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

2. About this Presentation
This presentation is a collection of each status update.
The presentation may be downloaded in full at:
Slides from previous updates/webinars have been hidden to allow attendees to focus on current information.
Originally Presented: 10/7/2016

3. About this Presentation…
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Originally Presented: 10/7/2016

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Originally Presented: 10/7/2014

5. More About this Presentation
Page numbers
Page numbers do not update if a slide is hidden
‘Originally Presented’ and ‘Updated’ date are located on the footer
Slides may be re-used with each webinar
Latest ‘Known Issues’ stamped with
‘Known Issues’ that are resolved stamped with
Originally Presented: 10/7/2016

6. 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

7. Civil Rights Data Collection Overview
Christy Foley
CRDC Partner Support Center
Originally Presented: 9/23/2016

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

9. 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

10. 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

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

12. New Collaborative Opportunity
Molly Hash
Applied Engineering Management Corporation (AEM)
Originally Presented: 9/23/2016

13. 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

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

15. 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

16. 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
Originally Presented: 9/23/2016

17. Communication and Documentation for NC
Terra Dominguez
State OCR Coordinator
Originally Presented: 9/23/2016

18. 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

19. 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

20. 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

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

22. 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

23. Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov
Data for the NC CRDC
Terra Dominguez
State OCR Coordinator
Originally Presented: 9/23/2016

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

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

32. 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

33. 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

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

35. 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

36. 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

37. 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

38. October 7, 2016 Reminders Updates and Known Issues Questions
Originally Presented: 10/7/2016

39. Terra Dominguez State OCR Coordinator Terra.Dominguez@dpi.nc.gov
Reminders
Terra Dominguez
State OCR Coordinator
Originally Presented: 10/7/2016

40. Reminders: Documentation
You must download the following:
Preparing for the CRDC
Federal LEA & School forms
Originally Presented: 10/7/2016

41. Reminders: Contacts
Contacts are used for notifications and are the first to receive access to the Federal Submission Portal
Contacts sent to the Feds from EDDIE 9/28/2016
LEAs and Charters that did not update EDDIE:
Update EDDIE to receive NC notifications
Contact to update contacts
Accounts may be created in late October
Originally Presented: 10/7/2016

42. Reminders: Communications
Contacts from EDDIE will receive notifications directly from SEA OCR Coordinator
The same notification will be sent from the PS and Charter list serves
LEAs can communicate with each other through the CRDC NC Workgroup at Grads360
Site will go live by the end of October
Originally Presented: 10/7/2016

43. Reminders: CRDC Submission Dates
Have not been finalized by the OCR
Notification will be sent by the NC DPI
NC DPI will upload data available to the CRDC system
Originally Presented: 10/7/2016

44. Reminders: Data Teacher Absenteeism must reported by the LEA
Expenditure, FTE and Teacher Certification will be uploaded to the Federal System directly
The remainder of data will be collected from PowerSchool
LEAs that do not record all data in PowerSchool must report directly to the OCR after DPI uplaod
Originally Presented: 10/7/2016

45. Reminders: PowerSchool
No CRDC Preview Reports have errors or warning messages
CRDC Preview Reports should not be approved at this time
School level CRDC Preview Reports contain additional views to drill to student and course section data
Originally Presented: 10/7/2016

46. Updates and Known Issues
Terra Dominguez
State OCR Coordinator
Originally Presented: 10/7/2016

47. Updates - Website
A minor correction was made to the CRDC data dictionary.
Details can be viewed on the documentation page
Pending publications
FAQs from the September 23, 2016 webinar
OCR Coordinator Contact list
OCR School Verification list
Expenditure, FTE and Certification data files
Known Issues
Originally Presented: 10/7/2016

48. Updates - PowerSchool
AP exam scores have been imported into PowerSchool
Until the October Maintenance weekend, the data can be viewed on the School Level CRDC Preview Report - Part 2
Originally Presented: 10/7/2016

49. November 4, 2016 PowerSchool Functionally Updates and Known Issues
Next Steps
Questions
Originally Presented: 11/4/2016

50. PowerSchool Functionality – Have Your Documents Ready
Federal LEA CRDC Document
Federal School CRDC Document
Preparing for the CRDC
Originally Presented: 11/4/2016

51. PowerSchool Functionality - CRDC Setup Screens
Update LEA level CRDC screen (page 22)
Update School level CRDC screen (page 24)
Review and/or update CRDC EDDIE Grade Levels Screen (page 27)
Originally Presented: 11/4/2016

52. Start Screen > Select LEA Office > Setup > LEA > Civil Rights Data Collection (CRDC)
Originally Presented: 11/4/2016

53. PowerSchool Functionality – LEA CRDC Screen Tips
All Coordinator information must be completed, even if the same person is identified for each coordinator type
Coordinators listed here should be staff who deal with civil rights issues, not necessarily technical staff supporting the collection
Some data on page is auto-populated
If auto- populated data is incorrect, go back to the source
Originally Presented: 11/4/2016

54. Start Screen > Select school > Setup > School > Civil Rights Data Collection (CRDC)
Originally Presented: 11/4/2016

55. PowerSchool Functionality – 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: 11/4/2016

56. PowerSchool Functionality – 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: 11/4/2016

57. Start Screen > Select school > Setup > School > CRDC EDDIE Grade Levels
Originally Presented: 11/4/2016

58. PowerSchool Functionality – CRDC EDDIE Grade Levels Screen Tips
Year ID 25 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: 11/4/2016

59. PowerSchool Functionality - CRDC Preview Reports
LEA level (page 14)
School level CRDC screen (page 24)
Adding PowerSchool CRDC Preview Reports to Schools (page 20)
Originally Presented: 11/4/2016

60. How to Review PowerSchool CRDC Preview Reports - Tips
You must have the Federal Documents to fully understand the data
LEA level reports are required
Run, but DO NOT Approve LEA reports at this time
Approval button is only available for 24 hours after report generation
PowerSchool CRDC reports do NOT contain errors and warnings the data must be reviewed
Originally Presented: 11/4/2016

61. How to Review PowerSchool CRDC Preview Reports – Tips …
The PowerSchool Data Views Map to:
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
The CRDC data in PowerSchool generates on two reports:
CRDC Part 1
CRDC Part 2
The Federal forms are grouped by:
Part 1
(fall snapshot data)
Part 2
(cumulative data)
Originally Presented: 11/4/2016

62. How to Review PowerSchool CRDC Preview Reports – Tips …
Each row is a single record and groups of data are based on the Category.
The numeric value in Category 1 represents the question number on the Federal OCR forms and can be mapped back the Table of Contents of the Federal OCR LEA and School Level CRDC documents.
Category 2 provides more detail based on Category 1.
Originally Presented: 11/4/2016

63. How to Review PowerSchool CRDC Preview Reports – Tips …
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: 11/4/2016

64. How to Review PowerSchool CRDC Preview Reports – Tips …
Filters can be used to review large amounts of ‘like’ data.
This may be helpful to at the LEA level to review a particular question across schools.
Originally Presented: 11/4/2016

65. 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 .
Originally Presented: 11/4/2016

66. PowerSchool CRDC Report Submission End Dates
Submission End Date will be updated to January 1, 2017 during the November Maintenance weekend. This date may change depending on issues reported by LEAs who have reviewed the PowerSchool CRDC Preview Reports.
Originally Presented: 11/4/2016

67. Section 504 Records in PowerSchool
Designation of Section 504 is a local policy
Moving forward, Section 504 electronic records should reflect the plan start and end dates as identified by the 504 Coordinator
There is no need to update records already created
Originally Presented: 11/4/2016

68. 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: 11/4/2016

69. Known Issues Scenario / Impact Action/ Resolve
CRDC School Level Screen – School not reporting as Magnet, Alternative or Special Education School
Resolved October 2016 Maint. Weekend
~Reminder~
This data will come from the EDDIE file that is synced nightly with PowerSchool. This data must be corrected in the EDDIE system.
CRDC Part 1– Grade levels report as No, impacting all calculations for both reports that are dependent on the grade.
*Resolved October 27, 2016.
Update scheduled for October 2016 Maint. Weekend
~Workaround~
Manually update the CRDC EDDIE Grade Levels screen
CRDC Part 2 - If a student transferred within the year and was suspended at school A, suspensions are counted at school A and school B
Originally Presented: 10/7/2016
Updated: 11/4/2016

70. Please report any issues to the HBSC Support Center
Known Issues
Scenario / Impact
Action/ Resolve
CRDC Part 1 & 2 LEA Level – Approval button goes away. Message that says ‘Cannot approve – New collection required after start date’
~Important~
No LEA should approve either report until all fixes are in place
Please report any issues to the Support Center
CRDC Part 1 & 2 LEA Level – Data does not display at the LEA level
Resolved October 2016 Maint. Weekend
~Workaround~
Verify all schools in PowerSchool Instance have terms for the SY school year. For those schools that do not have terms, exclude them from the report using the school level CRDC screen
Please report any issues to the HBSC Support Center
(919) or
Originally Presented: 10/7/2016
Updated: 11/4/2016

71. Grads360 CRDC NC Workgroup
Is live!
Create discussion boards
View recorded webinars
See Events
Those staff who were recorded in EDDIE for the CRDC collection as of September 23, 2016 have access
This user name and password is for the Workgroup only – not for the CRDC submission tool
Originally Presented: 11/4/2016

72. Grads360 CRDC NC Workgroup …
User Name: Your address
Example:
Temporary Password: Welcome2016!
Login from the Grads360 website
Originally Presented: 11/4/2016

73. You Asked For CRDC Labs Located at the NC DPI
20 people per event, if you’d like to bring your own computer you may
Sign up will be located on CRDC NC Workgroup
December – PowerSchool Functionality
12/09/2016
9am – 12pm
1pm – 4pm
12/16/2016
January – PowerSchool Functionality
01/13/2017
01/20/2017
Originally Presented: 11/4/2016

74. Any Questions?

75. (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

76. Thank You!
Have A Great Weekend!