Survey 8 Rostering the PMRN FAMIS Florida Association of Management Information Systems

Survey 8: Rostering the PMRNSurvey 8: Rostering the PMRN

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Survey 8Rostering the PMRN

FAMISFlorida Association of Management Information Systems

Wednesday, June 13, 2012


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PMRN and FAIR: Glossary

PMRN – Progress Monitoring and Reporting Network

FAIR – Florida Assessments for Instruction in Reading.

K-2 EST – K-2 Electronic Scoring Tool, used by teachers to score the Kindergarten through Second grade FAIR. Teachers may also score using the Adobe Integrated Runtime (K-2 AIR) application or paper & pencil version with scores entered through the PMRN data entry page.

3-12 WAM – 3-12 Web-based Assessment Module, accessed by students to complete the FAIR.

FLKRS – Florida Kindergarten Readiness Screeners, administered to all first time enrolled Kindergarten students during the first thirty instructional days of school. Consists of the ECHOSTM and the FAIR.

ECHOSTM – Early Childhood Observational ScreenerTM. The ECHOSTM consists of 19 benchmarks for which Kindergarten teachers enter their observations into the PMRN.


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Florida Kindergarten Readiness Screener

The PMRN is the data collection and reporting method for the FLKRS. The FLKRS is required by Section 1002.69 of the Florida Statutes to be administered within the first thirty instructional days of the school year to all first time enrolled public Kindergarten students and non-public Kindergarten students who attended a Voluntary pre-Kindergarten program (VpK).

To meet the needs of the Kindergarten teachers, the PMRN should be populated with the Kindergarten classes prior to the first day of school and no later than the beginning of the second week of school.


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2012-2013 Availability

The PMRN will be ready for the input of FLKRS data by Kindergarten teachers on July 11, 2012. If rostered by the district’s transmission of the Student and Staff Demographic Files, the K-2 EST and PMRN will also be ready for the testing of first and second grade students.

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The 3-12 WAM will not be ready for the administration of the FAIR to students in grades 3-12 until late August (date to be announced by JRF!).


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Important Notes

Once a score is saved for a given grade at a given school, the District’s submission and FLDOE’s subsequent import of Survey 8 into the PMRN will not roster students for that grade at that school.


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What is Survey 8?

Survey 8 is a submission of district data files to the Florida Department of Education’s Public School Automated Student Database specifically for rostering the Progress Monitoring and Reporting Network (PMRN) at the beginning of the school year for the Florida Assessments for Instruction in Reading (FAIR), Florida Kindergarten Readiness Screener (FLKRS), and the Professional Development Log for Reading/Literacy Coaches (Coach’s Log).

Survey 8 is not a one-time event, but occurs almost weekly from July 5 until September 29, 2012.

Survey 8 does not replace Survey 6. Survey 6 is collected.


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For which Schools are Districts to transmit Survey 8?

Only those schools utilizing the PMRN for the reporting of scores for the Florida Assessments for Instruction in Reading (FAIR), Florida Kindergarten Readiness Screener (FLKRS), and/or for the Professional Development Log for Reading/Literacy Coaches (Coach’s Log) need to have Survey 8 transmitted by their district for rostering the PMRN.

A list of schools that are using the PMRN may be found at www.fcrr.org/pmrn/docs/pmrnfair_registration_sy1213.pdf. This list will be updated weekly through the end of September.


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What formats are submitted with Survey 8?

There are two reporting formats submitted with Survey 8:

1) Student Demographic Information http://www.fldoe.org/eias/dataweb/database_1112/1112sdi.asp

2) Staff Demographic Information http://www.fldoe.org/eias/dataweb/database_1112/1112di.asp

Note: These are the URLs for the sy1112 formats. At the writing of this presentation, the sy1213 formats had not been posted.


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What fields are required in theStudent Demographic Information file?

Item Field Description

1 District Number, Current Instruction/Service2 District Number, Current Enrollment3 School Number, Current Enrollment4 Student Number Identifier, Florida5 Survey Period Code6 Year7 Student Number Identifier - Alias, Florida8 Student Name, Legal11 Gender17 Grade Level25 Birth Date42 Responsible Instructor: Reading


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What about the other fields in theStudent Demographic Information file?

All other fields EXCEPT for the Student Number Identifier, Local(field 13) will be ignored.

If field 13 is filled, the Local District Identifier will be imported into the PMRN. The student’s Local ID will be available when the School and District Data Files are downloaded.


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What fields are required in theStaff Demographic Information file?

Item Field Description

1 District Number2 Social Security Number3 Survey Period Code4 Fiscal Year5 School Number, Primary Home7 Employee Name, Legal38 Exempt from Public Records Law, Employee


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What about the other fields in theStaff Demographic Information file?

All other fields will be ignored by the PMRN, including Staff Number Identifier, Local (field 42).

Staff exempt from public records will be filtered by the Public School Automated Student Database. All staff forwarded from FLDOE’s Bureau of Education Information and Accountability Services (EIAS) to the Office of Technology and Information Services (OTIS) will be imported into the PMRN.


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How will Survey 8 be transmitted to the PMRN?

Survey 8 is to be transmitted to the Public School Automated Student Database following the same procedures for all other survey submissions.

The Public School Automated Student Database will process the files and forward them to the Office of Technology and Information Services (OTIS) for import into the PMRN.

The Florida Center for Reading Research (FCRR) is not involved in the import of survey data into the PMRN. Questions should be directed to the representatives at the Florida Department of Education. Contact information is on the last slide of this presentation.


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How are Survey 8 files to be named?

Student Demographic Information is to be named DPSdd.GQ.F60775.Y12138

Staff Demographic Information is to be named DPSdd.GU.F61025.Y12138

Where dd is the district’s number and the last digit in the file name is the survey period.


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What is the Survey 8 processing schedule?

Survey 8 processing will begin on Thursday, July 5, and end on Thursday, September 27, 2012.

Initial files will be processed weekday mornings at 8:00 AM ET.

Batch updates will be processed weekday evenings at 4:00 PM ET.

The Public School Automated Student Database will pull the PMRN files after the Thursday night batch process on the following dates:

July 5 August 23July 12 August 30July 19 September 6 July 26 September 13August 2 September 20August 9 September 27August 16

Files received after 3:59 PM on Thursday will not be processed until the next week.


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What is the Survey 8 import schedule?

The import of state-wide data into the PMRN will take place on the following Fridays. This process will take the PMRN offline each Friday evening through Sunday evening.

July 6July 13July 20July 27August 3August 10August 17August 24August 31September 7September 14September 21September 28


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Does the district need to send a new initial each week?

No, once an initial file has been loaded to the database the district needs to send only batch updates.

At least one initial file must be transmitted and accepted before a batch file will be accepted. A batch file is required to begin the import process into the PMRN.

Records added or changed on the Student and Staff Databases will be date stamped. Only new and changed data will be imported into the PMRN by the Office of Technology and Information Systems (OTIS).

Reminder: once a score has been submitted for any student in a grade at a school, no more imports will be accepted for that grade at that school.


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When does the district need to send batch update files?

The district should send batch update files, after the initial files (student and staff) have been loaded to the database, if the following occurs:

- A new student or staff member needs to be added.- Information in a student or staff record needs to be changed.


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Can the Student and Staff files be submitted at separate times?

Every week that a submission is made, a pair of files (Staff and Student) needs to be sent. Both files must be submitted.

In a given week, if new records for students are submitted with no matching teacher record, the students will not be rostered.


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What reports are available to districts in Survey 8?

All the Student Demographic Information and Staff Demographic Information initial and batch update edit and validation reports and files are available through EIAS.

Edit reports are generated automatically by EIAS.

Requests for validation reports must be made to EIAS by the district.


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Does a district need to transmit files every week?No, files do not need to be transmitted every week.

However, schools within a district will not be able to begin student assessment until students are rostered.

FLKRS assessments begin on the second instructional day for a school. If a school’s start date is August 20, the data collection period (testing window) begins August 21. Districts whose schools begin August 20 should submit at least the Kindergarten rosters by the week of August 13.

Districts that have schools that begin on different dates should make multiple submissions. For example, a district with year-round schools beginning July 11 and schools on a traditional calendar beginning August 20 should submit survey 8 data to the NWRDC the week of July 2 and August 13.


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Which students are to be included in Survey 8?

Survey 8 can include all students in the school. However, only those students (and all students) who are to be rostered in the PMRN for the reporting of progress monitoring scores in reading using the Florida Assessments for Instruction in Reading (FAIR) and the Kindergarten students being administered the Florida Kindergarten Readiness Screener (FLKRS) are to have a responsible instructor for reading listed in field 42 (Responsible Instructor: Reading).

Not all students are progress monitored in reading and not all schools utilize the FAIR as the progress monitoring tool.

All students who scored Level 1 or 2 on the reading portion of the spring 2012 administration of the FCAT must be progress monitored. But the FAIR is not the required assessment.

All first time enrolled Kindergarten students are to be administered the FLKRS.


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Schools/Districts may elect to expand the group of students tested. However, the district can elect not to use the FAIR. If the FAIR is not being used for progress monitoring, then the student should not be rostered in the PMRN.

Check with your district’s assessment, curriculum, and reading offices to determine if the district will be using the FAIR and which students at the schools will be tested. Determination is based on the district’s K-12 Comprehensive Reading Plan.

Please coordinate which FCAT Level students to submit and what course code(s) should be used to determine the Responsible Instructor for Reading.


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The Bureau of School Improvement has requirements for Differentiated Accountability (DA) schools that may be different than those found in the district’s K-12 Comprehensive Reading Plan. DA schools may be required to utilize the FAIR and depending on the type of DA school specific grades may be required to participate.


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What determines if a student is or is not imported and rostered into the PMRN?To be imported into the PMRN, the student’s school of enrollment must be registered and the grade activated.

Principals register their schools as directed by the district’s assessment, curriculum, or reading contact. Registration is completed following the links found at www.fcrr.org/pmrn.

To view the list of schools registered and the grades activated, see http://www.fcrr.org/pmrn/pmrnfair_registration_sy1213.pdf.


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What determines if a student is or is not imported and rostered into the PMRN?To be imported into the PMRN, the student must have the nine-digit Social Security Number of a Responsible Instructor for Reading in field 42 of the Student Demographic Information file AND this number must be valid and have a unique association* with a staff member in the Staff Demographic Information file.

The staff member must be reported at the same school as the student.

* The number must be a valid SSn and cannot be shared between two or more persons in the staff file.


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What determines if a student is or is not imported and rostered into the PMRN?All students who meet the following criteria:

- school and grade active in the PMRN - valid format with all required information in the student file - have a nine-digit number in field 42 of the student file that matches a number in field 2 in the staff file

will be imported into the PMRN.

There is not a flag for FCAT level in the files submitted. All student records that meet the above criteria will be imported into the PMRN and rostered into a class for Progress Monitoring using the Florida Assessments for Instruction in Reading.


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Who is the Responsible Instructor for Reading?Districts and schools set their own criteria as to who will be the Responsible Instructor for Reading. In elementary schools, it may be the homeroom teacher or a reading resource teacher.

In secondary schools, FCAT level 1 and 2 students are to be in a special reading class. It may be an explicitly defined reading class or it could be a content area class (social studies or science) with a reading component (CAR-PD = Content Area Reading – Professional Development).

FCAT level 3 – 5 students are typically assigned to their language arts teacher for reading.


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What happens if a student is listed in the Student Information file twice?

Students have only one responsible instructor for reading, thus they should only have one record in the Student Information file.

If there are two records for the student, the information (responsible instructor) in the last record listed will determine into which class the student will be rostered.


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Does every submission need to be complete ?

Every transmission needs to include both student and staff information files, but the files only need to include the information for those students and staff who are to be added or edited (moved to a different responsible instructor).


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Can the placement of a student be changed through a subsequent import? Can rosters be edited?

If the responsible instructor for reading for a student changes, a second import can move a student from one class to another.

There are three exceptions that can prevent a student from being edited by an import.

1)If a student has been modified (enrolled or moved) by a User through the PMRN User Interface (UI), an import will not move the student to a different teacher assignment. Placement through the UI takes priority.2) If any student in a grade at a school has a score saved or submitted, subsequent imports will not allow any student to be moved to a different responsible instructor for reading.3) A score has been submitted for any student in that grade at the target school.


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Can students be removed from the PMRN?

Imports of files submitted by the district are only additive. If a student record is in a data submission and is later deleted from the Student Database, the student will be removed from the Public School Automated Student Database files but will be untouched in the PMRN.

The absence of a student in a Student Information file does not remove the student from the PMRN.

Through the PMRN User Interface, a school’s Reading Coach can withdraw students from the PMRN.


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For the Coach’s Log, which staff members should be included in the Staff Information file?

For the purpose of the Coach’s Log, at least one transmission of the Staff file should include every instructional staff member at the school. Reading Coaches are required to identify which faculty members they work with each week. The import loads the PMRN’s “Inservice” table so that the Reading Coach does not need to insert the names of the staff members.


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Who should be contacted for more information about Survey 8?

Kim Ward Education Information ServicesBureau of Education Information and Accountability

[email protected](850) 245-9054

Laurie LeeMiddle School Reading SpecialistJust Read, [email protected](850) 245-0503

Survey 8 Rostering the PMRN FAMIS Florida Association of Management Information Systems

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