Office Of Civil Rights Data Collection Home Base Symposium

Transcription

1 Office Of Civil Rights Data Collection Home Base Symposium Terra Dominguez State OCR Coordinator

2 Acronyms USED OCR CRDC ODS EDDIE PS Definition U.S. Department of Education Office of Civil Rights Civil Rights Data Collection Operational Data Store Educational Directory and Demographical Information Exchange PowerSchool Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 2

3 Today s Session OCR SEA Level Project Data Requested by the OCR OCR Coordinator Preparing PowerSchool PowerSchool CRDC Reports Federal Submission Portal Resources Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 3

4 The OCR SEA Level Project Project National collection, requested every two years Previous year data NC DPI will submit data from SY 13/14 forward Reduces time spent at LEA Level NC DPI will load 99% of required data Communications from NC DPI regarding submission for the CRDC are authoritative If you weren t open in SY 13/14 you don t report Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 4

5 Collection and Submission Periods CRDC Collection Year CRDC Submission Year Project SY SY SY SY SY SY Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 5

6 Project Tasks 1. Evaluate SY 13/14 requirements for CRDC 2. Build CRDC specific screens 3. Load all student data into PowerSchool 4. Develop PowerSchool CRDC report logic 5. Create state level submission files (inclusive of all data requested) 6. Participate in Federal pilot project 7. Submit data to the OCR 8. Review data in Federal tool (LEA level task) 9. Correct any erroneous data (Collaborative task) 1. Re-submit (if needed) 10. Approve Federal Submission (LEA level task) Project Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 6

7 Federal Submission Window Opens in March (exact date unknown when presentation was created) NC DPI will notify LEAs and Charters that data has been loaded LEAs and Charters MUST run the CRDC reports at the LEA level in PowerSchool CRDC PowerSchool reports must be considered Final 75 business days to review, correct and approve Project Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 7

8 Download the Federal OCR Documents Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 8

9 Data Requested by the OCR NC DPI has the ability to upload 99% of the data required by the OCR LEA School Student Staff * (not reported from PowerSchool) School Expenditures (not reported from PowerSchool). Data submitted to the OCR is Aggregate * Staff data may require manual entry into the Federal Submission Portal Data Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 9

10 Data Requested by the OCR Part 1 LEA Form: Fall Snapshot Data Section I: LEA-Level Students and Characteristics Section II: LEA Level Early Learning, Preschool, Kindergarten Data Part 2 LEA Form: Cumulative Data Section I: Distance Education Section II: GED Preparation Programs (Not reported from PowerSchool) Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 10

11 Data Requested by the OCR.. Part 1 School Form: Fall Snapshot Data Section I: School characteristics Section II: Student Enrollment Section III: Classes, Course Enrollment, and Program Enrollment Section IV: School Staff (not reported from PowerSchool) Data Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 11

12 Data Requested by the OCR.. Data Part 2 School Form: Cumulative or End-of- Year Data Section I: Algebra I Passing Section II: Credit Recovery Section III: SAT Reasoning Test, ACT, and Advanced Placement Exams Section IV: Chronic Student Absenteeism Section V: Student Retention Section VI: Single-Sex Interscholastic Athletics Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 12

13 Data Requested by the OCR.. Data Part 2 School Form: Cumulative or End-of- Year Data Section VII: Student Discipline Section VIII: Offenses Section IX: Harassment or Bullying Section X: Restraint and Seclusion Section XI: Teacher Absenteeism (not reported from PowerSchool) Section XII: School Expenditures (not reported from PowerSchool) Section XIII: Items for Justice Facilities Only Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 13

14 How will my data get to the NC DPI? Most data lives in PS The NC DPI has access to Staff and Expenditure data LEAs and Charters will be required to manually update Teacher Absenteeism Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 14

15 OCR Coordinators Recommendation: Two OCR Coordinator contacts Will receive: notifications from the NC DPI Initial accounts to Federal CRDC Submission Portal Coordinators Work together to: understand OCR data submission requirements provide security accounts to other local staff to the Federal Submission Portal review data uploaded to the Federal Submission Portal by the NC DPI communicate concerns or data issues to the NC DPI correct data as appropriate approve the CRDC submission Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 15

16 Preparing PowerSchool PS Setup Download the Federal OCR Documents Identify staff that may assist in understanding the collection process, preparing the LEA / Charter school PowerSchool instance or verifying data accuracy Ensure designated staff has the appropriate access in PowerSchool to assist in CRDC preparation. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 16

17 Adding the CRDC Collection PS Setup 1.Navigate to LEA Office 2.Navigate to State Reports 3.Click the Details drop-down, click Show/Hide Collection From Schools 4.Identify school, make appropriate Yes/No selection 5.Click Submit Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 17

18 Exclude Schools PS CRDC OCR Coordinators must determine which schools within their PowerSchool instance should report on the CRDC Part 1 & 2 Reports. Must be excluded: Schools not open during the collection year DPI FTE School Graduated Students PS Setup Excluding other schools within the PowerSchool instance is at the discretion of the LEA. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 18

19 Exclude Schools PS CRDC.. PS Setup 1. Start Screen > Select school > Setup > School > Civil Rights Data Collection 2. Click No from the drop-down to the left of the question Is this school excluded from CRDC reporting? 3. Click Submit Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 19

20 Verify Previous Year Grade Levels EDDIE is the authoritative source for NC public school numbers and demographic information Grade level data from EDDIE is critical to NC PowerSchool functionality EDDIE PowerSchool has a year-end process PS Setup No changes may be made to previous year information in EDDIE after year-end Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 20

21 Verify Previous Year Grade Levels.. 1. Start Screen > Select school > Setup > School > CRDC EDDIE Grade Levels 2. Locate the correct YEAR_ID. 3. For the SY CRDC, locate YEAR_ID Type each grade level and separate with a colon. 5. Type each grade level using the format in EDDIE. Example: Kindergarten is KG. 6. Click Submit. PS Setup Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 21

22 Verify Previous Year Grade Levels.. PS Setup Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 22

23 Updating CRDC Screens in PS PS Setup Download the Federal OCR Documents Must be answered at the LEA level and for each school that will be reported Questions may not be available for update based on how a preceding question was answered Fields left blank will report as No Data is static Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 23

24 LEA CRDC Screen Start Screen > Select LEA Office > Setup > LEA > Civil Rights Data Collection (CRDC) PS Setup Section Headers within the CRDC PowerSchool screens follow the Table of Contents in the Federal OCR document. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 24

25 School CRDC Screen Start Screen > Select school > Setup > School> Civil Rights Data Collection (CRDC) PS Setup Section Headers within the CRDC PowerSchool screens follow the Table of Contents in the Federal OCR document. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 25

26 CRDC Reports in PS - LEA PS Reports Must be run at the LEA level May require hours of run-time based on the size of the LEA. Large and Medium LEAs should execute the reports in the morning, after 5am CRDC Reports do not have Errors or Warnings CRDC Reports do not have Errors or Warnings. Data must be reviewed to ensure accuracy. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 26

27 CRDC Reports in PS School Detail Views CRDC Part 1 CRDC Student Detail by School Part 1 All students reporting based on the October 1 enrollment date Indicates what elements the student will report against CRDC Class Detail by School Part 1 All first semester and 36 week courses Includes Course name, number, and section PS Reports CRDC Part 2 CRDC Student Detail by School Part 2 All students reporting based on the October 1 enrollment date Indicates what elements the student will report against Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 27

28 Data Views and the CRDC PS Reports CRDC Data Views in PowerSchool closely follow the Table of Contents in the Federal OCR document PowerSchool CRDC reports are grouped by: CRDC Part 1 CRDC LEA Detail Part 1 CRDC School Detail Part 1 CRDC Student Aggregations Part 1 CRDC Student Detail by School Part 1 (School Level Only) CRDC Class Detail by School Part 1 (School Level Only) Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 28

29 Data Views and the CRDC.. PS Reports CRDC Data Views in PowerSchool closely follow the Table of Contents in the Federal OCR document PowerSchool CRDC reports are grouped by: CRDC Part 2 CRDC LEA Detail Part 2 CRDC LEA Student Aggregations Part 2 CRDC School Detail Part 2 CRDC Student Aggregations by School Part 2 CRDC Student Detail by School Part 2 (School Level Only) Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 29

30 Data Views and the CRDC.. PS Reports CRDC Data Views in PowerSchool closely follow the Table of Contents in the Federal OCR document PowerSchool CRDC reports are grouped by: CRDC Part 2 CRDC LEA Detail Part 2 CRDC LEA Student Aggregations Part 2 CRDC School Detail Part 2 CRDC Student Aggregations by School Part 2 CRDC Student Detail by School Part 2 (School Level Only) Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 30

31 Data Views and the CRDC.. CRDC reports are formatted much like Excel Each row is a single record Each row is a single record and groups of data are based on the Category. PS Reports Groups of data are based on the Category Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 31

32 Data Views and the CRDC.. PS 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. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 32

33 Data Views and the CRDC.. PS 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. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 33

34 Data Views and the CRDC.. Filters are based on the Results Category PS Reports If the Data View is based on school level data, the first column; School will also be available The number in parenthesis follows the table of contents in the Federal OCR documentation. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 34

35 Data Views and the CRDC.. PS Reports Export Exporting CRDC data may be beneficial is some situations. Data exported outside of PowerSchool should be protected in accordance to FERPA and HIPPA guidelines. Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 35

36 Federal Submission Submission OCR Coordinators will receive initial access OCR Coordinators may provision accounts to LEA staff Access will be communicated directly from the Federal government All LEAs and Charters will receive notification from the NC DPI once the OCR data is uploaded If data uploaded to the Federal CRDC portal is inaccurate, report the data issues to the Home Base Support Center at LEAs and Charters are advised to contact the Home Base Support Center prior to making any manual updates to the Federal CRDC Submission portal. The NC DPI will archive all Federal CRDC submissions Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 36

37 Resources Federal Site: CRDC LEA and School level forms NC Public Schools Site: Communications Archive Contact List Webinar Sessions NC-SIS: Webinar Recordings User Guide Resources Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 37

38 Support As needed, the State OCR Coordinator will contact the OCR and report back to the LEA / Charter school. Please report CRDC issues to the Home Base Support Center at homebase.incidents@its.nc.gov. Tickets will be escalated to the NC DPI State OCR Coordinator. Please title the Subject line(s) as follows: OCR/CRDC OCR Coordinator Contacts OCR/CRDC Report Run Error OCR/CRDC PowerSchool Data OCR/CRDC CRDC Federal Upload Resources Presented: Feb 23 24, 2015 NC DPI Data Research and Federal Policy 38

39 Office Of Civil Rights Data Collection Home Base Symposium Terra Dominguez State OCR Coordinator Thank you!