welcome to the civil rights data collection (crdc) data support webcast 2 how to play this webcast...

Welcome to the Civil Rights Data Collection (CRDC) Data Support webcast 2

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Civil Rights Data Collection (CRDC) Data Support

Webcast date: October 30, 2012Information valid until: December 7, 2012

Wisconsin Department of Public Instruction

Webcast Presenters:Jennifer Wegner, Civil Rights Compliance CoordinatorMelanie McCalmont, Data Support Technical Manager

Ken Syke, IT Communications Coordinator

Webcast outline

What is the CRDC? Federal CRDC survey DPI Data Support Final Steps to DoNew Information

What is the Civil Rights Data Collection?

The purpose of the U.S. Department of Education (ED) Civil Rights Data Collection (CRDC) is to obtain data about how well the nation's public school districts and their schools are doing in fulfilling their obligation to provide equal educational opportunity.

This 2011 collection is a “universe” year for all 17,000 school districts in the U.S. It also has a focus this year on equity in career and college readiness indicators.

CRDC final database

ocrdata.ed.gov

Includes data for survey years:

2000, 2004, 2006, and 2009

This survey data will be incorporated in late 2013

Federal CRDC survey DPI Data Support Final Steps to DoNew Information

Data Support Project

Project Status– Programming done for 4 data files– Tested live with CRDC web interface

• See New Information section

– Waiting for ISES YE-Discipline to audit– Prepared file delivery method (SAFE)– Phone and email help ongoing

OCR is aware of this Wisconsin project and supports our efforts for quality and reducing district reporting burden


Data Sources

What data will be used?– ISES Third Friday 2011– ISES Child Count 2011– School Directory 2011– Fall Staff Report 2011– Coursework Completion (final Oct 3)– ISES Discipline (closed Oct 28)– ISES Year End (key date Oct 28)

Pull from ISES YE will use Oct 28 key date, any later changes to ISES must also go into CRDC


ScheduleFederal CRDC survey DPI Data Support Final Steps to DoNew Information

SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

28 29 30 31 1 2 3ISES statewide audit week

4 5 6 7 8 9 10

CRDC file processing

11 12 13 14 15 16 17

Files in SAFEDistricts complete the survey

18 19 20 21 22 23 24

25 26 27 28 29 30 1ISES Collections final at DPI

2 3 4 5 6 7

Districts certify

Oct-Nov-Dec schedule

How to get help

How to get survey help

Help with DPI data files– Melanie McCalmont (608) 267-9162– DPI project homepage

• dpi.wi.gov/ lbstat/ crdc-support.html

– DPI project homepage after Nov 9 (new DPI website)• lbstat/ dpi.wi.gov/ crdc-support.html

Help with pre-collection tools and web interface– CRDC help desk 1-855-320-6459– email: [email protected]

Data matrix changes recap1. No support for SCH-0044 and -0045 finance data,

DPI calc would be less accurate than local LEA2. NEW No support for Section 504 numbers,

mismatches between collections cause DPI to underreport, local data will be more accurate

3. Data for IDEA/LEP rows from ISES YE data collections from DPI will be preliminary – PLEASE check closely and add any changes made to ISES after Oct 29• SCH-0012 , 13, 14, 17, 18• SCH-0025, 26a, 26b, 30, 32, 35, 36

Data matrix checkFederal CRDC survey DPI Data Support Final Steps to DoNew Information

DPI DPI LEA LEA LEA

DPI DPI DPI DPI DPI

LEA LEA LEA DPI LEA

DPI DPI DPI DPI DPI

DPI LEA DPI LEA LEA

If using a SIS data extract for local data, do not upload DPI data to the survey. SIS will contain 100% in 4 files.

DPI files + local Excel files

Use SIS or DPI data?Federal CRDC survey DPI Data Support Final Steps to DoNew Information

Local SIS files

SIS SIS SIS SIS SIS

SIS SIS SIS SIS SIS

SIS SIS SIS SIS SIS

SIS SIS SIS SIS SIS

SIS SIS SIS SIS SIS

OR

Local data blanks

blank

FILL

Excel pre-collection tool


TIP: if the data matrix shows DPI will send the data, leave your data cell BLANK

•Click on second TAB that says “consolidated”

•File > Save as > .csv (“Other Formats” in new Excel)

Saving Excel template for upload


When done adding data to your Excel template…

OK

Yes

No

File naming is critical

5506600LEA1STATE01.csv 5506600LEA2STATE01.csv 5506600SCH1STATE01.csv5506600SCH2STATE01.csv

5506600LEA1MAPLE01.csv 5506600LEA2MAPLE01.csv

5506600SCH1MAPLE01.csv5506600SCH2MAPLE01.csv

55 LEAid formID name5 version2


MANDATORY

OPTIONAL 7

TIP: incorrect filenames give an error of “all records failed”

File structure is importantFederal CRDC survey DPI Data Support Final Steps to DoNew Information

If using delivered DPI data files (.csv format) or if using SIS data extracts, do not double-click to open them with Excel

•Will strip leading zeros•May add characters that will fail your upload

TIP: use Notepad to open files if necessary

File deliveryFederal CRDC survey DPI Data Support Final Steps to DoNew Information

Files delivered to you in SAFE• ALL Reports user role can download• ZIP file contains 4 STATE .csv files

TIP: your district security administrator knows who has ALL Reports role

Back ups and file managementFederal CRDC survey DPI Data Support Final Steps to DoNew Information

If you already have data in the CRDC web interface

1. BEFORE you upload DPI files, create PDF backups

2. View generated PDFs3. Download/print backups

TIP: the “LEA Form PDFs” menu lets you see ALL your files

Upload DPI files first

1. Create PDF backups if web survey started2. Unzip and upload 4 DPI files to web interface

• Contain capstone data that must go in first(SCH-0001 and -0005)

3. Upload 4 or more local files to web interface• Uploaded files process overnight

4. Check file manager (LEA Form PDF menu) or file upload menu to see any error logs

Upload in orderFederal CRDC survey DPI Data Support Final Steps to DoNew Information

TIP: DPI files will be available on SAFE for 14 calendar days

Common issue: False upload error


File has 1-9 schools ? • Excel templates built for 10 schools (columns)• Uploading fewer schools (column) creates a FALSE upload error file• Error = “Two character row code is not valid”• Line Number = how many blank schools• File status = “Processed with Errors”

• DISREGARD this error

• Excel templates built for 10 schools (columns)• Uploading fewer schools (column) creates a FALSE upload error file• Error = “Two character row code is not valid”• Line Number = how many blank schools• File status = “Processed with Errors”

• DISREGARD this error

Common issue: Initialize % complete

• CRDC survey bug– % complete won’t

update with FFS (flat files)

– will appear as 0% although data is present

• After DPI file upload, you must OPEN and SAVE each question in order

• Refresh page• This will update any

uploaded files % complete


TIP: % indicates text present -- may not mean 100% passing error check

1. Pg 5 – can’t use Chrome browser2. Pg 7 – ONE user at a time, timeout is 15 min or lose data3. Pg 11 – Guiding questions have asterisk *, when filled reveal other

questions or skip questions4. Pg 15 – Part 2 will only be shown if school has grades 7 and above (or

guiding questions completed)5. Pg 17 – CRDC assumes you will complete survey in order. If a question is not

shown, consult Table Layouts for guiding question6. Pg 26 – Comments REQUIRED: Pre-K and 3XX data errors7. Pg 36 – Error Codes 3XX require comment, 4XX can be ignored8. Pg 39 – Certification, the “EDFacts data” they mention is DPI responsibility,

you verify accuracy when you lock your ISES collections

Common issue: hidden helpFederal CRDC survey DPI Data Support Final Steps to DoNew Information

TIP: User Guide and Definitions documents are at crdc.ed.gov

Common issue: missing questions


TIP: SCH Part 2 may not show up for an elementary school

Some questions are only shown when others ABOVE it are “yes”- First REFRESH PAGE- Check the TABLE LAYOUTS document for the Guided Question number

Common issue: data corruption

When in the survey web interface, here’s some tips to avoid data corruption

1. Do not use ENTER key2. Do not double-click buttons3. Only one user at a time in app4. “Refresh the page” frequently5. Always phone CRDC for help, not email

TIP: Phone help is available from DPI, butalways try the CRDC first 1-855-320-6459


Final steps to do

TIP: If your district did not lock ISES YE and Discipline by Oct 28, you will have less DPI data


• If you make any ISES changes after Oct 29, those changes will not be in the DPI files.

• Add the updates into the CRDC web interface data

Final steps to doFederal CRDC survey DPI Data Support Final Steps to DoNew Information

• Data Checks are essential on partial or full (100% complete) data

• Run check, then REFRESH PAGE

• Error logs: blank = no errors

TIP: CRDC does not have a list of all error codes, see User Guide page 35

How to get help

How to get survey help

Help with DPI data files– Melanie McCalmont (608) 267-9162– DPI project homepage

• dpi.wi.gov/ lbstat/ crdc-support.html

– DPI project homepage after Nov 9 (new DPI website)• lbstat/ dpi.wi.gov/ crdc-support.html

Help with pre-collection tools and web interface– CRDC help desk 1-855-320-6459– email: [email protected]

Thank youfor viewing this webcast

Thank you!

Civil Rights Data Collection (CRDC) Data Support

Webcast date: October 30, 2012Information valid until: December 7, 2012

Wisconsin Department of Public Instruction

Webcast Presenters:Jennifer Wegner, Civil Rights Compliance CoordinatorMelanie McCalmont, Data Support Technical Manager

Ken Syke, IT Communications Coordinator

welcome to the civil rights data collection (crdc) data support webcast 2 how to play this webcast...

Documents

local data

survey data

data filestested

govincludes data

finance data

ises ye data collections

sis data extract

data filesmelanie mccalmont