Title IV, Part A Data

Title IV, Part A - Student Support and Academic Enrichment Program

The Title IV, Part A program utilizes data submitted during Survey 3.

Survey 3

Survey 3 Purpose:

Title IV, Part A program administrators use survey 3 data for review and verification of submissions of lunch status data, by district Management Information Systems (MIS) staff, to the Student Demographic Information and Student Course Schedule (PDF) reporting formats of the Automated Student Information Database System, in addition to data elements from the Master School Identification (MSID). Lunch Status (PDF) is the key data element utilized in the Title IV, Part A program.

Survey 3 Timeline:

• Survey Week is when district MIS staff prepare and finalize files for processing.
• The Due Date is the date established during the state processing period for district MIS staff to transmit the district's initial files to be included in the processing cycle.
• State Processing period is when district MIS staff transmit initial files (before due date) and batch files that make corrections and edits to the data. Initial files are processed at 8 AM each day, and batch files are processed at 4 PM each day. At the end of state processing, the system closes for approximately two weeks. Once the system reopens, district MIS staff resume batch file transmissions until the Final Update/Amendment Date, April 15^th. At that time, the system closes, and all data are considered final, and no additional changes may be made.

For specific survey dates, visit https://www.fldoe.org/accountability/data-sys/database-manuals-updates/user-manual.stml.

Survey 3 Report Description:

There is currently one report created by the PK-12 Education Information Services (EIS) office from survey 3 data submissions that the Title IV, Part A program office uses.

• GQUH F71251 – Title I Public School Eligibility Survey Data Report (5 -17 counts): provides school, district, and state ages 5-17 (Title I, Part A eligibility) membership and ages 5-17 (Title I, Part A eligibility) lunch status counts by lunch status codes, in addition to each school's grade code, grade combination, school type, Neglected and Delinquent Status, new school status, and charter school status.

Data Verification Process

District federal program administrators must coordinate with district MIS staff to verify these data early in the data submission process. Doing so allows time for the resubmission and review of any changes made and time to make any additional adjustments that may be needed. Although district MIS staff is responsible for submitting data to the Department, district program administrators should reach a consensus for those submissions.

File review should ensure that the lunch status codes were applied properly and under the official lunch provision as verified by the Department of Agriculture and Consumer Services – School Lunch Reference file (F71447) and validating all eligible students are accounted for. District MIS can download the School Lunch Reference File from NWRDC. (For Example: The 2021-22 file is DPS.DISTRICT.GQ.F71447.Y21223).

Program Implementation

The GQUH F71251 – Title I Public School Eligibility Survey Data Report (5 -17 counts) provided during survey 3 state processing provides age 5-17 (Title I eligibility) enrollment and poverty data (generated by lunch codes) of the second 90 days of the 180 – day school year that, may be used as a means to ensure that the age 5-17 (Title I eligibility) enrollment and poverty data (generated by lunch codes) are consistent with the numbers reported to the Department. The final report generated is used for Title IV, Part A district allocations. Be reminded that the source of the survey 3 data is the submissions from district MIS staff.

How Errors in Reporting Impact Survey 3 Reports

District Title IV, Part A program administrators should familiarize themselves with reporting requirements and data elements. In addition, coordinate with district MIS staff to ensure the correct enrollment and lunch status code(s) associated with the National School Lunch Program (NSLP) offered in the school(s) in the district are correctly entered. District MIS staff should provide guidance for data preparation and submission time frames, submit data to the Department, regulate processes for reporting lunch status data from district charter school(s) to the Department, and oversee/coordinate processes for data quality assurance and edit error resolution. Only ONE school lunch program type should be reported per school. (Eligibility Survey Application – FRL, Provision 2 or Community Eligibility Provision – CEP) (There may be more than one lunch program type PER DISTRICT). For districts with data reported under more than one meal program type, poverty percentages cannot be ascertained correctly. Another issue is the accuracy of the meal program lunch codes are reported under. When making resubmission of files due to error, districts must make sure each school's official lunch provision reflects the same as reported in the Department of Agriculture and Consumer Services – School Lunch Reference file (F71447).