Connie W. Graunke
Executive Director
Ph: (850) 245-0518
SUNCOM: 205-0518
Fax: (850) 245-9532
M E M O R A N D U M
�
TO:
District MIS Directors
FROM:
Dr. Debra Dukes, Director of Outreach & Academic Support
DATE:
July 21, 2003
SUBJECT:
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Transmission of Transcripts in Support of High School Academic Evaluations on
FACTS.org
As we gear up for another school year, this is a reminder to District MIS departments regarding
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transmission of high school transcripts in support of the
High School Academic Evaluations
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on FACTS.org.
As last year, all high school transcripts should be transmitted at least 3 times a
€
year according to the attached instructions and timeline. The submissions are made to the
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Bright Futures Scholarship System which is the repository for all the data needed to support the
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evaluations.
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If you have not submitted an end-of-the-year transmission for 2002-2003, please do so as
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soon as possible.
The first submission for the 2003-2004 school year should be made at the
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beginning of the school year as soon as student schedules are finalized (late August-early
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September).
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The evaluations have proven to be very popular with students and parents and have become a
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valuable tool for guidance counselors. The new legislative changes regarding high school
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graduation requirements and options will make access to these academic records even more
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important as we continue to look for ways to serve students better and more efficiently.
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Please see the attachment for specifics concerning how and when to make transmissions.
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If you have questions concerning FACTS.org and the High School Academic Evaluations,
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please contact Dr. Debra Dukes, debra.dukes@fldoe.org, (850) 245-0518; (SC) 205-0518.
€
Technical questions regarding the submission of transcripts should be addressed to Dianne
€
Cox, Dianne.Cox@fldoe.org, (850) 245-9754; (SC) 205-9754.
€
Attachment
DLD/yh
C:
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High School Principals
District Guidance Supervisors
District Bright Futures Representatives
Dianne Cox
Florida Center for Advising & Academic Support
€
Executive Office
. 325 West Gaines Street . Suite 1414 . Tallahassee, Florida 32399 . P(850) 245-0518 . F(850) 245-9532
€
Operations Office
. 4202 East Fowler Avenue . Suite AOC200 . Tampa, Florida 33620 . P(813) 974-6346 . F(813) 974-4205
€
www.facts.org
€
A collaborative project from the Florida Department of Education
Instructions for Submitting Transcripts in Support of the
FACTS High School Academic Evaluations
The Bright Futures Scholarship System is the repository for the data that supports the FACTS
High School Academic Evaluation Tool.
In submitting data for the FACTS High School
Academic Evaluations, school districts will follow the same procedures from last year
with which you are already familiar.
1.0 This Year’s Bright Futures Processing
This year, conduct your Bright Futures processing in the same way as last year. All FASTER
transmissions will still be sent to ‘district’ 95 (Addressed Institution
0000095
) on the FASTER
Header Record). You will still submit seniors’ transcripts to Early Evaluation processing in the
middle of the students’ senior year, and to Summer Evaluation after these students have
graduated. As with last year, transcripts must be submitted to the Practice System until the
student completes their Florida Financial Aid Application with the State Student Financial Aid
Database. None of these procedures change.
2.0 Additional Transmissions In Support of FACTS
The goal of the FACTS High School Academic Evaluation Tool is to provide students with real-
time evaluations of their progress towards scholarship qualification and university system
course admission requirements. To achieve this goal, FACTS must have access to your
students’ latest transcript information. Thus, you are asked to submit transcripts for all your
students at least 3 times per academic year:
1.
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At the beginning of the school year as soon as student schedules are finalized in
conjunction with the Schedule II Survey
(so the transcripts will include the new
classes on the students’ schedules as courses-in-progress),
2.
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At the beginning of the second semester, once semester 1 grades have been
posted and semester 2 schedules are finalized
in conjunction with the Bright Futures
Early Qualification Submission (submit semester 2 courses as courses-in-progress), and
3.
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At the end of the school year once semester 2 grades have been posted in
conjunction with the Graduation Evaluation sent for Bright Futures
(if scheduling
information for the next school year is available at this time, you may send them as
courses-in-progress).
For schools operating under the trimester or quarter systems, send transcripts at the beginning
of the school year and at the end of each term.
For your seniors, transmissions 2 and 3 above are the normal transmissions you would send at
the end of their seventh (Early Evaluation) and eighth semesters (Graduation Evaluation). The
above transmissions are supplemental to your ordinary Bright Futures submissions of
transcripts for your seniors, so
you would not need to send one transmission for Bright
Futures purposes and a separate transmission for FACTS: a single transmission will
satisfy both needs.
Submit your transcripts according to the existing FASTER addressing scheme for Bright Futures
Transcripts. The
Addressed District
field on the FASTER Header Record will continue to be
‘district’
0000095
. The values for
Addressed School
will be as follows:
Freshmen:
0670
€
Sophomores:
0570
€
Juniors:
0470
€
Seniors:
0370
(only for beginning-of-year submission)
€
Send your transcripts in exactly the same way you would submit any other Bright Futures
transcript. The Bright Futures System will respond to these transcript submissions in the normal
way. Every time you make a new submission, the system will evaluate the new or updated
transcripts and put out Cumulative and Most Recent Evaluation Reports for you to download
under the existing dataset naming convention:
Cumulative Reports:
OBF.IE.P30047.Yyyyy.S7.Ann
Most Recent Evaluations:
OBF.IE.P30048.Yyyyy.S7.Ann
Where ‘nn’ is your district number, and ‘yyyy’ is 2006 for freshmen, 2005 for sophomores, 2004
for juniors, and 2003 for seniors. Your guidance counselors will be able to use the Bright
Futures web system to review these transcript submissions as they have in past years.
Again, the transmissions you will make in support of the FACTS High School Academic
Evaluation Tool are supplemental to the Bright Futures transmissions you would normally make.
If you have any technical questions concerning FACTS transmissions to Bright Futures, please
contact Dianne Cox at Dianne.Cox@fldoe.org; (850) 245-9537; (SC) 205-9537.
