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DEPARTMENT OF EDUCATION
December 2007
U.S. DEPARTMENT OF EDUCATION N033 – Free and Reduced Price Lunch
File Specifications v4.0
This technical guide was produced under U.S. Department of Education Contract No.
GS00F0049M–ED05P01299 with Perot Systems Government Services, Inc. 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.
December 2007
• This technical guide is also available on the Department’s Web site at:
http://www.ed.gov/edfacts
On request, this publication is available in alternate formats, such as Braille, large print,
or computer diskette. For more information, please contact the Department’s Alternate
Format Center at (202) 260–0852 or (202) 260–0818.
DOCUMENT CONTROL
DOCUMENT INFORMATION
Title: N033 – Free and Reduced Price Lunch File Specifications
Revision: Version 4.0
Issue Date: December 2007
Security Level: Unclassified – For Official Use Only
Filename: 1239747.doc
DOCUMENT HISTORY
Version
Date Summary of Change
Number
1.0 Version 1.0 or subsequent updates (i.e., 1.1, 1.2, etc) of this
file specification is used to build files for SYs 2003-04 and
2004-05.
2.0 Version 2.0 or subsequent updates (i.e., 2.1, 2.2, etc) of this
file specification is used to build files for SY 2005-06.
3.0 Version 3.0 or subsequent updates (i.e., 3.1, 3.2, etc) of this
file specification is used to build files for SY 2006-07
4.0 December 2007 • Updated for SY 2007-08.
• Definition change made to sections 4.2, 5.2.
• Sections 2.0 and 3.0 were flipped.
• Section 2.0 guidance has been updated and enhanced.
RELEASE AUTHORIZATION
Name Signature / Date
Author
QA
Release Authority
PREFACE
This document provides technical instructions for building files that can be submitted
through the Education Data Exchange Network (EDEN). This document is used in
coordination with the EDFacts Workbook, EDFacts Business Rules Guide and the
EDEN Submission System User Guide.
CONTENTS
1.0 PURPOSE
This document contains official instructions for building fixed and delimited files to
submit EDFacts Data Group: Free and Reduced Price Lunch, ID# 565. The definition for
this data group is in the row “Table Name” in Table 4.2-1.
A separate document contains the XML file formats. General guidance for constructing
all file types may be found in the EDFacts Workbook.
The data collected through this file specification is primarily for the Non-Fiscal Survey of
the Common Core of Data (CCD), and secondarily for other U.S. Department of
Education users of elementary and secondary education data as an indicator of
socioeconomic status.
There have been changes to this file specification. These changes did not result in
changes to the record layout.
• Added "of 1946" to the end of the definition to properly name Act.
• Additional guidance has been provided in Section 2.0.
Table 1.2–1: Free and Reduced Price Lunch, Required Categories, and Applicable Totals
Category Set Lunch Program
Table Name Total Indicator Comments
Status
Category Set Student Count by
A LUNCHFREERED X N Lunch Program
Status
Grand Total LUNCHFREERED Y Grand Total
Are records required for both free and reduced price lunch?
If an LEA/School has students who are eligible for either, records must be submitted for
both free and reduced price lunch. Submission errors will be triggered for missing
permitted values.
Why is Not Collected not a permitted value for Free and Reduced Price Lunch?
The Free and Reduced Price Lunch does not include “not collected.” If your state does
not have this information, please update your Submission Plan. In the Transition Plan
Comments section please indicate how your state plans on phasing in this data
collection.
2.1 Definitions
sslevPRICELNCHvvvvvvv.ext
Where:
ss = Two–character USPS State Abbreviation for the submitting
SEA.
lev = Three–character abbreviation for the level submitted. Use:
LEA for a Local Education Agency Free and Reduced Price
Lunch submission
SCH for a School Free and Reduced Price Lunch submission
Filename = PRICELNCH (no more than nine characters)
vvvvvvv = Up to seven–character alphanumeric string designated by the
SEA to uniquely identify the individual submission. (e.g.,
ver0001, v010803)
.ext = Three–character file extension identifying the file format as
follows:
.txt – fixed format
.csv – comma–delimited format
.tab – tab–delimited format
The “Pop” column in the header and data records is coded as follows:
The header record is required and is the first record in every file submitted to the EDEN
Submission System. 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: Free and Reduced Price Lunch File, LEA Header Record
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
File Type 1 50String M Identifies the type of file being LEA FREE
submitted. AND
REDUCED
PRICE LUNCH
Total 51 10Numb M The total number of Data
Records In er Records contained in the file.
File The header record is NOT
included in this count.
File Name 61 25String M File Name and extension are
(Including provided by the SEA. The file
file name should be the same as the
extension) external file name. (Please see
File Naming Convention in
Section 3.0 of this document.)
File 86 32String M Any combination of standard
Identifier characters to further identify the
file as specified by the SEA, e.g.
a date, person's name, and
version number.
File 118 9String M Enter the Academic School Year
Reporting for which data is being reported.
Period The required format for entering
the File Reporting Period is
"CCYY–CCYY" or "CCYY CCYY",
where either a hyphen or a
space must separate the
beginning and ending years,
e.g., 2007–2008 or 2007 2008.
Filler 127 168String M Leave filler field blank.
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
Carriage 295 1 M
Return /
Line Feed
(CRLF)
Data Records are required and immediately follow the header record in every file
submitted to the EDEN Submission System. Data Records provide counts for the
specified categories as well as subtotals and grand totals.
Table 4.2–1: Free and Reduced Price Lunch File, LEA Data Record
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
File Record 1 10Numb M A sequential number assigned
Number er by the State that is unique to
each row entry within the file.
ID 559 11 2String M The two–digit Federal For a list of
FIPS State Information Processing valid FIPS State
Code Standard (FIPS) Code for the Codes, refer to
State, District of Columbia, and the EDFacts
the possessions and freely Workbook.
associated areas of the United
States (e.g., Puerto Rico).
ID 570 13 2String M A number used to uniquely 01 – State
State identify state agencies. This ID Education
Agency cannot be updated through this Agency
Number file.
ID 4 15 14String M The identifier assigned to a
State LEA local education agency (LEA) by
Identifier the state education agency
(SEA). Also known as State LEA
ID. This data element cannot
be updated through this file.
Filler 29 20String M Leave filler field blank.
Table Name 49 20String M The unduplicated number of LUNCHFREER
students who are eligible to ED
participate in the Free Lunch
and Reduced Price Lunch
Programs under the National
School Lunch Act of 1946.
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
Lunch 69 15String A An indication of students’ FL – Free lunch
Program qualification for free or reduced qualified
Status price lunch. RPL – Reduced
price lunch
qualified
MISSING
Total 84 1String M An indicator that defines the N – specifies
count level (i.e., detail level, detail level
subtotal level or grand total Y – specifies a
level). subtotal or
grand total
level.
Explanation 85 200String O Submitted files will be
processed through various edit
checks. When unusual
conditions are detected,
warning errors may be issued,
even though the data may be
valid. When this occurs, an
explanation responding to the
warning may be submitted with
the data, or after files have
been processed. The U.S.
Department of Education will
verify explanations, and after
verification, accept the data.
Student 285 10Numb M If the count provided is either a
Count er subtotal or grand total, it must
be equal to or greater than the
sum of its parts.
Carriage 295 1 M
Return /
Line Feed
(CRLF)
4.3.1 Partial Record Sample for Fixed Format LEA Free and Reduced
Price Lunch File
The following text shows a portion of the header row and data rows. The highlighted
ruler line is provided to help the reader visually identify the column placement of the
data. The ruler line should not be included in submitted files.
∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0
LEA∙FREE∙AND∙REDUCED∙PRICE∙LUNCH∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙3∙∙∙∙∙∙∙∙∙EULEAPRICELNCHVER0004.TXTLEA∙F
1∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙LUNCHFREERED∙∙∙∙∙∙∙∙FL∙∙∙∙∙∙∙∙∙∙∙∙∙N∙∙∙∙∙∙
∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙LUNCHFREERED∙∙∙∙∙∙∙∙RPL∙∙∙∙∙∙∙∙∙∙∙∙N∙∙∙∙∙∙∙∙
3∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙LUNCHFREERED∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙Y∙∙∙∙∙∙
4.3.2 Partial Record Sample for Comma–Delimited File Format LEA Free and Reduced Price
Lunch File
The following text shows a portion of the header row and data rows.*
LEA FREE AND REDUCED PRICE LUNCH,3,EULEAPRICELNCHVER0004.csv,LEA Free and Reduced Price Lunch,2007-2008,¶
1,80,01,00605EUPHORIA,,LUNCHFREERED,FL,N,,100¶
2,80,01,00605EUPHORIA,,LUNCHFREERED,RPL,N,,100¶
3,80,01,00605EUPHORIA,,LUNCHFREERED,,Y,,200¶
4.3.3 Partial Record Sample for Tab–Delimited File Format LEA Free and Reduced Price Lunch
File
The following text shows a portion of the header row and data rows.*
LEA FREE AND REDUCED PRICE LUNCH>3>EULEAPRICELNCHVER0004.tab>LEA Free and Reduced Price Lunch>2007-2008>¶
1>80>01>00605EUPHORIA>>LUNCHFREERED>FL>N>>100¶
2>80>01>00605EUPHORIA>>LUNCHFREERED>RPL>N>>100¶
3>80>01>00605EUPHORIA>>LUNCHFREERED>>Y>>200¶
*
Using EXCEL will produce extraneous delimiters at the end of the header record. They will be disregarded during file processing and so will not
generate a file format error.
The header record is required and is the first record in every file submitted to the EDEN
Submission System. 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 5.1–1: Free and Reduced Price Lunch File, School Header Record
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
File Type 1 50String M Identifies the type of file being SCHOOL
submitted. FREE AND
REDUCED
PRICE LUNCH
Total 51 10Numb M The total number of Data Records
Records er contained in the file. The header
In File record is NOT included in this
count.
File 61 25String M File Name and extension are
Name provided by the SEA. The file
(Includin name should be the same as the
g file external file name. (Please see
extensio File Naming Convention in Section
n) 3.0 of this document.)
File 86 32String M Any combination of standard
Identifier characters to further identify the
file as specified by the SEA, e.g., a
date, person’s name, and version
number.
File 118 9String M Enter the Academic School Year for
Reportin which data is being reported. The
g Period required format for entering the
File Reporting Period is "CCYY–
CCYY" or "CCYY CCYY", where
either a hyphen or a space must
separate the beginning and ending
years, e.g., 2007–2008 or 2007
2008.
Filler 127 168String M Leave filler field blank.
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
Carriage 295 1 M
Return/Li
ne Feed
(CRLF)
Data Records are required and immediately follow the header record in every file
submitted to the EDEN Submission System. Data Records provide counts for the
specified categories as well as subtotals and grand totals.
Table 5.2–1: Free and Reduced Price Lunch File, School Data Record
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
File Record 1 10Numb M A sequential number assigned
Number er by the State that is unique to
each row entry within the file.
ID 559 11 2String M The two–digit Federal For a list of valid
FIPS State Information Processing FIPS State Codes,
Code Standard (FIPS) Code for the refer to the
State, District of Columbia, EDFacts
and the possessions and Workbook.
freely associated areas of the
United States (e.g., Puerto
Rico).
ID 570 13 2String M A number used to uniquely 01 – State
State identify state agencies. This Education
Agency ID cannot be updated through Agency
Number this file.
ID 4 15 14String M The identifier assigned to a
State LEA local education agency (LEA)
Identifier by the state education
agency (SEA). Also known as
State LEA ID. This data
element cannot be updated
through this file.
ID 5 29 20String M The identifier assigned to a
State school by the state education
School agency (SEA). Also known as
Identifier the State School Identification
Number. This ID cannot be
updated through this file.
Data Start
Lengt Permitted
Element Positi Type Pop Definition / Comments
h Values
Name on
Table 49 20String M The unduplicated number of LUNCHFREERED
Name students who are eligible to
participate in the Free Lunch
and Reduced Price Lunch
Programs under the National
School Lunch Act of 1946.
Lunch 69 15String A An indication of students’ FL – Free lunch
Program qualification for free or qualified
Status reduced price lunch. RPL – Reduced
price lunch
qualified
MISSING
Total 84 1String M An indicator that defines the N – specifies
count level (i.e., detail level, detail level
subtotal level or grand total Y – specifies a
level). subtotal or grand
total level.
Explanatio 85 200String O Submitted files will be
n processed through various
edit checks. When unusual
conditions are detected,
warning errors may be issued,
even though the data may be
valid. When this occurs, an
explanation responding to the
warning may be submitted
with the data, or after files
have been processed. The
U.S. Department of Education
will verify explanations, and
after verification, accept the
data.
Student 285 10Numb M If the count provided is either
Count er a subtotal or grand total, it
must be equal to or greater
than the sum of its parts.
Carriage 295 1 M
Return /
Line Feed
(CRLF)
5.3.1 Partial Record Sample for Fixed Format School Free and
Reduced Price Lunch File
The following text shows a portion of the header row and data rows. The highlighted
ruler line is provided to help the reader visually identify the column placement of the
data. The ruler line should not be included in submitted files.
∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0∙∙∙∙5∙∙∙∙0
SCHOOL∙FREE∙AND∙REDUCED∙PRICE∙LUNCH∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙6∙∙∙∙∙∙∙∙∙EUSCHPRICELNCHVER0004.TXTSCH∙F
1∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙00000000000000000100LUNCHFREERED∙∙∙∙∙∙∙∙FL∙∙∙∙∙∙∙∙∙∙∙∙∙N∙∙∙∙∙∙
2∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙00000000000000000100LUNCHFREERED∙∙∙∙∙∙∙∙RPL∙∙∙∙∙∙∙∙∙∙∙∙N∙∙∙∙∙∙
3∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙00000000000000000104LUNCHFREERED∙∙∙∙∙∙∙∙FL∙∙∙∙∙∙∙∙∙∙∙∙∙N∙∙∙∙∙∙
4∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙00000000000000000104LUNCHFREERED∙∙∙∙∙∙∙∙RPL∙∙∙∙∙∙∙∙∙∙∙∙N∙∙∙∙∙∙
5∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙00000000000000000104LUNCHFREERED∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙Y∙∙∙∙∙∙
6∙∙∙∙∙∙∙∙∙800100605EUPHORIA∙00000000000000000100LUNCHFREERED∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙∙Y∙∙∙∙∙∙
5.3.2 Partial Record Sample for Comma–Delimited File Format School Free and Reduced Price
Lunch File
The following text shows the header row and the data rows.*
SCHOOL FREE AND REDUCED PRICE LUNCH,6,EUSCHPRICELNCHVER0004.CSV,SCH Free and Reduced Price Lunch,2007-2008,¶
1,80,01,00605EUPHORIA,00000000000000000100,LUNCHFREERED,FL,N,,100¶
2,80,01,00605EUPHORIA,00000000000000000100,LUNCHFREERED,RPL,N,,100¶
3,80,01,00605EUPHORIA,00000000000000000104,LUNCHFREERED,FL,N,,100¶
4,80,01,00605EUPHORIA,00000000000000000104,LUNCHFREERED,RPL,N,,100¶
5,80,01,00605EUPHORIA,00000000000000000104,LUNCHFREERED,,Y,,200¶
6,80,01,00605EUPHORIA,00000000000000000100,LUNCHFREERED,,Y,,200¶
5.3.3 Partial Record Sample for Tab–Delimited File Format School Free and Reduced Price Lunch
File
The following text shows the header row and data rows.*
SCHOOL FREE AND REDUCED PRICE LUNCH>6>EUSCHPRICELNCHVER0004.TAB>SCH Free and Reduced Price Lunch>2007-2008>¶
1>80>01>00605EUPHORIA>00000000000000000100>LUNCHFREERED>FL>N>>100¶
2>80>01>00605EUPHORIA>00000000000000000100>LUNCHFREERED>RPL>N>>100¶
3>80>01>00605EUPHORIA>00000000000000000104>LUNCHFREERED>FL>N>>100¶
4>80>01>00605EUPHORIA>00000000000000000104>LUNCHFREERED>RPL>N>>100¶
5>80>01>00605EUPHORIA>00000000000000000104>LUNCHFREERED>>Y>>200¶
6>80>01>00605EUPHORIA>00000000000000000100>LUNCHFREERED>>Y>>200¶
*
Using EXCEL will produce extraneous delimiters at the end of the header record. They will be disregarded during file processing and so will not
generate a file format error.
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