U.S.D.E Civil Right Data Survey (CRDC) 2014 WebEx #6 Data Collected for School Year Report Notes Version, June 12, 2015

Transcription

1 U.S.D.E Civil Right Data Survey (CRDC) 2014 WebEx #6 Data Collected for School Year Report Notes Version, June 12, 2015 CRDC Submission Deadline is Friday August 7, 2015 Submit Site - CRDC Comments We expect to receive support tickets and questions regarding the logic used to calculate the various data points in the CRDC report. We strongly suggest districts take the time to build their reports and review their data carefully before submitting to the USDE. If and when the report logic is changed it will be noted on the CRDC update log on the CRDC report center page. CRDC Documents; General Dates and Info about the CRDC; Tool to Look up what was submitted for your district in 2011; CRDC Resource Center The C.R.D.C. Report Center 1

2 Assemble Data files OnDataSuite will pull from multiple data sources in order to run the reports. All files must be created and loaded by district staff into the file center in OnDataSuite for the CRDC report to populate. District staff have the option of manually entering parts of the data if desired. In some cases with small numbers creating a file for upload may not be desired. In the image below the data files related to the CRDC are highlighted. 1) Fall PEIMS File. Fall PEIMS file should be final file as submitted to TEA. 2) Summer PEIMS File. Summer PEIMS file should be final file as submitted to TEA. 3) Fall PEIMS File. Fall PEIMS file, should be final file. 4) Mid Year PEIMS PEIMS File. Mid Year PEIMS file, should be final file. 2

3 5) 504 Data File. (2 Files needed, Snapshot and Cumulative ) Students receiving 504 supplemental services are not identified in PEIMS, therefore the students will need to be identified with a separate file load. We recommend the 504 snapshot count be as of the PEIMS snapshot date, October 31, 2013 (Last Friday in October). The 504 cumulative file should be a list of all students served at any time during the school year. Each file must be a CSV, see example below. Creating 504 Data File Using Microsoft Notepad - Using Microsoft Notepad enter the Student ID (SS#) or the local ID as shown in example at right. - One row per student served. - File Name should be County District 504s.csv for snapshot file and County District 504c.csv for cumulative file. For Example:Sample ISD snapshot file name would be s.csv - Student ID must match exactly as displayed in your Student Information System. Creating 504 Data File Using Microsoft Excel - Using Microsoft Excel enter the Student ID (SS#) and/or the local ID. - May enter State ID (SS#) or Local ID as shown in example at right. - Do not create column headings. - One row per student served. - Alpha characters are not case sensitive. - Save File as CSV (MS-DOS) file type. You may be prompted to answer a couple of questions. (If asked to save only the active sheet just click OK If warned about features that are not compatible just answer YES ) - After saving, when closing Excel no need to save file again. - File Name should be County District 504s.csv for snapshot file and County District 504c.csv for cumulative file. - Student ID must match exactly as displayed in your Student Information System. *** PLEASE DO NOT UPLOAD AN EXCEL FILE, MAKE SURE YOU SAVE IT AS A CSV FILE TYPE *** A video tutorial for this process is available in the support area after logging into your OnDataSuite database. 3

4 6) Single Sex Classes Data file. Classes that are restricted to one sex must be identified; single sex classes are not identified in PEIMS. The file must be a CSV file. File should contain a single column containing the class id. The class id itself is submitted in summer PEIMS on the 305 record. The format of the class ID must match the format as submitted in PEIMS, see example below. If your district did not offer any classes that were restricted to single sex no action will be needed. - Single column CSV file. - File Name should be County District ssc.csv For Example Sample ISD would be ssc.csv - Column = class ID # (PEIMS Element ID E1056 ) - E1056 is reported on 305 records. - Class ID s are maximum 14 characters. - Must contain leading zeros. 7) Single Sex Athletics Classes Data File. No Longer Needed Same as file in #6. Difference is classes listed in this file are single sex athletics only. For example there may be a class for boy s basketball and a separate class for girl s basketball. 8) ACT Monthly Test Results File Districts will need to acquire the ACT Monthly results test results file. (Not the ACT plan or explore files). File must be ordered by the districts. File is usually zipped and password protected with winzip. File is a TXT file. 783 character Record Length. All alpha characters are upper case. Link to ACT - File Layout Link 9) SAT College Bound file Districts will need to acquire the SAT test results. File Layout - 4

5 10) AP Files AP file comes from the College Board. File should be a CSV file. 11) Staff Absenteeism Data File - Staff ID (SS#) of each staff member who has more than 10 absences for the school year. - Single column CSV file. - Must contain leading zeros. - File Name should be County District Staff.csv For Example Sample ISD would be staff.csv - No commas after each ID. 12) Bullying data We will be accepting 2 sources for district bullying data. 1 We have partnered with 806 Technologies to accept an extract from their system. 2 OnDataSuite will accept 2 CSV files with the following layout. - Bully perpetrator file example. File Name should be County District # bp.csv For Example Sample ISD would be bp.csv Columns = [Student ID.SS#], [Campus #], [Disciplined], [Bully Reason] Student ID can be local ID or SS# Campus # = TEA Campus # Disciplined - 1=Disciplined 0=Not Disciplined Bully Reason = sex, race, disability (Or a combination of any of the three)(not case sensitive) Do not include column names. If a row does not contain a Bully Reason, the incident will not be included in counts for CRDC. If 2 or more reasons are indicated separate with a / as shown. 5

6 - Bully victim file example. File Name should be County District # bv.csv For Example Sample ISD would be bv.csv Columns = [Student ID.SS#], [Campus #], [Bully Reason] Student ID can be local ID or SS# Campus # = TEA Campus # Bully Reason = sex, race, disability (Or a combination of any of the three) (Not case sensitive) Do not include column names. If a row does not contain a Bully Reason, the incident will not be included in count. If 2 or more reasons are indicated separate with a / as shown. 13) Discipline (Part 2: Questions 17 & 18) Corporal Punishment is not collected in PEIMS disciplince. The data must be supplied or entered manually. Columns = [Student ID#], [Corporal Punishment], [Referred to Law Enforcement], [ Arrested] - File Name should be County District disc.csv For Example Sample ISD would be disc.csv. - No commas after each ID. Must contain leading zeros Student ID Corporal Punishment 1=Yes, 0=No Student Referred to Law Enforcement, 1=Yes, 0=No Student Arrested for School related incident, 1=Yes, 0=No These five rows will be counted in CRDC. These two rows will not be counted in CRDC. (This is pointed out in case some districts use an auto extract feature to create file.) 6

7 14) Mechanical Restraint (Part 2: Questions 34, 35 & 36) Mechanical Restraint data is not collected in PEIMS. The data must be supplied or entered manually. - Using Microsoft Notepad enter the Student ID (SS#) or the local ID. Followed by 9 Digit county district campus ID. - File Name should be County District_mr.csv For Example:Sample ISD file name would be _mr.csv - Alpha characters are not case sensitive. - If a student is involved in multiple restraints there must be two rows in same file, one row per incident. Same Student 3 Separate Incidents. 15) Physical Restraint (Part 2: Questions 34, 35 & 36) Physical Restraint data is not collected in PEIMS. The data must be supplied or entered manually. - Using Microsoft Notepad enter the Student ID (SS#) or the local ID. Followed by 9 Digit county district campus ID. - One row per incident. - File Name should be County District_pr.csv For Example:Sample ISD file name would be _pr.csv - Alpha characters are not case sensitive. - If a student is involved in multiple restraints there must be two rows in same file, one row per incident. Same Student 3 Separate Incidents. 7

8 16) Reconcile Data Files. Student records contained in the ACT, SAT, PSAT, AP and Readistep files do not contain Social Security numbers. Due to the lack of a unique student identifier such as SS#, OnDataSuite will match student records from these files based on First name, Last Name and Date of Birth. The matching process will occur during the file upload. For a student record from any one of these files to be added to your OnDataSuite database all three of these fields must match an existing student in your OnDataSuite database. Students that do not match all three fields during the upload process must be matched manually by district staff. A video tutorial of the reconciliation process is available in OnDataSuite. After logging in choose Support from the top menu bar then choose Training from the black menu bat. Video Link Student Data Reconciliation Scenarios Please note - File uploads related to the CRDC only check PEIMS data in OnDataSuite. Scenarios that may cause a student to be on the reconciliation list 1) Student ID change. 2) Student enrolled in district prior to, or later than school year. 3) Demographic errors, mismatched name or DOB. 4) Duplicate ID. 5) Hyphenated Names. If you have a student that had an ID change during the year you may submit a ticket for support staff to review. Some CRDC data relies on student status on Fall PEIMS snapshot, other on student status on summer PEIMS submission. 8

9 17) Review Data Sources For certain data files uploaded two list will be generated for user review. Has a PEIMS Record A list of student records that were matched to a student in OnDataSuite. These students will be included in CRDC calculations. No PEIMS Record found A list of students where no matching student record was found in OnDataSuite. These students will not be included in CRDC calculations. Students who are on the No PEIMS record found list should be investigated. If an error is found it should be corrected in the file and the file re-uploaded into OnDataSuite. for example an incorrect ID, the ID should be corrected and the file reuploaded. Re-uploading will not cause duplicate data. 9

10 File Type CRDC File List Sample using Austin ISD County District # Sample File Name Fall PEIMS F Mandatory Summer PEIMS S Mandatory Fall PEIMS F Mandatory Mid Year PEIMS M Mandatory 504 Snapshot s.csv Highly Encouraged 504 Cumulative c.csv Highly Encouraged Single Sex Classes ssc.csv ACT Monthly Test Results SAT College Bound AP Data Teacher Absenteeism Bullying Data (Perpetrator) staff.csv bp.csv Bullying Data (Victim) Discipline (Corporal Punishment) Mechanical Restraint Physical Restraint bv.csv disc.csv _mr.csv _pr.csv Most districts will not need to create and upload every file. For many districts since the number of incidents is small in some categories they can be hand counted and manually entered into the download files. An example is if corporal punishment is not administered in your district no action needs to be taken. 10

11 Submitting to the USDE Enter your District Level Data 1) Retrieve your district data from the 2011 CRDC Retrieve and print out your LEA report from the 2011 CRDC submission and use as reference point. Parts of the district data are student counts which can be retrieved using OnDataSuite. 11

12 2) Log into the USDE site to enter district data Depending on your role in your district you may not be able to answer many of the questions for the district report. It is suggested you create a log of who assisted with each question for future reference. You may also choose to keep all notes and s regarding assistance answering each question. 12

13 3) Create Files to Upload to USDE Site. User will need to download (extract) 3 files for upload into the USDE system. Download Flat File Part 1 Download Flat File Part 2 Questions 1-12 Download Flat File Part 2 Questions Make sure all your campuses are represented in each flat file. Double check by reviewing the campus list displayed in guiding question #1 - If a campus is present in the file you do not want to submit for, delete that row from the file. - Use TEA s Ask Ted application to review NCES District and Campus # s. - If a campus is not present you need added please request the add using the OnDataSuite support ticket system. 13

14 4) Upload your campus data to the USDE The 3 files extracted from OnDataSuite must be in CSV (Comma Separated Value) format, for most users CSV files will open in Microsoft Excel by default. Make sure after viewing or editing the files in Excel that you save them as CSV and not excel files. After verifying each file has the campuses needed as discussed in step 3 you will need to upload the 3 files and review the error reports provided by the USDE. If needed to change the data you may choose to. 1- Change the data in a source system and reload the file into OnDataSuite and recreate the OnDataSuite flat files. 2- Edit the OnDataSuite flat file directly before uploading to the USDE site. 3- Edit the data directly on the USDE site. 14

15 Example of tools available on each report. There are useful tools on the Tools menu at the top of both part 1 and part 2. Report Information Will toggle the display of detailed report info about each section of each part of the report. Download Flat file These will create the files needed to upload to the USDE site. Show CRDC Element Names - This will turn on the feature that will display the name of each data element in the respective box on the CRDC Report. See example below.. If you have additional questions or need assistance please create support ticket! 15