Information - Civil Rights Data Collection for 2021-22 Administration

2021-22 Proposed CRDC Collection:


On 9/30/2022 the U.S. Department of Education’s Office for Civil Rights (OCR) announced that it has submitted to the Federal Register for public comment a proposed Civil Rights Data Collection Information Collection Request (ICR) for the 2021–22 and 2023–24 school years. The ICR details civil rights data that OCR intends to collect from the nation’s public schools and school districts. The public had 30 days to provide comments on the proposed collection and the comment period closed on October 31, 2022. We expect that the file layout for the 2021-22 CRDC will become available after OCR reviews the public comments.

We are beginning to make changes to the Civil Right Data Collection pages in Aeries in anticipation of the proposed changes, the first change being the addition of nonbinary student counts in any tables that disaggregate by student gender.

Please check the CRDC Resource Center website for updates on the status of the proposed 2021-22 CRDC. The proposed 2021-22 changes can be found in this document: https://www.federalregister.gov/documents/2022/09/30/2022-21317/mandatory-civil-rights-data-collection-correction.



Per the CRDC Partner Support Site  As of 5/5/2022 - The U.S. Department of Education is currently in the process of seeking approval from the U.S. Office of Management and Budget (OMB) to administer a civil rights data collection for the 2021–22 school year. See https://www.federalregister.gov/documents/2021/12/13/2021-26873/agency-information-collection-activities-comment-request-mandatory-civil-rights-data-collection. If approved by OMB, the Department will administer a CRDC for the 2021–22 school year. OCR will announce the survey dates (i.e., when the submission system will open) after the proposed 2021–22 CRDC is approved.


We are currently reviewing the proposed changes for the 2021-22 collection and planning the changes that will need to be made to Aeries to accommodate the collection. 




2020-21 CRDC Collection Notes:

Per the CRDC Partner Support Site: The U.S. Department of Education’s Office for Civil Rights (OCR) announced a new deadline of April 8, 2022.

The Civil Rights Data Collection (CRDC) page in Aeries is very complex. We will be updating it in a phased approach over the next several months. This page is intended to notify you of the most recent updates and what functionality they provide, the next series of changes that we will be working on, and any pending issues. 

The Preparation for Civil Rights Reporting article has been updated with information on which Aeries tables and fields will be used to identify each of the Civil Rights data elements. 

Update

03/03/2022 - Aeries Revision Notes 3/3/2022

This update includes the following changes:

  • The Advanced Placement Courses (APIB-4) element showed section counts instead of course counts, fixed.
  • Several sections required adjustment in order to properly report students who were enrolled in a Virtual school and had the reporting home school field populated, fixed.
    NOTE:  Some "instances" school counts (number of classes, number of courses, instances of suspension, instances of offenses, allegations by offense, etc.)  are overstated for districts with Virtual Schools. Elements of student counts disaggregated by ethnicity, race, LEP, IDEA, 504 are not affected by this issue, just the school counts.
  • Also added the table id and a friendly explanation to error messages in the completion email.



Functionality

  • Before working in the CRDC page please review the CRDC documentation available at Civil Rights Data Collection Resource Center to become familiar with the reporting requirements. The New User Starter Kit, LEA Form and School Form are good documents to start with. Also the Security and Tables for Civil Rights Data Collection  and  Preparation for Civil Rights Reporting  support documents will be helpful at this stage.
  • Please remember to run the CRDC in the 2020-21 (i.e. last school year's) database
  • Schools Tab - schools that will be included in the 2020-21 CRDC can be selected and the NCES numbers can be added. 
  • General Settings - Reporting Dates - enter the Fall, Spring, Special Ed, Fall End and Spring End reporting dates. Please click on the i (Info) button to learn which dates are recommended by the CRDC. 
  • General Settings - User-Defined Codes & Locations, Retention Codes,  Single-Sex Academic Class Definition and Transitional Kindergarten (TK) Counted As (California only) areas can be set up.
  • Courses - Subject Areas/Department - The Computer Science selection boxes have been added to the Subject Areas/Department tabs. The Subject Areas/Department tabs help limit the courses available for each area in the Courses tab.
  • Courses - Courses - Courses can be selected for each of the categories.   State Course Code (CA) / Service ID (TX) filters have been added to the course boxes. Also the Block Scheduling area has been added to the Courses subtab. Please see  Preparation for Civil Rights Reporting and Civil Rights Setup - Courses Tab  for more information on how to identify the blocked classes.
  • Cert. Teachers & Codes - The Certified Teachers tab has been updated to use the Staff Credentials (STC) table to report the number of teachers certified to teach certain subjects. Also, there are new option sets for Type of Certification and Computer Science subject. Please see Civil Rights Setup - Cert. Teachers and Codes Tab
  • Cert. Teachers & Codes -  Other Codes -The code definition setup for Discipline, Harassment, Restraint/Seclusion, and Other tabs has been simplified; many of the codes that do not already have settings saved to District Options (DPT) will now populate default values; the AND and OR buttons were removed for all codes except the Disciplined for Harassment or Bullying codes and the Possession of a Firearm or Explosive Device.
  • Results - Process Civil Rights Data - this button can be run for purposes of reviewing Overall Student Enrollment counts, program counts and enrollment course counts in the Results tab. Also, the CRDC Extract has been updated for the 2020-21 submission.
  • Victims - there is a new, optional for 2020-21,  reporting  category of Allegations of Harassment or Bullying – By Religion Type. If districts wish to report this information they will need to update any 2020-21 Victim records that are flagged as Basis of Religion with the Religion Type. Since Rollover has already occurred, to ensure that the data is also in the 2021-22 school year districts will need to update both school years.
  • Algebra I Completion in Texas districts - We have determined that Texas districts can use the current procedures to update the Testing Pass Status (TPS) table for Civil Rights Data Collection purposes. Please see Preparation for Civil Rights Reporting and Algebra I Requirements
  • File Download - The CRDC Extract has been updated for the 2020-21 submission.



Next Updates

  • Cert Teachers and Codes - Other Codes - for Texas districts, in Edit mode the In-School Suspension (06) and Out of School Suspension (05) descriptions are mixed up in the dropdowns.


Pending Issues

  • Extract -  Some "instances" school counts (number of classes, number of courses, instances of suspension, instances of offenses, allegations by offense, etc.)  are overstated for districts with Virtual Schools. NOTE: elements of student counts disaggregated by ethnicity, race, LEP, IDEA, 504 are not affected by this issue, just the school counts.


01/25/2022 

This update includes the following changes:

  • On the Cert. Teachers & Codes tab, under Disciplined for Harassment Settings, the AND and OR buttons disappeared when populating a record, fixed. 
  • In the Discipline section, the AND and OR buttons were added for Possession of a firearm or explosive device.  


01/18/2022

This update includes the following changes

  • General Settings - added a warning message for the 504 Plan and GATE settings, if the FOF or the GTE table are selected. These tables are processed by default and these settings should be used for alternative locations.

  • Cert. Teachers & Codes > Other Codes - Added logic for Texas codes translations.

  • Cert. Teachers & Codes > Other Codes - Some default value settings in the Allegation of Harassment and Bullying by Religion Type sections were lost if the user modified any value, fixed. 

  • Cert. Teachers & Codes > Other Codes - The default values for Expulsion with and without Ed Services did not allow proper editing, fixed. 

  • Results - In some instances the Retentions section produced duplicate counts, fixed.

12/16/2021

This update includes the following changes

  • Cert Teachers & Codes >Other Codes subtab - The code definition setup for Discipline, Harassment, Restraint/Seclusion, and Other tabs was simplified:
    • Many of the codes that do not have settings saved to District Options (DPT) will now populate default values
    • The AND and OR buttons were removed for all codes except the Disciplined for Harassment or Bullying codes.


12/9/2021

This update includes the following changes

  • Extract - Updated the extract for the 2020-21 submission. Minor adjustments were made to comply with the new naming convention of some offense (OFFN) elements.
  • Results - The EXAM-1 table was displaying "No Data" when SATI/ACT records existed for the academic year, fixed.
  • Results - Updated tables that were not including counts to the Reporting Home School (STU.HS) for students enrolled in only a Virtual School in 2020-21.


11/18/2021

This update includes the following changes

  • Courses > Courses subtab - Added a filter to each of the selection boxes to allow for filtering the box by either State Course Code (CRS.C3) for California districts, or by Service ID (CRS.SVC) for Texas districts. Also added a Block Scheduling section to identify the Master Schedule User field (MST.U3
  • Updated the logic to use a Master Schedule User (MST.U1 - MST.U8) to identify block schedule classes. See  Preparation for Civil Rights Reporting for more information.
  • Results - We are updating the Results tables as we make changes to the set up tabs. Removed the three "firearm or explosive device" items in the OFFN-1 table, added table OFFN-4. Updated count logic for HIBS-1a and HIBS-1b tables.


10/28/2021

This update includes changes to the Courses tab and the Teacher Cert. & Codes tab
  • The Cert. Teachers & Codes tab has been updated to use the Staff Credentials (STC) table to report the number of teachers certified to teach certain subjects. Also, there are new option sets for Type of Certification and Computer Science subject. The calculations for the Teachers with Certification tables (COUR-9, COUR-14, COUR-16) have been updated.
  • The Courses tab has been updated to include Computer Science selection boxes. The Preschool Enrollment (PSCH-1) table as well as calculations for Computer Science tables (COUR-15, COUR-16, COUR-17, APIB-11 and APIB-12) have been added to the Results tab. The Victims Status (VIC.ST) has been removed from the default setup values. Also, other miscellaneous adjustments have been made to comply with the new data requirements.


9/28/2021

This update includes changes to the General Settings tab  

  • removed No Show selection box and now use No Show Setup to determine the No Show codes in each school
  • removed the Next Grade (STU.NG) option from the Retentions selection box and update the logic to only use Retention (RET) records
  • removed the Transitional Kindergarten from the General Settings tab for Texas districts.

9/13/2021 

This  update corrected the issue with the Texas single race code counts.  Aeries Revision Notes 9/13/2021.  


8/11/2021
The first set of updates for the 2020-21 Civil Rights Data Collection reporting were released on 8/10/2021 (Aeries Revision Notes 8/10/2021). These updates include the following modifications:
  1. Text and links on the CRDC pages have been updated to reflect the 2020-21 school year
  2. Victims -  A new field has been added to this page for Civil Right Data Collection to select a student's religion type when the Basis of Harassment - Religion is selected. Reporting the Religion Type is optional for the 2020-21 CRDC administration, but may be required for future administrations.


Prior to 8/11/2021

The Office of Civil Rights has received approval to conduct the Civil Rights Data Collection for the 2020-21 school year. We are currently reviewing the School and LEA Survey Forms to see what changes were made for the 2020-21 collection. Preliminary information indicates that the data collection process will begin in the winter of 2022. More information regarding the requirements and reporting timeline can be found at:





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