CIVIL RIGHTS DATA COLLECTION Workshop April 9, 2015 The Civil Rights Data Collection (CRDC) is a mandatory data collection of the U.S. Department of Education’s Office for Civil Rights.

Template  The School Form Template has columns for entering up to ten (10) schools’ information.  You can fill out a school form template for as many schools as you have - blank columns are no problem!  If you have more than ten schools in your LEA, you can use additional templates. There is no limit to how many templates you may fill out.

Template  Each question is marked as optional or mandatory  Each question is linked to a specific module  Each question has a link to a definitions page within the template itself  The top row of each sheet is pre-filtered.

TEMPLATE  Instructions Tab: Provides explanations for each question on the CRDC survey  Data Entry Tab: Provides space for users to enter their CRDC data for their district and up to ten schools on the School Form template  Consolidated Tab: Where users go to create their formatted file for upload into the CRDC web tool

SCHOOL FILE TEMPLATE Skip Logic:  The School Form template has integrated “skip logic” when questions are answered in a particular manner  This skip logic will highlight tables in red

FILE SUBMISSION Two methods will be available for distrits to report data. Online Data Entry Flat File Submission (FFS)

FILE SUBMISSION  Submit files with a subset of fields (i.e. a field does not need to be present for every data element)  Organize data elements in any order.  Files must contain data element headers  Comma-separated value (.csv) files are required

FILE SUBMISSION  Submitters will receive feedback reports  Submission status  Validation checks  Data corrections, if needed, may be made via the online forms or by submitting a new flat file

FILE SUBMISSION  Fields cannot exceed the maximum length defined for the data element  Data element values NOT being reported in the particular file may be indicated in one of two ways  Completely omit the data element  Enter a blank field

FILE SUBMISSION  Spreadsheet applications may interpret text fields as numerical and omit leading zeroes in ID numbers  Best practice: Once a properly formatted.csv file has been generated, save a second.csv to be opened for viewing.  If changes need to be made, make them in the template and resave a.csv file  Numeric values must not contain commas within the field

FILE SUBMISSION  Any fields containing blanks will not overwrite those same fields in the data base from prior file submissions  You will need to upload a file using a special code “NS” for “Not Submitted” if you inadvertently submitted data that should not have been submitted, or entered data in a wrong field and it should be blank