CRDC UPDATE

New Information, Lessons Learned, and

Questions

About the Civil Rights Data Collection • Universe collection from school districts every 2 years.

• Longstanding and critical aspect of the enforcement and monitoring strategy used by the Office for Civil Rights (OCR) to ensure that recipients of ED’s federal financial assistance do not discriminate on the basis of race, color, national origin, sex, and disability.

• OCR relies on CRDC data as it

• investigates complaints alleging discrimination,

• determines whether the federal civil rights laws it enforces have been violated,

• initiates proactive compliance reviews to focus on particularly acute or nationwide civil rights compliance problems,

• provides policy guidance and technical assistance to educational institutions, parents, students, and others, and

• provides data on key education issues.

Be empowered with data

“The power of the Civil Rights Data Collection is not only

in the numbers themselves, but in the impact it can have

when married with the courage and the will to change.

The undeniable truth is that the everyday educational

experience for many students violates the principle of

equity at the heart of the American promise.

It is our collective duty to change that.”

- Secretary Arne Duncan

Discussion Topics

Where we are today on 2013-14 CRDC

Lessons learned about the 2013-14

CRDC

Preparing for the 2015-16

CRDC

STATUS UPDATECurrent Collection Metrics, Tool Development, and

Lessons Learned

What has happened so far?

April 30: Opened CRDC Submission System

May 7: Certification tools available to all LEAs

July 6: Summary Reports Released

August 7: CRDC Due Date

Current Status

• 60% of LEAs have started

submitting data into the

CRDC

• 15% of LEAs have certified

their submissions

60%

40%

All Districts

Started Not Started

53%

47%

Small LEAs

Started Not Started

74%

26%

Large LEAs

Started Not Started

• Small LEAs (1-3

schools) represent

the vast majority of

CRDC

respondents

(69%).

• A higher

percentage of

large LEAs have

started their CRDC

data submission

than small LEAs.

67%

33%

Medium LEAs

Started Not Started

State Pre-Population Pilot

99%

74%

15%

56%

34%

16%

0%

20%

40%

60%

80%

100%

120%

Started Average % of Cells Filled Certified

CRDC Completion Metrics, by SEA Pre-Population Status

LEAs in States Prepopulating Data LEAs not in States PrePopulating Data

Top Partner Support Center Questions

• Majority of

tickets dealt

with account

confirmations

to log-in to the

CRDC site

• Increasing

proportion of

questions on

errors or

warnings

• Increasing

trend on

certification

questions

40

48

56

44 44

51 51 50

12

29

21

38

28

12 15 13

5 6

1114

23

1619

5

97 8 7

87

6 710 11

0

10

20

30

40

50

60

April 27-May 1

May 4-May 8

May 11-May 18

May 18-May 22

May 25-May 29

June 1-June 05

June 8-June 12

June 15-June 18

Percent of Incoming Tickets during the 2013-14 CRDC, by topic

Account Information General Inquiry Data Entry Errors

Flat File Certification

NEW SUBMISSION

SYSTEMTechnology

About the CRDC Submission System

Authentication

DB

Data

EntryFlat File

API

Main

Database

Server:

(Elements,

transaction

logs, etc.)

Quartz

Scheduler

Quartz

Scheduler

Organizes requests to

save data, validate

data, certify, etc.

SignalR

Server

Version control for

multiple users

Log-In

What Happened in April?

• Opened on April 16th

• First Opening Day

• Planned trial of pre-certification and certification tools in 4 states

• April 17th

• Significant slow down in performance experienced by LEAs

• April 18th

• Site went offline, so we:

• Increase Database size and memory

• Corrected Database Index

• Bundled validation jobs for data entry

• April 30th

• Site reopened

April 16th Opening Day

500 or more jobs queued for at least 105 minutes

140,000

80,000

60,000

40,000

100,000

120,000

20,000

May 4th: CRDC Data Submission

0

2000

4000

6000

8000

10000

12000

14000

16000

0:0

7:3

5

0:2

7:4

1

8:1

4:0

8

8:3

5:5

8

8:5

5:5

8

9:1

5:5

8

9:3

5:5

8

9:5

5:5

9

10:1

5:5

9

10:3

6:0

0

10:5

6:0

1

11:1

6:0

2

11:3

6:0

3

11:5

6:0

4

12:1

6:0

5

12:3

6:1

1

12:5

6:1

2

13:1

6:1

7

13:3

6:2

3

13:5

6:2

5

14:1

6:4

0

14:3

6:5

2

14:5

7:1

4

15:1

7:2

1

15:3

7:2

3

15:5

7:2

5

16:1

7:2

7

16:3

7:2

8

16:5

7:3

0

17:1

7:3

1

17:3

7:3

1

17:5

7:3

1

18:1

7:3

2

18:3

7:3

2

18:5

7:3

2

19:1

7:3

2

19:3

7:3

2

20:1

0:3

7

20:3

0:3

7

20:5

0:3

7

21:1

0:3

7

21:5

3:0

4

6:3

6:4

1 P

M

6:5

6:4

2 P

M

7:1

6:4

2 P

M

7:3

6:4

3 P

M

7:5

6:4

3 P

M

8:1

6:4

3 P

M

8:3

6:4

3 P

M

9:3

2:1

0 P

M

Quartz Jobs

BatchBundle SingleElementBundle

16,000

14,000

12,000

10,000

2,000

4,000

6,000

8,000

LESSONS LEARNED What worked, what needs improvement, and what to

never do again.

ED’s Perspective on Lessons Learned for

the 2013-14 CRDC Redesign

What worked well

What needs improvement

What is still challenging

What Worked Well

• Process of Site Visits and Cognitive Interviews

• Design of Website to Improve Data Entry

• Onscreen resources including clickable definitions

• Errors and warnings visible as data is entered

• Organization by topical module

• Improved Flat File Submission

• Ability to submit smaller/flexible flat files

• Admin tool to add new users and manage permissions

• New Guidance and Materials on Grads 360

• Improved short tip sheets and resources

ED’s Perspective: What Improved but Still

Needs Work

• Errors and Warnings

• State Upload Portal

• Question Clarity

• Communications

Errors & Warnings

WorkedNeeds

Improvement

State Pre-population

WorkedNeeds

Improvement

I

Question Clarity

Worked

Additional nformation

FAQs

Revised Instructions

Needs Improvement

Precision and consistency

of terms

Visibility for Flat File

Submitters

Guidance &

Communications

Worked

Adding more contacts to the

submission system

Regular outreach communications

Resources on using the tool

Needs Improvement

Short videos about tool features

Outreach to SME’s

Defining the role of the PCP

ED’s Perspective: Biggest Challenges

• What is the ideal data submission window for the CRDC?

• How to improve data quality with minimal burden?

On the Horizon: 2015-16 CRDC

• The proposed survey questions for the 2015–16 CRDC are nearly identical to the 2015–16 CRDC previously approved by OMB in February 2014 (OMB control #1870-0504).

• OCR is proposing some minor changes and clarifications based on comments received and questions raised by LEAs during the administration of the 2013–14 CRDC. • Dropping the “students transferred to a regular school for

disciplinary reasons”

• Add new child count for children who are 2 years old at the fall snapshot but are served in a preschool (3 year old) program.

• Expand high school equivalency to include programs beyond GED

• Alter child count date for students served under IDEA to October 1

• Modify the corporal punishment indicator

Contacts

• Janis Brown: Janis.Brown@ed.gov

• Rebecca Fitch: Rebecca.Fitch@ed.gov

• Abigail Potts: Abigail.Potts@ed.gov

• Ross Santy: Ross.Santy@ed.gov