FLORIDA DEPARTMENT OF EDUCATION
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STATE BOARD OF EDUCATION
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John L. Winn
Commissioner of Education
F. PHILIP HANDY,
Chairman
T. WILLARD FAIR,
Vice Chairman
Members
DONNA G. CALLAWAY
JULIA L. JOHNSON
ROBERTO MARTÍNEZ
PHOEBE RAULERSON
LINDA K. TAYLOR
February 1, 2005
TO: District Superintendents
FROM:
John L. Winn, Commissioner
SUBJECT: Data Processing for 2004-05 School Grades and Adequate Yearly Progress (AYP)
In order to provide a more efficient and coordinated approach to data collection as related to
school grades and AYP, the Department’s Information Services and School Grading and
Accountability Offices are collaborating and have committed to collecting the highest quality
data. The reason for this close collaboration is to ensure that the data used for the school grades
and AYP calculations are aligned with data used for other reporting purposes.
The Department has been working with District Accountability Coordinators and District MIS
contacts; they have been very cooperative and supportive through this process. We believe that
this data collection method is workable and will lead to higher quality data. It is important that
data submitted during the February Student Data Base reporting period (Survey 3) is accurate.
Because these data are what Florida bases funding and accountability calculations on, we expect
the data to be highly reviewed at the district level and accurate when submitted to the
Department. In addition, we must reduce the multiple, unnecessary data collections which
prevent a more accurate and timely release of school grades and AYP.
To meet this goal the Department provides districts with several opportunities to verify and
correct all accountability related data. However, to ensure the timely calculations of school
grades and AYP, districts must correct their data within the timeframes outlined below. The
Department will not accept corrections outside these timeframes, and uncorrected data are not
grounds for appeals. Accordingly, please note the following:
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Alternate Survey 2 data will be used in lieu of Survey 2 data for districts that were
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permitted to submit alternate Survey 2 data.
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325 W. GAINES STREET • SUITE 1514 • TALLAHASSEE, FL 32399-0400 • (850) 245-0505 • www.fldoe.org
District Superintendents
February 1, 2005
Page Two
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All corrections to Survey 3 data for accountability purposes must be completed by March
11, 2005. All relevant demographic and program fields, including race, exceptional
student education status, limited English proficient status, free and reduced lunch status,
and grade level must be finalized on Student Data Base records by March 11, 2005, to
reflect the students’ demographic characteristics as of February 11, 2005, the last day of
Survey 3 week. These are the characteristics that will be used to determine AYP
subgroups.
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Once Survey 3 data are finalized on March 11, 2005, for accountability purposes there
will be an opportunity, via a web-based tool, to submit relevant changes that occur after
Survey 3, February 11, 2005, and before the first day of FCAT reading and math testing
in your district. Fields that may be corrected are: ESE Status; ESE placement date; LEP
Status; LEP Entry Date; Free and Reduced Price Lunch Status; and School of Enrollment
(nonpublic only). Once this data are finalized, it will be used to determine how students
are included in school grades and to identify AYP subgroups.
Technical guidance will be provided to District Accountability Coordinators and District MIS
contacts. Please contact Christy Hovanetz Lassila in the Evaluation and Reporting Office if you
have questions. She can be reached at 850-245-0411 or Christy.hovanetz@fldoe.org.
