The end is in sight!!! 2015-16 Accountability Corrections Assessment Matching The end is in sight!!!

What to update and where? Student Data Updates Prior Year Assessment Matching College and Career Acceleration School Types Assessment Matching School Team HS School Team Administrator Only ESE/SWD, ELL, FRL, & grade level changes Withdrawals EOC Rosters Prior Year assessment corrections 2014-15 Graduates missing acceleration data Update contact information & school type Selection of School Grade or School Improvement Rating Current year assessment corrections Completed! Deadline: 6/24/2016

Website & Access Website: Accountability Web Application Link: http://app4.fldoe.org/ARM_Applications/ARM_Login/default.aspx Passwords were sent to principals May 12th or May 13th from Rachel Benning or Heather Wright Website automatically updates, available 24/7

Accessing the Website Select ‘Polk’ as district Website will refresh Select your school from the ‘School’ dropdown Listed in order of school number Enter password e-mailed to your principal May 12th or 13th

Accessing the Website Select the appropriate application to complete corrections

Purpose of Assessment Matching Matching assessment data to students in the Student Data Updates file Removing duplicate records

Why are corrections necessary? Mismatched student ID numbers State uses ‘State ID Number’, usually social with ‘X’ at the end Polk uses local ID number, beginning with ‘53’ Misspelled names Causes DOE system to question match of assessment record to Survey 3 record

Students Not Appearing Matching assessment records to students from Survey 3 Can ONLY match assessments to students from Survey 3 Anyone who entered your school AFTER Survey 3 will NOT be able to be matched

Students Not Appearing You will have UNMATCHED records for any student who entered your school AFTER Survey 3 These students do NOT count toward School Grades YOU CANNOT UPDATE THESE RECORDS

Assessment Data Corrections Select the assessment subject Page will refresh with roster

The Tabs Records Needing Corrections Duplicate Records Records with Upload Errors WILL ALWAYS BE BLANK Records Not Needing Corrections All Records

NO UPLOAD ERRORS ≠ NO CORRECTIONS Errors vs. Corrections Records with Upload Errors WILL ALWAYS BE BLANK Work done by district Records Needing Corrections Records still missing prior year information Schools will complete, if able NO UPLOAD ERRORS ≠ NO CORRECTIONS

Most Frequent Question: My ‘Records with Upload Errors’ is blank, does that mean that I’m done? No! No! No! No! No! No! No!

Exporting Data Click ‘Reports’ to export all Records Needing Corrections, Duplicates, and Records Not Needing Corrections Select Subject and Report Type

Exporting Data Click on disk icon Select Excel

Match Codes Explained Y V N C D Code Explanation Record cannot be corrected because it is considered matched V Need to verify record’s information by checking Student Data Updates N Assessment has NOT been matched, enter correct Membership District School, and SID information C Record has been verified by district/school as matched and can still be edited (if necessary) D Record has been identified by district/school as a DUPLICATE to be dropped and can still be edited (if necessary)

Records Needing Corrections Occurs when assessment information does not match membership information

Records Needing Corrections Sorted by Match Code Match Code N Enter correct Membership District, School, and SID (if possible) Match Code V or C Verify that the Membership District, School, and SID are correct Make update(s) in student records

Match Codes Schools should review these records to verify assessment record is matched to correct student from membership Schools CAN manually change these codes to Ys V and C codes will AUTOMATICALLY become Ys if nothing is done

Records Needing Correction Use exported Student Data Updates information to compare the information If school did not download a copy of Student Data Updates, check your school’s AAE share folder on Monday, June 20 for a file called “StudentUpdateXXXX” where XXXX is your school’s number. They will be uploaded throughout the day on Monday. In most V cases students are the same, mismatches occur due to different student ID numbers

Updating Student Records Individual student record divided into two areas Gray area: information that cannot be changed Information from Survey 3 Contains information displayed on front page Blue area: correctable fields Make all edits in this section When finished with updates, click “Submit” at bottom of page

Updating Student Records For V and C records, if the Membership information (District, School, SID) is correct Enter “Yes” into Verify Membership/Assessment Match Submit

Updating Student Records For V and C records, if the Membership information (District, School, SID) is NOT correct Enter “No” into Verify Membership/Assessment Match Enter the correct SID, District & School Information Submit

Updating Student Records For N records, Membership information (District, School, SID) is blank and needs to be entered Enter the correct SID, District & School Information Submit

Identifying Duplicates On Duplicate Records tab More than 1 student with same Assessment SID Click on “Assessment SID” to put in ascending order Will group all duplicates together Note: Not all schools will have duplicate records

Which is the duplicate? If both records belong to the same student and one has a Match Code of Y and the other a code of N: Enter “Yes” in the Drop This Duplicate Record for the student with the N code (this is an invalid test) Submit

Which is the duplicate? If both records belong to the same student and one has a Match Code of V or C and the other a code of N: Determine which assessment record is correct

Updating duplicate records If the record with the Match Code of V is correct: Determine if Membership Information (District, School, SID) is correct If Membership Information is correct Enter “Yes” in Verify Membership/Assessment Match Enter “No” in Drop this Duplicate Submit In record with Match Code N (aka the other record) Enter “Yes” in Drop this Duplicate

Updating duplicate records Record with match code V: Record with match code N:

Updating duplicate records If Membership Information is incorrect: Enter “No” in Verify Membership/Assessment Match Enter correct District, School, and SID information Enter “No” in Drop this Duplicate Submit In record with Match Code N (aka the other record): Enter “Yes” in Drop this Duplicate

Updating duplicate records Record with match code V: Record with match code N:

Identifying duplicate records If the record with the Match Code of N is correct: Enter “No” in Verify Membership/Assessment Match Enter correct Membership Information (District, School, SID) if available Enter “No” in Drop this Duplicate Record Submit In record with Match Code V (aka the other record): Enter “Yes” in Drop this Duplicate

Updating duplicate records Record with match code N: Record with match code V:

Two records with match code N If there are multiple duplicate records with Assessment Match Code N: Determine which record is correct In correct record: Enter correct Membership Information (District, School, SID) Enter “No” in Drop this Duplicate Record Submit In incorrect record: Enter “Yes” in Drop this Duplicate Record

Updating duplicate records Correct assessment record: Incorrect assessment record:

Duplicate Records: FSA ELA District searched FSA ELA Duplicate records (records put into your school’s AAE share folder if applicable – called XXXXELADuplicates (XXXX = School #) Because FSA ELA is given in 2 sessions (Writing & Reading), it is different from the other tests Some students took Writing portion for one grade level and Reading portion for another grade level These students will not have a score due to the misadministration You should still match them to at least one of these records (the one taken at the correct grade level) in order to get points in your participation/percent tested category Some students took Writing portion online and Reading portion paper-based (or vice versa) Make sure these students are matched to both records. Contact Heather Himes to submit a score inquiry, so that these students’ scores can be matched in order to receive their FSA ELA score.

Duplicate Records: FSA ELA How to tell if a student took the writing portion as a different grade level from the reading portion: Look at the FSA ELA duplicate records file in OneDrive If you don’t have a duplicate records file, look at the individual student score reports that you downloaded from the FSA reporting system. You will see different levels of tested grade and a different test name for writing vs. reading:

Duplicate Records: FSA ELA How to tell if a student took one portion online and one portion paper-based: Look at the FSA ELA duplicate records file in OneDrive If you don’t have a duplicate records file, look at the individual student score reports that you downloaded from the FSA reporting system. You will see a flag for P (paper-based) for one test record and a flag of O (online) for the second test record Contact Heather Himes to initiate a score inquiry for this student!!!

Correctable You DO NOT have to change “Correctable” from “Yes” to “No” if no updates need to be made After record has been successfully updated, click “Return to Student List” to move onto the next record

Submit Updates Once you have added your information, click “Submit” at bottom of page If update has been accepted, a new window will pop up to confirm success Click “OK” to close window

Reminders If Verify Membership/Assessment Match is “Yes” YOU CANNOT ENTER MEMBERSHIP INFORMATION You will have UNMATCHED records for any student who entered your school AFTER SURVEY 3 These students do NOT count toward School Grades YOU CANNOT UPDATE THESE RECORDS For other errors: E-mail or call Heather Wright or Brandon Craig

All Editing Complete Once ALL UPDATES to FSA/FCAT/SWD and/or EOC have been made, click “All Editing Complete” on main menu of Assessment Corrections Wait until assessment corrections in all subjects have been made!

All Editing Complete When pressed, you will receive a pop-up prompt, asking if you’re really, really sure that you have finished ALL Prior Year Data Corrections Press “OK” only if 100% done with Prior Year! Prior Year Corrections will become locked if “OK” is pressed Will not be able to make any additional corrections

All Editing Complete If editing is closed by accident or additional corrections are discovered, school must e-mail DOE at EVALNRPT_WebApps@fldoe.org and request that the Prior Year Data Corrections be unlocked AAE cannot unlock Make sure you click “All Editing Complete” when finished

Contact Information Heather Wright 863-534-0691 Extension 51491 Heather.wright@polk-fl.net Brandon Craig 863-534-0736 Extension 51534 Brandon.craig@polk-fl.net