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.
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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.
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