not collected for all grades within a school
  or LEA

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• Not Collected
• NOTCOLLECT for Not Collected is included in the
  Permitted Values column in the file
  specifications where it can be used
• Submitting student performance data with
  Race/Ethnicity specified for some grades and
  Race/Ethnicity specified as NOTCOLLECT for other
  grades within the same education unit, results in
  an error

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• Using Zeroes in Count Fields
• Zeroes are used for data completeness (i.e., to
  ensure the count was not forgotten)
• In count fields, the digit Zero (0) should be
  used when the education unit has no instances of
  a requested count (e.g., no student or staff to
  report within the scope of a specific data
  element)

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• Using Zeroes in Count Fields Examples
• A school has no Hispanic, male students in grade
  1, specify 0 in the count field
• A school has no Limited English Proficient
  students, specify 0 in the count field