EDFacts Reports
Overview
To date, all EDFacts reports can be produced in Generate. Each report is displayed in a user-friendly format that allows you to review the data online or via an export before you create final submission files in the EDFacts file format. Exporting reports lets you share them with data stewards, data managers, or others who are responsible for the data. Each report has a corresponding CEDS Connection that identifies the required data elements and how those elements should be used to create the report. There is also a link to the EDFacts file specifications page where you can quickly access the file specification for each report.
The processes to produce and use the EDFacts reports, including how to create the submission files, are described below.
To access the EDFacts report page:
Click on the words Standard Reports from the toolbar at the top of any page in Generate
From the dropdown list, select EDFacts Reports.
From the Home page, click on the shortcut called View EDFacts Submission Reports.
Generating EDFacts Reports
The following describes the layout of the EDFacts reports page and explains how to select the various report options.
Report Options
Each report includes the following selection fields for displaying the data. The report will update as each option is selected.
Level
There are three report levels (SEA, LEA, and School), for which EDFacts reports can be generated. The availability of each report level is based on guidance found in the file specification for that report. For example, if you select C002 (Child Count), you will see Levels for SEA, LEAS, and SCHOOLS because the EDFacts file specification requires reporting at all three levels. If you select C007 (Children with Disabilities (IDEA) Reasons for Unilateral Removal), you will only see Levels for SEA and LEAS because only SEA and LEA levels are required for reporting.
To select the Level, click on the corresponding button. The SEA level is selected below.
Once selected, the report will run based on this selection.
Year
The Year field represents the available years for which the data are being reported. The year selection will coincide with the data for the school years that exist in the Generate Integrated Data Store (IDS). For example, if the data for school year 2021 has not been added to the IDS (meaning the migrations for 2021 data have not been run), there won’t be data for that school year in the report. If you select a year that doesn’t have data and run the report, a message will display that says, “No records to Display” at the bottom left side of the page as shown below.
To select a year:
Click on the Year dropdown list.
Click on the school year.
The 2021 school year is being selected below.
Once selected, the report will run based on this selection.
Category Set
Category sets will differ for each EDFacts report and are specific to the guidance found in the file specification. When a category set is selected by the user, the page will run the report based on the permitted values for that specific category, including a subtotal and/or total of the education unit if required by the EDFacts file specification. Using C002 as an example, when the user selects Category Set C, the report displays data aggregated by Racial Ethnic and by Education Environment (IDEA) SA. Screenshots showing both the 2021 EDFacts file specification and Generate report are shown below, respectively.
EDFacts File Specification
Generate Report
To select a Category:
Click on the dropdown arrow below the Category Set field.
Click on a Category Name to select it.
Category Set C is being selected below.
The report will run based on this field selection.
Reports
Available reports are listed in the dropdown box under “Report.
To run a specific report:
Click on the dropdown arrow below the Report field.
Click on a report name.
Report C002 is being selected below.
The report will display on the page. To change to a different report, select a different report name from the dropdown list.
Viewing EDFacts Reports
The layout for each EDFacts report is the same. The report page for C005 is shown below. Instructional text appears at the top of the page, and a warning about the data containing small “n” sizes is included above each report title. The warning states, “Reports that are created by Generate are intended for internal use by SEA officials. They may contain small cell sizes and should not be released to the public prior to review by your state’s disclosure review board. Some amount of disclosure avoidance may be required before this report is ready for public consumption.” For this reason, use caution when sharing these reports with others.
Reports include a title that matches the name of the EDFacts file specification and a subtitle that describes the data for the category set selected.
There are several options for using this report. You can filter the report to show data for specific LEAs or schools, export the report to Excel to share it with others for review and quality assurance, select a link to the file specification or Connection related to the report, or create the submission files. The following information describes how to filter, review, and create submission files.
Filtering Reports
Each report has a filter field that allows the user to select a specific LEA or School. The filter field allows alphabetic characters and numbers so the user can search by name or identifier.
To filter for a specific LEA or school:
Click inside the Filter field.
Enter at least two characters of the name in the field OR enter part of the identifier as shown in the screenshot below.
The system will return data based on your selection.
To clear the filter, delete the entry from the field.
Exporting Reports
The online reports in Generate can be exported into Excel so that you can share the information with others prior to submitting to EDFacts.
To export the report, click the EXPORT TO EXCEL button located above the report output on the far right as shown below.
The report opens in Excel as shown below.
Resources
Each report in Generate includes links to additional resources, as described below.
EDFacts File Specification Resource Link
A link to the EDFacts File Specification page is available on each report for quick access. To view the file specification, click on the link to the EDFacts File Specification page at the bottom left above the AEM logo. The File Specifications – EDFacts page will open in a new tab in the browser.
CEDS Connection Link
The Common Education Data Standards (CEDS) has tools to assist states with data management. CEDS Connections help users across the P20W spectrum address, define and calculate metrics and indicators. Connections are used for data requests, deconstructing policy and research questions, defining and analyzing data for Federal reporting, such as EDFacts reports, and more. Each Generate report has a corresponding CEDS Connection that identifies the elements required for the report and the procedures and analysis needed to aggregate the elements and create the report. To access the CEDS Connection that corresponds to the report, click on the Connection link located on the bottom left side of the page.
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