Student Application Form

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					Student Data Updates
     Application

       Instruction Manual

              Schools

       March – April 2007




    Evaluation and Reporting Office
Introduction
• The purpose of this application is to give districts
  and schools an opportunity to:
   – Review the match made between Survey 2 and Survey
     3 and their Survey 3 student data which was finalized
     for accountability purposes through the collaboration
     between the Department of Education’s Education
     Information and Accountability Services (EIAS) and
     district MIS personnel which ended on March 9, 2007.
   – Update student status for any changes which were
     made between Survey 3 and testing.
• Data can be entered into tables on the web using
  the Student Data Edit Screen (see slide 26).
                                                             2
Process Schedule
• This application opens for updates on March 19,
  2007 and closes on April 26, 2007.
• All times are Eastern Time.
• Monday through Thursday the application closes
  for processing at 6:00 PM.
• Tuesday through Saturday the application opens
  for updating at 6:00 AM.
• Friday the application closes for processing at
  4:00 PM.
• All updates made on Saturday, Sunday and
  Monday will be processed on Monday evening.       3
Introduction
• Student data may only be updated if the changes
  occurred after Survey 3 and before FCAT testing.
   – Window: After February 9, 2007 and before February 26, 2007
   – Window for withdrawals: After February 5, 2007 and before
     February 27, 2007.
• The tables on the web with data are:
   – All Survey 3 students and fields containing data that DOE
     processed the night before.
   – Student updates awaiting processing containing all records with
     updates from uploads and the web form for that day.
• The Student List page of the Student Data Updates
  application will be available during the assessment
  corrections process in May so it can be used as a
  reference during the Assessment Corrections process.
                                                                       4
Web Application – Getting Started

• Go to https://www.fldoe.org/arm_applications/arm_login
  to get started with Student Data Updates




                                                           5
Security Warnings
                    These Security Alerts assure
                    that the Website is secure from
                    hackers. One or both may or
                    may not appear prior to the
                    login screen. If they do, click
                    “OK” for the first one and “Yes”
                    for the second.




                                                       6
Login


        1. Select the District.



        2. Select a School.


        3. Enter the Password.

        4. Click the “Login” button or Press the
           “Enter” Key on the keyboard.


                                                   7
Main Applications Menu



                    Click Student Data Updates to
                    open the application.




                                                    8
School Home Page
•     The School Home page is made up of 3 major parts. These are
      explained on subsequent slides

 1.                     District (#)   School (#)




 2.




3.




                                                                    9
 School Home Page -- Status
Section 2.
                    • Student Updates Pending
                      Processing: gives the
                      number of students pending
                      the current day’s processing.
                    • Last Update Made: gives the
                      date of the most recent
                      update made by the district
                      of school.




                                                    10
 School Home Page – Navigation
Section 1.

             District (#)   School (#)   • Click View Data/Make
                                           Updates to see all
                                           Survey 3 students and
                                           make updates.
                                         • Clicking Main
                                           Application Menu
                                           opens the main menu
                                           where you can work
                                           with other open
                                           applications.
                                         • Clicking Log Out takes
                                           you to the Login page
                                           so you can safely
                                           close the website.



                                                                 11
Student List Page – Explanation
of Links
                 Link Explanation:
                 Home – Takes you to the Home Page.
                 View Student Updates Pending
                 Processing – Shows all students for the
                 school who were updated either via a
                 district upload or through the web form
                 and are awaiting the current day’s
                 processing.
                 View Students With Errors – Shows only
                 students whose data did not pass
                 validation during upload. Records
                 updated via the web form will not
                 generate an error and will not show up
                 using this link.
                 View All Survey Three Students – Shows
                 all Survey 3 records and any updates
                 from the previous day’s input by district 12
                 or schools.
Student List Page – Explanation of
Columns                Column Explanation:
                       Latest DOE Process Date – The
                       most recent date DOE
                       processed the updated data
                       entered by the district/school.
                       Survey 2/3 Match Flag – See
                       explanation on next slide.

                       These columns will show
                       updated data made by the
                       district/school and processed
                       by DOE that night.
                       Passed 10th Grade FCAT
                       Reading/Math dates and
                       Withdrawn date process as
                       Y=Yes or N=No
                       To make updates for a student
                       click the student’s name.
                                                     13
Survey 2/3 Match Code
 • *Sv2/3 Match Flag contains a number 0 – 6
 • This flag is the result of the collaboration between EIAS, district MIS
   personnel, and Accountability Contacts which ended March 9, 2007)
 • 0 = Not Matched
 • 1 = Matched by District/School/SID
 • 2 = Matched by District/School/Alias
 • 3 = Matched by District/SID
 • 4 = Matched by District/Alias
 • 5 = Matched by SID
 • 6 = Matched by Alias

 • Students with a Match Flag of 1 or 2 will be in all school grade and school
   AYP calculations.
 • Students with a Match Flag of 1-4 will be used in all district AYP calculations
   and school AYP participation calculations.
 • Students with a Match Flag of 1-6 will be used in all State AYP calculations
   and school and district AYP participation calculations.
                                                                                 14
Error Page

             • This page lists all
               students whose data
               created a validation error
               when the district uploaded
               a file.
             • To correct the error using
               the Student Data Edit form
               click the student’s name.
             • See an explanation of how
               the “fix” these errors on
               the next four slides.




                                            15
 Web Errors and Suggestions for Correcting
                                                              How to Correct for
Field    Web Error Message         Explanation
                                                                Error
                                Either the data entered       Enter the correct 10
         Must be 10 characters.
SWD                             was not the right             character code.
         Cannot contain the
Code                            length or was not an
         letters R, W, X, or Y.
                                SWD code.
         SWD Entry Date must                                  Enter a date only if the
                                   The date entered is not
         be in YYYYMMDD                                       change occurred during
                                   in the correct format or
         format and after                                     the window and be sure
                                   is not between Survey
         Survey 3 week and                                    the date is in YYYYMMDD
                                   3 and the first day of
         before the first day of                              format.
SWD                                testing.
         testing.
Change
date                                                          Enter an SWD date if the
                                   An SWD code was
                                                              entry date falls within the
         SWD Placement date        entered but no date
                                                              window and be sure the
         cannot be blank if        was entered or the
                                                              date is in YYYYMMDD
         SWD value changed         date entered is not in
                                                              format. Otherwise delete
                                   the correct format.
                                                              the SWD code.
                                                                                            16
 Web Errors and Suggestions for Correcting

                                                                   How to Correct for
Field       Web Error Message             Explanation
                                                                   Error
            Valid Values are LY, LF,      The code entered was     Enter the correct code.
ELL Code
            LP, LZ, ZZ, or blank.         not an ELL code.
            ELL Entry Date must be in     The date entered is in   Enter a date in
            YYYYMMDD format and           the wrong format or is   YYYYMMDD format and
            after Survey 3 week and       not between Survey 3     only if the change
            before the first day of       and the first day of     occurred during the
ELL Entry   testing.                      testing                  window.
date                                      An ELL code was          Enter a date only if the
            ELL Entry Date cannot be      entered but no date      change occurred during
            blank if ELL value            was entered or the       the window and be sure
            changed.                      date is in the wrong     the date is in
                                          format.                  YYYYMMDD format.
            Valid values are 0,1, 2, 3,   A wrong code was         Enter the correct code.
FRL Code
            4, or blank.                  entered.
                                                                                              17
Web Errors and Suggestions for Correcting

                                                                How to Correct for
Field      Web Error Message             Explanation
                                                                Error
           FRL Entry Date must be in     The date entered is    Enter a date in
           YYYYMMDD format and           in the wrong format    YYYYMMDD format
           after Survey 3 week and       or is not between      and only if the change
           before the first day of       Survey 3 and the       occurred during the
FRL        testing.                      first day of testing   window.
Change
Date                                     A FRL code was         Enter a date only if the
           FRL Change Date cannot        entered but no date    change occurred
           be blank if FRL value         was entered or the     during the window and
           changed.                      date is in the wrong   be sure the date is in
                                         format.                YYYYMMDD format.
           Grade level the Student                              Enter a grade that is
Grade                                    The grade level
           was Enrolled in at the time                          from PK to 12. Be
Level at                                 entered is outside
           of current year assessment                           sure the grade level is
Time of                                  the acceptable
           must be 2 digits and must                            for the current year.
Testing                                  range.
           be PK–12 or blank.
                                                                                           18
  Web Errors and Suggestions for Correcting
                                                                       How to Correct
Field        Web Error Message            Explanation
                                                                       for Error
             Withdrawal Date must be in                                Enter the correct
                                          The date entered is not
             YYYYMMDD format and                                       date of withdrawal
Withdrawal                                in the correct format or
             after February 5, 2007 and                                and be sure it is in
Date                                      is not within the
             before before February 27,                                YYYYMMDD
                                          withdrawal date window.
             2007.                                                     format.
Date                                                                   Delete the date
             If Date Passed FCAT          DOE has already
Passed                                                                 entered for this field
             Reading is entered,          verified that this student
10th Grade                                                             and be sure it is in
             Passed FCAT Read must        has passed 10th grade
FCAT                                                                   YYYYMMDD
             equal N.                     FCAT Reading.
Reading                                                                format.
                                                                       Delete the date
Date                                      DOE has already
           If Date Passed FCAT Math                                    entered for this field
Passed                                    verified that this student
           is entered, Passed FCAT                                     and be sure it is in
10th Grade                                has passed 10th grade
           Math must equal N.                                          YYYYMMDD
FCAT Math                                 FCAT Math.
                                                                       format.
             This record was identified   This record has been         If update is needed,
All Fields                                                                                      19
             as Not Updateable. No        identified as Updateable     change
             updates can be made.         = No.                        Updateable to Yes.
Updates Pending Processing Page
                     • This page lists all
                       students with updated
                       data per day.
                     • See an explanation of
                       these fields on the next
                       four slides.
                     • Data on this page will be
                       processed, processed
                       data will be included in the
                       Survey 3 table and the
                       data cleared per day.
                     • To make updates to these
                       students click the
                       student’s name.




                                                      20
 Updateable Columns
         The status of a student who requires special instruction or related services because of a physical, mental,
         emotional, social, or learning exceptionality. It identifies the Primary Exceptionality (first character) as well as
         any other exceptionalities of the student (last 9 characters) and therefore must be a ten character string that
SWD      is padded right with Z. One or more non-Z characters can be included beginning at the left. Acceptable
Code     characters are: A-Q, S-V, Z. An example of an acceptable SWD value is LFGZZZZZZZ or ZZZZZZZZZZ if the
         student was dismissed from the special program during the applicable dates.
         Exceptionality Code Definitions:
         A - Educable Mentally Handicapped        L - Gifted
         B - Trainable Mentally Handicapped       M - Hospital/Homebound
         C - Orthopedically Impaired              N - Profoundly Mentally Handicapped
         D - Occupational Therapy                 O - Dual-Sensory Impaired
         E - Physical Therapy                     P - Autistic
         F - Speech Impaired                      Q - Severely Emotionally Disturbed
         G - Language Impaired                    S - Traumatic Brain Injured
         H - Deaf or Hard of Hearing              T - Developmentally Delayed
         I - Visually Impaired                    U - Established Conditions
         J - Emotionally Handicapped              V - Other Health Impaired
         K - Specific Learning Disabled           Z - Not Applicable
         Inclusion of SWD in school grades and AYP calculations:
         Included in School Grades proficiency calculations – F, L, and M
         Included in School Grades learning gains calculations – all Students With Disabilities (SWD) with FCAT
         scores in current year and previous year
         Included in School Grades percent tested calculations - all SWD students whose Individual Education Plan
         (IEP) does not indicate Alternative Assessment
         Included in AYP SWD subgroup proficiency and percent tested calculations – all SWD except L
SWD      The date the change was made to the student’s SWD status. If the student is entering a special program,
Code     use the placement date when the student was first enrolled in the class, course, or received services
Change   prescribed in the IEP, Family Support Plan (FSP), or Education Plan (EP). This element also reports if the             21
Date     student has been dismissed; use the date of dismissal from the special program by the SWD administrator or
         designee. The date must be after February 9, 2007 and before February 26, 2007.
Updateable Columns
            The status of a student who has been identified as an English Language Learner (ELL).
            LYThe student is an English Language Learner and is enrolled in classes specifically designed for ELL
ELL Code    students.
            LFThe student is being followed up for a two-year period after having exited from the ESOL program.
            LPThe student is in 4th-12th grades, tested fully English proficient on an aural/oral test, and is an
            English Language Learner pending the Reading and Writing assessment or the student is in K-12th
            grades, answered “yes” on the Home Language Survey question “Is a language other than English
            spoken in the Home?”, and is pending aural/oral assessment.
            LZThe student is one for whom a two-year follow-up period has been completed after the student has
            exited the ESOL program.
            ZZ Not applicable.
            Inclusion of ELL Students in school grades and AYP calculations:
            Included in School Grades proficiency calculations – All ELL students with more than 2 years in
            classes specifically designed for ELL students.
            Included in School Grades learning gains calculations – All ELL with FCAT scores in current year
            and previous year.
            Included in School Grades percent tested calculations – All ELL students not exempted from FCAT.
            Included in AYP ELL subgroup proficiency and percent tested calculations – LY and LF.
ELL Entry   The date a student entered an ESOL program. This date must be after February 9, 2007 and before
Date        February 26, 2007.




                                                                                                                    22
Updateable Columns
Free and      Lunch status is the student’s eligibility for participation in the Free, Reduced, or Full Price Lunch
Reduced       Program of the district as evidenced by submission of an application.0 – The student did not
Price Lunch   apply for free or reduced price lunch. 1 – The student applied for free or reduced price lunch but
(FRL) Code    is not eligible. 2 – The student is eligible for free lunch. 3 – The student is eligible for reduced-
              price lunch. 4 – The student is enrolled in a USDA-approved Provision 2 school.Included in AYP
              Economically Disadvantaged Subgroup – Status codes 2, 3, and 4
FRL Change    The date the change was made to the student's lunch status. This date must be after February
Date          9, 2007 and before February 26, 2007.


Grade Level   The grade of the student on February 26, 2007
at Time of
Spring
Assessment
Date Passed   The date the retained 10th grade student passed the Reading FCAT prior to the current March
10th Grade    administration. Or for a current 11th or 12th grader, the date the student passed the retake
FCAT          Reading FCAT if the date was on or before March 2006. Do not indicate a date for 11 th or 12th
Reading       graders who passed on the Summer ’06 or Fall ’06 retake. This data will be collected via a
              separate web application.
              The date the retained 10th grade student passed the Math FCAT prior to the current March
Date Passed   administration. Or for a current 11th or 12th grader, the date the student passed a Retake Math
10th Grade    FCAT if the date was on or before March 2006. Do not indicate a date for 11 th or 12th graders
FCAT Math     who passed on the Summer ’06 or Fall ’06 retake. This data will be collected via a separate web
              application.
                                                                                                                      23
Updateable Columns

Withdrawal Date   The date the student withdrew from the school. This is the first date of nonattendance due to
                  withdrawal. This date must be after February 5, 2007 and before February 27, 2007. Students
                  who withdrew from the school after February 26, 2007 will be included in the denominator of school
                  grades percent tested and AYP participation rate calculations.
                  Indicates that the student who is enrolled in or receiving services from a public school is actually
Private or Home   enrolled in a nonpublic school.
Schooled          N998 or 9998 -- Home schooled
                  N999 or 9999 -- Student is enrolled in a private school
                  This field is used by the district to identify records that do not need updating. Initially this code is
Updateable        “Y”. Records can be sorted in this field. Records that do not need updating can be identified with
                  “N”.




                                                                                                                             24
Top of Student Edit Page
 School Name and School Number




                                 • This initially identifies the
                                   Survey 3 data for the
                                   student.
                                 • After processing this page
                                   identifies updated data.
                                 • Some errors will show at
                                   the top of this page.
                                   Others will display beside
                                   the field generating the
                                   error.




                                                               25
Bottom of Student Edit Page
                      Step 1: Read and follow the
                         explanations for “Updateable
                         Columns” (slides 21-24) and “Web
                         Errors and Suggestions for
                         Correcting” (slides 16-19).
                      Step2: To make updates, type the
                         correct data in the blank or select
                         from the dropdown. Check your
                         local student database for data.
                         --An error message will appear if the
                         information is entered in an
                         incorrect format.
                      Step 3: Fix the fields with errors and
                         click “Submit” at the bottom.
                      Step 4: Once the data has been
                         submitted and validated “Thank you.
                         Your changes have been saved.” will
                         appear at the top of the page.
                      Step 5: Click “Return to Student List” at
                         the top of the page and repeat for all
                         students who need updating.              26
 School Home Page – Editing
 Complete
Section 4.            • Once all corrections have been
                        click the All Editing Complete?
                        checkbox and Submit.
                      • Submitting all editing complete
                        turns off the application for any
                        more corrections
                      • If all editing complete has been
                        submitted prematurely and more
                        corrections need to be made call
                        850-245-0411 or email
                        EVALNRPT@fldoe.org and ask
                        for the Student Data Updates
                        application to be reset.




                                                        27

				
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