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BFEP Data

Title I, Part A Data


Title I, Part A – Improving the Academic Achievement of the Disadvantaged

The Title I, Part A program utilizes data submitted during Surveys 2, 3, and 5.

Survey 2

Survey 2 Purpose:

Title I, Part A program administrators use survey 2 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 reporting formats of the Automated Student Information Database System, in addition to data elements from the Master School Identification (MSID). Lunch Status is the key data element utilized to create Title I, Part A survey 2 reports.

Survey 2 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, December 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 2 Report Description:

There are currently two reports created by the PK-12 Education Information Services (EIS) office from survey 2 data submissions for distribution to the Title I, Part A program administrators.

  • GEFE F62801 – Lunch Status Data Quality Report (aggregated counts): provides school, district, and state membership and lunch status count by lunch status codes.
  • 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 that all eligible students are accounted for. District MIS can download the School Lunch Reference File from NWRDC. The file for 2021-22 survey 2 is DPS.DISTRICT.GQ.F71447.Y21222.

Program Implementation

The GEFE F62801 – Lunch Status Data Quality Report (aggregated counts) provided during survey 2 state processing provides districts with a snapshot of the district's total student enrollment and total lunch counts of the first 90 days of the 180 day school year. District program administrators can use these data to assist with preplanning for the upcoming school year. In addition, districts must use age 5-17 (Title I eligibility) enrollment and poverty data (generated by lunch codes) after October FTE to make adjustments (e.g., to update "K-codes) to the Title I, Part A Public School Eligibility Survey (PSES). The GQUH F71251 – Title I Public School Eligibility Survey Data Report (5 -17 counts) provided during survey 2 state processing provides districts with a snapshot of the district's age 5-17 (Title I eligibility) enrollment and poverty data (generated by lunch codes) of the first 90 days of the 180 day school year. This file may be used as a means to ensure that the age 5-17 (Title I eligibility) enrollment and poverty data (generated by lunch codes) used to update schools listed in the PSES are consistent with the numbers reported to the Department. Be reminded that the source of the survey 2 data is the submissions from district MIS staff.

How Errors in Reporting Impact Survey 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 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 the data reported reflect each school's official lunch provision reported in the Department of Agriculture and Consumer Services – School Lunch Reference file (F71447).

Survey 3

Survey 3 Purpose:

Title I, 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 reporting formats of the Automated Student Information Database System, in addition to data elements from the Master School Identification (MSID). Lunch Status is the key data element utilized to create Title I, 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.

  • 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 work to 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. The file for 2021-22 survey 3 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 the district's 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 I, Part A district allocations and populates data in the Public School Eligibility Survey (PSES). 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 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 the reporting of 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 that have schools 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 the data reported reflect each school's official lunch provision reported in the Department of Agriculture and Consumer Services – School Lunch Reference file (F71447). Other than the following exceptions, only FINAL survey 3 data reported via PK-12 Education Information Services (EIS) may be utilized to rank and serve eligible schools.

  • Projected Data for New and Expanding Schools (Selection Code K) – for new schools expected to open after Survey 3 closes or schools experiencing a significant change in enrollment (e.g., adding a grade span), LEAs may use projected data.
  • Feeder Pattern Option (Selection Code F) – the projected number of low–income children in a middle school or high school based on the average poverty rate of the elementary school attendance areas that feed into that school may be used to identify eligible middle and high schools.
  • Direct Certification Data in LEAs with Provision 2 Schools – LEAs that elect to rank and serve all Title I schools based on direct certification data, and have U.S. Department of Agriculture-approved Provision 2 schools, will be permitted to adjust the poverty data reported for the Provision 2 schools only. This flexibility is available to LEAs because Survey 3 requires that Provision 2 schools' poverty rate be reported at 100 percent.
  • Indicating a School Closure (Selection Code H) – in the case of a school closing between the Survey 3 reporting period and the release of the Title I, Part A application, the school's closure may be indicated in the application, as Title I, Part A funds cannot be allocated to a closed school.

Survey 5

Survey 5 Purpose:

Title I, Part A program administrators uses survey 5 data for the review and verification of end of the year data submitted by district Management Information Systems (MIS) staff to the Federal/State Compensatory Project Evaluation reporting format of the Automated Student Information Database System and data elements from the Master School Identification (MSID). Federal/State Project Type and Federal/State Model are the key data elements utilized to create Title I, 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.

Survey 5 Report Description:

There is currently one report created by the PK-12 Education Information Services (EIS) office from survey 5 data submissions for distribution to the Title I, Part C program administrators.

  • GQUW F71270 – Title I, Part A Verification Report: provides district-level record counts of students participating in Title I, Part A programs.

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 work to 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 GQUW F71270 – Title I Part A Verification Report provides Title I Part A programs student counts that may be used as a source of data for program evaluation. In addition, these data are used for federal reporting requirements to the United States Department of Education (USED) for the Consolidated State Performance Report (CSPR).

How Errors in Reporting Impact Survey 5 Reports

District Title I, Part A program administrators should familiarize themselves with reporting requirements and data elements and coordinate with district MIS staff to ensure the following are accurately entered:

  • Federal/state project type: indicates the source of the allocated funds used to support the program's services that are provided to the student during the project year.
  • Federal/state model: indicates the model used to provide program services that are provided to the student during the project year

Improper submission or omission of this data element 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.