This checklist guides Florida districts in preparing for Survey 2. Survey 2 is the first major K-12 survey of the school year, where FTE is determined and reported for district funding allocations.
1. In the Setup menu, click Site Administration.
2. Click the Florida Reports tab.
3. To update the current version of state reporting, click Update next to the version. Follow the prompts to continue with the update.
4. To install a new version of state reporting, click Install next to the version. Follow the prompts to continue with the installation.
See Site Administration for more information on updating or installing a state reporting version.
1. In the Setup menu, click Attendance Calendar.
2. If the school has more than one calendar, select the calendar to review in the pull-down at the top-left of the screen.
3. Ensure each school day where attendance is taken has a green check mark, and that any non-student day does not have a green check mark.
4. Click Update after making any changes.
5. Repeat this review on any other calendars that are set up at the school.
See Attendance Calendar for more information on setting up calendars.
1. In the Setup menu, click Marking Periods.
2. Click each marking period, and ensure the Short Name is set to an acceptable value.
The K12 Extract Field Defaults screen can be used to view the logic for the short name values for marking periods/terms.
3. Ensure the Begins and Ends dates are set appropriately for each marking period.
4. Click Save after making any changes.
See Marking Periods for more information on setting up marking periods.
1. In the Florida Reports menu, click Florida Reports Setup.
2. Click the Background Tables (Appendices) tab.
3. Select the checkbox next to each file to update, or select the checkbox next to Files to select all files in the list.
4. Click Download Selected.
See Florida Reports Setup > Downloading Files in the Background Tables (Appendices) Tab for more information.
1. In the Florida Reports menu, click Florida Reports Setup.
2. Click the Florida Files (NWRDC) tab.
3. Select the checkbox next to each file to update, or select the checkbox next to Files to select all files in the list.
4. Click Run Setup.
See Florida Reports Setup > Downloading Files in the Florida Files Tab for more information.
1. In the Florida Reports menu, click Florida Reports Setup.
2. Click the Survey Dates tab.
3. In the Survey pull-down, select Survey 2.
4. Set the Effective Date to Date Certain, which is always the Friday of the FLDOE's specified 5-day survey week.
5. Set the Survey Window Start date and Survey Window End date. For the Survey Window Start date, go back 11 attendance days from Date Certain. The Survey Window End date is Date Certain.
6. Click Set Dates when finished.
See Florida Reports Setup > Setting Options the Survey Dates Tab for more information.
There are several reports in Focus that are useful to review/generate to ensure data quality.
- Attendance/Scheduling reports:
- Florida Reports:
1. In the Florida Reports menu, click DOE Data Verification Reports.
2. In the Survey pull-down, select Survey 2.
3. Adjust the Effective Date and Survey Window, if needed.
4. Select the All Schools option and/or Show Rules with 0 Errors, if needed.
5. Click Refresh Report.
6. Click an extract at the left side of the screen.
7. Click an errors link to view the table of errors.
8. In the table of errors, click a link to open the record and correct the appropriate data.
In Setup > Scheduled Jobs, the "Florida DOE Extracts and Verification Reports" job can be used to push verification report results to school folders by enabling the "Push Verification Report Results to School Folder" option and selecting the desired Schools. Additionally, select the "Don't Update Verification Overview Tables (Used for District Verification Usage Report)" option to prevent the DOE Data Verification District Usage report from being updated by the scheduled job.
See DOE Data Verification Reports and DOE Data Verification District Usage for more information on using these reports.
1. In the Florida Reports menu, click Generate DOE Extracts.
2. In the Survey pull-down, select Survey 2.
3. Adjust the Effective Date and Survey Window, if needed.
4. In the Mode pull-down, ensure Initial is selected.
5. In the Format pull-down, select Text File (DOE Format) or Excel CSV File.
6. Select each extract to generate or click Select All to select all extracts in the list.
7. Click Generate Extracts.
8. Review the generated data by clicking Download Extract and/or HTML View.
9. When ready to send the initials to the DOE, repeat these steps but set the Format to DOE FTP and click Send Extracts.
10. Click Extract History to view the record count sent.
The FLDOE will only accept a given extract if it is at least 80% error-free. If extract(s) are not at least 80% error free, no FLDOE files will be generated (other than the edit report stating that the district has not hit 80%). The district will need to clean up the data and send the initials again. When the extract(s) are 80% error-free, the FLDOE will generate the files. The district will need to request the O-file(s) validation/exception reports.
See Generate DOE Extracts for more information.
The Magic Batch process can begin when extract(s) hit 80% FLDOE acceptance. The district will need to download the O/D-files for each extract.
1. In the Florida Reports menu, click Generate DOE Extracts.
2. In the Survey pull-down, select Survey 2.
3. Adjust the Effective Date and Survey Window, if needed.
4. In the Mode pull-down, select Magic Batch.
5. In the Format pull-down, select Text File (DOE Format) or Excel CSV File.
6. Select each extract to generate or click Select All to select all extracts in the list.
7. Click Generate Extracts.
8. Review the generated data by clicking Download Extract and/or HTML View.
9. When ready to send to the DOE, repeat these steps but set the Format to DOE FTP and click Send Extracts.
10. Request the applicable files from the FLDOE, and repeat this process until data is clean with the FLDOE.
See Generate DOE Extracts for more information.
1. In the Florida Reports menu, click Download DOE & Error Reports.
2. In the Survey pull-down, select Survey 2.
3. Select the desired Extract.
4. Click List Files.
5. Select the file to download.
6. Select the File Format.
7. Click Download File to download the file to your computer.
See Download DOE & Error Reports for more information.
Enter a Zendesk ticket to have your survey site created, including the requested date and time of creation. Survey sites are typically created the Saturday morning after date certain.
You are done. Great job!