Title IX, Part A Data
Title IX, Part A – Florida McKinney Vento Program
The Title IX, Part A program utilizes data submitted during Surveys 3 and 5.
Survey 3
Survey 3 Purpose:
Title IX, Part A program administrators use survey 3 data to review and verify submissions for students classified as homeless by district Management Information Systems (MIS) staff to the Federal/State Indicator Status reporting format of the Automated Student Information Database System. Homeless Student, PK-12 (PDF), and Homeless Unaccompanied Youth (PDF) are the key data elements for Title IX, Part A survey 3 reports.
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. Reports used for the Title I, Part A data quality are run each weekend to produce the weekly reports for district program administrators. The weekly reports will reflect any changes that occur during the prior week.
At the end of state processing, the system closes for approximately two weeks. Once the system reopens, district MIS staff resume the transmission of batch file submissions. Weekly reports of submitted data are analyzed (by the Bureau of Federal Educational Programs) and distributed to district program administrators until the Final Update/Amendment Date, April 15th. 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 for distribution to Title I, Part A program administrators.
- GQUT F71267 – Homeless Record Counts Report provides district and state-level counts for students identified as homeless students.
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 include checking homeless record count data totals and individually coded columns for discrepancies or inconsistencies. For LEAs with charter districts: To verify your counts, be sure to subtract identified homeless counts of the charter associated with your district from your numbers on the main tab. The charter district numbers are on the subsequent tabs. For example, if Orange County shows a total homeless count of 3,001 while UCP shows 7. Based on this information, Orange County's total homeless count is 2,994. Use this number to verify. In addition, be sure to verify the numbers under each category in the spreadsheet (not just the total count).
Program Implementation
The GQUT F71267 – Homeless Record Counts Report provided during survey 3 state processing are counts of students identified as homeless at any time during the school year. This report may be used to ensure that the district's record counts are consistent with the numbers reported to the Department. 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 I, Part A program administrators should familiarize themselves with reporting requirements and data elements. In addition, coordinate with district MIS staff to ensure the correct homeless student code(s) associated with each student 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 data quality assurance and edit processes error resolution.
Survey 5
Survey 5 Purpose:
Title IX, Part A program administrators use survey 5 data to review and verify submissions for students classified as homeless by district Management Information Systems (MIS) staff to the Federal/State Indicator Status and Prior School Status/Student Attendance reporting format of the Automated Student Information Database System. Homeless Student, PK-12 (PDF), and Homeless Unaccompanied Youth (PDF), Homelessness Cause (PDF), Disaster Affected Student are the key data elements for Title IX, Part A survey 5 reports.
Survey 5 Timeline:
- 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. Reports used for the Title I, Part A data quality are run each weekend to produce the weekly reports for district program administrators. The weekly reports reflective of any changes made during the prior week are analyzed (by the Bureau of Federal Educational Programs) and distributed to district program administrators until the Final Update/Amendment Date, October 31st. 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 5 Report Description:
The various reports created by the PK-12 Education Information Services (EIS) office from survey 5 data submissions are as follows:
- GQUF F71244– Homeless/Non-Homeless Evaluation Data
- GQUI F71252 – Homeless by Nighttime Residence, Unaccompanied Youth, Etc.
- GQUT F71267 – Homeless & Unaccompanied Youth Counts
- GQVL EDEN – Homeless Monitoring Report
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 counts reflect program enrollment data from the previous school year and validate that all of your eligible students were accounted for.
Program Implementation
The reports provided during survey 5 state processing provide student counts for students identified as homeless students may be used for program evaluation and implementation. In addition, these data are used for the base allocation for the two Title IX, Part A funding cycles.
How Errors in Reporting Impact Survey 5 Reports
District Title IX, Part A program administrators should familiarize themselves with reporting requirements and data elements and coordinate with district MIS staff to ensure the correct codes are entered correctly. Improper submission or omission of data elements will result in inaccurate or missing student counts. District MIS staff should provide guidance for data preparation and submission time frames, submit data to the Department, regulate processes for reporting data from district charter school(s) to the Department, and oversee/coordinate data quality assurance and edit error resolution processes