How do I complete my Civil Rights Data Collection report with TeacherEase?

The U.S. Department of Education has required all public schools to submit The Civil Rights Data Collection (CRDC) reports in 2017.  This article explains how to enter data required by the CRDC reports into fields in SchoolInsight.

 In SchoolInsight, the CRDC data fields can be updated for student enrollment, courses, instructors, and disciplinary action types. School admins are advised to update/review all of these fields prior to generating the CRDC reports as described in this article.

 Student Enrollment Fields

 CRDC student data fields can be updated individually for each student, en masse for many or all students in your school, or through a data import.

 Student data checked by the CRDC includes the following pre-existing fields:

  • Birth Date
  • Disability Type
  • Disabled
  • Ethnicity
  • Exit Type
  • LEP
  • Race
  • Section 504

 As well as the following new fields:

  • Enrolled in Gifted/Talented Programs
  • Enrolled in LEP Programs
  • Enrollment in a Credit Recovery Program
  • Membership in an International Baccalaureate Diploma Program

You cannot edit student records in inactive academic years; therefore, when making these updates by any of the following mechanisms please be sure to have the academic year active at the school level.

 To update students individually:

  1. Go to Main > Students - Single View
  2. Select the correct academic year in the upper right corner
  3. Find the correct student record, and click the Edit Student button in the lower left of the screen
  4. Update the appropriate student fields including the ones inside the Civil Rights Data table
  5. Click Save

 To update students via mass edit:

  1. Go to Main > Students - Multi View
  2. Click the Mass Edit button on the bottom of the page
  3. Set the page filters correctly:
    1. Select the correct academic year from the upper right corner
    2. Select all or a particular grade level at the top of the page to filter students accordingly
    3. Check the box to display Inactive students at the bottom of the page
  4. Update the appropriate student fields including the ones inside the Civil Rights Data table
  5. Select which students to update by checking the boxes next to their names
  6. Click Save

If you are familiar with updating student information via import, you can create a CSV file to update the new CRDC fields by going to Main > Import/Export > Import Students/Contacts.

 Course Fields

Some CRDC course data fields already exist for advanced scheduling and state reporting purposes.  Additional CRDC data fields have been added to a Civil Rights Collection tab, to assure all CRDC data fields are available to schools in any U.S. State.  The location of the CRDC course data fields will vary depending on your state and your SchoolInsight advanced scheduling licensing.

 The SchoolInsight CRDC course data fields are:

  • Academic Course
  • Advanced Placement
  • CRDC Course Type
  • Dual Credit
  • Gender Constraints
  • Subject

Use the tables below to locate the course CRDC fields based on your U.S. state and SchoolInsight advanced scheduling module licensing:

 Schools with advanced scheduling license: 

State

General Tab

Scheduling Tab

State Tab

Civil Rights Collection Tab

Illinois

Subject

Gender

Dual Credit

Academic Course
Advanced Placement
Course Type

Missouri

Subject

Gender

Advanced Placement

Academic Course
Course Type
Dual Credit

Other States

Subject

Gender

 

Academic Course
Advanced Placement
Course Type
Dual Credit

 

Schools with basic scheduling license: 

State

General Tab

State Tab

Civil Rights Collection Tab

Illinois

Subject

Dual Credit

Academic Course
Advanced Placement
Course Type
Gender Constraints

Missouri

Subject

Advanced Placement

Academic Course
Course Type
Dual Credit
Gender Constraints

Other States

Subject

 

Academic Course
Advanced Placement
Course Type
Dual Credit
Gender Constraints

 

To add CRDC data fields when editing or creating a new course:

  1. Go to Admin Main > Course Catalog
  2. Click the edit link located at the right hand side of the course to be edited
  3. Select the appropriate values for the CRDC data fields
  4. Click Save

 To mass edit CRDC course data fields:

  1. Go to Admin Main > Course Catalog > Mass Edit
  2. Select the correct option for one or multiple CRDC data fields as they will be applied to specific courses
  3. Scroll down past the data fields to the course listing
  4. Check the courses to be updated with the selected data field option(s)
  5. Click Save

Note:  Data fields that are not intended to be updated, should be left blank.  All data fields with a value entered will be updated on the selected courses.  Use the mass edit feature multiple times, setting data fields to different values, when course data fields will be set to different values.

 Instructors

To comply with CRDC reporting requirements, a new Certified field has been created to denote those instructors with state certifications in mathematics (Algebra I, Geometry, Algebra II, Advanced Math, Calculus) or science (Biology, Chemistry, Physics).  This field can be set by editing a single instructor or mass editing multiple instructors at once, but only a district admin or a school admin with permission to modify instructors can make this change.

 To mark a single instructor as state certified:

  1. Go to Main > Instructors
  2. Click Edit next to the instructor
  3. Change Certified to yes
  4. Click Save

 To mark a list of instructors as state certified:

  1. Go to Main > Instructors
  2. Click Mass Edit
  3. Change Certified to yes
  4. Select all instructors active during the CRDC reporting period with state certification in mathematics or science
  5. Click Save

Adding this data will help accurately record the classes in mathematics and science courses taught by certified teachers on the CRDC report.

Disciplinary Action Types

 The CRDC reports require student data based on discipline action types. In SchoolInsight, discipline action types can be marked as corporal punishment in order to accommodate these reports.

 To create a corporal punishment action type:

  1. Go to Admin Main > Discipline > Action Types > Create Action Type
  2. Fill out the appropriate information and set Corporal Punishment to Yes
  3. Save

 To edit an existing action type to mark it as corporal punishment:

  1. Go to Admin Main > Discipline > Action Types
  2. Click Edit next to the appropriate action type. Action types that are reported to the state cannot be altered.
  3. Set Corporal Punishment to Yes
  4. Save

 For more information about the CRDC reports you can visit crdc.grads360.org.

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