District Level Tables

School Level Tables - **New for 2021-22 Reporting**

School Level Tables (no change from 2017-18 reporting)


Navigate to School Options > Imports and Exports > Civil Rights Data Collection  (in the 2020-21 school year database)


Prior to generating the Civil Rights Report we suggest that you review the requirements for the 2020-2021 U.S. Department of Education Civil Rights Data Collection Report. The Civil Rights Data Collection Resource Center contains file layouts and data guides to help prepare for the Civil Rights Report.


The Civil Rights Data Collection must be run out of the 2020-21 school year. If a user is logged into a different school year a red message will appear at the top of the page explaining that the Civil Rights reporting needs to be run against the 2020-21 school year. 




At the bottom of the Civil Rights Data Collection page is a header titled Requirements. Clicking on the chevron to the right of the header will open up a list of reminders and resources. Links to the Office of Civil Rights CRDC Home page and Civil Rights Data Collection Resource Center are available.  



District Level Tables  

There are several pages that the Civil Rights Data Collection page in Aeries uses that must have records at the District (School 0) Level. These pages are often already populated with data at this level, but they should be reviewed and/or updated prior to processing the Civil Rights Data.


___  Calendar (DAY) - Navigate to School Info > Calendar 

The Calendar needs to be set up at the District (school 0) level. The first day in the district calendar should be the earliest first day of school out of all of the schools (not including summer schools) and the last day should be the latest last day of school out of all of the schools (not including summer schools).


____ Graduation Requirements (REQ) - Navigate to Grade Reporting > Configurations > Graduation Requirements

All Graduation Requirement codes that are used in the schools must be set up at the District (school 0) level. The Civil Rights Data Collection only uses the Default graduation codes the Grad Tracks do not need to be set up for this purpose. The Default graduation codes must be a comprehensive list of all subject codes used in every school and every Grad Track. The codes and subject areas must be the same for all schools.  For example, if code A is English in one high school, then it is English in all high schools.


____ Courses (CRS) - Navigate to Scheduling Process > Courses

The Advanced Placement and IB courses must be set up with a subject area code (CRS.S1) or a department code (CRS.DC).  AP courses must have a  Course Level (CRS.CL) of 30. IB courses must have a Course Level (CRS.CL) of 37 or 38.

Academic courses must not have an 'N' in the Academic Course (CRS.NA) field.


____ Staff Credentials (STC) - Navigate to School Info > Staff > Credentials tab        ** New for 2020-21 Reporting**

In an upcoming update the Civil Rights Data Collection will use the Staff Credentials (STC) tab of the Staff (STF) page to identify the Teachers that are certified to teach Algebra I, Mathematics, Science and Computer Science courses. All middle and high school teachers that teach one of these subjects will need to have a Staff (STF) record and will need their credentials in the Staff Credentials (STC) table. The Civil Rights Data process uses the Type (STC.TY), Code (STC.CD), Start Date (STC.DT) and End Date (STC.ED) to determine if the teachers were certified to teach the class on the Fall and/or Spring Reporting dates. NOTE: STC records with blank Start Dates will not be counted.


Staff - Staff Credentials



School Level Tables - **New for 2020-21 Reporting**  


____ No Show Students (STU.TG) - Navigate to School Info > Configurations > No Show Setup

The No Show Setup is used by the Civil Rights Data Collection process to determine which student records can be skipped during processing. This page should have been set up at the beginning of the reporting school year and should already be accurate.


____ Master Schedule (MST.U1 - MST.U8) - Navigate to Scheduling Process > Master Schedule

The Civil Rights Data Collection counts student enrollment in the Courses & Classes tables based on the Fall Reporting Date (on or near October 1). However, they do allow for schools that use "block scheduling" which allows for a full-year course to be taken in a single semester to also count the students enrolled in the second semester full-year classes based on the Spring Reporting Date (on or near March 1). 


For schools that do "block scheduling" where full year courses are taken in a single term one of the Master Schedule User fields (MST.U1 - MST.U8) will need to be updated with a code of your choosing to identify the single term full year classes.  Decide on the Master Schedule User field that will be used. The User field and the code value should be the same for every school that uses "block scheduling".


Navigate to School Info > Configurations > Update Code Table and add a code to the Master Schedule User field that will be used to identify the block schedule classes. In the below example the code of B has been added to the  MST.U5 drop down to aid in identifying the block schedule classes in the schools that offer them. 

Navigate to Scheduling Process > Master Schedule

In each of the schools that offer block scheduling identify the classes that allow for the full year course to be taken in the Fall term and the Spring term. In the below example the B code is selected in the User 5 field of a class that offers full year course completion in the Spring term.


____ Retentions (RET) - Navigate to Student Data > Guidance > Retentions

The Civil Rights Data Process will not be using the Next Grade (STU.NG) field to determine retentions any longer. The Retentions (RET) table will be the source of this data. All students that were retained in the reporting year should have a Retentions (RET) record with a Date (RET.DT)  within the reporting year and a Code (RET.CD) indicating they were retained.


____ Student Discipline, Offenses, Disciplined for Harassment and Bullying, and Harassment and Bullying

This portion of the Civil Right Reporting will be limited to a few tables and fields and will pre-populate with state reporting translations (XRF) where applicable. Please review the data elements listed below along with your district's data to ensure that the proper code values are selected for each element and that the students' records also use these codes.


Student Discipline counts:

Corporal Punishment - Dispositions (DSP.DS

Expulsion - Dispositions (DSP.DS).  Use state translations (XRF) as defaults.

Suspension In School - Dispositions (DSP.DS).  Use state translations (XRF) as defaults.

Suspension Out of School - Dispositions (DSP.DS).  Use state translations (XRF) as defaults.

School Related Arrest - Dispositions (DSP.DS).  Use state translations (XRF) as defaults.

Transferred to Alternative School for Disciplinary Reasons - Attendance (ATT.RS).  Use state translations (XRF) as defaults.

Referred to Law Enforcement - Assertive Discipline Law Enforcement Notified (ADS.LNF).  Use default  Y, N or blank

Received Ed Services during Disposition - Assertive Discipline Instructional Support (ADS.ISI). Use default  Y, N or blank


Offenses counts:

Rape - Assertive Discipline Code (ADS.CD)

Sexual Assault (other than rape) - Assertive Discipline Code (ADS.CD)

Robbery - Assertive Discipline Code (ADS.CD)

Physical Attack or Fight - Assertive Discipline Code (ADS.CD)

Threats of Physical Attack - Assertive Discipline Code (ADS.CD)

Possession of a Firearm or Explosive Device - Assertive Discipline Code (ADS.CD)

Use of Firearm (i.e., a shooting) or Explosive Device - Assertive Discipline Code (ADS.CD)

Homicide - Assertive Discipline Code (ADS.CD)

Weapon Type - Assertive Discipline Weapon Type (ADS.WT)


Disciplined for Harassment or Bullying (Perpetrator) counts:

Disciplined for Harassment - Disability - Assertive Discipline Code (ADS.CD)

Disciplined for Harassment - Race - Assertive Discipline Code (ADS.CD)

Disciplined for Harassment - Sex - Assertive Discipline Code (ADS.CD)


Harassment or Bullying (Victim) counts:

Harassed or Bullied - Victims Type (VIC.TY)

Basis of Disability - Victims Disability (VIC.BD)

Basis of Race, Color, National Origin - Victims Race (VIC.BR)

Basis of Religion - Victims Religion (VIC.BB)

Basis of Sex - Victims Sex (VIC.BS)

Basis of Sexual Orientation - Victims Sexual Orientation (VIC.BO)

Type of Religion - Victims Religion Type (VIC.RT) - pre-defined by CRDC. Optional for 2020-21 reporting.


Restraint and Seclusion counts:

Mechanical Restraint - Behavioral Emergency Code (BER.CD). Use state translations (XRF) as defaults.

Physical Restraint - Behavioral Emergency Code (BER.CD). Use state translations (XRF) as defaults.

Seclusion - Behavioral Emergency Code (BER.CD). Use state translations (XRF) as defaults.



School Level Tables (no change from 2017-18 reporting)  

____ Grade Levels - Navigate to School Info > Configurations > Define Student Grade Levels

All grade levels, especially Pre-K grade levels,  MUST be set up in the Define Student Grade Levels page in order to be used in this report. This page should have been set up at the beginning of the reporting school year and should already be accurate. 


____ Student Status (STU.TG) - Navigate to Student Data > Demographics

All No Show students and Pre-enrolled students must be flagged correctly in the Status (STU.TG) field.


____ Student Ethnicity (STU.ETH) - Navigate to Student Data > Demographics

Verify the Ethnicity (STU.ETH) field is tagged correctly indicating whether a student is or is not Hispanic.


____ Student Race (STU.RC1 - STU.RC5) - Navigate to Student Data > Demographics

Verify all Race (STU.RC1 - STU.RC5) fields are set up according to the state ethnicity codes and that students are tagged with their correct race.


____ Limited English Proficient (STU.LF) - Navigate to Student Data > Demographics

____ Language Assessment (LAC) - Navigate to Student Data > Programs > Language Assessment

Verify students' Language Fluency (STU.LF) is correct. The Language Assessment data must be complete and correct. The Start Date (LAC.SD), Redesignation Date (LAC.RD1) and Services Received (LAC.SR) are used to determine English Learner and EL Students in Programs counts. Please see Civil Rights Calculations ENRL - Enrollment for more information on how the records are analyzed.


____ Special Education (CSE) - Navigate to Student Data > Programs > Special Education

The Special Education data must be complete and correct. For Special Education students verify all Disability Codes are set up correctly for the reporting year and that the enter date is correct. Students will be included in the Special Education counts if they have a Disability Code (CSE.DI), the Enter Date (CSE.ED) is on or before the Special Ed Reporting Date, and the Exit Date (CSE.XD) is empty or on or after the Special Ed Reporting Date. Please see Civil Rights Calculations ENRL - Enrollment for more information on how the records are analyzed.


____ 504 Plans (FOF or PGM) - Navigate to Student Data > Programs > 504 Plans

                                             or Navigate to Student Data > Programs > Special Programs

504 Plan records may be stored in the 504 Plans (FOF) table or in the Special Programs (PGM) table. In either case the start and end dates (FOF.SD / FOF.ED or PGM. ESD / PGM.EED) of these records will be used to determine if the student was enrolled in the program for the reporting year. Please see Civil Rights Calculations ENRL - Enrollment for more information on how the records are analyzed.


____ GATE (GTE or PGM) - Navigate to Student Data > Programs > GATE

                                     or Navigate to Student Data > Programs > Special Programs

GATE records may be stored in the GATE (GTE) table or in the Special Programs (PGM) table. In either case the start and end dates (GTE.ESD / GTE.EED or PGM. ESD / PGM.EED) of these records will be used to determine if the student was enrolled in the program for the reporting year. Please see Civil Rights Calculations PENR - Program Enrollment (Gifted and Talented) for more information on how the records are analyzed.


____ Enrollment (ENR) - Navigate to Student Data > Enrollment History

Verify that all students’ Enrollment (ENR) records are up-to-date for the reporting year.


____ Testing Pass Status (TPS) - Navigate to View All Reports > Graduation Requirements

The Testing Pass Status (TPS) table is used to determine the count of students that passed Algebra I. The TPS table must be up-to-date to produce accurate totals. If you find that the counts are low you can run the Graduation Requirements report at the School level for each secondary school to update the Algebra I pass status fields (TPS.ALG and TPS.AGR). NOTE: for schools with no Graduation Requirements table (REQ), often this will be middle schools or K-8 schools, running the Graduation Requirements report will display a message that "No information is available to print". This is correct, the graduation requirements are not set up at the school, but the TPS.ALG and TPS.AGR fields will still update for students that have met the Algebra I requirements. Please see Algebra I Requirements for more information on how to set up the Algebra I requirements.



All data in the reporting year's database MUST be correct and the Civil Rights results must be verified prior to uploading the results to the Office of Civil Rights.


NOTE: The Civil Rights Data Collection MUST be generated in the 2020-2021 school year.