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: 12/12/2018

3. December 12, 2018 Overview and Timeline Preparing for the CRDC
PowerSchool Functionality
Questions
Originally Presented: 12/12/2018

4. Overview OCR - Office of Civil Rights Began in 1974
CRDC - Civil Rights Data Collection
Began in 1974
All public schools and charters required to submit
Published nationally
Analyzed by lawmakers, communities, researchers
Originally Presented: 12/12/2018

5. OCR Data Collection
Data is disaggregated by race/ethnicity, sex, limited English proficiency (LEP) and disability (EC/IDEA)
Originally Presented: 12/12/2018

6. 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: 12/12/2018

7. Transmission of Data
99% of the data elements required for the CRDC submission are reported to the NC DPI
Majority of the data resides in PowerSchool
Staff, Expenditure, Internet Access, and Teacher Certification data are collected from the state level authoritative source systems
Teacher Absenteeism is not collected by the NC DPI
The NC DPI facilitates the extract and upload of data to the CRDC Federal Submission Portal
Originally Presented: 12/12/2018

8. NC DPI Data Uploads
NC DPI will send notification prior to uploading the following data files to the Federal Submission Tool:
Expenditure
Staff
Internet Access
Teacher Certification
LEA – PowerSchool data
School – PowerSchool data
Originally Presented: 12/12/2018

9. Data not Accessible to the NC DPI
LEAs and Charter schools that collect data using third party software not integrated into the PowerSchool instance are responsible for adding OCR 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: 12/12/2018

10. Completing the Collection
LEAs and Charters must complete the collection by validating and certifying the data after upload to the Federal Submission Portal
Originally Presented: 12/12/2018

11. April 22, 2019 * Dates may be subject to change
Timeline*
February 15, 2019 PowerSchool CRDC Preview Reports close
February 18-28, 2017 NC DPI will load data to the Federal Submission Portal
March 4, 2019 LEAs and Charters may now update the Federal system, correct errors and certify
Collection Closes
April 22, 2019 * Dates may be subject to change
Originally Presented: 12/12/2018

12. More About the Timeline*
December 17 – February 15, 2019 Complete Setup of PowerSchool, Generate LEA level Reports, Approve
January 28 – February 14, 2019 PowerSchool CRDC ‘Run and Approve Status’ reports sent daily
February 4 – February 8, 2019 LEAs and Charters will receive accounts to Federal Submission Portal
February 18 - February 28, 2017 NC DPI will load data to the Federal Submission Portal
March 4 – April 22, 2019 LEAs and Charters may now update the Federal system, correct errors and certify
March 8 – April 15, 2019 Certification Complete report sent weekly
April 22, 2019 Federal Submission Closes
* Dates may be subject to change
Originally Presented: 12/12/2018

13. Preparing for the CRDC
Originally Presented: 12/12/2018

14. Communication Opportunities
Coordinator Contacts in EDDIE
Managed by LEA/Charter – update anytime
Communications directly from SEA OCR Coordinator
List sent to Feds for account creation October 1, 2018
Grads360 North Carolina Workgroup
Peer group for coordinators throughout the state
EDDIE OCR Contacts automatically added
Access/Removal Requests:
Originally Presented: 12/12/2018

15. NC Workgroup Access and Usage
Optional
Site is password protected
User name address
Initial password is Welcome2018!
You will be prompted to change your password upon first login
Users can reset their own password
Adhere to all FERPA and HIPAA guidelines when participating in this workgroup
Responses to postings will be distributed to ALL North Carolina Workgroup members
Originally Presented: 12/12/2018

16. Documentation Federal OCR LEA and School Forms Preparing for the CRDC
Must be used to understand collection dates, business rules, key definitions and to validate PowerSchool CRDC Preview Reports
Preparing for the CRDC
NC specific resource guide that defines processes, procedures and tips
Originally Presented: 12/12/2018

17. Resource Links
NC Public Schools OCR Pages
Documentation and Webinars
FAQs
Non-PowerSchool data files
Grads360
Federal Submission Portal launch site
Federal level resources
Access to North Carolina Workgroup
Originally Presented: 12/12/2018

18. Have Your Documents Ready
Federal LEA CRDC Document
Federal School CRDC Document
Preparing for the CRDC
PowerSchool CRDC Screen and Preview report question numbers align with the Federal forms TOC
Originally Presented: 12/12/2018

19. Preparing PowerSchool*
Show/Hide CRDC Preview Reports (pg. 16)
Update CRDC EDDIE Grade Levels screen (pg. 18)
Complete School level CRDC screens (pg. 19)
Complete LEA level CRDC screen (pg. 21)
Generate LEA level CRDC Preview Reports (pg. 24)
* Page numbers from ‘Preparing for the CRDC’
Originally Presented: 12/12/2018

20. PowerSchool Functionality & Demo
Originally Presented: 12/12/2018

21. Show/Hide Reports Set the School drop-down to LEA Office.
From Reports on the left side of the screen, click State Reports.
CRDC Preview Report Part 1 & 2 are located under Current LEA –Level Collections.
Originally Presented: 12/12/2018

22. Show/Hide Reports…
Click the Details drop-down; click Show/Hide Collection From Schools.
Make the appropriate Yes/No selection from the Display in Dashboard? drop-down.
Click Submit.
Originally Presented: 12/12/2018

23. Show/Hide Reports…
Make the appropriate Yes/No selection from the Display in Dashboard? drop-down.
Click Submit.
Originally Presented: 12/12/2018

24. Start Screen > Select school > Setup > School > CRDC EDDIE Grade Levels27
Originally Presented: 12/12/2018

25. CRDC EDDIE Grade Levels …
Locate the correct YEAR_ID. For the SY CRDC, locate YEAR_ID 27.
Type each grade level and separate with a colon. Type each grade level using the format in EDDIE. An example is Kindergarten: In EDDIE Kindergarten is ‘KG’.
Click Submit.
Originally Presented: 12/12/2018

26. CRDC EDDIE Grade Levels Screen Tips
Year ID 27 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: 12/12/2018

27. Start Screen > Select LEA Office > Setup > LEA > Civil Rights Data Collection (CRDC)
Originally Presented: 12/12/2018

28. Start Screen > Select school > Setup > School > Civil Rights Data Collection (CRDC)
Originally Presented: 12/12/2018

29. 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: 12/12/2018

30. 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: 12/12/2018

31. More PowerSchool CRDC Screen Tips
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: 12/12/2018

32. PowerSchool CRDC Preview Reports
You must use the Federal forms to fully understand the data
LEA level reports are required
Reports will be available December 17, 2019
Run, and Review data but DO NOT Approve LEA reports at this time
Originally Presented: 12/12/2018

33. PowerSchool CRDC Preview Reports - Tips
School level contain views to drill to student and course section data
Data must be reviewed; do not contain Errors or Warnings
Must be re-run with each update or correction regarding data relevant to the CRDC
LEA and School level reports are independent
Originally Presented: 12/12/2018

34. Reviewing PowerSchool CRDC Preview Reports
PowerSchool CRDC Preview report question numbers align with the Federal forms TOC
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
Originally Presented: 12/12/2018

35. Reviewing PowerSchool CRDC Preview Reports…
Notice that Category 1 reflects the Table of Contents of the Federal OCR LEA and School Level CRDC documents.
Category 2 provides more detail based on Category 1.
Each row is a single record and groups of data are based on the Category.
Originally Presented: 12/12/2018

36. Reviewing PowerSchool CRDC Preview Reports…
The alpha numeric character in parenthesis follows the table of contents in the Federal OCR documentation.
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: 12/12/2018

37. 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: 12/12/2018

38. 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: 12/12/2018

39. Any Questions?

40. Resource Links
NC Public Schools OCR Pages
Documentation and Webinars
FAQs
Non-PowerSchool data files
Grads360
Federal Submission Portal launch site
Federal level resources
Access to North Carolina Workgroup
Originally Presented: 12/12/2018

41. (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: 12/12/2018

42. Thank You!