Civil Rights Data Collection

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The Civil Rights Data Collection Options form is utilized to assist you with collecting data for the 2015-16 U.S. Department of Education Civil Rights Data Collection. This report provides information about the enrollment of, and the educational services provided to, students in public schools by race/ethnicity, sex, and disability. Please note some of the information on this report cannot be calculated by Aeries and must be filled in by hand for each school site.

Documentation

Civil Rights Data Collection
Adobepdficon.png [Civil Rights Data Collection Part 1 2015-2016 - Updated January 26, 2017]
Adobepdficon.png [Civil Rights Data Collection Part 2 2015-2016 - Updated March 31, 2017]


Contents




Aeries.Net - Civil Rights Data Collection Part 1


Civil Rights Data Collection

Overview

The Civil Rights Data Collection Options form is utilized to assist you with collecting data for the 2015-16 U.S. Department of Education Civil Rights Data Collection. This report provides information about the enrollment of, and the educational services provided to, students in public schools by race/ethnicity, sex, and disability. Please note some of the information on this report cannot be calculated by Aeries and must be filled in by hand for each school site.

The Civil Rights Data Collection Options form has been modified to accommodate the new requirements for this year's report. The data required for calculating this report is stored in the 2015-16 database. Since some districts store their data in different tables or fields these forms allow you to select where your district stores the data. A default button is available that will select where this data is normally stored within the Aeries database and will populate the form.

The Civil Rights Data Collection Options form is available from the District version of Aeries Client. The District version will create a report for ALL schools selected. All code setup must be completed before the report is generated. There is a Save Options to Text File button that will save all options selected into a text file. This text file can be used as a backup. An Extract file can also be created that will allow you to upload the file to the Department of Education web site to import into their software.

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Preparation Before Running the Reports

  • Prior to generating the Civil Rights Report it is suggested that you review the State Requirements for the 2015-2016 U.S. Department of Education Civil Rights Data Collection Report. The CRDC Resource Center (https://crdc.grads360.org/#program) contains file layouts and data guides to help prepare for the Civil Rights Report.
  • This report MUST be generated in the 2015-2016 database
  • Running from the District requires that all course numbers must be set up in the District database and MUST be the same courses throughout all schools or incorrect totals will be generated.
  • Running this report from the Access version requires you to update the District database with the STU, SEC, CAR, ATT, AHS, ENR, GTE, PGM, MST, CRS, REQ, CTS, TPS, LAC, CSE, and STF. You MUST have permissions to these tables.
  • Running this report from the Client Server version will require the tables to be downloaded. You MUST at least have READ permission to these tables.
  • A field has been added to the TPS (Testing Pass Status) table which records the grade when the student completed their Algebra I requirement. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that this field is populated. You must have INSERT and UPDATE permissions to update this table.
  • All No Show students and Pre-enrolled students must be flagged correctly in the Status (TG) field.
  • Verify the Ethnicity (ETH) field is flagged correctly indicating whether a student is or is not Hispanic.
  • Verify all Race (RC1 – RC5) fields are set up according to the 3-digit state ethnicity codes. For students not yet flagged in the Race fields verify all OLD Ethnicity fields are set up according to the 3-digit state ethnicity codes.
  • The database for this year MUST contain all Special Education and Language Assessment data.
  • For Special Ed students verify all Disability Codes are set up correctly for the reporting year and that the enter date is entered on or before the Special Ed reporting date.
  • Verify that all students' Enrollment (ENR) records are updated.
  • The Advanced Placement and IB courses must be set up with a department code or subject area code and course level.
  • Verify students are flagged correctly for LEP (STU.LF).
  • All Pre-K grades MUST be set up in the Create CALPADS Extract in order to be used in this report.
  • Verify all Graduation Requirement (REQ) codes are set up correctly in the District. The Graduation Requirements MUST be set up in the district database and MUST be the same for ALL schools. This report CANNOT use Grad Tracks.
  • Teachers that are certified to teach Algebra I , Mathematics and Science courses MUST be identified in the Highly Qualified Teacher Status tab of the Staff form.
  • All data in this year's database MUST be correct prior to Loading Student Data.

Graduation Requirements in District

The Graduation Requirements (REQ) data must be set up in the District database. This information must be hand entered into the Update Graduation Requirements Table in the District, it is available from the View All Forms.

The Civil Rights Data Collection process CANNOT use Graduation Requirements that have been set up in Grad Tracks. This program can ONLY use the requirements that have been set up as the Default. In order to use Grad Track requirements, they must be added to the default and must be set up with zeroes in the Required Credits for Grade fields. For example, L – Algebra, and the individual English grade level requirements below have all zeroes.

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Civil Rights Data Collection Form

The Civil Rights Data Collection Options form can be accessed from View All Forms in the District Aeries Client.

Schools

The Schools tab will allow you to select which schools are to be included in the Civil Rights calculations. The majority of the schools will default to Yes except for any school tagged as Inactive, tagged as DNR, or any Summer Schools. These schools will default with NO in the right hand column.

To select or de-select any school click the mouse on the School name. The right hand column will now display NO and the school will NOT be included in the calculations.

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On the Schools tab there is a 12-digit number that needs to be entered for each school. This number is the NCES number which contains the 7-digit LEA ID number assigned to the District and the 5-digit SCH ID number assigned to each school.

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The following message displays on the right bottom corner of the form. A link to look up the NCES number is available.

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The NCES number was assigned to each school the very first time the District had to do the Civil Rights report. The National Center for Education Statistics provides a Search Engine to look up the NCES numbers.

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Enter the search criteria. The state and the District or School Name may be sufficient in most cases. Click on the Search button. Click on the correct school in the search results. The NCES School ID will be listed next to the School Name. The NCES School ID is the 12-digit number that must be entered in the Schools tab of the Civil Rights Data Collection form for each school.

Code Locations/Dates

The Code Locations/Dates tab contains the set up for the dates and many of the code values used in the Civil Rights Data Collection. This tab is also used to define which Part of the CRDC is run.

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The information for these fields can be manually entered or default information is available by clicking the mouse on the Load Default Settings button. After loading the default information any field can be manually changed to reflect your schools' settings. These settings MUST be set up prior to running the Load Student Data button.

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The Code Locations/Dates tab has the capability to select the Courses by selecting either the Department Code or Subject Area Code for Math, Science, Foreign Language and English/Reading. The codes that will display for the Subject Area are set up in the Graduation Requirements (REQ) table. This program CANNOT use Subject Areas that are only set up in Grad Tracks. They must be set up in the Default Graduation Requirements. The Subject Area codes will be used in processing the AP, IB and Single Sex courses. The middle of the form contains a No Show option which defaults to N, to indicate the Status (TG) code used to flag no show students. Adjust this code if necessary, also more than one code can be selected.

NOTE: School districts that do not service high school students (only K-8 students) may not have the Graduation Requirements (REQ) set up. In this case the department codes (CRS.DC) should be set up for the middle school courses. The Department option can then be selected in the Courses by Subject/Department area of the Civil Rights form.

The Reporting Dates section contains all dates needed to run the report. It includes the Reporting Dates for Fall and Spring, the Term End Dates for Fall and Spring, and the Special Ed Reporting Date.

  • The Fall date must be a date when schools were in session on or near October 1. The Fall Date is limited to a date between 9/27 – 12/21 in Aeries.
  • The Spring date will only be used if there are sections with Block Scheduling (MST.BL > 1). The Spring date must be a date when schools were in session near March 1. The Spring date is limited to a date between 1/1 and 3/1 in Aeries.
  • The End dates for Fall and Spring are used to determine the Algebra I student enrollment counts. The dates need to be a date near the end of each term when all schools were in session.
  • The Special Ed Reporting Date is used to determine if a student was enrolled in the Special Ed program on that date. If so, they are included in the Special Ed counts.

The Report Selection will default to Part 1.

The right side of the form defaults to specific code locations that are used in the report but can be changed to fields used by your school or district.

  • LEP will default to the STU.LF = L
  • 504 Plan will first use the FOF table to locate any records and then the PGM.CD = 101
  • GATE will first use the GTE table to locate any records and then the PGM.CD = 127

In the far right hand corner an entry box has been added to specify grades used to identify the Pre-Kindergarten students.  The grades displayed will be loaded from the CALPADS XRF that has been loaded into the Create CALPADS Extract form.

Under the Pre-K Grades you can select to either use STU.GR = -1 or a table and field to designate that a student is a Transitional Kindergarten student. The Transitional Kindergarten students will be excluded from the Part 2 Retention counts when the STU.NG is used to calculate these totals. The selection box for the Retention Codes used for retained students becomes available when Part 2 is selected.

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The Create "NS" Extract button will create an extract that will remove all data from a table uploaded onto the CRDC site. For example, if counts were inadvertently submitted for tables that should not have any data, this extract can be used to remove that information. By default all schools and all tables for each Part will be selected to be included in the "NS" Extract.

Use the All/None buttons and the mouse to select the schools/tables to be included in the "NS" Extract.

In the below example the AP tables from Part 1 (Tables 35 – 41) for all schools will be filled with the Not Submitted (NS) code which when imported into CRDC will remove all data in those tables.

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Part 2 of the Civil Rights Data Collection will report the Algebra I Passing information from the TPS table. A field was added to the TPS table to collect this information. Before running the Part 2 reports, you MUST verify that the Algebra I Passing field has been updated for all students that have passed the Algebra I requirement. You can also update the TPS information by either clicking on the Update TPS Table button at the bottom of the form or by running the Update Testing Pass Status for all Students macro from View all Macros.

NOTE: Updating the TPS table from District Aeries will take some time to complete, please plan accordingly.

Math & Science Courses

The Math & Science Courses tab allows you to select courses for each Math and Science Course Group. The courses selected will be used in calculating Part 1 Tables 13 -45 . The Algebra I courses will also be used in calculating Part 2 Tables 1 – 3. After selecting a Course Group from the drop down a specific Subject Area, Department, or CBEDS code can be selected and only the courses in that Subject Area or Department will display. The codes that will display for the Subject Area are set up in the Graduation Requirements (REQ) table. The option is also available to display the Inactive Courses.

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NOTE: If the Civil Rights Data Collection Report is generated from the District database ALL schools MUST be using the same course numbers for the same classes. If not, the totals on this report will not generate correctly. These courses must also have the same Academic Course Level, Subject Area and Department.

For example, if Course 0001 is set up as Algebra I it must be set up exactly the same at all schools. If one school has Course 0001 set up as Physical Ed then the totals will be incorrect on the report for Algebra I.

If schools use different course numbers, then the reports and extracts will need to be run one school at a time, selecting the proper courses for each run.

To set up each Course Group click the mouse on the dropdown and select the group, for example Algebra II. Select the Course Filter, either Subject Area, Department code or CBEDS code. Double click the mouse on the Course listed under the Course List in the middle column.

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The course will then display under the Selections for: column and will no longer display in the Course List.

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To de-select a course from the Selections For column, double click the mouse on the Course and the course will now display back under the Course List column.

After all Course Groups have been set up a report can be generated to verify each group contains ALL correct courses. To print the report, click the mouse on the Print Course Settings button.

The following report will be generated.

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Cert Teacher Codes

The Cert Teacher Codes tab allows you to select the code values that indicate that a teacher is certified to teach in that subject area. Click on the appropriate code(s) in each area to select them.

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Teachers that have codes in the Highly Qualified Teacher Status (STH.CA) tab of the Staff table will be considered "certified" to teach in the selected subject area(s). Algebra I, Mathematics and Science classes taught by these teachers will be counted in Part 1 Tables 13, 25 and 28 as classes taught by certified teachers.

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Backup Options

After ALL information has been set up in the Civil Rights Data Collection form a text file can be created as a backup. Click the mouse on the Save Options to Text File button.

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An entry box will display with a default path and file name for this file. The path and file name can be changed. Click the mouse on the Save button and a message will display indicating the options have been saved.

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The backup text file can be loaded back into Aeries by clicking the mouse on the Load Options From Text File button. A file selection box will display to select the file. After selecting the file the following message will display. To continue click the mouse on the Yes button and all settings will be loaded into the Civil Rights Data Collection forms.

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Processing

Load Student Data

Once the set up options are complete the students can be loaded. Click on the Load Student Data button. When the Load Student Data button is selected the load process will begin.

Prior to running the Load Student Data process it is important that you review the data that is utilized to calculate the tables and verify that all data is correct. The How Data is Processed area of this document explains how the students are selected and reported.

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If there are any students that have a Leave Date and no Status Tag OR if they have a Status Tag and no Leave Date incorrect totals can be generated by this report. The following message will display. To view these students click the mouse on the Yes button.

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A message box will display any student that has a discrepancy with the Status Tag field and the Leave Date field. A message will also display if there are any issues with the ENR record for a student. It is highly suggested that these errors are fixed prior to generating the Civil Rights report or verified that they are correct.

To review/verify the discrepancies you can check the district enrollment form for each student or run the following query in District Aeries for each student:

LIST STU IDN ENR STU.SC STU.TG STU.ID STU.LN STU.FN STU.GR STU.LD ENR.YR ENR.SC ENR.GR ENR.ED ENR.LD BY STU.SC ENR.ED REV IF STU.ID = ###

where ### is the Perm ID of the student

Student 99500233 has a message that she did not have an enrollment record for the 2015-16 school year. Running the above query indicates that this student was inactive for the entire 2015-16 school year, so the message is correct. This student will not be included in the Civil Rights report.

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Student 99500234 has a message that she has an inactive record without a leave date. Running the above query indicates that this student became inactive sometime during the 2015-16 school year, but there is no leave date in the enrollment record. This student's enrollment record must be corrected so that the CRDC module can determine if the student was active in the school on the Fall Reporting Day.

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Student 99402073 has a message that she was active with a leave date before the Fall Reporting Day of 10/1/2015. Running the above query indicates that this student left school 994 on 9/29/2015, was enrolled in school 995 from 9/30/2015 – 10/2/2015, and then returned to school 994 on 10/5/2015. The message indicates that this student will not be included in school 994's Part 1 Civil Rights counts, but he will be included in school 995's Part 1 Civil Rights counts since she was enrolled in school 995 on the Fall Reporting Day.

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After all messages have been verified/corrected select "No" to the View Discrepancies message to continue loading the students. After selecting "No" a message will display indicating the number of active or inactive students that will or will not be counted in the Civil Rights report.

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Please take note that if there are any changes made to the student data or Civil Rights Data Collection Options forms, the Load Student Data button MUST be re-loaded before the report can be generated. Also the student data MUST be re-loaded when switching between Part 1 and Part 2.

After the Load Student Data button has been generated, a message will display indicating the number of students loaded. Also, totals will be generated for any students that have a GATE or Section 504 record without a date and students that have an incorrect Race/Ethnicity code. It is highly suggested that these records be located and corrected to ensure the totals are correct. Click the mouse on the OK button.

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At the bottom of the form the following message will display. Any changes made to the setup form will require you to re-run the Load Student Data button. In addition, when switching between Part 1 and Part 2, you will need to re-run the Load Student Data button.

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Views

The Views tab can be utilized to display the totals that will be generated on the report. The View Table Totals button will display in a format similar to the one shown in the CRDC documentation. An option is also available to select only particular tables to be displayed on the form by clicking the mouse on a STU Based Table. This option is available to Show ALL schools or click the mouse on the drop down and select one school.

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The View Table Details button will display the students included in the counts and the tables that they were included in will display on the right side of the form along with the Row for the table. The option is also available to select only particular tables to be displayed on the form by clicking the mouse on the table number.

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Reports

After the Load Student Data has been generated the Report - Totals and Report – Student Details buttons can be selected. To generate the report, click the mouse on the Report button.

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Report - Totals

The Civil Rights Report Totals will generate each Civil Rights Table separately. Each section of the report will utilize the data pre-processed on the initial Load Student Data process.

After selecting Report – Totals the following selection box will display. This will allow you to select ALL schools or only specific schools to be printed. All active schools will default to be printed and Yes will display to the right of the School name. To de-select click the mouse on the School name and No will display. The All or None buttons can also be used to select all school or de-select all schools. Click the mouse on the OK button.

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The following selection box will display to allow you to print ALL sections of the report or to select individual sections. All sections will default to be printed and Print will display to the right of the Table name.

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To de-select a table click the mouse on the Table name and Print will no longer display. Click the mouse on the Table name again to select the table to print. The All or None buttons can also be used to select all reports or de-select all reports. After all Tables have been selected click the mouse on the OK button.

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The following is an example of the Report Totals. The report will be broken out by each school selected and the school name will display at the top of the page. The report will then give you complete totals for each table by school.

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Report – Student Details

The Civil Rights Report Student Details will generate a detailed listing of each student that was included in the calculation of the Civil Rights Tables. Each section of the report will utilize the data pre-processed on the initial Load Student Data. This report can be utilized to verify the students included in the report with details as to why they were included.

After selecting Reports – Student Details the following selection box will display to select ALL schools to print or only specific schools. All active schools will default to be printed and Yes will display to the right of the School name. To de-select click the mouse on the School name and No will display. The All or None buttons can also be used to select all schools or de-select all schools. Click the mouse on the OK button.

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The following selection box will display to allow you to print ALL Tables or to select individual Tables to be printed. All tables will default to be printed and Print will display to the right of the Table name.

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To de-select a table click the mouse on the Table name and Print will no longer display. Click the mouse on the Table name again to select the table to print. The All or None buttons can also be used to select all reports or de-select all reports. After all Tables have been selected click the mouse on the OK button.

After the tables are selected and the OK button has been clicked a Sort Options box will display to allow you to change the default sort order of the report which is By School and Student Number. After selecting the sort order click the mouse on the OK button and the report will be generated.

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The following is an example of the Report Student Details. The report will be broken out by each school selected and the school name will display at the top of the page. The student details will print out each table with every student that was included in this table count.

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The following example is of Table 07 generated in order by Race/Ethnicity. At the top of the report the Table number and description will be printed. Below the table information all students included in the table will display with specific details that included the Student number, Student ID, Grade and Student Name.

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The Race/Ethnicity will display along with the Sex. The In Row(s) column will display the actual row that the student was counted in on the Report Totals. For example, Lopez, Brittany is a Hispanic Female and has a R01 printed under the In Row(s) column. A 504 record was located and a check mark is displayed under the 504 column. This student was included on the Report Totals in the count on row R01 of the Overall Student Enrollment table under the Hispanic column for Females and in the Section 504 column for Females

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The Error column will also display any errors that will not allow the student to be counted in a particular part of the report. For example, if a student has a 2 listed under the Error column it is an indication that the student has a GATE record, but there are no dates in the required date fields. Any calculations for GATE will NOT include this student since the eligibility dates cannot be verified.

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Civil Rights Extract

The Create Extract button will allow you to create Flat Files that can be uploaded to the Civil Rights web site. It is crucial that you only create these files when all tables have been verified. If you will be creating the Flat Files ALL NCES School ID numbers MUST be entered for all schools that will be included in these files. There is also a message explaining what the NCES number contains in the right bottom corner.

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The Schools tab will allow you to select the Schools that will be included in the Extract files.

Please take note on the Schools tab there is a message indicating that this program utilizes a very large amount of data. The larger districts have had some issues with the form freezing up or the database bloating due to the large number of students being processed.

The CRDC indicates that you can run batches by creating separate files to upload to their web site. We have suggested that you run batch files with no more than 6,000 students per batch.

Also on the Schools tab is a reminder that Aeries should be on the most up-to-date version and that the Update TPS Table function needs to be run prior to running reports extracting data for the Part 2 tables.

The Extract Files created include the SCH file that includes data calculated in Aeries for each school.

After all data has been verified click the mouse on the Create Extract button to create the Flat Files.


Select the folder where the file will be stored. Click the mouse on the OK button. A message will display when completed.

After the Flat File has been created it can be uploaded into the Department of Education software. Once the data is imported it is highly recommended that ALL data is verified prior to submitting the file to the CRDC.

Errors

After the file has been imported into the CRDC software you may encounter specific errors that must be fixed prior to re-submitting your file.

If you need any assistance utilizing the CRDC software please contact them with any questions you may have.

How Data is Processed

When the Load Student Data button is selected the qualifying students will be loaded and each student will be flagged if they meet the criteria for each table on the Civil Rights Data Collection report.

Prior to running the Load Student Data process, it is important that you review the data that is utilized to calculate the tables and verify that all data is correct.

The students will be loaded according to the following:

  • Student will not be included if flagged as Pre-Enrolled or No Show in the Status (STU.TG) field.
  • Student will be included in the Part 1 reports if the Enter Date in the ENR table (ENR.ED) is on/before the Report Date (reporting date can be between 09/27 and 12/31).
  • Student will be included in the Part 1 reports if the Leave Date in the ENR table (ENR.LD) is Null or on/after the Report Date (between 09/27 and 12/31).
  • Most of the tables in the Part 1 reports are based on the Fall Reporting date, but the Algebra I enrollment counts (Tables 16, 18, 22) are based on the end of year/end of term dates.
  • Most of the tables in the Part 2 reports are cumulative and will include all students enrolled during the entire school year.
  • Student will be loaded if flagged as inactive Status (STU.TG) field but does not have a Leave Date in ENR table.
  • Student will not be included if they are active but have a Leave Date in ENR table before the Report Date.
  • In both cases, there will be a warning stating that there are discrepancies between the student Status Tag and the ENR table.
  • The enrollment information along with the Student Data school (STU.SC) field and the Reporting Home School (STU.HS) field will be used to determine which school the student's record will count towards.

TBL 07 – Overall Student Enrollment

Overall Enrollment - will utilize all students pre-processed on the Load Student Data process and will calculate an unduplicated count of students enrolled for each Race/Ethnicity. It will also include totals for students with disabilities, enrolled in special programs and LEP. These totals will also include Pre-Kindergarten students.

  • Will ONLY use the students initiated in the Load Students process.
  • Race/Ethnicity - Students with data in the new ETH and RCn fields will be used to calculate the race/ethnicity. Students without data in the new ETH and RCn fields, will use the old EC fields to calculate the race/ethnicity.
  • LEP - student needs to match the table, field and code specified in the setup form. If the student does not have an LEP code, or if the code is other than the one specified in the setup form, the program will check the Redesignation date (LAC.RD1). If there is a date, and it is after the Fall reporting date, the student will be flagged as LEP.
  • Section 504 – the program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates against the Fall Reporting Date. If no dates are in the record of if no FOF record is found then it will look in the user-defined location, field and value (usually PGM.CD = 101). If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the Fall Reporting Date.
  • Students with Disability – students calculated will have a disability code (CSE.DI), have an enter date in CSE (CSE.ED) on/before the Special Ed Reporting date and no Exit date (CSE.XD), or an Exit date on/after the Special Ed Reporting date.
  • NOTE: *** If a student has data for Section 504 and data in CSE the student will be flagged under "Student w/Disab". The student cannot be flagged/counted in both columns.

TBL 08 – Preschool Enrollment

Prekindergarten – calculates the unduplicated count of students participating in a pre-kindergarten program at a school for each Race/Ethnicity. It will also include totals for students with disabilities and LEP.

  • Will ONLY use the students initiated in the Load Students process whose grade matches the grade defined for Pre-K in the setup form.
  • See TBL 07 for information on demographic breakdowns.

TBL 09 – Enrollment of Limited English Proficient Students

Students who are LEP - calculates a count of students for each Race/Ethnicity for the number of students assessed for English language proficiency that meet the definition of limited English proficient and flagged in the Language Fluency (STU.LF) field. Includes pre-kindergarten through grade 12.

Students Enrolled in LEP Programs – calculates a count of students for each Race/Ethnicity who are flagged as LEP students and are currently enrolled in an English instruction program with an active record in Language Assessment.

PLEASE NOTE: Certain tables contain column totals for verification purposes only, such as the totals for all columns for TBL 09. Enrollment of Limited English Proficient Students.

  • Will ONLY use the students initiated in the Load Students.
  • Students who are LEP - student needs to match the table, field and code specified in the setup form. If the student does not have an LEP code, or if the code is other than the one specified in the setup form, the program will check the Reclassification date (LAC.RD1). If there is a date, and it is after the Fall reporting date, the student will be flagged as LEP.
  • Students enrolled in LEP programs – uses the students that were initiated in the Load Students process and flagged as LEP. Then it will check the Start (LAC.SD) and End (LAC.ED) dates in LAC. If LAC.SD is on or before the Fall Reporting Date and LAC.ED is null or on/after the Fall Reporting Date, then the student is considered as enrolled in an LEP program. NOTE: if LAC.SR = 335, then the student will not be counted as enrolled in the LEP program.
  • See TBL 07 for information on demographic breakdowns.

TBL 10 – Students with Disabilities Served Under IDEA or Under Section 504 Only

Students with Disability served under IDEA – calculates an unduplicated count of students for each Race/Ethnicity who currently has an active disability code record in Special Ed.

Students with Disability served under 504 - calculates an unduplicated count of students for each Race/Ethnicity who has participated in Section 504 and has an active record in either the FOF table or in the table, field and code specified on the setup form.

*** If a student has data for Section 504 and data in CSE the student will be counted under "Student w/Disab served under IDEA". The student cannot be counted in both 504 and IDEA.

  • Will ONLY use the students initiated in the Load Students.
  • Students w/Disab served under IDEA –count those students that were flagged as being served under IDEA only. Students calculated will have a disability code (CSE.DI), have an enter date in CSE (CSE.ED) on/before the Special Ed Reporting date and no Exit date (CSE.XD), or an Exit date on/after the Special Ed Reporting date.
  • Students w/Disab server under 504 – the program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates against the Fall Reporting Date. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the Fall Reporting Date.
  • NOTE: *** If a student has data for Section 504 and data in CSE the student will be counted under "Student w/Disab served under IDEA". The student cannot be counted in both 504 and IDEA.
  • See TBL 07 for information on demographic breakdowns.

TBL12 – Gifted/Talented Education Enrollment

Gifted /Talented Enrollment - calculates an unduplicated count of students for each Race/Ethnicity who are participating in special programs during regular school hours who possess unusually high academic ability or a specialized talent or aptitude. It will also include totals for students with disabilities and LEP.

  • Will ONLY use the students initiated in the Load Students process. The program will check for a record in GTE and evaluate the Eligibility Start (GTE.ESD) and End GTE.EED) dates against the Fall Reporting Date. If eligibility dates are blank, it will evaluate the Participation Start (GTE.PSD) and End (GTE.PED) dates.
  • If no record was found in GTE it will look in the user-defined location, field and value (usually PGM.CD = 127). If the table is PGM it will also evaluate the Eligibility and Participation dates against the Fall Reporting Date.
  • See TBL 07 for information on demographic breakdowns.

Number of Classes in Specific Subject Areas

Course attendance (CAR) is used to determine the number classes taught in the specific subject areas. The qualifying courses are based on the selections made on the "Math & Science Courses" tab for each subject area. The total of students enrolled in each class (MST.TS) must be greater than zero to count the class. Students must be enrolled in the class on the Fall Reporting date. If block scheduling is used (MST.BL > 1), then the classes offered on the Spring Reporting Date are also counted.

This logic pertains to tables:

TBL 13 – Classes in Algebra I in Middle School

TBL 21 – Classes in Algebra I and Geometry in High School

TBL 24 – Classes in Mathematics Courses in High School

TBL 27 – Classes in Science Courses in High School

Number of Classes Taught by Certified Teachers

The Highly Qualified Status (STH.CA) is checked for the teachers of classes reported in Table 13, 21, 24, and 27 against the code(s) selected on the Cert Teacher Codes tab of the Civil Rights form.

This logic pertains to tables:

TBL 14 – Classes in Algebra I in Middle School Taught by Certified Teachers

TBL 25 – Classes in Mathematics Courses in High School Taught by Certified Teachers

TBL 28 – Classes in Science Courses in High School Taught by Certified Teachers

Student Enrollment in Algebra I Courses

Algebra I (various grade levels) - calculates a count of students enrolled in the courses selected under Algebra1 on the "Math & Science Courses" tab.

  • Will ONLY use the students initiated in the Load Students process.
  • Students counted will be in specific grade levels and enrolled in the courses selected under Algebra1 on the "Math & Science Courses" tab. The program will check the Block Schedule field in the MST table to determine which Reporting Date to be used. For the Algebra I tables student enrollment counts are taken based on the end of the course. For regular scheduling the count is based on a date at the end of the school year. For block scheduling where a full-year course can be taken in one semester (MST.BL > 1) counts are based on a date at the end of the first term (Fall End date) and a date at the end of the second term (Spring End date). The program will then use Course Attendance (CAR) to verify that the student was enrolled in the course on the reporting date.

This logic pertains to tables:

TBL 16 – Student Enrollment in Algebra I in Grade 7

TBL 18 – Student Enrollment in Algebra I in Grade 8

TBL 22 – High School Student Enrollment in Algebra I (separate counts for grades 9-10 and 11-12)

Student Enrollment in Other Math and Science Courses

  • Will ONLY use the students initiated in the Load Students process.
  • Students counted will be in the specified grade and enrolled in the courses selected on the "Math & Science Courses" tab. The program will check the Block Schedule field in the MST table to determine which Reporting Date to be used. For regular scheduling the count is based on the Fall Reporting date. For block scheduling where a full-year course can be taken in one semester (MST.BL > 1) counts are based on the Fall Reporting date and on the Spring Reporting date. The program will then use Course Attendance (CAR) to verify that the student was enrolled in the course on the reporting date.

This logic pertains to tables:

TBL 20 – Student Enrollment in Geometry in Grade 8

TBL 23 – Student Enrollment in Geometry (Grades 9-12)

TBL 26 – Student Enrollment in Mathematics Courses in High School

TBL 29 – Student Enrollment in Science Courses (Grades 9-12)

TBL 31 – STUDENT ENROLLMENT IN IB DIPLOMA PROGRAMME

  • Will ONLY use the students initiated in the Load Students process.
  • Students taking IB Program - students calculated will be in grade 9 -12 and enrolled in an IB course. The program will check the CRS.CL field for codes 37 or 38. The student will be counted only once regardless how many IB classes they are enrolled in. The program will check the Block Schedule field in the MST table to determine which Reporting Date to be used. For regular scheduling the count is based on the Fall Reporting date. For block scheduling where a full-year course can be taken in one semester (MST.BL > 1) counts are based on the Fall Reporting date and on the Spring Reporting date. The program will then use Course Attendance (CAR) to verify that the student was enrolled in the course on the reporting date.
  • See TBL 07 for information on demographic breakdowns.

ADVANCED PLACEMENT (AP) ENROLLMENT

Students with at least one AP course - students calculated will be in grade 9 -12 and enrolled in an AP Course. The program will check the CRS.CL field for code 30. The student will be counted only once regardless how many AP classes they are enrolled in.

  • Will ONLY use the students initiated in the Load Students process.
  • Enrollment in AP course - students calculated will be in grade 9 -12 and enrolled in an AP Course. The program will check the CRS.CL field for code 30. The student will be counted only once regardless how many AP classes they are enrolled in. The program will check the Block Schedule field in the MST table to determine which Reporting Date to be used. For regular scheduling the count is based on the Fall Reporting date. For block scheduling where a full-year course can be taken in one semester (MST.BL > 1) counts are based on the Fall Reporting date and on the Spring Reporting date. The program will then use Course Attendance (CAR) to verify that the student was enrolled in the course on the reporting date.
  • See TBL 07 for information on demographic breakdowns.

This logic pertains to tables:

TBL 35 – Advanced Placement (AP) Student Enrollment (enrolled in at least 1 AP class)

TBL 37 – Student Enrollment in Advanced Placement (AP) Mathematics (enrolled in at least 1 AP Math class)

TBL 39 – Student Enrollment in Advanced Placement (AP) Science (enrolled in at least 1 AP Science class)

TBL 41 – Student Enrollment in Other Advanced Placement (AP) Subjects (enrolled in at least 1 AP class that is not Math or Science)

TBL 45 – SINGLE-SEX ACADEMIC CLASSES

The data will be pulled from MST or CRS table based on which field is selected for Single Sex Classes on the Code Locations / Dates tab. This table will include the courses that have either MST.SX or CRS.TGN flagged with an 'F' or 'M'.

  • Alg I, Geometry, Alg II – in addition to the above Single Sex criteria, the program will look for Mathematics courses as defined on the Course by Subject/Department in the Code Locations/Dates tab that start with "ALG" or "GEO". The total of students enrolled in each class (MST.TS) must be greater than zero to count the class.
  • Other Mathematics - in addition to the above Single Sex criteria, the program will look for Mathematics courses as defined on the Course by Subject/Department in the Code Locations/Dates tab that do not start with "ALG" or "GEO". The total of students enrolled in each class (MST.TS) must be greater than zero to count the class.
  • Science - in addition to the above Single Sex criteria, the program will look for Science courses as defined on the Course by Subject/Department in the Code Locations/Dates tab. The total of students enrolled in each class (MST.TS) must be greater than zero to count the class.
  • English, Reading, Lang Arts - in addition to the above Single Sex criteria, the program will look for English/Reading courses as defined on the Course by Subject/Department in the Code Locations/Dates tab. The total of students enrolled in each class (MST.TS) must be greater than zero to count the class.
  • Other Academic Subjects - in addition to the above Single Sex criteria, the program will look for other courses that do not fall within the above subject criteria. The total of students enrolled in each class (MST.TS) must be greater than zero to count the class.

TBL 42,43, 46-51

SYSTEM cannot provide this information and must be hand entered into the CRDC website.


Aeries.Net - Civil Rights Data Collection Part 2

Civil Rights Data Collection

Overview

The Civil Rights Data Collection Report is utilized to assist you with collecting data for the 2015-16 U.S. Department of Education Civil Rights Data Collection Report. This report provides information about the enrollment of, and the educational services provided to, students in public schools by race/ethnicity, sex, and disability. Please note some of the information on this report cannot be calculated by Aeries and must be filled in by hand for each school site.

The Civil Rights Data Collection Option form has had major modifications to accommodate the new requirements for Part 2 of this year's report. The data required for calculating this report is stored in the 2015-16 database. Since some districts store their data in different tables or fields these forms allow you to select where your district stores the data. A default button is available that will select where this data is normally stored within the Aeries database and will populate the form.

The Civil Rights Data Collection Options form is available from the District version of Aeries Client. The District version will create a report for ALL schools selected. All code setup must be completed before the report is generated. A Save Options to Text File button is available that will save all setup options selected into a text file. This text file can be used as a backup. An Extract file can also be created that will allow you to upload the file to the Department of Education web site to import into their software.

Civil Rights Data Collection Part 2 2015 2016 01.png

Preparation Before Running the Reports

  • Prior to generating the Civil Rights Report it is suggested that you review the State Requirements for the 2015-2016 U.S. Department of Education Civil Rights Data Collection Report for Part 2. The CRDC Resource Center (https://crdc.grads360.org/#program) contains file layouts and data guides to help prepare for the Civil Rights Report.
  • This report MUST be generated in the 2015-2016 database
  • Running from the District requires that all course numbers must be set up in the District database and MUST be the same courses throughout all schools or incorrect totals will be generated.
  • Running this report from the Access version requires you to update the District database with the STU, ATT, AHS, ADS, DSP, HIS, REQ, PGM, MST, CTS, LAC, CSE, RET, TPS and VIC tables along with any additional table storing data to be used in the Cross Reference. You MUST have permissions to these tables.
  • Running this report from the Client Server version will require the tables to be downloaded. You MUST at least have READ permission to these tables as well as the BER table.
  • The Behavioral Emergency Report (BER) table was added to report the counts of Mechanical Restraint, Physical Restraint and Seclusion used during the 2015-16 school year (for tables 32-34). This data can be added to the 2015-16 Aeries database through the Aeries Web Version. The Behavioral Emergency screen can be found under the Student Data | Guidance node in the navigation tree.
  • A field has been added to the Testing Pass Status (TPS) table which records the grade when the student completed their Algebra I requirement. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that this field is populated. You must have INSERT and UPDATE permissions to update this table.
  • All No Show students and Pre-enrolled students must be flagged correctly in the Status (TG) field.
  • Verify the Ethnicity (ETH) field is flagged correctly indicating whether a student is or is not Hispanic.
  • Verify all Race (RC1 – RC5) fields are set up according to the 3-digit state ethnicity codes. For students not yet flagged in the Race fields verify all OLD Ethnicity fields are set up according to the 3-digit state ethnicity codes.
  • The database MUST contain all Special Education and Language Assessment data.
  • For Special Ed students verify all Disability Codes are set up correctly for the reporting year and that the enter date is entered on or before the Special Ed reporting date.
  • Verify that all students' Enrollment (ENR) records are updated.
  • The Advanced Placement and IB courses must be set up with a department code or subject area code and course level.
  • Verify students are flagged correctly for LEP (STU.LF).
  • All Pre-K grades MUST be set up in the Create CALPADS Extract in order to be used in this report.
  • Verify all Graduation Requirement (REQ) codes are set up correctly in the District. The Graduation Requirements MUST be set up in the district database and MUST be the same for ALL schools. This report CANNOT use Grad Tracks.
  • All data in last year's database MUST be correct prior to Loading Student Data.

Civil Rights Data Collection Form

The Civil Rights Data Collection Options form can be accessed from View All Forms in the District Aeries Client.

Schools

The Schools tab will allow you to select which schools are to be included in the Civil Rights calculations. The majority of the schools will default to Yes except for any school tagged as Inactive, tagged as DNR, or any Summer Schools. These schools will default with NO in the right hand column.

To select or de-select any school click the mouse on the School name. The right hand column will now display NO and the school will NOT be included in the calculations.

Civil Rights Data Collection Part 2 2015 2016 02.png

On the Schools tab there is a 12-digit number that needs to be entered for each school. This number is the NCES number which contains the 7-digit LEA ID number assigned to the District and the 5-digit SCH ID number assigned to each school.

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The following message displays on the right bottom corner of the form. A link to look up the NCES number is available.

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The NCES number was assigned to each school the very first time the District had to do the Civil Rights report. The National Center for Education Statistics provides a Search Engine to look up the NCES numbers.

Civil Rights Data Collection Part 2 2015 2016 05.png

Enter the search criteria. The state and the District or School Name may be sufficient in most cases. Click on the Search button. Click on the correct school in the search results. The NCES School ID will be listed next to the School Name. The NCES School ID is the 12-digit number that must be entered in the Schools tab of the Civil Rights Data Collection form for each school.

Code Locations/Dates

The Code Locations/Dates tab contains the set up for the dates and many of the code values used in the Civil Rights Data Collection. This tab is also used to define which Part of the CRDC is run. Click on the Part 2 radio button under Report Selection. Only the fields to be used in Part 2 will be editable.

Civil Rights Data Collection Part 2 2015 2016 06.png

The information for these fields can be manually entered or default information is available by clicking the mouse on the Load Default Settings button. After loading the default information any field can be manually changed to reflect your schools' settings. These settings MUST be set up prior to running the Load Student Data button.

Civil Rights Data Collection Part 2 2015 2016 07.png

The middle of the form contains a No Show option, which defaults to N, to indicate the Status (TG) code used to flag no show students. Adjust this code if necessary, also more than one code can be selected.

The right side of the form defaults to specific code locations in Aeries that are used in the report but can be changed to fields used by your school or district.

  • LEP will default to the STU.LF = L
  • 504 Plan will first use the FOF table to locate any records and then the PGM.CD = 101
  • ALL Retention Codes set up in the COD table (RET.CD) will be available. Select ANY codes used to tag students as Retained. If the data to flag retained students is not stored in the RET table, then the option is also available to compare the grade (GR) to the next grade (NG) field to determine if the students were retained.

In the far right hand corner an entry box has been added to specify grades used to identify the Pre-Kindergarten students.  The grades displayed will be loaded from the CALPADS XRF that has been loaded into the Create CALPADS Extract form.

Under the Pre-K Grades you can select to either use STU.GR = -1 or a table and field to designate that a student is a Transitional Kindergarten student. The Transitional Kindergarten students will be excluded from the Part 2 Retention counts when the STU.NG is used to calculate these totals.

Civil Rights Data Collection Part 2 2015 2016 08.png

Part 2 of the Civil Rights Data Collection will report the Algebra I Passing information from the TPS table. Before running the Part 2 reports, you MUST update the TPS information by either clicking on the Update TPS Table button at the bottom of the form or by running the Update Testing Pass Status for all Students macro from View all Macros.

Civil Rights Data Collection Part 2 2015 2016 09.png

NOTE: Updating the TPS table from District Aeries will take some time to complete, please plan accordingly.

The Create "NS" Extract button will create an extract that will remove all data from a table uploaded onto the CRDC site. For example, if counts were inadvertently submitted for tables that should not have any data, this extract can be used to remove that information. By default all schools and all tables for each Part will be selected to be included in the "NS" Extract.

Use the All/None buttons and the mouse to select the schools/tables to be included in the "NS" Extract. In the below example the Retention of Students table from Part 2 (Table 11) for all schools will be filled with the Not Submitted (NS) code which when imported into CRDC will remove all data in that table.

Civil Rights Data Collection Part 2 2015 2016 10.png

Algebra I Courses

The Algebra 1 Courses tab identifies the courses that will be used to calculate the Part 2 Tables 1 – 3. The option is also available to include the Inactive Courses.

Civil Rights Data Collection Part 2 2015 2016 11.png

To set up the Algebra I Course Group click on the dropdown to select the Algebra I group. All courses previously set up for Algebra 1 for Civil Rights Part 1 should display. The Algebra I courses used in Part 2 should be the same courses that were identified in Part 1.

Select the Course Filter, either Subject Area, Department Code or CBEDS code. The codes that will display for the Subject Area are set up in the Graduation Requirements (REQ) table. Double click on the appropriate Algebra I Course listed under the Course List in the middle column.

The course will then display under the Selections for: column and will no longer display in the Course List. To de-select a course from the Selections For column, double click on the Course and the course will now display back under the Course List column.

After all Algebra I courses have been selected a report can be generated to verify the courses. To print the report, click on the Print Course Settings button. The following report will be generated.

Civil Rights Data Collection Part 2 2015 2016 12.png

NOTE: In the District database ALL schools MUST be using the same course numbers for the same classes. If not, the totals on this report will not generate correctly. These courses must also have the same Academic Course Level, Subject Area and Department.

For example, if Course 0001 is set up as Algebra I it must be set up exactly the same at all schools. If one school has Course 0001 set up as Physical Ed then the totals will be incorrect on the report for Algebra I.

If schools use different course numbers, then the reports and extracts will need to be run one school at a time, selecting the proper courses for each run.

Discipline Codes

The Discipline Codes tab allows you to select ALL Discipline and Disability Codes to be used in calculating Part 2.

Civil Rights Data Collection Part 2 2015 2016 13.png

Under Type click on the drop down and select the Type from the listing.

Civil Rights Data Collection Part 2 2015 2016 14.png

Click on the Table drop down and select the Table Name. Click on the Field drop down and select the field where the data is stored. Click on the Code drop down and ALL codes set up in the Code table will display. Select the Code.

Civil Rights Data Collection Part 2 2015 2016 15.png

Set up ALL Discipline and Disability Codes to be used in calculating Part 2. Any code selected that is not set up in the Code (COD) table will not display a description, for example the le code below does not exist in the COD table. However, the code will still be used in the calculations for Part 2.

Civil Rights Data Collection Part 2 2015 2016 16.png

For Districts that are now using the Victims and Witness form to store the Harassment and Bullying counts click on the selection box at the top of the form.

Civil Rights Data Collection Part 2 2015 2016 17.png

The fields will now display to utilize the data from the Victims and Witness form that is stored in the VIC table. Select the Codes Indicating Harassment, Allegation of Harassment and the codes indicating that the harassment was Confirmed.

If the data has been stored in a different table DO NOT select to use the VIC table and set the codes up under the Discipline / Disability Codes section of the form.

Restraint/Seclusion

The Restraint/Seclusion tab allows you to select the codes used to count the number of students subjected to Restraint or Seclusion and count of incidences of Restraint or Seclusion. The Behavioral Emergency Report (BER) table is a new table that was added in the 2015-16 school year to report the counts of Mechanical Restraint, Physical Restraint and Seclusion. Data can be added to the BER table through the Aeries Web Version. The Behavioral Emergency screen can be found under the Student Data | Guidance node in the navigation tree.

Civil Rights Data Collection Part 2 2015 2016 18.png

On the Restraint/Seclusion tab of the Civil Rights Data Collection form click on the appropriate codes for Mechanical Restraint, Physical Restraint, and Seclusion.

Civil Rights Data Collection Part 2 2015 2016 19.png

Backup Options

After ALL information has been set up in the Civil Rights Data Collection form a text file can be created as a backup. Click the mouse on the Save Options to Text File button.

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An entry box will display with a default path and file name for this file. The path and file name can be changed. Click the mouse on the Save button and a message will display indicating the options have been saved.

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The backup text file can be loaded back into Aeries by clicking the mouse on the Load Options From Text File button. A file selection box will display to select the file. After selecting the file the following message will display. To continue click the mouse on the Yes button and all settings will be loaded into the Civil Rights Data Collection forms.

Processing

Load Student Data

Once the Setup options are complete the students can be loaded. Click on the Load Student Data button. When the Load Student Data button is selected the load process will begin.

Prior to running the Load Student Data process it is important that you review the data that is utilized to calculate the tables and verify that all data is correct. The How Data is Processed area of this document explains how the students are selected and reported.

Civil Rights Data Collection Part 2 2015 2016 23.png

If there are any students that have a Leave Date and no Status Tag OR if they have a Status Tag and no Leave Date incorrect totals can be generated by this report. The following message will display. To view these students click on the Yes button.

Civil Rights Data Collection Part 2 2015 2016 24.png

A message box will display any student that has a discrepancy with the Status Tag field and the Leave Date field. A message will also display if there are any issues with the ENR record for a student. It is highly suggested that these errors are fixed prior to generating the Civil Rights report or verified that they are correct.

Civil Rights Data Collection Part 2 2015 2016 25.png

Please refer to the Part 1 Civil Rights documentation on how to review/verify these discrepancies.

After all messages have been verified/corrected select "No" to the View Discrepancies message to continue loading the students. After selecting "No" a message will display indicating the number of active or inactive students that will or will not be counted in the Civil Rights report.

Civil Rights Data Collection Part 2 2015 2016 26.png

Please take note that if there are any changes made to the student data or Civil Rights Data Collection Options forms, the Load Student Data button MUST be re-loaded before the report can be generated. Also the student data MUST be re-loaded when switching between Part 1 and Part 2.

After the Load Student Data button has been generated, a message will display indicating the number of students loaded. Also, totals will be generated for any students that have a GATE or Section 504 record without a date and students that have an incorrect Race/Ethnicity code. It is highly suggested that these records be located and corrected to ensure the totals are correct. Click on the OK button.

Civil Rights Data Collection Part 2 2015 2016 27.png

At the bottom of the form the following message will display. Any changes made to the setup form will require you to re-run the Load Student Data button. In addition, when switching between Part 1 and Part 2, you will need to re-run the Load Student Data button.

Civil Rights Data Collection Part 2 2015 2016 28.png

Views

The Views tab can be utilized to display the totals that will be generated on the report. The View Table Totals button will display in a format similar to the one shown in the CRDC documentation. An option is also available to select only particular tables to be displayed on the form by clicking on a STU Based Table or Other Table. The option is also available to Show ALL schools or click the mouse on the drop down and select one school.

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The View Table Details button will display the students included in the counts and the tables that they were included in will display on the right side of the form along with the Row for the table. The option is also available to select only particular tables to be displayed on the form by clicking the mouse on the table number.

Civil Rights Data Collection Part 2 2015 2016 30.png

Reports

After the Load Student Data has been generated the Report - Totals and Report – Student Details buttons can be selected. To generate the report, click on the Report button.

Civil Rights Data Collection Part 2 2015 2016 31.png

Report - Totals

The Civil Rights Report Totals will generate each Civil Rights Table separately. Each section of the report will utilize the data pre-processed on the initial Load Student Data process.

After selecting Reports – Totals the following selection box will display. This will allow you to select ALL schools to print or only specific schools to be printed. All active schools will default to be printed and Yes will display to the right of the School name. To de-select click the mouse on the School name and No will display. The All or None buttons can also be used to select all school or de-select all schools. Click on the OK button.

Civil Rights Data Collection Part 2 2015 2016 32.png

The following selection box will display to allow you to print ALL Tables or to select individual Tables to be printed. All tables will default to be printed and Print will display to the right of the Table name.

Civil Rights Data Collection Part 2 2015 2016 33.png

To de-select a table click on the Table name and Print will no longer display. Click the mouse on the Table name again to select the table to print. The All or None buttons can also be used to select all reports or de-select all reports. After the tables have been selected click on the OK button.

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The following is an example of the Report Totals. The report will be broken out by each school selected and the school name will display at the top of the page. The report totals will then give you complete totals for each table by school.

Civil Rights Data Collection Part 2 2015 2016 35.png

Report – Student Details

The Civil Rights Report Student Details will generate a detailed listing of each student that was included in the calculation of the Civil Rights Tables. Each section of the report will utilize the data pre-processed on the initial Load Student Data. This report can be utilized to verify the students included in the report with details as to why they were included.

After selecting Reports – Student Details the following selection box will display to select ALL schools to print or only specific schools. All active schools will default to be printed and Yes will display to the right of the School name. To de-select click the mouse on the School name and No will display. The All or None buttons can also be used to select all schools or de-select all schools. Click the mouse on the OK button.

Civil Rights Data Collection Part 2 2015 2016 36.png

The following selection box will display to allow you to print ALL Tables or to select individual Tables to be printed. All tables will default to be printed and Print will display to the right of the Table name.

Civil Rights Data Collection Part 2 2015 2016 37.png

To de-select a table click the mouse on the Table name and Print will no longer display. Click the mouse on the Table name again to select the table to print. The All or None buttons can also be used to select all reports or de-select all reports. After all Tables have been selected click the mouse on the OK button.

After the tables are selected and the OK button has been clicked a Sort Options box will display to allow you to change the default sort order of the report which is By School and Student Number. After selecting the sort order click the mouse on the OK button and the report will be generated.

Civil Rights Data Collection Part 2 2015 2016 38.png

The following is an example of the Report Student Details. The report will be broken out by each school selected and the school name will display at the top of the page. The student details will print out each table with every student that was included in this table count.

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The following is an example of Table 09 generated in order by Race/Ethnicity. The Table number and Description is printed at the top of the report.

Civil Rights Data Collection Part 2 2015 2016 40.png

Below the table information all students included in the table will display with specific details that included the Student number, Student ID, Grade and Student Name.

The Race/Ethnicity will display along with the Sex. The In Row(s) column will display the actual row that the student was counted in on the Report Totals. For example, Abejon, Tanya is an Asian Female and has a R01 printed under the In Row(s) column for Table 09 - Chronic Student Absenteeism. A 504 record was located and a check mark is displayed under the 504 column. This student was included on the Report Totals in the count on row R01 of the Chronic Student Absenteeism table under the Asian column for Females and in the Section 504 column for Females

Civil Rights Data Collection Part 2 2015 2016 41.png

The Error column will also display any errors located that would not allow the student to be counted in a particular part of the report. All Error Codes display at the bottom of the report.

Civil Rights Data Collection Part 2 2015 2016 42.png

Civil Rights Extract

The Create Extract button will allow you to create Flat Files that can be uploaded to the Civil Rights web site. It is crucial that you only create these files when all tables have been verified. If you will be creating the Flat Files ALL NCES School ID numbers MUST be entered for all schools that will be included in these files. There is also a message explaining what the NCES number contains in the right bottom corner.

Civil Rights Data Collection Part 2 2015 2016 43.png

The Schools tab will allow you to select the Schools that will be included in the Extract files.

Please take note on the Schools tab there is a message indicating that this program utilizes a very large amount of data. The larger districts have had some issues with the form freezing up or the database bloating due to the large number of students being processed.

Civil Rights Data Collection Part 2 2015 2016 44.png

The CRDC indicates that you can run batches by creating separate files to upload to their web site. We have suggested that you run batch files with no more than 6,000 students per batch.

Also on the Schools tab is a reminder that Aeries should be on the most up-to-date version and that the Update TPS Table function needs to be run prior to running reports extracting data for the Part 2 tables.

Civil Rights Data Collection Part 2 2015 2016 45.png

The Extract Files created include the SCH file that includes data calculated in Aeries for each school.

After all data has been verified click the mouse on the Create Extract button to create the Flat Files.

Civil Rights Data Collection Part 2 2015 2016 46.png

Select the folder where the file will be stored. Click the mouse on the OK button. A message will display when completed.

Civil Rights Data Collection Part 2 2015 2016 47.png

After the Flat File has been created it can be uploaded into the Department of Education software. Once the data is imported it is highly recommended that ALL data is verified prior to submitting the file to the CRDC.

Errors

After the file has been imported into the CRDC software you may encounter specific errors that must be fixed prior to re-submitting your file.

If you need any assistance utilizing the CRDC software please contact them with any questions you may have.

How Data is Processed

When the Load Student Data button is selected the qualifying students will be loaded and each student will be flagged if they meet the criteria for each table on the Civil Rights Data Collection report.

Prior to running the Load Student Data process, it is important that you review the data that is utilized to calculate the tables and verify that all data is correct.

The students will be loaded according to the following:

  • Student will not be included if flagged as Pre-Enrolled or No Show in the Status (STU.TG) field.
  • Most of the tables in the Part 2 reports are cumulative and will include all students enrolled during the entire school year.
  • Student will not be included if they are in the school but they DO NOT have an ENR record.
  • Student will be included if flagged as inactive Status (STU.TG) field but does not have a Leave Date in ENR table.
  • Student will not be included if they are active but have a Leave Date in ENR table before the Report Date.
  • In both cases there will be a warning message when there are discrepancies between the student Status Tag and the ENR table.
  • The enrollment information along with the Student Data school (STU.SC) field and the Reporting Home School (STU.HS) field will be used to determine which school the student's record will count towards.

TBL 01 –Students Who Passed Algebra I in Grade 7

Students passing Alg I (7) - calculates a count of the 7th grade students that were enrolled in one or more of the courses selected uder Algebra I on the Algebra I Courses tab and passed the Algebra I class. The program will use the Testing Pass Status (TPS) table to verify that the student passed the Algebra I class. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged.

Civil Rights Data Collection Part 2 2015 2016 48.png
  • Will ONLY use the students initiated in the Load Students process and that were reported as enrolled in Algebra I in the Part 1 Table 16 Student Enrollment in Algebra I in Grade 7. Please refer to the Civil Rights Part 1 documentation for the logic used to determine enrollment in the Algebra I class.
  • Students Passing Algebra I (7) - students calculated will be in grade 7 and will have the Alg I Requirement Met (TPS.ALG) flag as True and the Alg I Requirement Met Grade (TPS.AGR) set to their current grade. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged. Only the students that were enrolled in Algebra I courses in the Part 1 Civil Rights reports will be included in the calculations.

TBL 02 –Students Who Passed Algebra I in Grade 8

Students passing Alg I (8) - calculates a count of 8th grade students that were enrolled in one or more of the courses selected under Algebra1 on the "Algebra 1 Courses" tab and passed the Algebra I class. The program will use the Testing Pass Status (TPS) table to verify that the student passed the Algebra I class. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged.

Civil Rights Data Collection Part 2 2015 2016 49.png
  • Will ONLY use the students initiated in the Load Students process and that were reported as enrolled in Algebra I in the Part 1 Table 18 Student Enrollment in Algebra I in Grade 8. Please refer to the Civil Rights Part 1 documentation for the logic used to determine enrollment in the Algebra I class.
  • Students Passing Algebra I (8) - students calculated will be in grade 8 and will have the Alg I Requirement Met (TPS.ALG) flag as True and the Alg I Requirement Met Grade (TPS.AGR) set to their current grade. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged. Only the students that were enrolled in Algebra I courses in the Part 1 Civil Rights reports will be included in the calculations.
  • Race/Ethnicity - Students with data in the new ETH and RCn fields will be used to calculate the race/ethnicity. Students without data in the new ETH and RCn fields, will use the old EC fields to calculate the race/ethnicity.
  • LEP - student needs to match the table, field and code specified in the setup form. If the student does not have an LEP code, or if the code is other than the one specified in the setup form, the program will check the Redesignation date (LAC.RD1). If there is a date, and it is after the first day of school, the student will be flagged as LEP.
  • Students with Disability – students calculated will have a disability code (CSE.DI) and an Exit date (CSE.XD) after the first day of school or no Exit date (null).

TBL 03 – High School Students who Passed Algebra I

Students passing Algebra I (9-10) - calculates a count of students for each Race/Ethnicity for the number of students in grade 9 or 10 who passed the courses selected under Algebra1 on the "Algebra 1 Courses" tab. The program will use the Testing Pass Status (TPS) table to verify that the student passed an Algebra 1 class. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged.

Students passing Algebra I (11-12) - calculates a count of students for each Race/Ethnicity for the number of students in grade 11 or 12 who passed the courses selected under Algebra1 on the "Algebra 1 Courses" tab. The program will use the Testing Pass Status (TPS) table to verify that the student passed an Algebra 1 class. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged.

Civil Rights Data Collection Part 2 2015 2016 50.png
  • Will ONLY use the students initiated in the Load Students process and that were reported as enrolled in Algebra I in the Part 1 Table 22 High School Student Enrollment in Algebra I. Please refer to the Civil Rights Part 1 documentation for the logic used to determine enrollment in the Algebra I class.
  • Students Passing Algebra I (9-10)- students calculated will be in grade 9 or 10 and will have the Alg I Requirement Met (TPS.ALG) flag as True and the Alg I Requirement Met Grade (TPS.AGR) set to their current grade. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged. Only the students that were enrolled in Algebra I courses in the Part 1 Civil Rights reports will be included in the calculations.
  • Students Passing Algebra I (11-12)- students calculated will be in grade 9 or 10 and will have the Alg I Requirement Met (TPS.ALG) flag as True and the Alg I Requirement Met Grade (TPS.AGR) set to their current grade. The Update Testing Pass Status for all Students macro must be run prior to running Part 2 of the Civil Rights report to ensure that the students are properly flagged. Only the students that were enrolled in Algebra I courses in the Part 1 Civil Rights reports will be included in the calculations.
  • See TBL 02 for information on demographic breakdowns.

TBL 06 – Student Participation in SAT or ACT

Students who took ACT or SAT during 2015-16 – calculates a count of students in grades 9-12 for each Race/Ethnicity who took either SAT or ACT test at any time during the 2015 -16 school year.

Civil Rights Data Collection Part 2 2015 2016 51.png
  • Will ONLY use the students initiated in the Load Students process.
  • Students who took ACT or SAT - students in grades 9-12 who took either the SAT or ACT test at any time during the 2015-16 school year will be counted. The SAT and ACT test results are stored in the College Test Scores (CTS) table. The test names for these test records are SAT I and ACT (CTS.NM = "SAT I" OR CTS.NM = "ACT")
  • See TBL 02 for information on demographic breakdowns.

TBL 07 – Student Participation in Advanced Placement (AP) Exams

Students who took AP test during 2015-16 – calculates a count of students in grades 9-12 for each Race/Ethnicity who took one or more AP exams at any time during the 2015 -16 school year.

Civil Rights Data Collection Part 2 2015 2016 52.png
  • Will ONLY use the students initiated in the Load Students process and that were reported as enrolled in at least one AP course in the Part 1 Table 35 Advanced Placement (AP) Student Enrollment. Please refer to the Civil Rights Part 1 documentation for the logic used to determine enrollment in the Advanced Placement course.
  • Students who took one/more AP Exams - students in grades 9-12 who took where enrolled in at least one AP class and took one or more Advanced Placement exams at any time during the 2015-16 school year will be counted. The AP test results are stored in the College Test Scores (CTS) table. The test name for these test records is AP (CTS.NM = "AP")
  • Students who did not take AP Exams - students in grades 9-12 who were enrolled in at least one AP class and did not take any Advanced Placement exams at any time during the 2015-16 school year will be counted. The AP test results are stored in the College Test Scores (CTS) table. The test name for these test records is AP (CTS.NM = "AP")
  • See TBL 02 for information on demographic breakdowns.

TBL 09 – Chronic Student ABSENTEEISM

Students Absent 15+ Days - calculates a count of students for each Race/Ethnicity who were absent 15 or more days.

Civil Rights Data Collection Part 2 2015 2016 53.png
  • Will ONLY use the students initiated in the Load Students process.
  • Students Absent 15+ Days - calculates a count of students for each Race/Ethnicity who were absent 15 or more days. The program uses the AHS.AB field to determine if the student was absent 15 or more days in the school year.
  • Section 504 - the program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the first day of school.
  • See TBL 02 for information on demographic breakdowns.

TBL 11 – Retention of Students - Grades K-12

Students retained grades K - 12 calculates a count of students for each Race/Ethnicity for the number of students from grades K-12 who were retained according to the Retention codes selected. The Transitional Kindergarten students are not included in the count if the Student Next Grade (STU.NG) field is used to determine whether or not the student is retained.

  • Will ONLY use the students initiated in the Load Students process.
  • Retention Grades K-12 - students calculated will be in grade K-12 and will have a Retention (RET) record for any date greater than the first calendar date with any of the codes selected for Retained on the Code Locations / Dates tab. If the Next Grade (STU.NG) field is selected on the set up form then the program will include the student if their Next Grade is equal to their current grade. The Transitional Kindergarten students as identified on the Code Locations/ Dates tab will not be included in the Retained in Kindergarten counts when the Next Grade option is used.
  • Section 504 - the program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the first day of school.
  • See TBL 02 for information on demographic breakdowns.

TBL 17 – Pre-School Suspension and Explusion

Pre-School Suspension and Expulsion - calculates a count of Pre-School students for each Race/Ethnicity that have one of the values defined on the Discipline Codes tab between the date range of the 2015-16 School Calendar

Civil Rights Data Collection Part 2 2015 2016 54.png
  • Will ONLY use the students initiated in the Load Students process that are set up with a Pre-K grade that is selected on the Code Locations/Dates tab.
  • Will only include students that have a record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 School Calendar.
  • Will only include students where the suspension/expulsion occurred in the school being reported (ADS.SCL).
  • See TBL 02 for information on demographic breakdowns.

TBL 19 – Discipline of Students Without Disabilities

Discipline of Students - will only include students that do not have an active Special Ed (CSE) record AND do not have an active Section 504 record in the FOF or PGM tables AND have a Discipline Disposition (DSP) record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year.

Civil Rights Data Collection Part 2 2015 2016 55.png
  • Will ONLY use the students initiated in the Load Students process.
  • Students without Disabilities - will only include students that do not have an active Special Ed (CSE) record. This means that either:
      • the CSE record does not exist
      • the CSE record exists but there is no code (CSE.DI)
      • the CSE record exists but it is not active for the 2015-16 school year (CSE.ED > 06/30/2016)
      • the CSE record exists but the student did not receive services for the 2015-16 school year (CSE.XD < 07/01/2015)
    • Students without Disabilities will only include students that do not have an active Section 504 record. This means that either:
      • the FOF and PGM.CD = 101 records do not exist
      • or the FOF or PGM.CD = 101 records exist but the eligibility and program dates are not within the 2015-16 school year.
        • Students without Disabilities must have a Discipline Disposition (DSP) record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year.
  • Will only include students where the discipline disposition record occurred in the school being reported (ADS.SCL).
  • See TBL 02 for information on demographic breakdowns.

TBL 21 – Discipline of Students With Disabilities

Discipline of Students - will only include students that either have an active Special Ed (CSE) record or have an active Section 504 record in the FOF or PGM tables AND have a Discipline Disposition (DSP) record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year.

  • Will ONLY use the students initiated in the Load Students process.
  • Students with Disabilities - will only include students that have an active Special Ed (CSE) record or an active Section 504 record. This means that either:
      • students will have a disability code (CSE.DI) and an Exit date (CSE.XD) after the first day of school or no Exit date (null),
      • or students will have an active Section 504 record - the program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the first day of school.
        • Students with Disabilities must have a Discipline Disposition (DSP) record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year.
  • Will only include students where the discipline disposition record occurred in the school being reported (ADS.SCL).
  • See TBL 02 for information on demographic breakdowns.

TBL 24 – Instances of Suspensions

A count of the number of instances of out-of-school suspensions for students.

NOTE: This is a count of incidences, not a count of students that received one or more out-of-school suspensions.

Civil Rights Data Collection Part 2 2015 2016 56.png
  • Will ONLY use the students initiated in the Load Students process.
  • Students w/o Disabilities – count of incidences for students that do not have an active Special Ed (CSE) or Section 504 record. See Table 19 for more information on determining students without Disabilities.
  • Students IDEA – count of incidences for students that have a disability code (CSE.DI) and an Exit date (CSE.XD) after the first day of school or no Exit date (null).
  • Students 504 only- count of incidences for students with an active Section 504 record. The program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the first day of school.
        • Only Discipline Disposition (DSP) records with the code for the Out-of-School Suspension values defined on the Discipline Codes tab will be evaluated. The Discipline Disposition record must have occurred in the 2015-16 school year.
  • Will only include incidences where the discipline disposition record occurred in the school being reported (ADS.SCL).

TBL 25 – School Days Missed – Out of School Suspensions

Calculates the number of school days missed by students for each Race/Ethnicity who received one or more Out-of-School Suspensions as defined on the Discipline Codes tab during the 2015-16 School Calendar.

Civil Rights Data Collection Part 2 2015 2016 57.png
  • Will ONLY use the students initiated in the Load Students process.
  • Section 504 - The program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the first day of school.
        • Only Discipline Disposition (DSP) records with the code for the Out-of-School Suspension values defined on the Discipline Codes tab will be evaluated. The Discipline Disposition record must have occurred in the 2015-16 school year.
  • Will only include suspensions where the discipline disposition record occurred in the school being reported (ADS.SCL).
  • The Dispostion Days (DSP.DY) field is used to calculate the School Days Missed.
  • See TBL 02 for information on demographic breakdowns.

TBL 26 – Offenses – Number of Incidences

Counts the number of incidences that occurred for certain discipline codes (ADS.CD) as defined on the Discipline Codes tab during the 2015-16 School Calendar.

  • Will ONLY use the students initiated in the Load Students process.
        • Only Assertive Discipline (ADS) records with the code values defined on the Discipline Codes tab will be evaluated. The Assertive Discipline record must have occurred in the 2015-16 school year.
  • Will only include discipline records that occurred in the school being reported (ADS.SCL).
Civil Rights Data Collection Part 2 2015 2016 58s.png

TBL 29 –Allegations of Harassment or Bullying

Allegations of Harassment or Bullying - will count students that have a record for one of the values defined on the Discipline Codes tab or if selected to use Victims (VIC) between the date range of the 2015-16 school year.

Civil Rights Data Collection Part 2 2015 2016 59s.png
  • Will ONLY use the students initiated in the Load Students process.
  • Allegations of Harassment or Bullying - will count students that have a record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year. The option to use the Victims and Witness (VIC) data can be selected or Discipline Codes can be set up.
  • If the Victims and Witness (VIC) data is used, the Basis fields (VIC.BS, VIC.BR, VIC.BD, VIV,BB and VIC.BO) will be used to calculate the totals.
  • If Discipline Codes are used the program will only include students where the discipline record occurred in the school being reported (ADS.SCL).
  • NOTE: The students with a record in the VIC table that does not have an Incident ID number assigned will be counted as an individual incident. If multiple students have the same Incident ID number assigned they will only be counted as one incident.

TBL 30 – Students Reported as Harassed or Bullied

Reported as Harassed or Bullied - will count students that have a record for one of the values defined on the Discipline Codes tab or if selected to use Victims (VIC) between the date range of the 2015-16 school year.

Civil Rights Data Collection Part 2 2015 2016 60.png
  • Will ONLY use the students initiated in the Load Students process.
  • Students Reported as Harassed or Bullied - will count students that have a record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year. The option to use the Victims and Witness (VIC) data can be selected or Discipline Codes can be set up.
  • If Discipline Codes are used the program will only include students where the discipline record occurred in the school being reported (ADS.SCL).
  • If the Victims and Witness (VIC) data is used, the Basis fields (VIC.BS, VIC.BR, VIC.BD) will be used to calculate the totals.
  • See TBL 02 for information on demographic breakdowns.
  • NOTE: The students with a record in the VIC table that does not have an Incident ID number assigned will be counted as an individual incident. If multiple students have the same Incident ID number assigned they will only be counted as one incident.

TBL 31 – Students Disciplined for Harassment or Bullying

Students Disciplined for Harassment or Bullying - will count students that have an Assertive Discipline record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year, or if selected to use Victims (VIC) it will count the students that have an Assertive Discipline record with an IID that is also associated with a VIC record between the date range of the 2015-16 school year.

Civil Rights Data Collection Part 2 2015 2016 61.png
  • Will ONLY use the students initiated in the Load Students process.
  • Discipline of Students for Harassment or Bullying - will count students that have a record for one of the values defined on the Discipline Codes tab between the date range of the 2015-16 school year.
  • If Discipline Codes are used the program will only include students where the discipline record occurred in the school being reported (ADS.SCL).
  • See TBL 02 for information on demographic breakdowns.
  • NOTE: If the VIC table is selected for Alleged Harassments the students that have records in the ADS table with the same Incident ID number assigned to the student in the VIC table will be counted if the harassment is confirmed.

TBL 32 – Non-IDEA Students Subjected to Restraint/Seclusion

Non-IDEA Students Subjected to Restraint/Seclusion - will count students that have a record for one of the values defined on the Restraint/Seclusion tab and do not have an active Special Ed (CSE) record for the 2015-16 school calendar.

Civil Rights Data Collection Part 2 2015 2016 62.png
  • Will ONLY use the students initiated in the Load Students process.
  • Non-IDEA Students - will only include students that do not have an active Special Ed (CSE) record. This means that either:
      • the CSE record does not exist
      • the CSE record exists but there is no code (CSE.DI)
      • the CSE record exists but it is not active for the 2015-16 school year (CSE.ED > 06/30/2016)
      • the CSE record exists but the student did not receive services for the 2015-16 school year (CSE.XD < 07/01/2015)
    • Non-IDEA Students could include students with an active 504 record. The program will check for a record in the 504 (FOF) table and evaluate the Start (FOF.SD) and End (FOF.ED) dates. If no dates are in the record of if no FOF record is found, then it will check the table, field and code specified on the setup form. If the table specified is the PGM table it will check the Eligibility Start (PGM.ESD) and End (PGM.EED) dates. If there is no date in those fields, it will check the Participation Start (PGM.PSD) and End (PGM.PED) dates. It will compare these dates against the first day of school.
        • Students Subject to Restraint/Seclusion must have a Behavioral Emergency (BER) record for one of the values defined on the Restraint/Seclusion tab between the date range of the 2015-16 school year.
  • See TBL 02 for information on demographic breakdowns.

TBL 33 – IDEA Students Subjected to Restraint/Seclusion

IDEA Students Subjected to Restraint/Seclusion - will count students that have a record for one of the values defined on the Restraint/Seclusion tab and also have an active Special Ed (CSE) record for the 2015-16 school calendar.

Civil Rights Data Collection Part 2 2015 2016 63.png
  • Will ONLY use the students initiated in the Load Students process.
  • Students with Disability – students calculated will have a disability code (CSE.DI) and an Exit date (CSE.XD) after the first day of school or no Exit date (null).
        • Students Subject to Restraint/Seclusion must have a Behavioral Emergency (BER) record for one of the values defined on the Restraint/Seclusion tab between the date range of the 2015-16 school year.
  • See TBL 02 for information on demographic breakdowns.

TBL 4, 5, 8, 10, 12-16, 18, 20, 22, 23, 27, 28, 34 – 47

SYSTEM cannot provide this information and must be hand entered into the CRDC website.







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