As part of the Department’s initiative for data quality, the Office of Evaluation and Reporting
worked with District Accountability Coordinators to correct student information for use in the
school grading and No Child Left Behind adequate yearly progress data processing. Student
records submitted for Survey 3, 2003-04 were provided to school district Accountability
Coordinators who submitted corrections on Excel spreadsheets via the Department’s web site. A
large number of errors were identified as needing corrections because of various coding
problems in the data reported. Among the many changes made to the files used in the previously
mentioned projects were changes of racial/ethnic group (Black to White, Hispanic to Black, etc.),
changes in LEP Entry Dates, changes in student ID’s, and changes in grade level and other
elements. These corrections represent not only expected changes because of students moving,
students being staffed out of or into special programs, or other normal changes between the date
certain of Survey Period 3 and the beginning of testing but a large number of errors in original
Survey 3 data as well.
325 W. GAINES STREET • SUITE 852 • TALLAHASSEE, FL 32399-0400 • (850) 245-0400 • www.fldoe.org
Because of the many changes to the web site, the files of Survey Period 3 date certain and the
files used for the School Grading process and the calculation of Adequate Yearly Progress
are out of synchronization. As such, student data updated during this process, which is also
reported via the Student Data Base during Survey Period 3, must be updated via the Student
Data Base established revision process. Many of you have begun this process and have
submitted batch updates.
In order to assist you in coordinating this revision process, a file of the changes made by the
district Accountability Coordinators via the Excel spreadsheet process referred to above has
been created and is available for downloading from North West Regional Data Center
(NWRDC). The file name is DPSxx.EF.MEMFIX.Y0304, where xx is the district number.
A layout of this file is attached to this memorandum.
The file contains the key data items (items 1-7) originally submitted on the Student Data
Base in Survey 3, 2003-04 and corrections submitted via the Excel spreadsheet to the
accountability system.
Please review the records in the downloaded file and identify any corrections that need to be
made to Survey 3, 2003-04 data records on the Student Data Base. Submit those corrections
via the regular Student Data Base update process.
Again, note that changes should only be made to make the Student Data Base records correct
as of “date certain” of survey week. Changes that occurred between “date certain” of survey
3 and the date of administration of the Florida Comprehensive Assessment Test (FCAT),
such as a student being placed into exceptional student education, should not be changed on
the Student Data Base because the data on the Student Data Base represents the status of the
student as of “date certain” in survey week.
We will be editing the data submitted and will be recalculating the FTE information for
Survey Period 3. Changes reflected in the information will be used for recalculating your
district’s FEFP information and will be submitted to the Office of Funding and Financial
Reporting for their use.
Please note that the Racial/ethnic Category code should match the category designated by the
parent/guardian.
Thank you for your attention to this activity. If you have questions please contact the
Education Information Services Student Data Base contact for your district.
Char.
the student is officially enrolled for graduation. See DOE
codes.
school year.
School ID File.
education setting.
ten character code used to uniquely identify a student.
vocational students.
followed by a “X”.
method statewide.
FLORIDA DEPARTMENT OF EDUCATION
First 2 Digits
NN
For any student entering a Florida school
district for the first time who does not have
a social security number, the first two digits
will represent the district of initial entry into
the Florida School System.
Last 8 Digits
NNNNNNNN
The last eight digits are district-defined in
such a way as to result in a unique student
number within the district where the
number is originally assigned.
See Data Element Number 175625 of the DOE Information
Data Base Requirements: Volume I -- Automated Student
Information System for more information.
4 17-36
20
A/N/L
Last Name
5 37-51
15
A/N/L
First
Name
6 52-53
2
A/N
Grade
Level
The student’s current grade level placement or the grade
level for which data are being reported.
Code
Grade or Level
PK
Prekindergarten
KG
Kindergarten
01-12
First through Twelfth Grade
23
Student eligible for Certificate of Completion at
the end of grade 12 who elects to remain in a
remedial program for one additional school
year.
30
Adult, Non-High School Graduate
31
Adult, High School Graduate
If a student is in an ungraded setting, assign the student to
the grade in which he or she would normally be enrolled.
7 54-61
8 N
Birth
Date
The numeric representation of the date on which the
student was born.
YYYYMMDD
Example: 19691201 = December 1, 1969
8 62-71
10
A
Exceptionality
A code to identify each exceptionality including the primary
exceptionality and all other exceptionalities for any child or
youth enrolled in or eligible for enrollment in the public
schools of a district who requires special instruction of
related services to take full advantage of or respond to
educational programs and opportunities because of a
physical, mental, emotional, social or learning
exceptionality. The codes to be used follow:
Page 2 of 6
FLORIDA DEPARTMENT OF EDUCATION
Code
Exceptionality
A Educable Mentally Handicapped
B
Trainable Mentally Handicapped
C
Orthopedically
Impaired
D
Occupational
Therapy
E
Physical
Therapy
F
Speech Impaired
G
Language
Impaired
H
Deaf or Hard of Hearing
I
Visually
Impaired
J
Emotionally
Handicapped
K
Specific Learning Disabled
L
Gifted
M
Hospital/Homebound
N
Profoundly Mentally Handicapped
O
Dual-Sensory
Impaired
P
Autistic
Q
Severely Emotionally Disturbed
S
Traumatic Brain Injured
T
Developmentally
Delayed
U
Established
Conditions
V
Other Health Impaired
Z
Not Applicable
This is a ten character string that is padded right with Z.
One or more non-Z character are included beginning at the
left.
9
72-79
8
A/N
Exceptional Student Eligibility Determination Date
The date the eligibility or ineligibility determination for each
ESE program was verified by the ESE administrator or
designee. This occurs after eligibility staffing that is
documented by a staffing report in which the staffing
committee made a recommendation regarding the student’s
eligibility or ineligibility.
YYYYMMDD
Date eligibility determination
Example:
19861001 = October 1, 1986
10
80-81
2
A
Limited English Proficient, PK – 12
Using the definitions and the codes listed, indicate the
status of the student who has been identified as a Limited
English Proficient (LEP) student. A Limited English
Proficient student is one who:
Was not born in the U.S. and whose native language is
other than English; or
Was born in the U.S. but who comes from a home in
which a language other than English is most relied upon
for communication; or
Is an American Indian or Alaskan Native and comes from
a home in which a language other than English has had a
significant impact on his or her level of English language
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FLORIDA DEPARTMENT OF EDUCATION
proficiency; and
Who as a result of the above has sufficient difficulty
speaking, reading, writing or understanding the English
language to deny him or her the opportunity to learn
successfully in classrooms in which the language of
instruction is English.
Code
Definition
LY
The student is Limited English Proficient and is
enrolled in classes specifically designed for
LEP students.
Code
Definition
LN
The student is Limited English Proficient and is
not enrolled in classes specifically designed for
LEP students.
LF The student is being followed up for a two
year period after having exited from the
ESOL program.
LP
The student is in 4th-12th grade, tested fully
English proficient on an Aural/Oral Test and is
Limited English Proficient pending the Reading
and Writing Assessment or the student is in K-
12th grade, answered “yes” on the Home
Language Survey question “Is a language
other than English spoken in the home?” and is
pending aural/oral assessment.
LZ
The 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.
11 83-89
8
A/N
Limited English Proficient: Entry Date
The initial date a student entered an ESOL program.
YYYYMMDD Entry
Date
Example:
19910118 = January 18, 1991
12 90-97
8
A/N
Withdrawal Date
Withdrawal date is the calendar date of a PK-12 student’s
actual withdrawal from a school, district, or Home Education
program.
YYYYMMDD
Example: 19691201 = December 1, 1969
13 98-101
4
A/N/R
Corrected School Number, Current Enrollment
The state assigned four digit school number in which the
student is officially enrolled for graduation during the current
school year.
Number
Definition
0001-9899
District school sites assigned a
unique number in the state Master
Page 4 of 6
FLORIDA DEPARTMENT OF EDUCATION
School ID File.
N998
DPS/MIS reporting number for home
education setting.
N999
DPS/MIS reporting number for
out-of-state or PK-12 non-public
in-state schools.
14 102
1
A
Racial/Ethnic
Category
Racial/ethnic group to which the student belongs or with
which the student identifies:
Code
Definition
W
White, Non-Hispanic: Persons having origins
in any of the original peoples of Europe, North
Africa or the Middle East.
B
Black, Non-Hispanic: Persons having origins
in any of the black racial groups of Africa.
H
Hispanic: Persons of Mexican, Puerto Rican,
Cuban, Central or South American or other
Spanish culture or origin regardless of race.
A
Asian or Pacific Islander: Persons having
origins in any of the original peoples of the Far
East, Southeast Asia, the Pacific Islands or the
Indian subcontinent. This area includes for
example, China, India, Japan, Korea, the
Philippine Islands and Samoa.
I
American Indian or Alaskan Native: Persons
having origins in any of the original peoples of
North America, and who maintain cultural
identification through tribal affiliation or
community recognition.
M
Multiracial: Persons having parents of different
racial/ethnic categories.
15 103
1
A/N
Lunch
Status
Lunch status is defined as the student’s eligibility for
participation in the Free, Reduced or Full Price Lunch
Program of the district as evidenced by submission of
an application.
CODE DEFINITION
0
The student
did not apply
for free or reduced price
lunch.
1
The student
applied
for free or reduced price lunch
but is not eligible.
Page 5 of 6
FLORIDA DEPARTMENT OF EDUCATION
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
.
6
The student
is eligible for free meals
based on
direct certification which is the automatic approval for
free meals but declines the free meals.
7
The student
is eligible for free lunch
, but the
information may not be used for verifying eligibility for
other programs such as the Federal Title I program.
8
The student
is eligible for reduced-price lunch
, but
the information may not be used for verifying eligibility
for other programs such as the Federal Title I program.
9
The student
is eligible for free meals
based on direct
certification which is the automatic approval for free meals.
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