District Level Tables 

School Level Tables - **New or Revised for 2023-24 Reporting** 

School Level Tables (no change from prior reporting)

Sections and Tables Not Reported Through Aeries

Navigate to School Options > Imports and Exports > Civil Rights Data Collection  (in the 2023-24 school year database)

Prior to generating the Civil Rights Report we suggest that you review the requirements for the 2023-2024 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 2023-24 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 2023-24 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.

School Level Tables - **New or Revised for 2023-24 Reporting**  ↑

____ Preschool 

CRDC defines preschool students as students who were ages 3-5 enrolled in preschool  programs and/or services. Students age 2 that were permitted to enter the preschool program because they turned 3 later in the school year are also counted as preschool. In Aeries we have adjusted our logic to count students as preschool students if the students are:

•  in grades outside of the 0-12 grade range, or for California outside of the -1 - 12 grade range when the option to count TK students as Kindergarten is selected
• and the student's age is between 3 and 5 years old inclusive as of the Fall Reporting Date, or the incident date depending on the table being calculated. Students that are age 2 as of the Fall Reporting Date but turn 3 by the end of the school year are also included in the preschool counts.
• The School Options > Low Grade (LOC.LO) must include the Preschool grade level for all schools that either have PreSchool students primarily enrolled in that school, or have PreSchool students with the Reporting Home School of that school.  In California schools this means that the Low Grade will be PS (-2) even if grade levels 15 - 18 are used for PreSchool grade levels. In Texas schools this means that the Low Grade will be EE(-2).

____ Courses

CRDC added a Data Science class and enrollment counts in 2021-22. These counts are required for 2023-24.

____ Courses

Students who Passed Algebra I - The Testing Pass Status (TPS) table is no longer being used to determine the count of students that passed Algebra I. The logic for determining whether a student passed Algebra I is now limited to the Transcript (HIS) records in the CRDC reporting year, and the accumulated credits that they completed in the Algebra I course(s) during the reporting year. There are new Credits Needed to Pass Algebra I fields on the CRDC > General Settings tab. Enter the number of credits needed to complete a full year of Algebra I for each of the grade range options. 

____ Advanced Placement (AP) and International Baccalaureate Diploma Programme (IB)

AP Other Subjects counts were restored in 2021-22. These counts are required for 2023-24.

School Level Tables (no change from prior reporting)  ↑

____ 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.

____ 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.

____ Virtual Schools Information

Virtual schools will not need to have the NCES codes populated on the Civil Rights > Schools tab, however, all students in the virtual school do need to have the Reporting Home School (STU.HS) populated and Enrollment History Reporting School (ENR.HS) populated.

____ 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

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).  Uses default values Y, N orblank.

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

Offenses Codes:

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)

Shooting - 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)

NOTE: If the Harassment Assertive Discipline Code(s) are not separated by type of harassment, then a secondary field in Assertive Discipline (ADS), such as the Possible Motivation (ADS.PM) or a User field (ADS.U#) will need to be populated with codes for Disability, Race and Sex to collect the counts for each type of harassment discipline occurrence.

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)

Gender Identity - Victims table - field not defined at this time. Optional for 2021-22

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

Type of Religion - Victims Religion Type (VIC.RT) - pre-defined by CRDC.

Victims School (VIC.SCL) must be populated with the school of incident.

Restraint and Seclusion counts:

Mechanical Restraint - Behavioral Emergency Code (BER.CD). Uses default value MR.

Physical Restraint - Behavioral Emergency Code (BER.CD). Uses default value PR.

Seclusion - Behavioral Emergency Code (BER.CD). Uses default value SE.

Behavioral Emergency School (BER.SCL) must be populated with the school of incident.

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.

Sections and Tables Not Reported Through Aeries  ↑

The Civil Rights Data Collection page in Aeries is designed to assist you with collecting data for the 2023-24 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 required by the Office of Civil Rights cannot be calculated by Aeries and must be filled in by hand for each school site. 

This is a list of areas that Aeries does not support.

• CRDC LEA Form - the entire form is not supported by Aeries
• CRDC School Form - SCHR - School Characteristics tables:
  • SCHR-1 - Fully Virtual School Indicator 
  • SCHR-2 - Justice Facility Indicator
  • SCHR-3 - Grades with Students Enrolled
  • SCHR-4 - Ungraded Detail
  • SCHR-5 - School Characteristics
  • SCHR-6 - Magnet School Detail
  • SCHR-7 - Alternative School Detail
• CRDC School Form - DIND - Coronavirus Pandemic-related Directional Indicators and Items - the entire section is not supported by Aeries
• CRDC School Form - PSCH - Preschool
  • PSCH-2a - Preschool English Learner Indicator
  • PSCH-2b - Preschool English Learner Identification Indicator
  • PSCH-2c - Preschool Section 504 Indicator
  • PSCH-2d - Preschool Section 504 Identification Indicator
• CRDC School Form - PENR - Program Enrollment tables:
  • PENR-3 - Dual Enrollment/Dual Credit Program Indicator
  • PENR-4 - Student Enrollment in Dual Enrollment/Dual Credit Programs
  • PENR-5 - Credit Recovery Program Indicator
  • PENR-6 - Credit Recovery Program Student Participation
• CRDC School Form - APIB - Advanced Placement (AP) & International Baccalaureate Diploma Programme (IB) Enrollment tables:
  • APIB-5 - Advanced Placement (AP) Course Self-Selection
• CRDC School Form - STAF - School & School Support Staff - the entire section is not supported by Aeries
• CRDC School Form - SECR - School Security Staff - the entire section is not supported by Aeries
• CRDC School Form - ATHL - Interscholastic Athletics - the entire section is not supported by Aeries
• CRDC School Form - DISC - Student Discipline (Corporal Punishment, Expulsion, Suspension)
  • DISC-1a - Preschool English Learner Indicator
  • DISC-1b - Preschool English Learner Identification Indicator
  • DISC-1c - Preschool Section 504 Indicator
  • DISC-1d - Preschool Section 504 Identification Indicator
• CRDC School Form - OFFN - Offenses tables:
  • **NOTE: Offenses counted in Aeries will only include those committed by students. The CRDC School Form indicates that offenses committed by non-students should also be counted. If any offenses occurred by non-students then the counts on the CRDC site will need to be hand-updated after the counts from Aeries have been uploaded.
  • OFFN-5 - Offenses - Rape and Sexual Assault  - only supporting incidents committed by a student**
  • OFFN-6 - Offenses - Allegations Against School Staff (Resignation or Retirement)
  • OFFN-7 - Offenses - Allegations Against School Staff (Determined Responsible) 
  • OFFN-8 - Offenses - Allegations Against School Staff (Determined Not Responsible)
  • OFFN- 9 - Offenses - Allegations Against School Staff (Determined Pending)
  • OFFN-10 - Offenses - Allegations Against School Staff (Duty Reassignment)
• CRDC School Form - JUST - Justice Facilities - the entire section is not supported by Aeries
• CRDC School Form - INET - Internet Access and Devices - the entire section is not supported by Aeries

NOTE: The Civil Rights Data Collection MUST be generated in the 2023-2024 school year.