Office Of Civil Rights Data Collection Preparing PowerSchool and Beyond Terra Dominguez State OCR Coordinator Published 3/12/2015

Acronyms Definition USEDU.S. Department of Education OCROffice of Civil Rights CRDCCivil Rights Data Collection ODSOperational Data Store EDDIEEducational Directory and Demographical Information Exchange PSPowerSchool 2

Today’s Session  OCR SEA Level Project  Data Requested by the OCR  OCR Coordinator  Preparing PowerSchool  PowerSchool CRDC Reports  Federal Submission Portal  Resources 3

The OCR SEA Level Project National collection, requested every two years Previous year data NC DPI will submit data from SY 13/14 forward – Reduces time spent at LEA Level – NC DPI will load 99% of required data – Communications from NC DPI regarding submission for the CRDC are authoritative If you weren’t open in SY 13/14 you don’t report 4 Project

Collection and Submission Periods 5 CRDC Collection YearCRDC Submission Year SY SY SY SY SY SY Project

Project Tasks 1.Evaluate SY 13/14 requirements for CRDC 2.Build CRDC specific screens 3.Load all student data into PowerSchool 4.Develop PowerSchool CRDC report logic 5.Create state level submission files (inclusive of all data requested) 6.Participate in Federal pilot project 7.Submit data to the OCR 8.Review data in Federal tool (LEA level task) 9.Correct any erroneous data (Collaborative task) 1.Re-submit (if needed) 10.Approve Federal Submission (LEA level task) 6 Project

Federal Submission Window Opens March 23, 2015 NC DPI will notify LEAs and Charters when data has been loaded – LEAs and Charters MUST run the CRDC reports at the LEA level in PowerSchool – CRDC PowerSchool reports must be considered Final 75 calendar days to review, correct and approve 7 Project

Download the Federal OCR Documents 8

Data Requested by the OCR NC DPI has the ability to upload 99% of the data required by the OCR LEA School Student Staff * (not reported from PowerSchool) School Expenditures (not reported from PowerSchool). Data submitted to the OCR is Aggregate * Staff data may require manual entry into the Federal Submission Portal 9 Data

Data Requested by the OCR Part 1 LEA Form: Fall Snapshot Data (Oct 1, 2013) Section I: LEA-Level Students and Characteristics Section II: LEA – Level Early Learning, Preschool, Kindergarten Part 2 LEA Form: Cumulative Data Section I: Distance Education Section II: GED Preparation Programs (Not reported from PowerSchool) – NC Colleges offer GED Programs 10 Data

Data Requested by the OCR.. Part 1 School Form: Fall Snapshot Data (Oct 1, 2013) Section I: School characteristics Section II: Student Enrollment Section III: Classes, Course Enrollment, and Program Enrollment Section IV: School Staff (not reported from PowerSchool) 11 Data

Data Requested by the OCR.. Part 2 School Form: Cumulative or End-of-Year Data Section I: Algebra I Passing Section II: Credit Recovery Section III: SAT Reasoning Test, ACT, and Advanced Placement Exams Section IV: Chronic Student Absenteeism Section V: Student Retention Section VI: Single-Sex Interscholastic Athletics 12 Data

Data Requested by the OCR.. Part 2 School Form: Cumulative or End-of-Year Data Section VII: Student Discipline Section VIII: Offenses Section IX: Harassment or Bullying Section X: Restraint and Seclusion Section XI: Teacher Absenteeism (not reported from PowerSchool) Section XII: School Expenditures (not reported from PowerSchool) Section XIII: Items for Justice Facilities Only 13 Data

How will my data get to the NC DPI? Most data lives in PS The NC DPI has access to Staff and Expenditure data LEAs and Charters will be required to manually update Teacher Absenteeism 14

OCR Coordinators Recommendation: Two OCR Coordinator contacts Will receive: – notifications from the NC DPI – Initial accounts to Federal CRDC Submission Portal Work together to: – understand OCR data submission requirements – provide security accounts to other local staff to the Federal Submission Portal – review data uploaded to the Federal Submission Portal by the NC DPI – communicate concerns or data issues to the NC DPI – correct data as appropriate – approve the CRDC submission 15 Coordinators

Preparing PowerSchool Download the Federal OCR Documents Identify staff that may assist in understanding the collection process, preparing the LEA / Charter school PowerSchool instance or verifying data accuracy Ensure designated staff has the appropriate access in PowerSchool to assist in CRDC preparation. 16 PS Setup

Adding the CRDC Collection 1.Navigate to LEA Office 2.Navigate to State Reports 3.Click the Details drop-down, click Show/Hide Collection From Schools 4.Identify school, make appropriate Yes/No selection 5.Click Submit 17 PS Setup Note: this function only hides or shows the results of the data collection at the school level. This does not exclude a school from reporting results at the LEA level

Exclude Schools PS CRDC OCR Coordinators must determine which schools within their PowerSchool instance should report on the CRDC Part 1 & 2 Reports. Must be excluded: – Public schools not open during the collection year – DPI FTE School (non-public school) – Graduated Students (non-public school) Excluding other schools within the PowerSchool instance is at the discretion of the LEA. 18 PS Setup

Non-Public Schools in PowerSchool Created with school numbers <300 Created by the NC DPI: – DPI FTE School – used for technical work around – Program Schools More at Four Migrant Homeless LEP CECAS Created by LEA or Charter: – Assignment School – Happy PK Center 19 PS Setup

Excluding Non-Public Schools Ask the following question: “Were students active in the collection year, receiving services from the LEA/Charter and were not sitting in a Public School?” 20

Exclude Schools PS CRDC.. 1.Start Screen > Select school > Setup > School > Civil Rights Data Collection 2.Click Yes from the drop-down to the left of the question ‘Is this school excluded from CRDC reporting?’ 3.Click Submit 21 PS Setup

Verify Previous Year Grade Levels EDDIE is the authoritative source for NC public school numbers and demographic information Grade level data from EDDIE is critical to NC PowerSchool functionality EDDIE PowerSchool has a year-end process No changes may be made to previous year information in EDDIE after year-end 22 PS Setup

Verify Previous Year Grade Levels.. 1.Start Screen > Select school > Setup > School > CRDC EDDIE Grade Levels 2.Locate the correct YEAR_ID 3.For the SY CRDC, locate YEAR_ID 23 4.Type each grade level and separate with a colon 5.Type each grade level using the format in EDDIE Example: Kindergarten is ‘KG’ 6.Click Submit 23 PS Setup

Verify Previous Year Grade Levels.. 24 PS Setup

Updating CRDC Screens in PS Download the Federal OCR Documents Must be answered at the LEA level and for all public schools that will be reported to the OCR Questions may not be available for update based on how a preceding question was answered Fields left blank will report as ‘No’ Data is static 25 PS Setup

LEA CRDC Screen Start Screen > Select LEA Office > Setup > LEA > Civil Rights Data Collection (CRDC) 26 PS Setup Section Headers within the CRDC PowerSchool screens follow the Table of Contents in the Federal OCR document.

School CRDC Screen Start Screen > Select school > Setup > School> Civil Rights Data Collection (CRDC) 27 PS Setup Section Headers within the CRDC PowerSchool screens follow the Table of Contents in the Federal OCR document.

CRDC Reports in PS - LEA Must be run at the LEA level Must be re-run with each update to the report or data The LEA and the School level reports are not ‘tied together’ May require hours of run-time based on the size of the LEA – Large and Medium LEAs should execute the reports in the morning, after 5am CRDC Reports do not have Errors or Warnings 28 PS Reports CRDC Reports do not have Errors or Warnings. Data must be reviewed to ensure accuracy.

CRDC Reports in PS – School Detail Views CRDC Part 1 CRDC Student Detail by School – Part 1 All students reporting based on the October 1 enrollment date Indicates what elements the student will report against CRDC Class Detail by School – Part 1 All first semester and 36 week courses Includes Course name, number, and section CRDC Part 2 CRDC Student Detail by School – Part 2 All students reporting based on the October 1 enrollment date Indicates what elements the student will report against 29 PS Reports These special reports, located at the school level only, allow staff to investigate the student and course level data that will be reported as aggregate to the OCR

Data Views and the CRDC CRDC Data Views in PowerSchool closely follow the Table of Contents in the Federal OCR document PowerSchool CRDC reports are grouped by: CRDC Part 1 – CRDC LEA Detail – Part 1 – CRDC School Detail – Part 1 – CRDC Student Aggregations – Part 1 – CRDC Student Detail by School – Part 1 (School Level Only) – CRDC Class Detail by School – Part 1 (School Level Only) 30 PS Reports

Data Views and the CRDC.. CRDC Data Views in PowerSchool closely follow the Table of Contents in the Federal OCR document PowerSchool CRDC reports are grouped by: CRDC Part 2 – CRDC LEA Detail – Part 2 – CRDC LEA Student Aggregations – Part 2 – CRDC School Detail – Part 2 – CRDC Student Aggregations by School – Part 2 – CRDC Student Detail by School – Part 2 (School Level Only) 31 PS Reports

Data Views and the CRDC.. CRDC reports are formatted much like Excel Each row is a single record Groups of data are based on the Category 32 PS Reports Each row is a single record and groups of data are based on the Category.

Data Views and the CRDC.. 33 PS 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.

Data Views and the CRDC.. 34 PS 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.

Data Views and the CRDC.. Filters are based on the Results Category If the Data View is based on school level data, the first column; School will also be available 35 PS Reports The number in parenthesis follows the table of contents in the Federal OCR documentation.

Data Views and the CRDC.. Export Exporting CRDC data may be beneficial is some situations. Data exported outside of PowerSchool should be protected in accordance to FERPA and HIPPA guidelines. 36 PS Reports

Federal Submission OCR Coordinators will receive initial access OCR Coordinators may provision accounts to LEA staff Access will be communicated directly from the Federal government All LEAs and Charters will receive notification from the NC DPI once the OCR data is uploaded – If data uploaded to the Federal CRDC portal is inaccurate, report the data issues to the Home Base Support Center at – LEAs and Charters are advised to contact the Home Base Support Center prior to making any manual updates to the Federal CRDC Submission portal. The NC DPI will archive all Federal CRDC submissions 37 Submission

Resources Federal Site: CRDC LEA and School level forms NC Public Schools Site: Communications Archive Contact List Webinar Sessions NC-SIS: Webinar Recordings User Guide 38 Resources

Support As needed, the State OCR Coordinator will contact the OCR and report back to the LEA / Charter school. Please report CRDC issues to the Home Base Support Center at Tickets will be escalated to the NC DPI State OCR Coordinator. Please title the Subject line(s) as follows: – ‘OCR/CRDC – OCR Coordinator Contacts’ – ’OCR/CRDC – Report Run Error’ – ‘OCR/CRDC – PowerSchool Data’ – ‘OCR/CRDC – CRDC Federal Upload’ 39 Resources

Office Of Civil Rights Data Collection Terra Dominguez State OCR Coordinator Thank you!