To improve the quality and frequency of SESIR data reporting throughout the year, the FLDOE requires school districts to report SESIR information monthly. This is being implemented as a brand new Survey titled Survey R. Survey R will not alter any SESIR reporting requirements in place for other Survey periods (i.e. Survey 2, Survey 3, etc.).
Information collected in Survey R by the FLDOE will be used in the Florida School Safety Portal (FSSP). The FSSP enacts the Marjory Stoneman Douglas Commission’s recommendation to improve access to timely, complete and accurate information by authorizing school threat assessment teams to swiftly identify, assess and provide intervention services for individuals whose behavior may pose a threat to themselves or others.
Survey R includes the School Environmental Incident Report, Student Demographic Information, and Student Discipline/ Resultant Action formats. Only students that have a discipline referral being submitted in the Student Discipline/ Resultant Action will be included in the Student Demographic Information format.
1. From the Florida Reports menu, click Generate Survey R.
2. Select the desired month and year from the Month pull-down.
3. Click Generate Survey R to generate all extracts (School Environmental Safety Incident Report, Student Demographic Information, and Student Discipline/ Resultant Action).
4. In the confirmation message, click Confirm.
5. Click the X to close the Survey R Results pop-up window.
6. Once the extracts have been generated, records returned will be displayed to you by the format you have selected in the Extract pull-down. To view records from one of the other two formats, simply change to the desired format from the Extract pull-down.
7. When ready to submit the data, click the Send Survey R button to securely transmit the extracts to the FLDOE via TIBCO.
8. Select the type of format required for downloading the data from the Download Format pull-down.
Text File (DOE Format) can be selected to view data from the perspective of DOE without extracting data to be sent to the state.
CVS File can be used to view data the same as the Text File in a more readable format; while DOE format is one line of data, the Excel formats presents data in columns.
9. Click the Download File button to download a copy of the extract selected to your computer.
What records are sent in Survey R?
Focus will include records (referrals and incidents) that meet the FLDOE requirements to be included in the Student Discipline/ Resultant Action and School Environment Safety Incident Report where the Incident Date falls within the month selected when generating the Survey R extracts. Focus will include a student in the Student Demographic Information extract if he/she had a referral included in the Student Discipline/ Resultant Action extract for the month selected when generating Survey R.
What about changes to previously sent records?
There is no vehicle provided by the FLDOE to edit or make corrections to any previous Survey R file submissions. However, Districts will be required to submit updates or correct errors in subsequent Survey R submissions. To facilitate this requirement, as no o-file is provided by the FLDOE, Focus will be maintaining its own o-file. All historic information of what data was transmitted in Survey R will be recorded in the following database tables:
- FLORIDA_DEMOGRAPHIC_SURVEY_R
- FLORIDA_DISCIPLINE_SURVEY_R
- FLORIDA_SAFETYREPORT_SURVEY_R
To maintain the accuracy of the background O-files for Survey R, the district must submit Survey R from production and not from any survey or non-production environment.
For every transmission of Survey R, Focus will cross reference all records from August 1, 2021, against these background tables. If one of the following is found, the applicable records will be included in the submission:
- A change to a data element was made in a record previously submitted in Survey R. (Example: The district sends the August 2021 Survey R submission on September 10, 2021. On September 13, 2021, an admin changes the Incident Type to another value on an Incident whose Incident Date is August 2, 2021. When the district sends the September submission on October 8, 2021, the changed record from August will be re-transmitted.)
- A referral or incident has a prior submissions incident date, but has not been submitted in Survey R. (Example: The district sends the August 2021 Survey R submission on September 10, 2021. On September 13, 2021, an admin enters a brand new incident with an Incident Date of August 2, 2021. When the district sends the September submission on October 8, 2021, the new record from August will be included.)
Again, there is no vehicle being provided by the FLDOE to make edits or changes to previously submitted Survey R submissions. Only changes and new records from a prior month’s submission can be included in the next submission of Survey R. Currently, there is no way for Focus to transmit a deleted record as a correction to the FLDOE. If an Incident or Referral is deleted that has already been sent in Survey R, it will remain in the FSSP database.