1. Welcome to the Civil Rights Data Collection (CRDC) Data Support webcast 2 How to play this webcast 1) Wait for file to load. Click PLAY button (at screen bottom). Click the vertical lines to move ahead to the next slide 2) No audio? Click the AUDIO WIZARD button to get help

2. Civil Rights Data Collection (CRDC) Data Support Webcast date: October 30, 2012 Information valid until: December 7, 2012 Wisconsin Department of Public Instruction Webcast Presenters: Jennifer Wegner, Civil Rights Compliance Coordinator Melanie McCalmont, Data Support Technical Manager Ken Syke, IT Communications Coordinator

3. 1. DPI Data Support Project –Data sources and schedule –Getting help 2. New Information about DPI files –File delivery, upload, and initialization –Error checking –Tips and User Help 3. Final Steps to Do –Incorporate ISES changes –Certify and backup the survey Webcast outline

4. Next Ken Syke DPI IT Projects Communications Coordinator

5. What is the CRDC? Federal CRDC survey DPI Data Support Final Steps to DoNew Information What is the Civil Rights Data Collection? The purpose of the U.S. Department of Education (ED) Civil Rights Data Collection (CRDC) is to obtain data about how well the nation's public school districts and their schools are doing in fulfilling their obligation to provide equal educational opportunity. This 2011 collection is a “universe” year for all 17,000 school districts in the U.S. It also has a focus this year on equity in career and college readiness indicators.

6. CRDC final database ocrdata.ed.gov Includes data for survey years: 2000, 2004, 2006, and 2009 This survey data will be incorporated in late 2013 Federal CRDC survey DPI Data Support Final Steps to DoNew Information

7. Data Support Project Project Status –Programming done for 4 data files –Tested live with CRDC web interface See New Information section –Waiting for ISES YE-Discipline to audit –Prepared file delivery method (SAFE) –Phone and email help ongoing OCR is aware of this Wisconsin project and supports our efforts for quality and reducing district reporting burden Federal CRDC survey DPI Data Support Final Steps to DoNew Information

8. Data Sources What data will be used? –ISES Third Friday 2011 –ISES Child Count 2011 –School Directory 2011 –Fall Staff Report 2011 –Coursework Completion (final Oct 3) –ISES Discipline (closed Oct 28) –ISES Year End (key date Oct 28) Pull from ISES YE will use Oct 28 key date, any later changes to ISES must also go into CRDC Federal CRDC survey DPI Data Support Final Steps to DoNew Information

9. Schedule Federal CRDC survey DPI Data Support Final Steps to DoNew Information SUNDAYMONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY 28293031123 ISES statewide audit week 45678910 CRDC file processing 11121314151617 Files in SAFE Districts complete the survey 18192021222324 2526272829301 ISES Collections final at DPI 234567 Districts certify Oct-Nov-Dec schedule

10. How to get help How to get survey help Help with DPI data files –Melanie McCalmont (608) 267-9162 –DPI project homepage dpi.wi.gov/ lbstat/ crdc-support.html –DPI project homepage after Nov 9 (new DPI website) lbstat/ dpi.wi.gov/ crdc-support.html Help with pre-collection tools and web interface –CRDC help desk 1-855-320-6459 –email: EDEN_crdc@ed.gov

11. Next Melanie McCalmont DPI Data Support Technical Manager

12. Data matrix changes recap 1.No support for SCH-0044 and -0045 finance data, DPI calc would be less accurate than local LEA 2.NEW No support for Section 504 numbers, mismatches between collections cause DPI to underreport, local data will be more accurate 3.Data for IDEA/LEP rows from ISES YE data collections from DPI will be preliminary – PLEASE check closely and add any changes made to ISES after Oct 29 SCH-0012, 13, 14, 17, 18 SCH-0025, 26a, 26b, 30, 32, 35, 36 Data matrix check Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information

13. DPI LEA DPI LEA DPILEA DPI LEADPILEA If using a SIS data extract for local data, do not upload DPI data to the survey. SIS will contain 100% in 4 files. DPI files + local Excel files Use SIS or DPI data? Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information Local SIS files SIS OR

14. Local data blanks blank FILL Excel pre-collection tool Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information TIP: if the data matrix shows DPI will send the data, leave your data cell BLANK

15. Click on second TAB that says “consolidated” File > Save as >.csv (“Other Formats” in new Excel) Saving Excel template for upload Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information When done adding data to your Excel template… OK Yes No

16. File naming is critical 5506600LEA1STATE01.csv 5506600LEA2STATE01.csv 5506600SCH1STATE01.csv 5506600SCH2STATE01.csv 5506600LEA1MAPLE01.csv 5506600LEA2MAPLE01.csv 5506600SCH1MAPLE01.csv 5506600SCH2MAPLE01.csv 55 LEAid formID name5 version2 Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information MANDATORY OPTIONAL 7 TIP: incorrect filenames give an error of “all records failed”

17. File structure is important Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information If using delivered DPI data files (.csv format) or if using SIS data extracts, do not double-click to open them with Excel Will strip leading zeros May add characters that will fail your upload TIP: use Notepad to open files if necessary

18. File delivery Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information Files delivered to you in SAFE ALL Reports user role can download ZIP file contains 4 STATE.csv files TIP: your district security administrator knows who has ALL Reports role

19. Back ups and file management Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information If you already have data in the CRDC web interface 1.BEFORE you upload DPI files, create PDF backups 2.View generated PDFs 3.Download/print backups TIP: the “LEA Form PDFs” menu lets you see ALL your files

20. Upload DPI files first 1.Create PDF backups if web survey started 2.Unzip and upload 4 DPI files to web interface Contain capstone data that must go in first (SCH-0001 and -0005) 3.Upload 4 or more local files to web interface Uploaded files process overnight 4.Check file manager (LEA Form PDF menu) or file upload menu to see any error logs Upload in order Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information TIP: DPI files will be available on SAFE for 14 calendar days

21. Common issue: False upload error Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information File has 1-9 schools ? Excel templates built for 10 schools (columns) Uploading fewer schools (column) creates a FALSE upload error file Error = “Two character row code is not valid” Line Number = how many blank schools File status = “Processed with Errors” DISREGARD this error Excel templates built for 10 schools (columns) Uploading fewer schools (column) creates a FALSE upload error file Error = “Two character row code is not valid” Line Number = how many blank schools File status = “Processed with Errors” DISREGARD this error

22. Common issue: Initialize % complete CRDC survey bug –% complete won’t update with FFS (flat files) –will appear as 0% although data is present After DPI file upload, you must OPEN and SAVE each question in order Refresh page This will update any uploaded files % complete Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information TIP: % indicates text present -- may not mean 100% passing error check

23. 1.Pg 5 – can’t use Chrome browser 2.Pg 7 – ONE user at a time, timeout is 15 min or lose data 3.Pg 11 – Guiding questions have asterisk *, when filled reveal other questions or skip questions 4.Pg 15 – Part 2 will only be shown if school has grades 7 and above (or guiding questions completed) 5.Pg 17 – CRDC assumes you will complete survey in order. If a question is not shown, consult Table Layouts for guiding question 6.Pg 26 – Comments REQUIRED: Pre-K and 3XX data errors 7.Pg 36 – Error Codes 3XX require comment, 4XX can be ignored 8.Pg 39 – Certification, the “EDFacts data” they mention is DPI responsibility, you verify accuracy when you lock your ISES collections Common issue: hidden help Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information TIP: User Guide and Definitions documents are at crdc.ed.gov

24. Common issue: missing questions Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information TIP: SCH Part 2 may not show up for an elementary school Some questions are only shown when others ABOVE it are “yes” - First REFRESH PAGE - Check the TABLE LAYOUTS document for the Guided Question number

25. Common issue: data corruption When in the survey web interface, here’s some tips to avoid data corruption 1.Do not use ENTER key 2.Do not double-click buttons 3.Only one user at a time in app 4.“Refresh the page” frequently 5.Always phone CRDC for help, not email TIP: Phone help is available from DPI, but always try the CRDC first 1-855-320-6459 Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information

26. Final steps to do TIP: If your district did not lock ISES YE and Discipline by Oct 28, you will have less DPI data Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information If you make any ISES changes after Oct 29, those changes will not be in the DPI files. Add the updates into the CRDC web interface data

27. Final steps to do Federal CRDC surveyDPI Data SupportFinal Steps to DoNew Information Data Checks are essential on partial or full (100% complete) data Run check, then REFRESH PAGE Error logs: blank = no errors TIP: CRDC does not have a list of all error codes, see User Guide page 35

28. Next Ken Syke DPI IT Projects Communications Coordinator

29. How to get help How to get survey help Help with DPI data files –Melanie McCalmont (608) 267-9162 –DPI project homepage dpi.wi.gov/ lbstat/ crdc-support.html –DPI project homepage after Nov 9 (new DPI website) lbstat/ dpi.wi.gov/ crdc-support.html Help with pre-collection tools and web interface –CRDC help desk 1-855-320-6459 –email: EDEN_crdc@ed.gov

30. Thank you for viewing this webcast Thank you!

31. Civil Rights Data Collection (CRDC) Data Support Webcast date: October 30, 2012 Information valid until: December 7, 2012 Wisconsin Department of Public Instruction Webcast Presenters: Jennifer Wegner, Civil Rights Compliance Coordinator Melanie McCalmont, Data Support Technical Manager Ken Syke, IT Communications Coordinator