1. Office Of Civil Rights Data Collection (OCR / CRDC)
State Level Submission Project Status Update
September 23, 2016
Terra Dominguez
State OCR Coordinator

2. September 23, 2016 CRDC Overview from the OCR / Partner Support
New Collaboration Opportunity – Grads360
Communication and Documentation for NC
Data Transmission
LEA Responsibilities
PowerSchool Functionality
Originally Presented: 9/23/2016

3. Civil Rights Data Collection Overview
Christy Foley
CRDC Partner Support Center

4. Data Collection
Data is disaggregated by race/ethnicity, sex, limited English proficiency (LEP) and disability (EC/IDEA)
Originally Presented: 9/23/2016

5. Data Collection and Submission Years
CRDC Collection Year
CRDC Submission Year SY SY SY SY SY SY SY SY SY SY
The data submitted is published and accessible to the nation the following year.
Originally Presented: 9/23/2016

6. Submission Time-Frame
Federal submission window generally opens in the fall
LEAs have 75 business days to complete the collection
Originally Presented: 9/23/2016

7. Want to know more about the CRDC?
Reasoning
History
Data Use
CRDC Structure
Originally Presented: 9/23/2016

8. New Collaborative Opportunity
Molly Hash
Applied Engineering Management Corporation (AEM)

9. https://crdc.grads360.org/#program
NC Workgroup
Members can:
Start a discussion with other members
Access latest NC specific documents
Recorded webinars
View a calendar of events
Originally Presented: 9/23/2016

10. Available from CRDC Resource Center
Originally Presented: 9/23/2016

11. Access Site is password protected
Staff who provided contact information in EDDIE will receive a user name
User name is first initial, full last name (tdominguez)
Users can reset their own password
Additional staff can request access
Originally Presented: 9/23/2016

12. Usage
Adhere to all FERPA and HIPAA guidelines when participating in this workgroup
Responses to postings will be distributed to ALL North Carolina Workgroup members
Optional

13. Communication and Documentation for NC
Terra Dominguez
State OCR Coordinator

14. OCR Coordinators/Contacts
Managed at the district level using EDDIE
Office of Civil Rights Coordinator
Student Information Coordinator
Used for communications and account creation
Submitted to Feds September 23, 2016
Update contacts in EDDIE if any change in staff
Originally Presented: 9/23/2016

15. Notifications from State OCR Coordinator
Included but not limited to:
Webinar Events
Documentation updates
Updates to PowerSchool CRDC Preview reports
Deadlines
Originally Presented: 9/23/2016

16. Notifications from the OCR
Contacts may also receive messages from the Federal CRDC Partner Support Center. Expect from the following address:
Originally Presented: 9/23/2016

17. Documentation and Webinars
Launch point for documentation for SY CRDC

18. Documentation NC DPI web page includes:
Link to Grads 360 CRDC Resource Center
Federal CRDC Documentation
NC CRDC Workgroup
NC Specific Documentation
Preparing for the CRDC * Draft published September 21, 2016
PowerSchool CRDC Data Dictionary
CRDC Expenditure Business Rules
Originally Presented: 9/23/2016

19. Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov
Data for the NC CRDC
Terra Dominguez
State OCR Coordinator

20. Transmission of Data
99% of the data elements required for the OCR Federal submission are already collected by the NC DPI
Majority of the data resides in PowerSchool
Staff and Expenditure information are collected from the state level authoritative source systems
The NC DPI will perform a one-time extract and upload the data available when the Federal submission window opens
Originally Presented: 9/23/2016

21. Extract / Upload Schedule
Federal submission dates are pending
NC DPI will upload data in the following order:
Expenditure
Staff
LEA – PowerSchool
School – PowerSchool
NC DPI will send prior notification
Originally Presented: 9/23/2016

22. Data not Accessible to the NC DPI
LEAs and Charter schools that use third party software for data specific to the CRDC collection that are not integrated into the PowerSchool instance are responsible for adding that 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: 9/23/2016

23. Data Not in PowerSchool
Uploaded directly to Federal Submission Portal:
Expenditure
Expenditure Object Codes used are published
FTE
Reference information pending
Staff Certification
Originally Presented: 9/23/2016

24. Data Imported to PowerSchool
Only visible on PowerSchool CRDC Preview reports:
EC Indicator
From December 2015 EC Head Count
Imported into PowerSchool September 2016 Maintenance Weekend
AP Exam Scores
From College Board finalized September 2016
Pending import to PowerSchool October 2016 Maintenance Weekend
Originally Presented: 9/23/2016

25. EDDIE Data Synced to PowerSchool
School Characteristics data are sent to PowerSchool on a nightly basis. These data answer question 4 of the CRDC school form:
Special Education School?
Magnet School?
Charter School?
Alternative School?
If data are inaccurate when reviewing PowerSchool CRDC
Preview Reports, correct EDDIE and wait 24 hours.
Pending October 2016 Maintenance Weekend
Originally Presented: 9/23/2016

26. PowerSchool CRDC Preview report Fixes Pending October 2016 Maintenance Weekend
Incident Data
Currently, if a student transferred within the year and was suspended at school A, suspensions are counted at school A and school B
Originally Presented: 9/23/2016

27. LEA/Charter Responsibilities
Terra Dominguez
State OCR Coordinator
Originally Presented: 9/23/2016

28. LEA / Charter Responsibilities
Download Federal OCR documentation
Identify staff to facilitate the collection
Ensure staff have appropriate tools/access Examples: PowerSchool, Federal Submission Portal
Update PowerSchool for the CRDC
Originally Presented: 9/23/2016

29. LEA / Charter Responsibilities
Generate PowerSchool CRDC Preview reports
Validate data in the Federal Submission Portal
Pay particular attention to data not reviewable from the PowerSchool CRDC Preview reports
Update Federal Submission Portal
Certify data in the Federal Submission Portal
Originally Presented: 9/23/2016

30. Preparing PowerSchool
Download the ‘Preparing for the CRDC’ document
Update the LEA and School level CRDC screens
Originally Presented: 9/23/2016

31. PowerSchool CRDC Screens
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: 9/23/2016

32. PowerSchool CRDC Preview Reports
Updates to the report are pending
Communicate any concerns to the Home Base Support Center
Do not contain Errors or Warnings.
Data must be reviewed
Originally Presented: 9/23/2016

33. PowerSchool CRDC Preview Reports…
At the LEA level are required
At the School level contain views to drill to student and course section data
Must be re-run with each update or correction relevant to the CRDC
LEA and School level reports are independent
Originally Presented: 9/23/2016

34. Questions?

35. (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) or
No access to Federal Portal
Incorrect permissions for account
School does not exist in the Federal Portal
CRDC Partner Support
(855) or
Originally Presented: 9/23/2016