Civil Rights Data Support for Districts

NOTICE March 24, 2014:


2012 DATA RELEASED: Last week, the 2011-12 Civil Rights Data Collection (CRDC) that your district submitted in Fall 2012 was published to the nation. You can see your data at the federal website http://ocrdata.ed.gov

ABOUT THE 2014 SURVEY: The data elements for this September's CRDC survey were just released on Friday. I am comparing them to our 2012 process. You will get another email from me this week when I post the new optional and mandatory data elements to our website. But at this point, there's no actions for you to take for the CRDC. 

 

 

About the CRDC survey

From September to December, 2014, the Office of Civil Rights in the Dept of Education will collect the biennial Civil Rights Data Collection (CRDC) survey for the universe of local education agencies (LEA) in Wisconsin, and the nation. All 16,000 school districts in the U.S. will be completing the survey this year.

 

The CRDC survey is not a DPI survey. It is owned by the Office of Civil Rights and is a mandatory data collection, authorized under the statutes and regulations implementing Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and others.

 

Data from the survey is collected into the Office of Civil Rights data collections at: http://ocrdata.ed.gov/ and is used nationally to analyze civil rights indicators and to ensure equity of educational opportunity to our nation's children.

 

The main website for the federal CRDC survey is at:  http://www.crdc.ed.gov/

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CRDC Data Support webcast #2, 25 min. (Loading time approx 3 min.)

 

A Blackboard Collaborate webcast (requires Java). To avoid choppy audio, PAUSE the video until the progress bar shows the upload is complete.

 

This webcast is additional information about DPI file delivery, upload, and initialization into the CRDC survey, as well as tips and hints on error messages and user help.

 

Technical briefing starts at approx. minute 14:00.

 

Download a PowerPoint file of Webcast 2.

 

 

What is the Data Support project?

In 2012, significant changes to the CRDC survey interface made it possible for multiple partial files to be submitted towards the completion of the final LEA survey. Previously, the survey was paper-based or only accepted complex flat files that many LEAs did not have the IT resources to create.

 

Therefore, DPI will be able to provide PARTIAL data files to the districts to help complete the whole survey. About 60% of the data an LEA submits is replicated in state data such as ISES and CWCS collections. By converting the identical data that an LEA submits to DPI into an CRDC-compatible file format, the burden of the CRDC survey is greatly reduced on LEAs. Accuracy and timeliness is increased as well.

 

Project contacts

 

Technical manager, Melanie McCalmont (MAIN TECHNICAL CONTACT)
(608) 267-9162  melanie.mccalmont@dpi.wi.gov
Skype: melanie.mccalmont2

 

Project Sponsor, Sara Baird, Civil Rights Compliance Officer DPI
(608) 266-9609  sara.baird@dpi.wi.gov

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CRDC Data Support webcast, 27 min. (Loading time approx 3 min.)

The webcast starts a Blackboard Collaborate session (requires Java). To avoid choppy audio, PAUSE the video until the progress bar shows the upload is complete.

 

This webcast is an overview of the Civil Rights Data Collection 2011 Survey, what data support DPI will provide, and a walk-through the 3 basic steps for districts collecting data.

 

TEST: Is Blackboard not opening? TEST HERE to see if your computer gets 2 green checkmarks and is able to view the Collaborate session. If you need to update your Java, go to java.com.

 

Download a PowerPoint file of Webcast 1.

CRDC Core Help Documents

  1. CRDC Definitions
  2. CRDC Table Layouts
  3. CRDC Web Interface User Guide
  4. CRDC Error Checking Tip Sheet
  5. CRDC Web Interface Navigation Tips
  6. CRDC School Forms help (includes info for both DPI and district-only data including finance
  7. CSV files - saving district Excel templates for upload 

CRDC Data Support Matrix

  1. Data Support Matrix (revised version 10-30-2012)

CRDC Course Codes Crosswalk

The spreadsheet below contains the course codes that DPI used from CWCS district data to generate the civil rights files. If your numbers locally do not match DPI numbers, there may be a coding issue in your district CWCS data. Please email us for assistance.

  1. Course Codes Crosswalk

Communications digest for the 2014 data support project

 

  1. 2012 CRDC data is published, data elements in progress - March 24, 2014

 

Communications digest for the 2012 data support project

  1. Collect and archive your CRDC documentation - January 8, 2013
  2. DPI help still available to districts - December 12, 2012
  3. Notice about stuck process at CRDC - December 7, 2012
  4. Non-certified districts, error codes, and CRDC programming change - December 3, 2012
  5. Notice about stuck process at CRDC - November 29, 2012
  6. File processing issue, temporary - November 16, 2012
  7. DPI civil rights data files available - November 14, 2012
  8. Webcast 2 posted, matrix revision, important dates - October 31, 2012
  9. Data Support matrix is revised - October 8, 2012
  10. Watch the DPI Data Support webcast (on-demand) - September 24, 2012
  11. CRDC Survey steps your district can do now - September 13, 2012
  12. Opportunity to opt-in to CRDC Data Support - August 22, 2012
  13. Question-by-question data support Matrix released - August 17, 2012
  14. Updating your CRDC contact information - August 9, 2012
  15. Project introduction - August 3, 2012

Frequently-asked Questions (FAQ)

Question LEA-0001 part 4 wants a count of students “awaiting evaluation.” What does “awaiting” mean?

OCR states: “A student should be counted if the parent has requested an evaluation or the student has been referred for an evaluation by a teacher or other staff member of the LEA and the evaluation process has not been completed”.

I'm getting a survey error that says by NCES school codes don't match. What's going on?

Find school codes in question #9 below. ALSO, school NCES codes must have the leading zeros. If you opened the DPI .csv files in Excel, it may have stripped the leading zeros out. The best method is to re-download the DPI zipfile and re-submit the .csv files without opening them. If this doesn't work, phone the CRDC for help at 1-855-320-6459.

For retention counts, do Special Ed students who don’t graduate, but do stay on for additional years of high school grade 12 per their IEPs count as “retained”?

Only count students as retained if they did not meet requirements to move forward. SPED students will only be counted as retained if they didn't complete required courses. If they are staying at the school because of the IEP then they will not be counted as retained.

Finance data: Is there more guidance on SCH-0044 and -0045 finance data questions?

Matt Stankus, CRDC Partner Support Center, wrote:

The easiest way to look at the finance question is like a pie.  The whole pie is the personnel salaries total.  A slice of that pie is instructional staff only.  A smaller section off of that piece of pie is the teachers only. The least confusing way for me to explain the finance questions (SCH-0044 and SCH-0045) is to point out the Finance Data section of the Definitions document (http://www.crdc.ed.gov/downloads/10%20SY%202011-12%20CRDC%20Definitions.pdf)

From Table A-1

Personnel Salaries at School Level – Total

Includes principals and other staff involved in school administration, staff involved in curriculum development, staff training, operating the library, media and computer centers, guidance counselors, nurses, attendance officers, speech pathologists, and other staff who provide support services for students, teachers and instructional aides.

Personnel Salaries at School Level – Instructional Staff Only

Includes staff involved in curriculum development, staff training, operating the library, media and computer centers, teachers and instructional aides.

Personnel Salaries at School Level – Teachers Only:

Includes just the FTE teachers in the school.  If a teacher splits their time evenly between two schools, then half of their salary is recorded at each school.

Is DPI asking for this data?

DPI is not. The federal agency asking for this data is the Office of Civil Rights in the Dept of Education, Washington, DC. http://www.crdc.ed.gov/ .  DPI is HELPING districts to complete the fed’s survey by extracting your own DPI data and sending it back to you in the CRDC format.

2.      What if we don’t want DPI’s help?

Send an email to Melanie McCalmont to get the opt-in form link. To opt-out of support, check that selection on the form.

3.      I’m getting emails, but I’m not the right person to contact about this survey.

a.       Your superintendent should help determine who are the CRDC contacts

b.      Change your persons by contacting the Office of Civil Rights Partner Support Center (PSC) at 1-855-320-6454

c.       Also, please notify DPI of the contact changes.

                                                              i.      Melanie McCalmont 267-9162   melanie.mccalmont@dpi.wi.gov

4.      Why can’t DPI do the survey for us?

a.       DPI is not allowed to. The Dept of Education requires the district to load and certify the civil rights survey.

b.      Also, districts may want to change data that DPI provides. You have the right and the opportunity to change any data.

c.       DPI only has answers for PARTIAL survey completion.

5.      Why is DPI only sending partial data?

a.       There’s some data we don’t collect from districts, such as teacher absences, sports, AP exams, physical restraint, in-school arrests, etc.

b.      DPI is pulling as many answers as possible from collections such as ISES, CWCS, Staff, and School Directory. We can only send what each district gives us.

6.      How do I know what DPI will send, or not send?

a.       The CRDC Data Support Matrix (see link above) shows all the question numbers and we indicate by question what DPI will supply data for.

b.      If DPI doesn’t send data (on matrix = NO), the district must supply it and store it the pre-collection tool of choice.

c.       DPI will extract what’s currently available as of November 1. ISES YE data will not be completely reconciled or locked, but we will pull the best data available from your Oct 28 key date. Districts can always change any data by typing over it in the CRDC survey web interface.

7.      How will we receive the DPI data files?

a.       DPI will send the 4 data files in the correct .CSV format ready for upload to the web interface. The 4 files will be sent to the SAFE interface used for School Report Cards. See who has access to SAFE in your district here: https://apps2.dpi.wi.gov/ldsutil/admin/lookup

9.      How do I get DPI data into the survey?

a.       Watch our Data Support webcast for an overview (link at top).

b.      The CRDC survey web interface has a link to UPLOAD DATA FILE. Upload the 4 DPI files first, then the 4 local district files. Files process overnight in the web interface.

c.       The next morning, check the web interface for missing answers.

d.      Districts can always change ANY data by typing over it in the CRDC survey web interface.

More FAQs from October 2 email

1) I have all of my local data from schools done. Can't I start entering that into the federal survey web interface now?
  • YES, get a jump on it, especially if your schools provided handwritten data. But remember two things: 1) check the Data Support Matrix and be careful to leave DPI answers blank in the web interface, and 2) do not run web interface error reports until the DPI files have been uploaded or you will be chasing false error kickouts. ALSO, generate PDFs of your answers before uploading the DPI files.
2) I don't have some survey answers for fall 2012 students?
  • This survey requires FALL 2011 data (last September). A few elements from ISES YE will be used by DPI, but all data should be Fall 2011 point-in-time.
3) We're late getting started. How does our district get caught up?
  • Watch the WEBCAST 2 on the project homepage here. Then email us if you have any remaining questions.
4) When do the DPI files arrive? How will I get them?
  • DPI will pull the 60% we owe you in early November. We are waiting for your ISES Year End October 28 key date. It will be your best preliminary ISES YE data, so please verify the DPI data you receive.
  • Your 4 .csv files are downloaded using the SAFE interface.
5) Question SCH-0044 is really vague. What do the feds want here?
7) It appears that our district has no work for LEA Part 2. Is this correct?
  • This is correct. All the answers for LEA Part 2 will be supplied by DPI.
  • Why? Wisconsin does not have GED-preparation programs. Our HSED programs are different than a GED credential, and not what the feds are looking for in these answers. This statewise answer has been confirmed in wiritng by the OCR.
8) Is there a help manual for the survey web interface?
9) What are my schools' NCES numbers? How do I look them up?
10) Parts of my Excel pre-collection sheet keep turning red. What is this?
  • There is "skip logic" built into the Excel sheets. Based on what you answer in a previous question, a later question may turn red so that you are prompted to skip that part. Any questions about red skip logic should be directed to the feds at 1-855-320-6459.

GENERAL DISCLAIMERS:

  1. RESPONSIBILITIES. The federal CRDC survey is mandatory, but your use of DPI state data files is voluntary. Data files are provided by DPI as a value-added service to Wisconsin school districts. Districts that do not supply data to DPI, such as private schools, cannot be supported. If your opt-in choice is NO, the burden for compiling data is solely the responsibility of the school district. It is the district's responsibility to evaluate whether the data provided by DPI is sufficient and accurate enough for local CRDC reporting. DPI can provide only partial survey answers, and the remainder must be supplied by the local district in accordance with the Data Support Matrix.
  2. DATA DELIVERY. The CRDC survey schedule conflicts with the DPI data collection close dates. Given this conflict, DPI will make every effort to deliver accurate and timely data to districts based on the condition of your data at file generation time. Once delivered to the school district, DPI will not revise the data files. All explanations of data sources and calculations are available in the Data Support matrix. DPI reserves the right to reduce the number of supported survey questions after August 16, 2012 and will immediately notify districts should this occur.
  3. QUALITY CHECKS. DPI data file quality is based on the data quality that districts build into their own DPI data collections. If a district knows that issues exist with the district’s submission for a given collection, especially with the data elements used in the CRDC survey, local data sources should be used rather than the DPI provided data. Districts must confirm the quality of the DPI data. Any and all data in the DPI data files can and should be overwritten where local data provides a more accurate answer.
  4. DATA USE. The data files DPI sends to districts should only be used to complete the CRDC survey. Data should not be used for any other purpose due to the unique formatting and data definitions.
  5. DATA DEFINITIONS. In most cases, the DPI data definitions as found in our state collections match the definition asked for in the CRDC survey. In other cases, the state definition is close but not identical to what the CRDC requires. DPI will make as close a match as possible within our collections. The DPI data sources that will be used, including filtering criteria, are listed in the "CRDC Data Support Matrix" document. Ultimately, interpretation of the data definitions to produce a survey answer is the responsibility of the district in conjunction with the federal CRDC staff.
  6. PRIVACY. Your opt-in choice (YES/NO) is public directory-type information. Other than that choice matched with district name, DPI will not release your district's project data files to the public nor post it on the web. Your data files will only be released securely to the CRDC Contacts registered with the CRDC.
  7. CONTACTS. The Project webpage, contacts, and Data Support Matrix are located on the CR Data webpage. (page URL changed Nov 9).
For questions about this information, contact Melanie McCalmont (608) 267-9162