The Download DOE & Error Reports module is a useful tool in that it allows districts to download the edit and verification reports associated with each file format for a specific survey. This module also allows districts to download DOE generated reports, which aides in reviewing and revising data to ensure the district is receiving full funding. Note: There are three type of edits that the DOE will process data: Reject, Validation/Exception, and Aggregate Exception edits.
1. From the Florida Reports menu, click Download DOE & Error Reports.
2. This navigates to the Download DOE & Error Reports screen where you can begin by selecting the applicable Survey from the provided pull-down.
To download/view non-survey DOE files, select Other from the Survey pull-down.
3. Select the Extract from the provided pull-down, such as Student Demographic Information. Note: If you selected Other from the Survey pull-down, a different list of extracts will display.
4. The DQ2 Preflight option is available for Student, Staff, or WDIS surveys (not the Other survey option). Select the check box to have Focus pull in the file(s) that the district has submitted to DQ2 Preflight. When this check box is not selected, Focus will pull in the file(s) that the district submitted to either DQ2 Production (Staff & WDIS) or to NWRDC (Student).
5. Click the List Files button.
6. Select the applicable Available Files to be downloaded, such as O-File, Validation/Exception Report, etc. Note: If you selected Other from the Survey pull-down, a different list of Available Files will display per survey. Note: All files need to be requested from NWRDC.
O-File: This file is generated by the DOE and contains all the error-free records that were successfully processed by DOE. This will download as a .txt file to your local download folder.
Initial or Batch Edit Listing: This report, which is listed per School, shows records containing "Rejects" errors.
Initial or Batch Records in Error: This report displays in .txt file shows records containing "Rejects" errors.
Validation Records in Error: This is a .txt file containing any records containing a “Validation” error.
Validation/Exception Report: This report, which is listed per School, shows records containing “Validation/Exception” errors.
Validation/Exception Report: This report, which is listed per School, shows records containing “Aggregate Exception” errors.
7. Select the File Format from the pull-down. The options include Text File and PDF File.
Text File can be selected to view data from the perspective of DOE without extracting data to be sent to the state.
PDF File can be selected for a more readable format.
8. When all selections have been made, click the Download File button to download the selected file and extract to your computer.
A green check mark displays indicating that the download was successful.
a. Navigate to your download folder of your computer to view the extract file.
Files are downloaded to your computer, not into Focus.
9. You also have the option to Push to School Folders by clicking the corresponding button. The selected extract will be sent to each school's School Folder on the Portal page. School staff will only be able to access extracts for schools they have permissions to. See Portal Editor and Portal for more information.
