CIVIL RIGHTS DATA COLLECTIONWorkshop April 9, 2015

The Civil Rights Data Collection (CRDC) is a mandatory data collection of the U.S. Department of Education’s Office for Civil Rights.

Template

The School Form Template has columns for entering up to ten (10) schools’ information.

You can fill out a school form template for as many schools as you have - blank columns are no problem!

If you have more than ten schools in your LEA, you can use additional templates. There is no limit to how many templates you may fill out.

Template

Each question is marked as optional or mandatory

Each question is linked to a specific module

Each question has a link to a definitions page within the template itself

The top row of each sheet is pre-filtered.

TEMPLATE

Instructions Tab: Provides explanations for each question on the CRDC survey

Data Entry Tab: Provides space for users to enter their CRDC data for their district and up to ten schools on the School Form template

Consolidated Tab: Where users go to create their formatted file for upload into the CRDC web tool

SCHOOL FILE TEMPLATE

Skip Logic:

The School Form template has integrated “skip logic” when questions are answered in a particular manner

This skip logic will highlight tables in red

FILE SUBMISSION

Two methods will be available for distrits to report data.

• Online Data Entry

• Flat File Submission (FFS)

FILE SUBMISSION

Submit files with a subset of fields (i.e. a field does not need to be present for every data element)

Organize data elements in any order.

Files must contain data element headers

Comma-separated value (.csv) files are required

FILE SUBMISSION

Submitters will receive feedback reports

Submission status

Validation checks

Data corrections, if needed, may be made via the online forms or by submitting a new flat file

FILE SUBMISSION

Fields cannot exceed the maximum length defined for the data element

Data element values NOT being reported in the particular file may be indicated in one of two ways

Completely omit the data element

Enter a blank field  

FILE SUBMISSION

Spreadsheet applications may interpret text fields as numerical and omit leading zeroes in ID numbers

Best practice: Once a properly formatted .csv file has been generated, save a second .csv to be opened for viewing.

If changes need to be made, make them in the template and resave a .csv file

Numeric values must not contain commas within the field

FILE SUBMISSION

Any fields containing blanks will not overwrite those same fields in the data base from prior file submissions

You will need to upload a file using a special code “NS” for “Not Submitted” if you inadvertently submitted data that should not have been submitted, or entered data in a wrong field and it should be blank