Office Of Civil Rights Data Collection (OCR / CRDC) State Level Submission Project Status Update Terra Dominguez State OCR Coordinator terra.dominguez@dpi.nc.gov

About this Presentation This presentation is a collection of each status update. The presentation may be downloaded in full at: http://www.dpi.state.nc.us/data/management/ocr/webinars/ Slides from previous updates/webinars have been hidden to allow attendees to focus on current information. Originally Presented: 12/12/2018

December 12, 2018 Overview and Timeline Preparing for the CRDC PowerSchool Functionality Questions Originally Presented: 12/12/2018

Overview OCR - Office of Civil Rights Began in 1974 CRDC - Civil Rights Data Collection Began in 1974 All public schools and charters required to submit Published nationally Analyzed by lawmakers, communities, researchers Originally Presented: 12/12/2018

OCR Data Collection Data is disaggregated by race/ethnicity, sex, limited English proficiency (LEP) and disability (EC/IDEA) Originally Presented: 12/12/2018

Data Collection and Submission Years CRDC Collection Year CRDC Submission Year SY 2013-2014 SY 2014-2015 SY 2015-2016 SY 2016-2017 SY 2017-2018 SY 2018-2019 SY 2019-2020 SY 2020-2021 SY 2021-2022 SY 2022-2023 The data submitted is published and accessible to the nation the following year. Originally Presented: 12/12/2018

Transmission of Data 99% of the data elements required for the CRDC submission are reported to the NC DPI Majority of the data resides in PowerSchool Staff, Expenditure, Internet Access, and Teacher Certification data are collected from the state level authoritative source systems Teacher Absenteeism is not collected by the NC DPI The NC DPI facilitates the extract and upload of data to the CRDC Federal Submission Portal Originally Presented: 12/12/2018

NC DPI Data Uploads NC DPI will send notification prior to uploading the following data files to the Federal Submission Tool: Expenditure Staff Internet Access Teacher Certification LEA – PowerSchool data School – PowerSchool data Originally Presented: 12/12/2018

Data not Accessible to the NC DPI LEAs and Charter schools that collect data using third party software not integrated into the PowerSchool instance are responsible for adding OCR data to the Federal Submission Portal after the DPI upload * Examples: Athletic Eligibility data, Incident data and Section 504 data *If data is loaded prior to the DPI upload, it will be overwritten NC DPI does not have the ability to collect Teacher Absenteeism LEAs and Charters may add this data to the Federal Submission Portal at will Originally Presented: 12/12/2018

Completing the Collection LEAs and Charters must complete the collection by validating and certifying the data after upload to the Federal Submission Portal Originally Presented: 12/12/2018

April 22, 2019 * Dates may be subject to change Timeline* February 15, 2019 PowerSchool CRDC Preview Reports close February 18-28, 2017 NC DPI will load data to the Federal Submission Portal March 4, 2019 LEAs and Charters may now update the Federal system, correct errors and certify Collection Closes April 22, 2019 * Dates may be subject to change Originally Presented: 12/12/2018

More About the Timeline* December 17 – February 15, 2019 Complete Setup of PowerSchool, Generate LEA level Reports, Approve January 28 – February 14, 2019 PowerSchool CRDC ‘Run and Approve Status’ reports sent daily February 4 – February 8, 2019 LEAs and Charters will receive accounts to Federal Submission Portal February 18 - February 28, 2017 NC DPI will load data to the Federal Submission Portal March 4 – April 22, 2019 LEAs and Charters may now update the Federal system, correct errors and certify March 8 – April 15, 2019 Certification Complete report sent weekly April 22, 2019 Federal Submission Closes * Dates may be subject to change Originally Presented: 12/12/2018

Preparing for the CRDC Originally Presented: 12/12/2018

Communication Opportunities Coordinator Contacts in EDDIE Managed by LEA/Charter – update anytime Communications directly from SEA OCR Coordinator List sent to Feds for account creation October 1, 2018 Grads360 North Carolina Workgroup Peer group for coordinators throughout the state EDDIE OCR Contacts automatically added Access/Removal Requests: molly.hash@aemcorp.com Originally Presented: 12/12/2018

NC Workgroup Access and Usage Optional Site is password protected User name email address (terra.Dominguez@dpi.nc.gov) Initial password is Welcome2018! You will be prompted to change your password upon first login Users can reset their own password Adhere to all FERPA and HIPAA guidelines when participating in this workgroup Responses to postings will be distributed to ALL North Carolina Workgroup members Originally Presented: 12/12/2018

Documentation Federal OCR LEA and School Forms Preparing for the CRDC Must be used to understand collection dates, business rules, key definitions and to validate PowerSchool CRDC Preview Reports Preparing for the CRDC NC specific resource guide that defines processes, procedures and tips Originally Presented: 12/12/2018

Resource Links NC Public Schools OCR Pages http://www.ncpublicschools.org/data/management/ocr/ Documentation and Webinars FAQs Non-PowerSchool data files Grads360 https://crdc.grads360.org/#program Federal Submission Portal launch site Federal level resources Access to North Carolina Workgroup Originally Presented: 12/12/2018

Have Your Documents Ready Federal LEA CRDC Document Federal School CRDC Document Preparing for the CRDC PowerSchool CRDC Screen and Preview report question numbers align with the Federal forms TOC Originally Presented: 12/12/2018

Preparing PowerSchool* Show/Hide CRDC Preview Reports (pg. 16) Update CRDC EDDIE Grade Levels screen (pg. 18) Complete School level CRDC screens (pg. 19) Complete LEA level CRDC screen (pg. 21) Generate LEA level CRDC Preview Reports (pg. 24) * Page numbers from ‘Preparing for the CRDC’ Originally Presented: 12/12/2018

PowerSchool Functionality & Demo Originally Presented: 12/12/2018

Show/Hide Reports Set the School drop-down to LEA Office. From Reports on the left side of the screen, click State Reports. CRDC Preview Report Part 1 & 2 are located under Current LEA –Level Collections. Originally Presented: 12/12/2018

Show/Hide Reports… Click the Details drop-down; click Show/Hide Collection From Schools. Make the appropriate Yes/No selection from the Display in Dashboard? drop-down. Click Submit. Originally Presented: 12/12/2018

Show/Hide Reports… Make the appropriate Yes/No selection from the Display in Dashboard? drop-down. Click Submit. Originally Presented: 12/12/2018

Start Screen > Select school > Setup > School > CRDC EDDIE Grade Levels 27 Originally Presented: 12/12/2018

CRDC EDDIE Grade Levels … Locate the correct YEAR_ID. For the SY 2017-18 CRDC, locate YEAR_ID 27. Type each grade level and separate with a colon. Type each grade level using the format in EDDIE. An example is Kindergarten: In EDDIE Kindergarten is ‘KG’. Click Submit. Originally Presented: 12/12/2018

CRDC EDDIE Grade Levels Screen Tips Year ID 27 is required Can be edited as needed Grade levels do not need to be consecutive Grade levels must be separated by a colon LOW_GRADE and HIGH_GRADE columns are not used by the CRDC reports Originally Presented: 12/12/2018

Start Screen > Select LEA Office > Setup > LEA > Civil Rights Data Collection (CRDC) Originally Presented: 12/12/2018

Start Screen > Select school > Setup > School > Civil Rights Data Collection (CRDC) Originally Presented: 12/12/2018

School CRDC Screens Tips All public schools must select ‘No’ for the question ‘ Is this school excluded from CRDC reporting?’ Schools that are used to group students who are not yet admitted should be set to Yes Program schools must select ‘Yes’ for the question ‘Is this school a Non-LEA facility?’ CECAS Homeless Migrant Immigrant More at four and PK centers, if applicable Originally Presented: 12/12/2018

School CRDC Screens Tips … Some data on page is auto-populated Magnet Program Alternative Program Special Education Course information If auto- populated data is incorrect, go back to the source Athletic Eligibility data will generate on the CRDC Part 2 report, if populated in PowerSchool *Magnet, Alternative and Special Education indicators are located in the EDDIE application Originally Presented: 12/12/2018

More PowerSchool CRDC Screen Tips At the LEA level, all coordinator contact information is required At the school level: Identify PowerSchool schools that should not be part of the collection Example: Lottery/Assignment schools Identify ‘non-LEA Facilities’ Consider PowerSchool schools where students are receiving services but are not sitting in a public school Examples: CECAS, Migrant, LEP, PK centers Originally Presented: 12/12/2018

PowerSchool CRDC Preview Reports You must use the Federal forms to fully understand the data LEA level reports are required Reports will be available December 17, 2019 Run, and Review data but DO NOT Approve LEA reports at this time Originally Presented: 12/12/2018

PowerSchool CRDC Preview Reports - Tips School level contain views to drill to student and course section data Data must be reviewed; do not contain Errors or Warnings Must be re-run with each update or correction regarding data relevant to the CRDC LEA and School level reports are independent Originally Presented: 12/12/2018

Reviewing PowerSchool CRDC Preview Reports PowerSchool CRDC Preview report question numbers align with the Federal forms TOC CRDC LEA Detail Federal LEA Form CRDC LEA – Level Student Aggregations (Part 2 Only) CRDC School Detail Federal School Form CRDC Student Aggregations by School Originally Presented: 12/12/2018

Reviewing PowerSchool CRDC Preview Reports… Notice that Category 1 reflects the Table of Contents of the Federal OCR LEA and School Level CRDC documents.   Category 2 provides more detail based on Category 1. Each row is a single record and groups of data are based on the Category.   Originally Presented: 12/12/2018

Reviewing PowerSchool CRDC Preview Reports… The alpha numeric character in parenthesis follows the table of contents in the Federal OCR documentation.   Filters can be used to review large amounts of ‘like’ data. This may be helpful to the LEA level when reviewing a particular question across schools.   Originally Presented: 12/12/2018

Recommendation to Large LEAs The CRDC Part 2 may take up to 10 minutes per school to generate. Consider timing when generating the reports. If the reports do not complete at the LEA level, please contact the NC DPI (Terra Dominguez) via a Remedy ticket or an email. Originally Presented: 12/12/2018

What Should We Complete Now? LEA level CRDC Screen in PowerSchool School level CRDC Screens in PowerSchool Generate and review the LEA level PowerSchool CRDC Preview reports DO NOT Approve LEA reports at this time The State OCR Coordinator will a send notification when approval is required Originally Presented: 12/12/2018

Any Questions?

Resource Links NC Public Schools OCR Pages http://www.ncpublicschools.org/data/management/ocr/ Documentation and Webinars FAQs Non-PowerSchool data files Grads360 https://crdc.grads360.org/#program Federal Submission Portal launch site Federal level resources Access to North Carolina Workgroup Originally Presented: 12/12/2018

(855) 255-6901 or crdc@aemcorp.com Support Issue / Concern Contact Contact Info Data not loaded for school Questions about data HBSC Support Center (919) 807-4357 or https://nc-myit.us.onbmc.com No access to Federal Portal Incorrect permissions for account School does not exist in the Federal Portal CRDC Partner Support (855) 255-6901 or crdc@aemcorp.com Originally Presented: 12/12/2018

Thank You!