Accountability Corrections Prior Year Assessment Matching

What to update and where? Student Data Updates Prior Year Assessment Matching College and Career Acceleration School TypesAssessment Matching School Team HS School TeamAdministrator OnlySchool Team ESE/SWD, ELL, FRL, & grade level changes Withdrawals EOC Rosters Prior Year assessment corrections Graduates missing acceleration data Update contact information & school type Selection of School Grade or School Improvement Rating Current year assessment corrections Deadline: 6/10/2016Deadline: 6/17/2016 Deadline: 6/10/2016Deadline: 6/3/2016Coming soon! 2

Website & Access Website: Accountability Web ApplicationAccountability Web Application ◦Link: Passwords were sent to principals May 12 th or May 13 th from Rachel Benning or Heather Wright Website automatically updates, available 24/7 3

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 ed to your principal May 12 th or 13 th 4

Accessing the Website Main menu contains downloadable instructions Select the appropriate application to complete corrections 5

What has already been done? Prior Year Assessment Matching ◦FSA ELA ◦FSA Math ◦EOC (Algebra 1; Algebra 2; Geometry; Biology; U.S. History; Civics) ◦Students with prior year scores on the INDV file were matched to their scores in the web application. 6

What has already been done? The records already updated by the district, display a date under the “Process Date” column The “Process Date” will update automatically after updates are made 7

Prior Year Assessment Matching Provide assessment information from for Survey 3 students Types of assessment ◦FSA: ◦ELA, Math, and Retakes (HS only) ◦SWD: FAA ◦Reading and Math ◦EOC: End of Course Exam ◦Algebra I, Algebra 2, Biology, Geometry, US History, and Civics 8

Prior Year Data Select subject from dropdown box to load records 9

Prior Year EOC Records Algebra I, Algebra 2, Geometry, Biology, US History, & Civics ◦Displays ALL STUDENTS across multiple grades regardless of whether or not they took an EOC in ◦Displays all students grades 7-12 You do NOT have to correct each record ◦Only for those students who took an EOC last year and do not have an assessment recorded For Algebra I, check records of students enrolled in Algebra II this year 10

Prior Year EOC Records Query data from Genesis on students with EOC’s from Compare list from SMS to roster of ‘unmatched’ students on DOE site If you see a student listed as having an EOC from exam on SMS and on the unmatched list on DOE, UPDATE ◦Use PAS/Litho Code (may also be called “Document Number”) from score reports 11

Prior Year Assessment Tabs Records Needing Corrections or to be reviewed ◦All students with a “Y” for Missing Prior Year Data code (in Unmatched Records tab) Records with Upload Errors ◦WILL ALWAYS BE BLANK! Records Not Needing Corrections ◦All students with an “N” for Missing Prior Year Data code All Records ◦All students, regardless of Missing Prior Year Data code 12

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 13

Examining Student Records Export list of student records needing corrections to Excel to distribute to personnel for review ◦Once students with changes have been identified, update the records Use ‘Report’ to access a downloadable roster of students 14

Report Function Select subject Two report options ◦Students Missing Prior Year Data ◦Students Not Expected to Have Prior Year Data Use disk icon to export roster of students to Excel 15

Missing Prior Year Data Codes CodeExplanation Y DOE did not find a matching prior year assessment, corrections should be made. D Student is either first time 3 rd grader or from out of state, a prior year assessment may or may not exist. N Student has been matched to a prior year assessment by DOE. S Student matched to invalid assessment, no further corrections are necessary. X DOE expects data for student, however district has changed Correctable field from “Y” to “N”, signifying that no additional data could be found. 16

Suggested Steps For each test subject, check if you have unmatched records Review SMS and potential cumulative folders for students coming from other Florida districts Make additional corrections/updates as necessary 17

Prior Year Data Search Engine Access from Main Menu page, Prior Year Updates page, or Student Record Will open a new window/tab in Prior Year and Student Record menus ◦You can keep the Search Engine open while reviewing Prior Year student records 18

Prior Year Data Search Engine Search assessment data using: ◦Prior Year Assessment Type ◦FSA, SWD (FAA), or EOC ◦Subject ◦Student Name, DOB, Gender, Race ◦Prior Year District, School, Grade Level 19

Prior Year Data Search Engine No records found ◦Possibly have too many fields entered Recommend searching first on Last Name and DOB or Prior Year Grade Level. 20

Prior Year Data Search Engine Limit search criteria at beginning ◦Add additional elements to help narrow list of students Use SMS and cumulative folders to review prior year enrollment information Copy “Prior Year Unique Test ID” to paste into Prior Year Assessment Matching Updates 21

Making Updates to Prior Year From “Records Needing Corrections” tab, click on the ‘Select’ to the left of a student’s name ◦Must be updated one student at a time ◦Navigate pages by using larger numbers at top of roster 22

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 23

Prior Year Data Student Record Enter only ONE of the following two combinations of data: ◦PY Assessment Type and PY Litho Code ID ◦PY Assessment Type, PY District, PY School, and PY SID Press “Submit” when finished 24

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 25

Possible Errors Too much/too little information has been provided ◦Only provide ONE of the following two combinations ◦PY Assessment Type and PY Litho Code ID ◦PY Assessment Type, PY District, PY School, and PY SID 26

Possible Errors Litho Code/PY Assessment Type, PY District, PY School, PY SID does not exist or has already been matched to another Survey 3 record ◦Double check that your information is correct and try again ◦Contact AAE 27

Correctable You DO NOT have to change “Correctable” from “Yes” to “No” if no updates need to be made Can do this to help keep track of updates you have already made After record has been successfully updated, click “Return to Student List” to move onto the next record 28

All Editing Complete Once ALL UPDATES to FSA/FCAT/SWD and/or EOC have been made, click “All Editing Complete” on main menu of Prior Year Student Data ◦Wait until Prior Year updates in all subjects have been made! 29

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 30

All Editing Complete If editing is closed by accident or additional corrections are discovered, school must DOE at and request that the Prior Year Data Corrections be ◦AAE cannot unlock Make sure you click “All Editing Complete” when finished 31

Contact Information ◦Heather Wright ◦ ◦Extension ◦Brandon Craig ◦ ◦Extension