The DOE Data Verification Reports module is an integral tool in the state reporting process. Before submitting data to the state, use the Verification Reports to identify errors in data for correction.
Navigate to Florida Reports > Florida Reports Setup to determine if other users should see blanks (that will be defaulted on the extract) as errors. If the dates are set in Survey Dates, you should also select Verification Reports - Hide date inputs on verification report screens, so dates cannot be edited.
If you want the Survey Dates to pull in upon running this report, from the Florida Reports menu, click Florida Reports Setup, and click the Survey Dates tab.
1. From the Florida Reports menu, click DOE Data Verification Reports.
2. Select the applicable Survey from the corresponding pull-down. Note: The period will default to the current survey; therefore, this will only need to be changed when you would like to look ahead or at past surveys.
3. The Effective Date should be completed with Date Certain. Here you can select the correct month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
4. The Survey Window should be completed with the 11-day attendance window. Here you can select the correct month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
5. You can also define the Regular Year and Summer dates used for Prior school; these ranges are used to calculate days present and absent for summer and annual terms. Here you can select the correct month, day, and year from the provided pull-downs, or click the calendar icon for a calendar view.
6. Select the School(s) for which to run the verification reports. Specific schools, school levels, and school types can be selected. Options are limited based on the schools you have access to.
The Effective Date, the Survey Window, the Regular Year, and Summer options do not display if you selected Verification Reports - Hide date inputs on verification report screens from the Florida Reports > Florida Reports Setup > District Options tab.
7. Select the All Schools check box to run the data verification reports for all schools in the district. If this check box is not selected, the report runs for the selected school(s) only.
8. Select the Show Rules with 0 Errors check box to display rules with no errors in addition to rules with errors in the reports.
9. On the Verification Reports screen, you will notice several tabs along the left; this is a list of Extracts for the selected survey. Each Survey sends different information to the state. Click the following tabs to review data for specific areas, such as English Language Learners Information, Fed/State Indicator, Student Demographic, Student Discipline, Teacher Course, etc. Note: The information displayed here varies upon the Survey selected.
10. If report criteria is changed after the report has been generated, click Refresh Report to apply new filters.
The first thing you will notice on the screen is the errors scale or the Data Verification gauge. In the image shown, the gauge (red arrow) is in the green region indicating that the data for this extract is in good standing and almost completely error-free; it is 97% Error-Free as stated. The further the gauge gets to the red portion, the more errors have been found in your data.
As you scroll down the page, you will see more information about the data and the errors. Data will be broken up into sections all starting with a gray arrow. The first column of information displays error numbers and percentages.
- If there are 0 errors, the font will be black, and the percentage of error-free data will be listed in parentheses as (100%) as shown in the image.
- If data is 90% to 99% error-free, the font will be in blue.
- If data is between 80% and 90% error-free, the font will be in yellow.
- If data is less 80% error-free, the font will be in red.
The second column displayed next to the number of errors is a description of DOE rules and regulations. These descriptions will help explain what errors are being found in your data. As shown in the image, the first error explains that If FEFP Program Number equals 130, then English Language Learners, PK-12 on the Student Demographic Information record (matched on District Number, Current Enrollment; School Number, Current Enrollment; Student Number Identifier, Florida; Survey Period Code; Fiscal Year; and District Number, Current Instruction/Service) must equal LY or LP.
At the end of each error description is an indicator listed in parenthesis:
- Reject: Results in a fatal error.
- Validation: Check the relationships between data elements on the same or different formats.
- Exception: Shows records that have questionable data.
1. For a list of the errors to be addressed, click on either the gray arrow or the blue, yellow or red links.
2. To navigate back to the list of errors, click Go Back to Summary.
3. To edit the data and correct the error, click Student Full Name in the first column of the list. Note: The link may be different for each tab depending on the information that needs editing. For example, to edit data from the Teacher Course tab, you need to click the Course Number link instead.
Clicking the Student name will open a new window or tab to the student. In the Student Info screen, the system automatically navigates to the applicable field in which the incorrect information is housed--in this case, the code for Basis of Entry must be edited.
When the information in question has been changed, be sure to Save the data before closing the window/tab and returning to the DOE Data Verification Reports.
See Additional Features for more information on Filtering, Exporting, Printing, and more.