____________________________________________________________________________________________________________________
FLORIDA DEPARTMENT OF EDUCATION
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STATE BOARD OF EDUCATION
John L. Winn
Commissioner of Education
F. PHILIP HANDY,
Chairman
T. WILLARD FAIR,
Vice Chairman
Members
DONNA G. CALLAWAY
ROBERTO MARTÍNEZ
PHOEBE RAULERSON
LINDA K. TAYLOR
January 6, 2006
INCREASING THE QUANTITY AND IMPROVING THE
QUALITY OF EDUCATION OPTIONS
M E M O R A N D U M
TO:
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District Superintendents
FROM:
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Lavan Dukes, Chief
Bureau of Education Information and Accountability Services
Virginia Gentles, Executive Director
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Office of Independent Education and Parental Choice
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SUBJECT:
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Enrollment Verification of McKay and Opportunity Scholarship Students – February
2006 Payment
Thank you for working with us to improve the accountability measures within the scholarship programs
in support of our mission to increase the quantity and improve the quality of educational options for
Florida’s parents. The following verification process was introduced in April 2005 to ensure that
scholarship payments were issued only to students participating in eligible private schools. This process
will occur for each scholarship payment in the McKay and Opportunity Scholarship Programs, and your
assistance is needed to make this happen. Your Management Information Systems administrator received
the following information on Tuesday, January 3, 2006.
Prior to each payment period, a file is posted at the Northwest Regional Data Center (NWRDC)
identifying the students in your district for whom scholarship payments will be issued. Each district
must compare this file to the district’s student enrollment and attendance records and indicate whether
or not each student is enrolled in a public school in the district.
•
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If the student is currently enrolled in a public school in your district, provide the date the
student was enrolled or re-enrolled in your school district.
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If the student is not currently enrolled in a public school in your district but was enrolled in
the past, provide the student’s withdrawal date from your school district.
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If the student was never enrolled in your school district, place all nines in both the
Enrollment/Re-enrollment Date and Withdrawal Date fields.
VIRGINIA GENTLES
Executive Director
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Office of Independent Education and Parental Choice
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325 W. GAINES STREET • SUITE 522 • TALLAHASSEE, FL 32399-0400 • (850) 245-0502 • Fax (850) 245-0875
Enrollment Verification
Page 2
The file for February 1 scholarship payments is currently available at NWRDC
.
This file must
be completed and returned to NWRDC no later than 4:00 p.m., Friday, January 13, 2006.
The dataset name for this prepayment verification file is
DPSxx.GQ.F70561.Y05063
(where xx is
your district number) and the file format is attached. Students participating in the McKay Scholarship
Program have a School Code of 3518 and students participating in the Opportunity Scholarship
Program have a School Code of 3818.
Dates should be entered as MMDDYYYY. Each student record should have either an enrollment/re-
enrollment date or a withdrawal date unless the student was never enrolled in your school district.
After all dates have been entered, submit the file to NWRDC under the filename
DPSxx.GQ.F70571.Y05063
(where xx is your district number).
The attached form letter, which certifies the attendance/nonattendance information contained in
the submitted file, must be signed by the superintendent or designee and submitted no later than
5:00 p.m., January 13, 2006.
Any students identified as being enrolled in public school will be removed from the payment file,
unless the student has been in attendance at a private school for at least 10 days during the
payment period. The February scholarship payment period covers January 1 – March 13, 2006.
If you have any questions regarding the file, please contact Harold McLeod, Education
Information Services, at (850) 245-0400 or harold.mcleod@fldoe.org. If you have questions
regarding scholarship payments or payment periods, please contact the information hotline at 1-
800-447-1636.
After all students are verified, the superintendent signs the attached certification letter. Thank you for
your continued support in improving the accountability of the scholarship programs.
LD/VG/ca
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DISTRICT CERTIFICATION FOR
FEBRUARY 1, 2006 SCHOLARSHIP PAYMENTS
ATTENTION: MIKE CARPENTER
Due Date: January 13, 2006
Fax Number: (850) 245-0875
Suncom: 205-0875
Date: _______________
Mr. Mike Carpenter
Florida Department of Education
Office of Independent Education and Parental Choice
325 W. Gaines Street, Room 522
Tallahassee, Florida 32399-0400
Dear Mr. Carpenter:
This letter certifies the attendance/nonattendance of students in file
DPSxx.GQ.F70571.Y05063 for students identified as eligible for the February McKay/OSP
scholarship payments for _______________ County School District.
Sincerely,
Signature of Superintendent
Florida Department of Education
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Education Information and Accountability Services
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2005-2006 McKay/OSP Prepayment Verification Format
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1. This format is used for the verification of eligibility of students who receive
McKay or Opportunity Scholarships - prior to the payment of the scholarship
each quarter.
2. DATASET
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NAMES: The dataset names of the files produced by the
Department of Education are DPSxx.GQ.F70561.Yyyyys for payment 1 and
DPSxx.GQ.F70562.Yyyyys for payment 2 where ‘xx’ indicates the district
number, ‘yyyy’ indicates the school year and ‘s’ indicates the survey period (2
for October or 3 for February). The school district response to the pre-
payment verification uses file names DPSxx.GQ.F70571.Yyyyys for payment
1 and DPSxx.GQ.F70572.Yyyyys for payment 2 where ‘xx’ indicates the
district number, ‘yyyy’ indicates the school year and ‘s’ indicates the survey
period (2 for October or 3 for February).
3. ENTRY (RE-ENTRY) DATE and WITHDRAWAL DATE:
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The initial pre-
payment eligibility verification files will contain blanks in these date fields.
School districts will insert either an Entry (Re-entry) Date or a Withdrawal
Date (not both) and return the file to NWRDC under the appropriate file name.
All date fields should be in the MMDDYYYY format. The dates must be valid
dates greater than (after) May 1, 2000.
4. STUDENTS NEVER ENROLLED:
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For students never enrolled in the school
district all nines (99999999) should be entered in both the Entry (Re-entry)
Date and Withdrawal Date fields.
5. If any record was transmitted in error or needs to be revised, the current file at
North West Regional Data Center (NWRDC) must be deleted and an entire
new file must be re-submitted.
6. CONTACT INFORMATION:
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Questions regarding this data collection activity
should be directed to Harold McLeod, Program Specialist at Suncom 205-
0400, (850) 245-0400, or Harold.Mcleod@fldoe.org
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Florida Department of Education
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Education Information and Accountability Services
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2005-2006 MCKAY/OSP PREPAYMENT VERIFICATION
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FIELD CHARACTERISTICS:
A
A/N
N
Z
P
R
L
=
=
=
=
=
=
=
Alphabetic only
Alphanumeric
Numeric only
Zoned Numeric
Packed decimal
Right justified, leading zeros
Left justified
Record Length _160__
Block Size __32640____
Dataset Names
DPSxx.GQ.F70561.Yyyyys
DPSxx.GQ.F70562.Yyyyys
DPSxx.GQ.F70571.Yyyyys
DPSxx.GQ.F70572.Yyyyys
Effective Date
October 2005
Item
Number
From-To
Size
Field
Char.
Field Description
1
1-2
2
N
District Number, Current Enrollment
The two digit number for the school district receiving or
submitting the data.
2 3-14
12
A/N
District
Name
The name of the school district receiving or submitting the
data.
3
15-18
4
A/N
Private School Number
The state assigned four digit school number (0001-9899) for
the private school the student attends.
4
19-61
43
A/N
Private School Name
The name of the private school the student attends.
5 62-71
10
A/N
Student
Number Identifier, Florida
A ten-character code used to uniquely identify a student.
See the Automated Student Data Base manual for a more
detailed explanation.
6
72-88
17
A/N/L
Student Last Name
The student’s last name.
7
89-100
12
A/N/L
Student First Name
The student’s first name.
8 101-102
2 A/N
Grade
Level
The student’s current grade level placement:
Code
Definition
PK
Prekindergarten
KG
Kindergarten
01-12
First through twelfth grades
2
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Florida Department of Education
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Education Information and Accountability Services
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2005-2006 MCKAY/OSP PREPAYMENT VERIFICATION
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Item
Number
From-To
Size
Field
Char.
Field Description
9
103-105
3
N
FEFP Program Number - First
The number of the Florida Education Finance Program in
which the student earns FTE.
10
106-109
4
N
Class Hours, Weekly - First
The actual number of instructional membership hours during
the week for which the student is enrolled for the designated
FEFP Program Number.
Two decimal places implied.
Example: 2500 = 25 hours per week.
11
110-111
2
N
FTE Earned - First
The two-decimal numeric value for the FTE earned under the
Florida Education Finance Program (FEFP) by the student.
12
112-114
3
N
FEFP Program Number - Second
The number of the Florida Education Finance Program in
which a student earns FTE.
13
115-118
4
N
Class Hours, Weekly - Second
The actual number of instructional membership hours during
the week for which the student is enrolled for the designated
FEFP Program Number.
Two decimal places implied.
Example: 2500 = 25 hours per week.
14
119-120
2
N
FTE Earned - Second
The two-decimal numeric value for the FTE earned under the
Florida Education Finance Program (FEFP) by the student.
15 121-126 6 A/N
Record
ID
DOE-assigned
identification number for this record.
16 127-130 4 A/N
School
Code
Code 3518:
Student is participating in the McKay
Scholarship Program.
Code 3818:
Student is participating in the Opportunity
Scholarship Program.
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Florida Department of Education
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Education Information and Accountability Services
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2005-2006 MCKAY/OSP PREPAYMENT VERIFICATION
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Item
Number
From-To
Size
Field
Char.
Field Description
17
131-138
8
A/N
Entry (Re-entry) Date
Date (MMDDYYYY) of the student’s entry or re-entry into a
public school in the district. If the student subsequently
withdrew from the district, leave this field blank. If the
student has never been enrolled in the district, place all
nines (99999999) in this field.
18 139-146
8 A/N
Withdrawal
Date
Date (MMDDYYYY) of the student’s withdrawal from the
school district. If the student is currently enrolled in a public
school in the district, leave this field blank. If the student has
never been enrolled in the district, place all nines
(99999999) in this field.
19 147-160
14
A/N
Filler
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