Florida Department of Education
    Education Information and Accountability Services
    The School Grades and Adequate Yearly Progress (AYP) Matching Process
    2007-08
     
    General Description
    For the purposes of inclusion in the calculation of school grades and adequate yearly
    progress, a student must be present all year. Whether a student meets this criterion is
    determined by matching the student’s Survey 3 (February) Student Demographic
    Information data record on the Student Data Base with the student’s Survey 2 (October)
    Student Demographic Information data record. Students with such a match at the school
    level are included in the school-level calculations. Students with such a match only at the
    district level are included in the adequate yearly progress district-level calculations.
     
    Matching Process
    The matching process between Survey 3 and Survey 2 data is shown in the attached
    flowchart.
     
    Matching Criteria
    Matching between Survey 3 and Survey 2 is done based upon the following data elements:
    District Number, Current Enrollment
    School Number, Current Enrollment
    Student Number Identifier, Florida
    If no match is found the Student Number Identifier-Alias, Florida is used.
    If no match is found at the school level, the match is attempted at the district level using
    District Number and Student Number or Alias Student Number.
     
    Timeline
    After the district has submitted Student Demographic Information, Prior Year
    Status/Student Attendance, and Student Course records for Survey 3, 2007-08; the district
    should request the Accountability Match files.
     
    The district can send in corrections to the data base records and re-request the
    Accountability Match files throughout the Survey 3, 2007-08 state processing period
    (February 11 through March 7, 2008).
     
    How to Request the Accountability Files
    Go to the CICS menu at North West Regional Data Center (NWRDC) and enter the
    Student Component Menu.
    Select 26, Reports for Request.
    Type in your district number, the year (0708), the survey (3) and project GQ.
    Type “S” on the line containing ACCOUNTABILITY F70548 THRU F70551.
    Put an “A” on the command line and press Enter to submit your request.
    The matching process will take place overnight and the five files can be accessed
    the next day.
    1 1/30/2008

    Florida Department of Education
    Education Information and Accountability Services
     
    Files Available
    As shown on the flowchart, five files result from the Accountability Matching process. They
    are described below:
    1. DPSdd.GQ.F70549.Y07083:
    Deleted Records File – Survey 3
    – Contains records of
    students who are not included in the Accountability process because they are private
    school students, home education students, McKay scholarship students or students
    reported but not educated in the district. Also included in this file are duplicate
    Demographic records for students with records in more than one district.
    2. DPSdd.GQ.F70586.Y07083:
    Deleted Records File – Survey 2
    – Contains same type
    of records as file F70549 above but these come from Survey 2 files.
    3. DPSdd.GQ.F70548.Y07083:
    Matched File
    – Contains records of students
    successfully matched between Survey 3 and Survey 2 at the school or district levels.
    These students, having met the criterion of being present all year, will be included in
    accountability calculations if all other criteria are met.
    4. DPSdd.GQ.F70551.Y07083:
    Unmatched Expected File
    – Contains records of
    students who did not have matching Survey 3 and Survey 2 records in the district but
    whose Prior School Status/Student Attendance information indicated that no match was
    expected for these students. That is, the Prior School Status/Student Attendance
    information indicated that the student had enrolled in the district (from outside the
    district or from a private school, etc.) after Survey 2. These students, having NOT met
    the criterion of being present all year in the district, will be excluded from district
    accountability calculations.
    5. DPSdd.GQ.F70550.Y07083:
    Unmatched Problem File
    – Contains records of
    students who did not have matching Survey 3 and Survey 2 records in the district but
    for whom such a match was expected based upon the Prior School Status/Student
    Attendance information for the student. This file also contains records for students for
    whom no match was found and the Prior School Status/Student Attendance record was
    missing. Finally, this file contains records for students for whom multiple survey 2
    matching records were located. These students, having NOT met the criterion of being
    present all year in the district (or having had multiple matched records), will be
    excluded from district accountability calculations.
     
    Note: In the file names above ‘dd’ indicates the school district number.
     
    Although schools will find all five files valuable for verifying student records for use in
    school grades and adequate yearly progress calculations, staff should pay particular
    attention to reviewing and correcting records in the Unmatched Problem file.
     
    File Format
    All five files above use the same attached file format.
     
    2 1/30/2008

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