200809 SURVEY 5 REPORTING TIPS

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2008-09 SURVEY 5 REPORTING TIPS
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Purposes

• Identify dates for processing
• Identify required formats for reporting
• Identify common reporting issues
• Identify changes for 2008-09 reporting

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Reporting Dates

• Survey 5, 2008-09
• Due Date August 7, 2009
• State Processing August 3 September 4, 2009
• Final Update/Amendment Date February 28, 2010

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Reporting Dates

• Survey 5, 2009-10
• Due Date August 6, 2010
• State Processing August 2 September 3, 2010
• Final Update/Amendment Date February 28, 2011

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Formats Required

• Formats that are to be reported are
• A complete listing of required formats is found
  in Appendix J of the User Manual.
• Formats that are not reported are
• Student Course
• Teacher Course
• Responsible Instructor
• Student Transportation

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Who to Report

• For reporting period 5 submit this record for any
  student
• who was in membership at any time during the
  school year,
• who was expected to attend school but did not
  enter as expected,
• for whom a Diploma Type of W43, W45 or W52 is
  being reported on the Student End of Year Status
  record,

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Who to Report Continued

• For reporting period 5 submit this record for any
  student
• who was identified as migrant ages 3-21, was not
  enrolled in school and has not graduated from
  high school,
• who has been identified as disabled and received
  services at a private school from the public
  school district, and
• who participated in a Title I program at a
  private school.

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Who to Report Continued

• No records are needed in Survey 5 for
• McKay Scholarship students unless they attended a
  course in the school district.
• Home Education students unless they also received
  instruction in the school district.
• Private School students unless they also received
  instruction in the school district or had a
  services plan.

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Reporting Tips

• Student Demographic Format
• Report only one student demographic record for
  each student.
• Graduation Options All students should have a
  code reported on the Student Demographic format.
  Codes 1-8 are to be reported for students
  enrolled in grades 9-12, and Code Z is the
  default for all students not in 9-12. The codes
  are used to distinguish between standard or
  accelerated option/curriculum plans for
  graduation.

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Reporting Tips

• Student Demographic Format
• Lunch Status Report a student as eligible for
  free or reduced price lunch if the student was
  eligible at any time during the school year.
• English Language Learners, PK-12 Report the
  students status at the end of the school year or
  at the time the student withdrew from school. Do
  not report ZZ for a student just because the
  student transferred out of the district.

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Reporting Tips Continued

• End of Year Status Format
• Postsecondary Plans Report for all students
  eligible to receive a Standard Diploma, Special
  Diploma, Certificate of Completion, or Special
  Certificate of Completion.
• Dropout Prevention Primary Reason for Dropping
  Out of School one response collected from
  dropouts in Exit Interviews.
• Dropout Prevention Secondary Reason for Dropping
  Out of School one response collected from
  dropouts in Exit Interviews
• Dropout Prevention Possible Influences A-I
  Multiple responses from dropouts collected at
  Exit Interviews
• New Data Element 0910 - .Dropout Prevention
  Actions Taken multiple responses from dropouts
  collected at Exit Interviews

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Reporting Tips Continued

• End of Year Status Format Continued
• Number of End of Year Status records Two
  Student End of Year Status records may be
  submitted for a student. This can occur when a
  high school student leaves the PK-12 program and
  receives an Adult Standard High School Diploma
  (Diploma Type W43, W52, or W53) or a State of
  Florida Diploma (GED) (Diploma Type W45). In this
  instance, one End of Year Status record will be
  submitted with Grade Level PK-12 and one with
  Grade Level 30-31.

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Reporting Tips Continued

• End of Year Status Format Continued
• Grade Promotion Status
• Codes A, P, and R are used for the majority of
  students.
• Use code P for students who earned a diploma or
  certificate at any time during the school year.
• Code Z should only be used for PK students not
  promoted to KG, students not promoted in
  continuous progress schools, District 71
  students, or grade 30 or 31 students.

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Reporting Tips Continued

• End of Year Status Format Continued
• Grade Promotion Status
• Code N should only be used for students not
  enrolled at the end of the school year.
• Code D should only be used for disabled students
  who opt to remain in school or non-disabled
  students who are returning for one additional
  year. See Additional School Year TAP link below.

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Reporting Tips Continued

• End of Year Status Format Continued
• Good Cause Reported for third grade students
  who did not meet the requirements for promotion,
  were assigned promotion Code A, and were promoted
  based on exceptions or special circumstances as
  defined in 1008.25(6) Florida Statutes.

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Reporting Tips Continued

• Prior School Status/Student Attendance Format
• Prior School Status/Student Attendance records --
  Submit this record for each PK-12 student who was
  in membership in any school or enrolled in any
  course in the district from the first day of the
  school year to the last day of the survey period
  as well as any student who withdrew between
  school years. Students in School Number, Current
  Enrollment N998 and N999 should be reported. A
  separate record must be submitted for each school
  of enrollment and each entry/reentry date.

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Reporting Tips Continued

• Prior School Status/Student Attendance Format
  Continued
• Attendance Days Present, Annual Days Absent,
  Annual and Days Absent, Annual not Related to
  Disciple. (See Attendance 101 presentation for
  details)
• Withdrawal Codes Withdrawal Reason Diploma,
  Type and Certificate of Completion, Type
  Verify that the Withdrawal Code reported on Prior
  School is the same as the Withdrawal Reason
  Diploma, Type or Certificate of Completion, Type
  reported on End of Year Status. See Appendix A
  for a complete listing.
• Withdrawal Date The latest withdrawal date
  should be reported for all students in grades
  PK-12.

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Reporting Tips Continued

• Student Assessment Format
• Records to be sent--Districts will only submit
  student assessment records during Survey 5 for
  students in KG-12 membership who have been
  targeted for reading intervention consistent with
  the districts K-12 Comprehensive Reading Plan.
  Send only assessment information that has not
  been sent in a previous reporting period and only
  assessment information that is not being reported
  via the Progress Monitoring and Reporting Network
  (PMRN).
• The requirement to send standardized assessment
  scores for all students in grades KG-03 who took
  a standardized test in Reading Comprehension or
  Math Problem Solving or both has been eliminated
  for 2008-09.

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Reporting Tips Continued

• Federal Reporting Concerns
• Special attention should be given to accurate
  reporting of these elements.
• Incident, Injury-Relatednew SESIR element for
  2008-09.
• Weapon Description and Weapon Related SESIR
  elements.

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Other Changes for 2008-09

• Student Course Transcript Information Format
• Course Flag Added Additional Credit Courses
  This is only for one district piloting this
  program in 0809.
• Course, State Subject Area Requirements
• Added code SV (Half Science and Half
  Vocational)
• Added code PA (Practical Arts with artistic
  content)
• Redefined code VO from Vocational (either
  Practical Arts Vocational or Exploratory
  Vocational) to Career Technical (excluding
  courses coded PA)

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Helpful Links

• Appendix A Attendance Recordkeeping Required
  Codes for Grade PK-12 Students http//www.fldoe.or
  g/eias/dataweb/database_0809/appenda.pdf
• Appendix B Attendance Recordkeeping Required
  Codes for Adult Students http//www.fldoe.org/eias
  /dataweb/database_0809/appendb.pdf
• Automated Student Attendance Recordkeeping System
  Handbook http//www.fldoe.org/eias/dataweb/atdm.pd
  f

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Helpful Links Continued

• Appendix J Reporting Format Schedule
  http//www.fldoe.org/eias/dataweb/database_0708/ap
  pj0708.pdf
• Automated Student Information System Database
  Requirements http//www.fldoe.org/eias/dataweb/stu
  dent_0809.asp

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Helpful Links Continued

• Coding Students Who Remain in School Beyond the
  Initial Year of Completionhttp//www.fldoe.org/ei
  as/dataweb/tech/coding.pdf
• DOE Database Workshop Presentations
  http//www.fldoe.org/eias/databaseworkshop/present
  ations.asp

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Follow Up Question and Answer Session

• Submit Questions to
• dbweias_at_fldoe.org
• Or call
• [phone]