: Universe Collection Civil Rights Data Collection

CRDC Presentation Update on the CRDC CRDC Purpose Lessons Learned How CRDC Data is Used

Introductions: Rebecca Fitch, OCR Abby Potts, OCR Ross Lemke, CRDC Partner Support Center (PSC)

The purpose of the U.S. Department of Education (ED) Civil Rights Data Collection (CRDC) is to obtain data related to the nation's public school districts and elementary and secondary schools' obligation to provide equal educational opportunity. To fulfill this goal, the CRDC collects a variety of information, including student enrollment and educational programs and services data that are disaggregated by race/ethnicity, sex, limited English proficiency, and disability. CRDC Purpose Our hope and expectation is that by ensuring that the data collected by the CRDC covers the critical issues in civil rights in education, the department and all stakeholders will have the information they need to ensure that school districts and schools are living up to the promise of providing equal educational opportunity. -Arne Duncan

CRDC Frequently Asked Questions When was the CRDC first conducted ? The CRDC has been conducted regularly since 1968, primarily as a biennial collection. The CRDC included the universe of all districts in 1976, 2000 and CRDC is a longstanding part of the Office for Civil Rights’ (OCR) overall strategy for administering and enforcing civil rights statutes prohibiting discrimination on the basis of race, color, national origin, sex, disability and age. Who participates in the CRDC? The CRDC is primarily collected from school districts except in Florida and Hawaii where the state provides the data on behalf of its school districts. Does the CRDC leverage EDFacts Data? Starting in the SY, the CRDC stopped collecting high school completers and child counts by disability category. This data is now provided by EDFacts.

CRDC Schedule for Advance Website (AWS) Complete: Advance Website for participating school districts to enter in primary point of contact and update list of schools required to report. Pre- collection of Data Currently (June – August): Districts collect their LEA and School level data for the year. LEAs may choose to store the data in “pre-collection tools” for use when the survey opens in September. Survey Open Upcoming (September – December): Districts enter/upload and validate their data via the web-based survey tool, and submit their data to the Department of Education through a certification process. Data Quality Review Post-collection review: OCR reviews LEA CRDC data to identify possible errors; contacts the LEA to discuss possible errors; and allows the LEA to amend, as necessary, CRDC data.

AWS Phase: Guiding Principles Every student is counted at the school that he or she attends. – Students are not reported back to a home school, even if assessment results, grades, and/or funding is linked back to the home school. – Every school reports students that receive more than 50% of instruction at that school.

AWS Phase: Defining the Universe Step #1: Defining the Universe – All educational programs serving students : “Regular” PK-12 schools Preschools operated by, or on behalf of, LEAs Alternative schools Charter schools Virtual schools State or locally operated programs serving school age children including students who are deaf/blind Juvenile justice facilities

AWS Phase: Updating data Step #2: Pre-populating Data – Collaboration across offices: Common Core of Data, Programs for Neglected and Delinquent Youth, Migrant Education Programs, EDFacts – Coordination across agencies: Department of Justice, Department of Health and Human Services. Step #3: School District Contact Info and School List Review

Communication Early and frequent communications to school districts and state education agencies Involve SEAs in CRDC communication to ensure state education agencies are aware of key CRDC milestones Coordination across offices in the Department is critical Universe Collection Consider the complexities in defining the universe where categories and types of schools are changing and evolving AWS Lessons Learned Participating School Districts Office for Civil Rights State Education Agencies Partner Support Center

PRE-COLLECTION PHASE NEW FOR THE CRDC June - August

Pre-collection Phase Guiding Principles Offer school districts the opportunity to prepare early for the CRDC survey open period. Provide a way for smaller districts to store CRDC data before the school year ends and the data system rolls over to the next school year. Support the development of flat files with new tools and resources for smaller school districts.

Pre-Collection: Tools Excel Template PDF Flat File PDF – Geared toward districts with a single school. A four-part printable document containing all survey questions (data groups). Excel Template – Geared toward districts with schools. Separate Excel files, one for each CRDC Form, containing all survey questions (data groups) for that form. Creates a flat file that can be uploaded into the web submission system. FFS (Flat File Submission) – Geared toward districts with a large number of schools and the ability to extract data from their district data systems. District uses the provided flat file specifications to create their own data files. The pre-collection tools can be used separately or in combination, in the way that best suits your CRDC data collection needs.

Pre-collection Phase: PDF Survey Forms Geared toward districts with a single school. A four-part printable document of the survey questions (data groups). The district manually fills in their answers on the printed form. Once the survey opens, the district will manually enter the data into the online collection tool.

Excel Template tools Geared toward districts with 2-10 schools. Four separate Excel files, one for each CRDC Form, containing all survey questions : LEA and school snap shot/point in time data and LEA and school cumulative and end of year data. The district completes the templates in Excel. When finished, the user can also save the files as.csv files. Once the survey opens, the district can upload the files into the online collection tool.

Flat File Submission Geared toward districts with a large number of schools and with more sophisticated IT capability. The district extracts data from its district databases into the files. New for : Specifications and instructions provided for district to create its own data files, in either fixed width or.csv format. Once the survey opens, the district can upload the files into the online collection tool. Example of Fixed Width specification s

Multiple partial file uploads supported Multiple formats (fixed width and.csv) One unified data check system for flat files and web-submitters Combine submission types: web survey and flat file. – LEAs can upload partial flat files into the web survey tool and fill in remaining data through the web tool Improvements to Flat File Submission from : Flat File Submission Lesson Learned from the CRDC

Survey Open Period September to December

Survey Open Period Survey Opens in September and Closes in December Single survey open window to collect both Part 1 and Part 2 data. Student data will be collected under the seven race/ethnic categories New data on preschool suspensions will be collected on the CRDC

Submission System Updates Web Survey tool to enter data through survey tool screens Upload flat files created either through FFS or excel template.

Submission System Improvements Partial Flat Files in multiple formats Web survey tool with skip logic so districts only complete data relevant to each school Single data check that provides instantaneous feedback about the status of your data

Combining Submissions – School district using the Excel/Flat File Tool and Web Tools to collect data from individual schools ABC school district includes 7 schools, including 2 high schools. Most of the data is stored in a centralized district data system. However, the interscholastic athletics data is only available at the high schools. The CRDC coordinator might create a flat file for the majority of the data in the centralized district data system and use this to “pre-populate” the school-level forms. To fill in the missing interscholastic data housed only at high schools, the CRDC coordinator may have the high schools enter data through the web survey tool. Flat File and Web Survey Tool

Key Data Quality Tips Students must always be counted in the school where they actually attend for more than 50% of the school day. For discipline tables, report the number of students who received suspension, expulsion, corporal punishment, school-related arrests, or referral to law enforcement. Please do not report the discipline incidents in these tables. Collecting SAT and ACT data early is strongly suggested. Many more tips are available at crdc2011.org

Explore Data: OCRDATA.ED.GOV

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On the Horizon Data Quality Review of Submissions Releasing the CRDC data Collection

More Questions? Check the FAQs This document is updated regularly and aims to answer all general questions. The FAQ document can be accessed by clicking the FAQs / Additional Resources tab on the toolbar at the top of the CRDC website Contact the Partner Support Center (PSC) Web form Telephone* Fax1-888-FAX-EDEN ( ) TTY/TDD ( EDEN) * 8am - 6pm ET