Welcome to the Civil Rights Data Collection (CRDC) Data Support webcast 2
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Welcome to the Civil Rights Data Collection (CRDC) Data Support webcast 2 How to play this webcast 1) Wait for file to load. Click PLAY button (at screen bottom). Click the vertical lines to move ahead to the next slide 2) No audio? Click the AUDIO WIZARD button to get help.

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Webcast outline

Welcome to the Civil Rights Data Collection (CRDC) Data Support webcast 2How to play this webcast1) Wait for file to load. Click PLAY button (at screen bottom). Click the vertical lines to move ahead to the next slide 2) No audio? Click the AUDIO WIZARD button to get help


Webcast outline

Civil Rights Data Collection (CRDC) Data SupportWebcast date: October 30, 2012Information valid until: December 7, 2012Wisconsin Department of Public InstructionWebcast Presenters:Jennifer Wegner, Civil Rights Compliance CoordinatorMelanie McCalmont, Data Support Technical ManagerKen Syke, IT Communications Coordinator


Webcast outline

Webcast outline

1. DPI Data Support Project

  • Data sources and schedule

  • Getting help

    2. New Information about DPI files

  • File delivery, upload, and initialization

  • Error checking

  • Tips and User Help

    3. Final Steps to Do

  • Incorporate ISES changes

  • Certify and backup the survey


Webcast outline

Next

Ken Syke

DPI IT Projects Communications Coordinator


What is the crdc

What is the CRDC?

Federal CRDC survey

New Information

Final Steps to Do

DPI Data Support

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

CRDC final database

Federal CRDC survey

New Information

Final Steps to Do

DPI Data Support

ocrdata.ed.gov

Includes data for survey years:

2000, 2004, 2006, and 2009

This survey data will be incorporated in late 2013


Data support project

Data Support Project

Federal CRDC survey

New Information

Final Steps to Do

DPI Data Support

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

Data Sources

Federal CRDC survey

New Information

Final Steps to Do

DPI Data Support

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


Schedule

Schedule

Federal CRDC survey

New Information

Final Steps to Do

DPI Data Support

Oct-Nov-Dec schedule


How to get help

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]


Webcast outline

Next

Melanie McCalmont

DPI Data Support Technical Manager


Data matrix check

Data matrix check

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

Data matrix changes recap

  • No support for SCH-0044 and -0045 finance data, DPI calc would be less accurate than local LEA

  • NEW No support for Section 504 numbers, mismatches between collections cause DPI to underreport, local data will be more accurate

  • 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


Use sis or dpi data

Use SIS or DPI data?

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

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

Local SIS files

OR


Local data blanks

Local data blanks

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

Excel pre-collection tool

blank

FILL

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


Saving excel template for upload

Saving Excel template for upload

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

When done adding data to your Excel template…

  • Click on second TAB that says “consolidated”

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

OK

Yes

No


File naming is critical

File naming is critical

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

55 LEAidformIDname5 version2

MANDATORY

  • 5506600LEA1MAPLE01.csv

  • 5506600LEA2MAPLE01.csv

  • 5506600SCH1MAPLE01.csv

  • 5506600SCH2MAPLE01.csv

  • 5506600LEA1STATE01.csv 5506600LEA2STATE01.csv

  • 5506600SCH1STATE01.csv

  • 5506600SCH2STATE01.csv

OPTIONAL 7

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


File structure is important

File structure is important

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

  • 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 delivery

File delivery

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

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 management

Back ups and file management

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

If you already have data in the CRDC web interface

  • BEFORE you upload DPI files, create PDF backups

  • View generated PDFs

  • Download/print backups

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


Upload in order

Upload in order

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

Upload DPI files first

  • Create PDF backups if web survey started

  • Unzip and upload 4 DPI files to web interface

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

  • Upload 4 or more local files to web interface

    • Uploaded files process overnight

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

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


Common issue false upload error

Common issue: False upload error

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

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


Common issue initialize complete

Common issue: Initialize % complete

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

  • 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


Common issue hidden help

Common issue: hidden help

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

Pg 5 – can’t use Chrome browser

Pg 7 – ONE user at a time, timeout is 15 min or lose data

Pg 11 – Guidingquestions have asterisk *, when filled reveal other questions or skip questions

Pg 15 – Part 2 will only be shown if school has grades 7 and above (or guiding questions completed)

Pg 17 – CRDC assumes you will complete survey in order. If a question is not shown, consult Table Layouts for guiding question

Pg 26 – Comments REQUIRED: Pre-K and 3XX data errors

Pg 36 – Error Codes 3XXrequire comment, 4XX can be ignored

Pg 39 – Certification, the “EDFacts data” they mention is DPI responsibility, you verify accuracy when you lock your ISES collections

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


Common issue missing questions

Common issue: missing questions

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

Some questions are only shown when others ABOVE it are “yes”

- First REFRESH PAGE

- Check the TABLE LAYOUTS document for the Guided Question number

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


Common issue data corruption

Common issue: data corruption

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

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

  • Do not use ENTER key

  • Do not double-click buttons

  • Only one user at a time in app

  • “Refresh the page” frequently

  • 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

Final steps to do

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

  • 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

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


Final steps to do1

Final steps to do

Federal CRDC survey

DPI Data Support

New Information

Final Steps to Do

  • 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


Webcast outline

Next

Ken Syke

DPI IT Projects Communications Coordinator


How to get help1

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 you

Thank you!

Thank you

for viewing this webcast


Webcast outline

Civil Rights Data Collection (CRDC) Data SupportWebcast date: October 30, 2012Information valid until: December 7, 2012Wisconsin Department of Public InstructionWebcast Presenters:Jennifer Wegner, Civil Rights Compliance CoordinatorMelanie McCalmont, Data Support Technical ManagerKen Syke, IT Communications Coordinator


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