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

2. 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
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

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

4. 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 12th or 13th

5. Accessing the Website
Select the appropriate application to complete corrections

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

7. 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

8. 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

9. 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

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

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

12. 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

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

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

15. Exporting Data
Click on disk icon
Select Excel

16. 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)

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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

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

30. 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

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

32. 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

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

34. 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

35. Updating duplicate records
Correct assessment record:
Incorrect assessment record:

36. 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.

37. 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:

38. 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!!!

39. 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

40. 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

41. 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:
or call Heather Wright or Brandon Craig

42. 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!

43. 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

44. 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 unlocked
AAE cannot unlock
Make sure you click “All Editing Complete” when finished

45. Contact Information
Heather Wright
Extension 51491
Brandon Craig
Extension 51534