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Federal Civil Rights Data Collection Guide

Release 2018.01

December 2017

SISCRDCAG-091515

2 Copyright 2015-2017 Edupoint Educational Systems, LLC

The Edupoint software and any form of supporting documentation are proprietary and confidential. Unauthorized reproduction or distribution of the software and any form of supporting documentation is strictly prohibited and may result in severe civil and criminal penalties.

Information in this document is provided in connection with Edupoint Educational Systems, LLC. products. No license to any intellectual property rights is granted by this document.

The screens, procedural steps, and sample reports in this manual may be slightly different from the actual software due to modifications in the software based on state requirements and/or school district customization.

The data in this document may include the names of individuals, schools, school districts, companies, brands, and products. Any similarities to actual names and data are entirely coincidental.

Copyright ©2015-2017 Edupoint Educational Systems, LLC.

Edupoint, Synergy Student Information System, Synergy Special Education, Synergy Assessment, TeacherVUE, LessonVUE, StudentVUE, and ParentVUE are registered trademarks of Edupoint Educational Systems. Inspect is a registered trademark of Key Data Systems. Google and the Google logo are registered trademarks of Google Inc. Apple and iPad Pro are trademarks of Apple Inc. Microsoft and OneDrive are trademarks of the Microsoft group of companies.

Other names and brands may be claimed as the property of others.


Edupoint Proprietary and Confidential 3

TABLE OF CONTENTS CHAPTER ONE : OVERVIEW .......................................................................................... 7

Overview of Civil Rights Data Collection ......................................................................... 8 CHAPTER TWO : CONFIGURATION ................................................................................. 9

Configuring Student Grade Levels ................................................................................ 10 Adding Grade Rulesfor Preschool, Kindergarten, and Ungraded .............................11 Adding Grade for Grades 01-12 ..............................................................................13 Removing Grade Rules ...........................................................................................14

Configuring Student Retention Rules ........................................................................... 15 Adding Rules for Student Retention .........................................................................15

Configuring High School Equivalency Programs .......................................................... 16 Defining an HSE Program .......................................................................................16 Using Graduation Status or Diploma Type for HSE Graduation Status ....................18 Using General Equivalency Diploma for GED Graduation Status ............................19

Importing Discipline Rules ............................................................................................ 20 Configuring Restraint and Seclusion Rules .................................................................. 21

Using Seclusion/Restraint Grid ................................................................................22 Using Restraint Type ...............................................................................................23

Configuring Serious Offense and Weapon Violation Rules ........................................... 24 Configuring Harassment and Bullying Rules ................................................................ 26

Defining Offender Motivation Lookup Definition Table .............................................27 Selecting Student Violation Incidents .......................................................................28 Adding Rules for Student Incident Motivation ..........................................................30 Selecting Student Violation Incidents and Defining Motivation Rules .......................30

Configuring Suspension and Expulsion Rules .............................................................. 32 Selecting Disposition Codes ....................................................................................33

Configuring Corporal Punishment Disposition Code ..................................................... 34 Selecting Corporal Punishment Codes ....................................................................34

Configuring Staff Assignment Rules ............................................................................. 35 Verifying Staff FTE ..................................................................................................36 Overriding Staff Information for CRDC Reporting FTE .............................................37 Configuring Staff Options ........................................................................................38 Adding Rules for Certified Staff ...............................................................................41 Adding Rules for Teachers ......................................................................................43 Adding Rules for Counselors ...................................................................................45 Adding Additional Staff Rules ..................................................................................47 Adding Staff Rules for CALPADS ............................................................................47

Configuring Reporting for District Courses ................................................................... 48 Dual Credit ..............................................................................................................48 Aligning District Courses .........................................................................................49

Configuring Block Scheduling Options ......................................................................... 54 Configuring Absence Logic........................................................................................... 57

CHAPTER THREE : EXTRACT CONFIGURATION AND EXECUTION ..................................... 58 Importing School Values .............................................................................................. 59



Configuring Data Reporting .......................................................................................... 61 Entering Organization Codes ...................................................................................61 Displaying All CDRC Fields .....................................................................................63 Calculating School Totals ........................................................................................63 Adding AP or IB Course Codes ...............................................................................66 Calculating District Totals ........................................................................................68 Updating Students with Chronic Absences ..............................................................69 Charter School Setup ..............................................................................................69

Completing the Civil Rights Data Collection Extract...................................................... 70 CHAPTER FOUR : REFERENCE .................................................................................... 72

State Specific Logic ...................................................................................................... 73 Arizona ....................................................................................................................73 California .................................................................................................................74 Colorado..................................................................................................................75 Illinois ......................................................................................................................76 Kansas ....................................................................................................................77 Maryland .................................................................................................................78 Michigan ..................................................................................................................79 Minnesota ................................................................................................................80 Nebraska .................................................................................................................81 New Mexico .............................................................................................................82 Oregon ....................................................................................................................84 Tennessee ..............................................................................................................86 Virginia ....................................................................................................................87 Washington .............................................................................................................88

Ethnic Code Break down for CRDC .............................................................................. 89



ABOUT THIS MANUAL Edupoint Educational Systems, LLC. develops software with multiple release dates for the software and related documentation. The documentation is released in multiple volumes to meet this commitment.

This document serves as a reference for Edupoint's recommendations and Best Practices for Synergy processes. Due to the complex nature and myriad configurations possible within the Synergy software, it is not feasible to include every possible scenario within this guide.

Software and Document History

Date Revision Content

December 2016 2

Updated to release 10.05 • Ungraded School Levels in Configuring Student Grade

Levels • Renamed Configuring GED Programs to Configuring

High School Equivalency Programs and modified data to reflect changes

• Importing Discipline Rules and Importing School Values in Configuration

• Configuring Serious Offense and Weapon Violations Rules

• New rules for additional staff types, Teachers Years of Experience Calculation Method, and new staff rule for CA in Configuring Staff Assignment Rules

• Displaying All CRDC Fields in Configuring Data Reporting

• Dual Credit in Configuring Reporting for District Courses • Removed Physical Education from required subject areas

and added Other Academic Subject for CRDC Course Setup

• Added Environmental Science as a CRDC Course Code for Science courses

• Import School Values

March 2017 3 Changed to state the Fall Snapshot Date is calculated and not selected.

May 2017 4

• Added Configuring Block Scheduling Options to Configuration.

• Replaced screenshots of CRDC Setup screen to reflect new tab.

• Added Configuring Absence Logic

December 2017 5

• Added note regarding independent charter schools in Completing the Civil Rights Data Collection Extract.

• Replaced screenshot of Civil Rights Data Collection – LEA screen in the same section to include new Students served in Non-LEA facilities option.



CONVENTIONS USED IN THIS MANUAL

Bold Text Bold Text - Indicates a button or menu or other text on the screen to click, or text to type.

Tip – Suggests advanced techniques or alternative ways of approaching the subject.

Note – Provides additional information or expands on the topic at hand.

Reference – Refers to another source of information, such as another manual or website

Caution – Warns of potential problems. Take special care when reading these sections.

BEFORE YOU BEGIN Before installing any of the Edupoint family of software products, be sure to review the system requirements and make sure the district’s computer hardware and software meet the minimum requirements.

Caution: The Edupoint family of software does not support the use of pop-up blockers or third-party toolbars in the browser used to access Synergy SIS. Please disable any pop-up blockers (also known as pop-up ad blockers) and extra toolbars in the browser before logging into any Edupoint product.

Chapter One Federal Civil Rights Data Collection Guide


Chapter One: OVERVIEW

This chapter covers the following topics:

► Overview of Civil Rights Data Collection

Federal Civil Rights Data Collection Guide Chapter One


OVERVIEW OF CIVIL RIGHTS DATA COLLECTION The Civil Rights Data Collection is required by the U.S. Dept. of Education Office for Civil Rights. This is a mandatory data collection, authorized under the statutes and regulations implementing Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and others.

Data from the survey is collected into the Office for Civil Rights database and is used nationally to analyze civil rights indicators and to ensure equity of educational opportunity to our nation's children. The main website for the federal CRDC survey is at http://www.crdc.ed.gov/

This guide describes how to setup and configure the Civil Rights Data Collection in Synergy SIS. It also describes any specific setup relative to your state.

http://www.crdc.ed.gov/

Chapter Two Federal Civil Rights Data Collection Guide


Chapter Two: CONFIGURATION


► Configuring Student Grade Levels ► Configuring Student Retention Rules ► Configuring High School Equivalency Programs ► Importing Discipline Rules ► Configuring Restraint and Seclusion Rules ► Configuring Serious Offense and Weapon Violation Rules ► Configuring Harassment and Bullying Rules ► Configuring Suspension and Expulsion Rules ► Configuring Corporal Punishment Disposition Codes ► Configuring Staff Assignment Rules ► Configuring Reporting for District Courses ► Configuring Block Scheduling Options

Federal Civil Rights Data Collection Guide Chapter Two


CONFIGURING STUDENT GRADE LEVELS

Note: Grade code rules must be configured in order for the CRDC to be functional.

Many of the Civil Rights Data Collection categories are only required for certain grade levels. Since your state may store your grade codes differently in Synergy SIS, your rules must be configured to map the local grade code values to the CRDC grade levels of Preschool, Kindergarten, Ungraded, and possibly Grades 1-12.

The CRDC Setup screen displays the section for Preschool, Kindergarten, and Ungraded schools.

CRDC Setup Screen



Adding Grade Rules for Preschool, Kindergarten, and Ungraded Configure grade rules for Preschool and Kindergarten in order for the CRDC calculations to be functional. Certain sections of the CRDC – School screen are not visible if they are not relevant to the grades offered by the school.

1. Navigate to Synergy SIS > Federal > CRDC Setup. 2. Click Show Detail for the selected rule. The CRDC Lookup Rule screen opens. All white

fields are editable.

CRDC Setup Screen

CRDC Lookup Rule Screen

The top part of the CRDC Lookup Rule screen has three options and a section. Each option and at least one section value is required.



In this example, the rule indicates that the grade level is considered to be Preschool for any school if the State Code (Alt Code 2) value of the lookup code is PK.


• The bottom part of the CRDC Lookup Rule screen has a read-only section, which helps to verify that the rule has been correctly set up. It shows the lookup table to which the selected Business Object and Property Name are bound.

• Any values that are greyed out do NOT match the rule. In the above example, the selected State Code (State Code (Alt Code 2)) value of PS matches six different local codes.

3. Edit the rule as appropriate.

4. Click Save.

Note: Ungraded students are those who are taking all classes without a standard grade designation. If your district offers classes for students without a standard grade designation, you must establish a rule for these students using the process outline above. If none of the schools in the district offer ungraded classes, the rule for Ungraded does not need to be configured.



Adding Grade for Grades 01-12

Note: If you choose to use rules for numeric grade levels, rules must be created for all numeric grades.

Grade code rules use the K12.GRADE lookup table. By default, the system assumes that the numeric grades 1-12 have State Code (Alt Code 2) values of 01-12 or 1-12 in the K12.GRADE lookup table. If your lookup table does not use this State Code (Alt Code 2), then you must configure rules for each grade level.

1. On the CRDC Setup screen, select the Use rules for numeric grade levels (01-12) option.

2. Click Save. The Numeric Grade Code Rules section displays. 3. If the numeric grade code rules are enabled, click Show Detail on each row to create a

rule. The CRDC Lookup Rule screen displays.

Note: The rules are ignored if the Use rules for numeric grade levels (01-12) option is later unchecked.

CRDC Setup Screen


5. Click Save.



Removing Grade Rules

To have a Grade Rule discontinue reporting in the CRDC extract:

1. Navigate to Synergy SIS > Federal > CRDC Setup. 2. Click Show Detail for the selected rule. The CRDC Lookup Rule screen opens.


3. Click Remove Rule. The matching codes are cleared so the rule is never met.




CONFIGURING STUDENT RETENTION RULES The CRDC School extract counts the number of retained students for a grade level or class. In CRDC Setup, define a rule to identify which students have been retained (must repeat or continue).

Adding Rules for Student Retention

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Click Show Detail in the Student Retention Rules section to display the CRDC Lookup

Rule screen.



4. Click Save. The system calculates the student retention using the defined rules.



CONFIGURING HIGH SCHOOL EQUIVALENCY PROGRAMS If your district has a High School Equivalency (HSE) Program:

• Create a need definition with a state code of HSE on the Needs/Programs Definition screen.

• Add the program to enrolled students on the Student Needs screen.

• Define a rule for students who graduated with HSE credentials in CRDC Setup. The system only counts students that enrolled in HSE programs.

Defining an HSE Program

1. Navigate to Synergy SIS > Student Programs > Setup > Needs/Program Definition.

Needs/Program Definition Screen

2. Click Add. The Programs/Levels Definition Add screen displays.

Programs/Levels Definition Add Screen

3. Enter HSE for the State Code. 4. Enter the other appropriate information for the program.

5. Click Save. 6. Navigate to Synergy SIS > Student Programs > Student Needs.



7. Find or scroll to a student who participated in a GED program.

Student Needs Screen

8. Select the GED program for Programs and click Add New Program. The Student Level Add screen opens.

Student Level Add Screen

9. Enter the appropriate information for this student’s program enrollment.

10. Click Save Level. Students enrolled in the program are included in the CRDC extract.

Reference: For more information on configuring Student Needs and Programs, please see your State Reporting Guide.



Using Graduation Status or Diploma Type for HSE Graduation Status

CRDC Setup screen allows the HSE Graduation Status to be calculated using one of three options on the Student screen. The location of the options on the Student screen may vary from state to state, but they are normally labeled as General Equivalency Diploma, Graduation Status, and Diploma Type. By default, the system uses a lookup-based rule on either Diploma Type or Graduation Status.

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Click Show Detail for the selected rule in the High School Equivalency Exam

Preparation Program Credentials Rule section. The CRDC Lookup Rule screen displays.


Note: This rule uses the Value Code to match the value.

3. Select K12.Student for the Business Object. 4. Select DiplomaType or GraduationStatus for the Property Name. 5. Select Value Code for the Lookup Code Type. 6. Click Add in the Matching Code Values section. A new row displays. 7. Enter the Code Value that matches the HSE graduation status. 8. Click Save.



Using General Equivalency Diploma for GED Graduation Status You may also choose to use the General Equivalency Diploma option to indicate GED Graduation Status instead of the Diploma Type or Graduation Status options.

Student Screen, Other Info Tab

If you use this option, select General Equivalency Diploma on the Other Info tab of the Student screen for a student to be considered a GED graduate.

CRDC Setup Screen

1. Select the Use General Equivalency Diploma checkbox on the Student view for GED graduation status option.

2. Click Save. Students with the General Equivalency Diploma option selected on the Student screen calculate as HSE graduates.

Note: Regardless of the CRDC Setup, students are not counted in the second GED section of the CRDC – LEA screen unless they have also participated in a GED program (first section).



IMPORTING DISCIPLINE RULES You can import discipline rules from previous school years to reduce data entry.

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Select the Student Discipline Options tab.

CRDC Setup Screen, Student Discipline Options Tab

3. Select the School Year to Import From. 4. Click Import Violations and Dispositions. 5. Click Save.



CONFIGURING RESTRAINT AND SECLUSION RULES The CRDC School extract collects information about students subjected to mechanical restraint, physical restraint, and seclusion from the Seclusion / Restraint section on the Student Disposition screen.

Student Disposition Screen

This section enables you to enter the seclusion and restraint types in separate columns.



Using Seclusion/Restraint Grid

If your district uses the Seclusion/Restraint section, you must define lookup-based rules in CRDC Setup for mechanical and physical restraint.



3. Click Show Detail in the Restraint Code Rules section to display the CRDC Lookup Rule screen.


5. Click Save.

Note: Seclusion instances are flagged with any non-null value for “Type of Seclusion.”



Using Restraint Type

You may also choose to use the Restraint Type option on the Student Disposition screen instead of the Seclusion/Restraint section.



3. Select Use “Restraint Type” from Student Disposition view to calculate restraint and seclusion instances.

4. Click Save. The system hides the rules section and uses the Restraint Type option in Student Disposition screen as the 2011-12 CRDC did for all states.



CONFIGURING SERIOUS OFFENSE AND WEAPON VIOLATION RULES You can configure separate rules for offense type and weapon involvement in the Serious Offense and Weapon Violation Codes section. The system counts the most severe violation in calculations when more than one violation exists.


Select one of two values for the Weapons Table Option:

• Do Not Use Weapons Table – Default option • Use Weapons Table Together with Weapons Violation List – Use federal codes to

distinguish weapon types




The CRDC categorizes violations by offense type and weapon use/possession. In order to count towards Incidents of physical attack with a firearm or explosive device, you can select the same violation code in CRDC Setup for Violations: Physical Attack or Fight and Violations: Use of a Firearm or Explosive. Alternatively, the same discipline incident could have two separate violations that together would count toward Incidents of physical attack with a firearm or explosive device.

• If an incident includes both a threat of physical attack and an actual physical attack, it counts toward the categories involving physical attacks due to severity.

• If an incident has both a firearm/explosive device and a less dangerous weapon involved, it counts toward categories involving firearms or explosives due to severity.



CONFIGURING HARASSMENT AND BULLYING RULES The CRDC School extract counts three types of harassment and bullying incidents; Sexual Harassment or Bullying, Racial Harassment or Bullying, and Disability Harassment or Bullying.

The system uses different methods to calculate instances of harassment and bullying depending on the instance’s source. The sources options include:

• Student Incident Violation List – Using this source enables you to select the prior year’s violation types that match the three bullying and harassment types. This is the default source. You are able to choose from any of the discipline levels. Be aware that when you choose, a high discipline level and you leave the level under it blank; all codes in the lower level are included in the extract. See Setup – Selecting Student Violation Incidents.

• Student Incident Motivation – This option pulls the instances from the Motivation option on the Student Incident detail screen.

Incidents Screen, Participants Tab, Students Involved Detai

• This option requires that you define a rule associated with the three types of harassment and bullying instances used in the CRDC School extract. See Setup – Adding Rules for Student Incident Motivation.

• Both Violation and Motivation – This option calculates using both the selected violation types and the Motivation option. When using this option, you must select the violations and define rules. See Setup – Selecting Student Violation Incidents and Defining Motivation Rules



Defining Offender Motivation Lookup Definition Table

In order to define rules for Student Incident Motivations, the Offender Motivation lookup table definition must be configured.

1. Navigate to Synergy SIS > System > Setup > Lookup Table Definition. 2. Navigate to the K12.Discipline > Offender Motivation lookup table definition.

K12.Discipline.Offender Motivation Lookup Table

3. Verify that Motivation Type Codes included in the list have an appropriate Alt Code 3 value.

Note: The following Motivation Type Codes are examples only. Your Motivation Type Codes may vary.

Motivation Type Codes Alt Code 3

Sexual Harassment or Bullying HBS

Race Harassment or Bullying HBR

Disability Harassment or Bullying HBD

4. Click Save.



Selecting Student Violation Incidents



3. Select Student Incident Violation List for the Source of Harassment and Bullying Codes.

4. Click Chooser in Sexual Harassment/Bullying Violation List. The Chooser screen displays.

5. Find and select the appropriate violation types. The violation types display in the Sexual Harassment/Bullying Violations list.

6. Click Chooser in Racial Harassment/Bullying Violation List. The Chooser screen displays.

7. Find and select the appropriate violation types. The violation types display in the Racial Harassment/Bullying Violations list.

8. Click Chooser in Disability Harassment/Bullying Violation List. The Chooser screen displays.

9. Find and select the appropriate violation types. The violation types display in the Disability Harassment/Bullying Violations list.



10. Click Save. The system includes the selected violations in the CRDC School extract.




Adding Rules for Student Incident Motivation

1. Select the Student Discipline Options tab. 2. Select Student Incident Motivation for the Source of Harassment and Bullying Codes. 3. Click Save. The Harassment and Bullying Motivation Rules section displays.


4. Click Show Detail in Harassment and Bullying Motivation Rules to display the CRDC Lookup Rule screen.


6. Click Save. The system calculates the incidents using the Type and the defined rules.

Selecting Student Violation Incidents and Defining Motivation Rules

1. Select the Student Discipline Options tab. 2. Select the Both Violation and Motivation for the Source of Harassment and Bullying

Codes. 3. Click Save. The Violation List sections and the Motivation Rules section display. 4. Click Chooser in Sexual Harassment/Bullying Violation List. The Chooser screen

displays.

5. Find and select the appropriate violation types. The violation types display in the Sexual Harassment/Bullying Violations list.

6. Click Chooser in Racial Harassment/Bullying Violation List. The Chooser screen displays.

7. Find and select the appropriate violation types. The violation types display in the Racial Harassment/Bullying Violations list.

8. Click Chooser in Disability Harassment/Bullying Violation List. The Chooser screen displays.



9. Find and select the appropriate violation types. The violation types display in the Disability Harassment/Bullying Violations list.


10. Click Show Detail in Harassment and Bullying Motivation Rules to display the CRDC Lookup Rule screen.


12. Click Save.



CONFIGURING SUSPENSION AND EXPULSION RULES The CRDC School extract counts students who were suspended or expelled as a result of discipline incidents. The CRDC counts four specific types of dispositions:

• In-school suspensions • Out-of-school suspensions • Expulsions • Expulsions with services

Select the prior year’s disposition types that match the four types reported for the CRDC. The suspension and expulsion types are mapped to disposition state codes from Synergy SIS > Discipline Incident > Setup > District Disposition Code Setup. Choose from any of the disposition type levels. Be aware that when you choose, a high disposition type level and leave the level under it blank; all codes in the lower level are included in the extract. Multiple disposition codes may be entered for each category.

Some states have separate codes for an expulsion with support services while others use only expulsion codes combined with a Receives Support Services flag.

Student Disposition Screen

If your district does not use specific codes for expulsions with services, leave the Expulsion with Services Disposition Codes section empty and select an option from the Receives Support Services option on the Student Disposition screen to indicate whether educational services were provided.

Note: The Expulsion Disposition Codes and Expulsion with Services Disposition Codes sections are mutually exclusive, so no codes in those two sections should be the same.



Selecting Disposition Codes



3. Click Chooser in In-School Suspension Disposition Codes. The Chooser screen displays.

4. Find and select the appropriate disposition types. The disposition types display in the In-School Suspension Disposition Codes section.

5. Click Chooser in Out-of-School Suspension Disposition Codes. The Chooser screen displays.

6. Find and select the appropriate disposition types. The disposition types display in the Out-of-School Suspension Disposition Codes section.

7. Click Chooser in Expulsion Disposition Codes. The Chooser screen displays. 8. Find and select the appropriate disposition types. The disposition types display in the

Expulsion Disposition Codes section. 9. Click Chooser in Expulsion with Services Disposition Codes. The Chooser screen

displays.

10. Find and select the appropriate disposition types. The disposition types display in the In-Expulsion with Services Disposition Codes section.

11. Click Save. The system includes the selected dispositions in the CRDC School extract.



CONFIGURING CORPORAL PUNISHMENT DISPOSITION CODE The CRDC School extract counts students who were disciplined using corporal punishment.

Selecting Corporal Punishment Codes

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Select the Student Discipline Options tab. 3. Click Chooser in Corporal Punishment Disposition. The Chooser screen displays.


4. Find and select the appropriate codes.

5. Click Save.



CONFIGURING STAFF ASSIGNMENT RULES The CRDC School extract reports staff assignments for the following three types of staff members based on their full time employment (FTE) status as recorded within the system.

• Certified Staff – All certificated staff members, which may include administration or other staff with a state issued credentials.

• Teacher – Only full state certificated staffs that are assigned classes with students enrolled.

• Counselor – All staff assigned to counsel with students and parents, consulting with other staff members on learning problems, evaluating student abilities, assisting students in making education and career choices, assisting students in personal and social development, providing referral assistance, and/or working with other staff members in planning and conducting guidance programs for students.

Note: Each staff member must have a value in the FTE option on the Staff screen in order for the FTE calculations to work correctly.

You must configure the calculation rules on the CRDC Setup screen to indicate which staff member roles match the three types reported in the CRDC.

You must also indicate how your district defines 100% FTE within the system. Some districts report it as 100, while other may report it as 1.00. The system recognizes either value. You may also require that the staff member be employed as of the Fall Snapshot Date in order to be included in the extract. You can also have the system generate a Staff Log file, which you can use to verify the calculation.



Verifying Staff FTE

1. Navigate to Synergy SIS > Staff > Staff.

Staff Screen

2. Scroll to or find a staff member.

3. Verify that the FTE option is populated. 4. Click Save.

Note:

• Certified staff rules may ONLY use properties of the K12.Staff object.

• Teacher rules may be directly based off K12.Staff or use the primary business objects of the Staff School Assignments and Additional Job Classes sections on the Staff view.

• The counselor rules may also use the support types from these sections. Click Show Detail to access support types on either one of these sections. If a rule is based off a support type, it uses the FTE of the assignment to which the support type is attached.

• A certified teacher meets the requirements for both the Certified Staff Rules and Teacher Rules.



Overriding Staff Information for CRDC Reporting FTE

When updating a staff member’s information that is different from the information in the CRDC reporting year, complete the CRDC Overrides tab on the Staff screen.

Tip: Complete the CRDC Override tab when updating the staff information. See the Synergy SIS System Administration Guide.

1. Focus to the CRDC reporting year.

Note: Normally the CRDC reporting year is the previous year.

2. Find and select the staff.

3. Update the options that are different for the reporting year than the current year in the Property Overrides for CRDC Calculations section.

Staff Screen, CRDC Overrides Tab



Configuring Staff Options

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Select the Staff Options tab.

CRDC Setup Screen, Staff Options Tab

3. Select the value your district uses to report full time employment in 100% FTE Format on Staff view. Options include 1.00 or 100.

4. Select Require Staff to be employed at Fall Snapshot Date to count towards FTE totals, if appropriate.

5. Select Generate Staff Log during school calculations. The school totals process creates an additional result file.

6. Select the Teacher Years of Experience Calculation Method:

• Use Years of Educational Service or overridden values (Default) – Uses Years of Educational Service from Staff view and unless there is an alternate value in CRDC Overrides, school year 2015-16.

• Use Years of Educational Service; subtract one year (except for overridden values) – Subtracts one year from Years of Educational Service. It does not subtract one year from any value in CRDC Overrides.

• User Employment History – Counts all school years that have at least one overlapping Staff Employment History segment.



After running the report, click on the Staff Log file to display the results.

Job Results Screen

Staff Log File Output

The Staff Log file can be used to validate the Staff FTE calculations. There are two symbols that can appear beside the Staff Name, which have the following meanings:

• (*) - The Staff FTE value is not equal to the total FTE of all the Staff assignments as of the Fall Snapshot Date

• (**) - Either the Staff FTE value or at least one of the assignment FTE values resolves to 0.00

• The first symbol indicates that the total FTE of all the assignments is higher than the Staff FTE (on the Staff view next to the “Default Job Class” property). In the first row, this symbol appears because the 100% FTE is stored as a whole number, while the assignment FTEs for the school assignments are stored in decimal percentages.

• The second symbol indicates that either the Staff FTE or the FTE of one of the assignments resolves to 0.00. This can happen if:

• The Staff FTE is blank or 0.00.

• There are multiple assignments where at least one has a blank FTE and the non-blank FTE assignment FTE values sum up exactly to the Staff FTE.

For example, a staff with 100% FTE may be assigned to two schools and have 100% FTE for one school and empty FTE for the second school, in which case the second school’s FTE resolves to 0.00.



The options in the report are:

Name Staff formatted name

Badge Number Staff badge number

FTE Staff FTE (Found near the Default Job Class on the Staff view)

Total Assignment FTE FTE sum of all active staff assignments at all schools as of the Fall Snapshot Date

Certified Indicates if the staff is certified (uses the Staff Assignment Rules)

Teacher FTE FTE sum of all active teacher assignments at the school being submitted (uses the Staff Assignment Rules)

Counselor FTE FTE sum of all active counselor assignments at the school being submitted (uses the Staff Assignment Rules)

Current Hire Indicates if the staff is hired via Staff Employment History as of the Fall Snapshot Date

First Year Indicates if the staff is in their first year of employment

Second Year Indicates if the staff is in their second year of employment

Days Employed Total days the staff has been employed as of the Fall Snapshot Date



Adding Rules for Certified Staff

1. Select the Staff Options tab. 2. Click Add in Certified Staff Rules. A new row displays. 3. Click Save. 4. Click Show Detail in Certified Staff Rules to display the CRDC Lookup Rule screen.





Note: Typically, school districts designate staff members as certified using the Default Job Class or the Default Assignment Type on the Staff screen.

Staff Screen

6. Click Save. The system calculates the FTE for Certified Staff using the defined rules.



Adding Rules for Teachers

1. Select the Staff Options tab. 2. Click Add in Teacher Rules. A new row displays in the section. 3. Click Save. 4. Click Show Detail in Teacher Rules to display the CRDC Lookup Rule screen.




Note: Typically, school districts designate staff members as teachers using the Default Job Class, Default Assignment Type, or Job Class on the Staff screen. You can designate to use any of these options or other options on the Staff screen in your rule to identify counselors.

Staff Screen

Staff Screen, Schools Tab


6. Click Save. The system calculates the FTE for teachers using the defined rules.



Adding Rules for Counselors

1. Select the Staff Options tab. 2. Click Add in Counselor Rules. A new row displays. 3. Click Save. 4. Click Show Detail in Counselor Rules to display the CRDC Lookup Rule screen.




Note: Typically, school districts designate staff members as counselors using the Default Job Class, Default Assignment Type, or Job Class on the Staff screen. You can designate to use any of these options or other options on the Staff screen in your rule to identify counselors.

Staff Screen

Staff Screen, Schools Tab


6. Click Save. The system calculates the FTE for Counselors using the defined rules.



Adding Additional Staff Rules

You can add additional rules for nurses, psychologists, and other staff on the Staff Options tab using the same steps outlined above.

CRDC Setup Screen, Staff Options Tab

Adding Staff Rules for CALPADS

You can enter staff rules that allow the use of the Staff Assignment table used in CALPADS reporting for the state of California.

1. Add a new staff rule or select Show Detail to open an existing rule. 2. Select K12.StaffInfo.CA.StaffAssignment for the Business Object in the Rule Definition

section.


3. Select the Property Name and Lookup Code Type. 4. Click Save.



CONFIGURING REPORTING FOR DISTRICT COURSES Dual Credit

CRDC reporting for Dual Enrollment Programs displays in sections 42 and 43 of the Civil Rights Data Collection – School screen.

Civil Rights Data Collection - School Screen

If the answer to question in section 42 is Yes, the counts in section 43 calculate from student enrollment in courses with Dual Credit selected on the District Course screen.

District Course Screen



Aligning District Courses

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Click Course Setup. The CRDC Course Setup screen displays.

Caution: Complete the Course Subject Area Setup tab first, then proceed to the Math tab, and then the Science tab. Do not select other tabs out of order. Doing so results in incorrect screen population, since the tabs process in a specific order.

CRDC Course Setup Screen

3. On the Couse Subject Area Setup tab, use the Subject Area section to associate the Local Subject Area to the CRDC Subject Area by selecting the appropriate subjects from the drop downs. Four subject areas require mapping to a CRDC Subject Area.

• Mathematics

• Science

• English/Language Arts

• Other Academic Subject



Note: Some course have several local subject area codes assigned on the District Course screen. The Subject Area section on the CRDC Course Setup screen lists the first (primary) subject area only.

District Course Screen



4. Click Align Course Subject.

Notes:

• The aligned subject area displays in the CRDC Subject Area option on the Description tab of the District Course screen for related courses. When completed the total number of courses with national subject areas displays.

District Course Screen, Description Tab

• Any Advance Placement (AP) or International Baccalaureate (IB) courses require the course codes to be set up manually. AP courses also require that their test groups be defined. See Setup - AP or IB course code

5. Select the Math tab.

CRDC Course Setup Screen, Math Tab



6. Use the Math Courses section to associate the math course to the CRDC Course Code by selecting the appropriate subjects from the drop downs.

Note: Only five subject areas require mapping to a CRDC Course Code.

• Algebra I • Algebra II • Geometry • Adv Math • Calculus

7. Click Align Math Course Codes. The aligned subject areas are removed from the list. The aligned subject area displays in the Subject Area option of the National Course Classification group box on the Description tab of the District Course screen for related courses.


8. Select the Science tab.

CRDC Course Setup Screen, Science Tab



9. Use the Science Courses section to associate the math course to the CRDC Course Code by selecting the appropriate subjects from the drop downs.

Note: Only four subject areas require mapping to a CRDC Course Code.

• Biology • Chemistry • Physics • Environmental Science

10. Click Align Science Course Codes. The aligned subject areas are removed from the list. The aligned subject area displays in the CRDC Subject Area option on the Description tab of the District Course screen for related courses.




CONFIGURING BLOCK SCHEDULING OPTIONS The Block Scheduling Options tab of the CRDC Setup screen allows you to define block scheduling for specific sections and courses.

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Select the Block Scheduling Options tab.

CRDC Setup, Block Scheduling Options Tab

3. Select one of the following values for Block Scheduling Option for a school in the School Options section.

Option Note

No Block Scheduling This is the default option. Leave this value for all schools who do not participate in block scheduling.

Specify Yearlong Course Credits Selecting this setting allows the ability to enter the total number of credits required for a yearlong course.

Select Term Codes This option allows you to select specific term codes that would count towards first semester or second semester.

Use Course and Section Properties

This option allows you to select each course and individual sections associated to that course that count towards block scheduling.

4. Click Save. 5. Click Show Detail to display the associated configuration for each school based on the

selected Block Scheduling option. • No Block Scheduling – This option requires no additional setup.



• Use Course and Section Properties – Identify specific courses as block classes. You can also define the Block Scheduling property for specific sections of a course.

School Options – Block Scheduling Screen

• Specify Yearlong Course Credits – Define the number of credits required for a full year class. If a section does not have a Year term code value but does have yearlong credit, CRDC considers the section a block scheduled class.




• Select Term Codes – Define the specific term codes associated to a block schedule.


6. Click Save.



CONFIGURING ABSENCE LOGIC The CRDC extract allows the use of 50% absent logic. The Additional Options tab of the CRDC Setup screen contains the option to use persisted chronic absence totals for school calculations. This new functionality allows CRDC to store attendance data from the previous year into a table to speed attendance extract time. CRDC now uses the same logic used in base functionality of the Synergy software for attendance calculations for period and daily attendance with this update. Previously, CRDC logic only used daily attendance.

1. Navigate to Synergy SIS > Federal > Setup > CRDC Setup. 2. Select the Additional Options tab.

CRDC Setup, Additional Options Tab

3. Select User persisted chronic absence totals for school calculations. NOTE: Selecting this option stores the attendance data for future use in CRDC, instead of running the calculation each time you run the CRDC calculate totals process.

4. Select Delete Persisted Chronic Absence Totals for All Schools to remove stored attendance data.

Note: Use this option if attendance data changed and the stored calculation data needs refreshing.

5. Click Save.

Federal Civil Rights Data Collection Guide Chapter Three


Chapter Three: EXTRACT CONFIGURATION AND

EXECUTION This chapter covers the following topics:

► Importing School Values ► Configuring Data Reporting ► Completing the Civil Rights Data Collection extract

Chapter Three Federal Civil Rights Data Collection Guide


IMPORTING SCHOOL VALUES The Civil Rights Data Collection – Import School Values screen allows you to import required information from a .CSV file instead of calculating from Synergy data. The table displays options you can import, using the following columns:

• SIS_SCHOOL_CODE – Enter the SIS School Code. • Field ID – Enter the Field ID for the values shown in the Importable CRDC School Fields

section.

Caution: Enter the Field IDs on the .CSV file in the exact order displayed in the Importable CRDC School Fields section.

1. Navigate to Synergy SIS > Federal > Civil Rights Data Collection – Import School Values.

2. Select Calculate from Synergy next to rows in the Importable CRDC School Fields section to calculate specified values instead of using imported values.

Note: Column options in grey indicate values that you must import or enter manually.

Civil Rights Data Collection - Import School Values Screen

3. Click Set “Calculate from Synergy” Based on Existing Staff Rules to automatically determine how Staff options process.



4. Select the Import tab.

Civil Rights Data Collection - Import School Values Screen, Import Tab

5. Click Add. 6. Select the file to import.

7. Click Import.



CONFIGURING DATA REPORTING Before the system can calculate and report the CRDC totals, some setup and configuration is required.

Entering Organization Codes

1. From the appropriate website, locate the NCES District ID and School ID for each organization.

CCD Website

2. Navigate to Synergy SIS > System > Setup > Organization. The Organization screen opens.

3. Navigate to the District organization.

4. Enter the NCES District ID number in NCES District Number.

Organization Screen

5. Navigate to the school organization.



6. Enter the NCES School Number. This value is the last five numbers (after the NCES District Number value) in NCES School ID.

Organization Screen

7. Click Save.



Displaying All CDRC Fields

The Additional Options tab allows you to choose whether to hide inapplicable sections of CRDC screens. By default, sections only display if users must make selections based on previously answered questions. To view all options on the School and LEA forms regardless of requirement, select Show all sections and questions on School and LEA views on the Additional Options tab.

CRDC Setup Screen, Additional Options Tab

Calculating School Totals

Each school is required to setup and check their data for inclusion in the district’s CRDC submission.

1. Navigate to Synergy SIS > Federal > Civil Rights Data Collection – School.




2. Select This organization is a justice facility if your school is a juvenile correctional or detention facility.

3. Select Block Scheduling full-year course in one semester if your school allows a full-year course to be taken in one semester.

4. Select Exclude From CRDC to exclude this school from the CRDC extract. For example, archive schools or virtual school may need to be excluded.

Note: The Fall Snapshot Date is a calculated option and displays the closest school day to October 1. It cannot be modified.

5. Click Save. 6. Click Check Mandatory Fields. The system verifies that all the options required to

populate the CRDC extract are populated. The system notifies you if any options are missing data.

7. Select the Part 1: Fall Snapshot Data tab.

Tip: The options on this tab generate based on information in the system for your school. As you make selections on this tab, additional options display. Click the Save button or refresh the screen to display any additional options that may need to be populated.

Civil Rights Data Collection - School Screen, Part 1: Fall Snapshot Data Tab



8. Answer all the questions that are relevant to your school.

Note: The system automatically calculates or populates the data for any field in grey, depending on options selected.

Civil Rights Data Collection - School Screen, Part 1: Fall Snapshot Data Tab

9. Click Save. 10. Select the Part 2: Cumulative or EOY Data tab.

Tip: Click the Save button or refresh the screen to display any additional feeds that may need to be populated.

Civil Rights Data Collection - School Screen, Part 2: Cumulative or EOY Data Tab

11. Answer all the questions that are relevant to your school. The system automatically calculates or populates the data for any field in grey, depending on options selected.



12. Click Save. 13. Click Calculate Totals. The system calculates the totals for the selected school and the

system changes the status to Ready for Extract.


Adding AP or IB Course Codes

1. Navigate to Synergy SIS > Course > District Course. The District Course screen opens.

2. Locate an AP or IB course.


3. Select the Description tab. 4. Select the IB Indicator option or the AP Indicator option.

a. If the AP Indicator option is selected, the AP Test Group Name group box displays.

b. Select next to the Group Name label. The Find Test Group screen opens.



c. Find and select the appropriate tests to associate with this AP course. The test appears in the AP Test Group Name group box.

Note: All the AP tests can be included in the same test group.

1. Navigate to Synergy SIS > Test History > Setup > Test Group Definition.

2. Click Add. The Test Group Definition screen displays.

Test Group Definition Add Screen

3. Enter a Test Group Name. 4. Select Part Based for the Test Type. 5. Click Save.

Test Group Definition Screen

6. Find or scroll to the test group you just created.

7. Select Must Pass One Test Rule for the Group Logic Type. 8. Select Show Highest Pref Lvl, Highest Score for the Test Display

Type. 9. Click Save. 10. Click Add on the Test Part section to add AP tests to this group.

5. Click Save.



Calculating District Totals

1. Navigate to Synergy SIS > Federal > Civil Rights Data Collection – LEA.

Civil Rights Data Collection - LEA Screen

Note: The Fall Snapshot Date is a calculated option and displays the closest school day to October 1. It cannot be modified.

2. Select the date the second semester started during the previous year in 2nd Semester Class Enrollment Date.

3. Click Save. 4. Click Check Mandatory Fields. The system verifies that all the options required to

populate the CRDC extract are populated. The system notifies you if any options are missing data.



Updating Students with Chronic Absences

The CRDC extract pulls the All Day Code value for absences. Use Mass Change Attendance to update students with chronic absences to have an All Day Code.

Reference: Refer to the Synergy SIS Attendance User Guide for more information about using Mass Change Attendance.

Charter School Setup

Charter schools must enable the Charter School option in School Setup in order for the school to report correctly in the CRDC Extract.

1. Navigate to Synergy SIS > System > Setup > School Setup.

School Setup Screen

2. Select Charter in the Other Info section. 3. Select Independently Reporting Charter and/or Is Separate School, if applicable. 4. Click Save.



COMPLETING THE CIVIL RIGHTS DATA COLLECTION EXTRACT

1. Navigate to Synergy SIS > Federal > Civil Rights Data Collection – LEA. 2. Check that all schools have completed their setup, indicated in the Status column.

Note: If a school has not completed their setup, the district can complete it for them by clicking CRDC School in the school’s row of the School Status column. The Civil Rights Data Collection – School screen opens.

3. Click Calculate Totals for Schools not Excluded from CRDC. The schools are processed and the Part 1 and Part 2 tabs are populated.

4. Select the Part 1: Fall Snapshot Data tab. The options on this tab are generated based on information already residing in the system for your district. Additional options display as selections are made on this tab.

Tip: Click the Save button and manually refresh the screen to display any additional fields which may populate.

Civil Rights Data Collection - LEA Screen, Part 1: Fall Snapshot Data Tab



5. Answer all the questions that are relevant to your district.

Note: The system automatically calculates or populates the data for any field in grey, depending on options selected.

6. Click Save. 7. Select the Part 2: Cumulative Data tab. The options on this tab are also generated

based on information already residing in the system for your district. As you make selections on this tab, additional pertinent options display.

Tip: Click the Save button and manually refresh the screen to display any additional fields which may populate.

Civil Rights Data Collection - LEA Screen, Part 2: Cumulative Data Tab

8. Answer all the questions that are relevant to your district. The system automatically calculates or populates the data for any field in grey, depending on options selected.

9. Click Save. 10. Click Calculate LEA Totals. The calculated Civil Rights data totals are generated.

Note: Once all the schools and district totals are calculated without missing any mandatory options, the Generate Extract button becomes active.

11. Click Generate Extract. The files are generated and ready for submission.

Note: The files extract as .txt files. Change the file extension to .csv prior to submission. Creating extracts using the Civil Rights Data Collection – LEA screen also generates a separate extract file for any independent charter schools set up by the district.

Federal Civil Rights Data Collection Guide Chapter Four


Chapter Four: REFERENCE


► State Specific Logic ► Ethnic Code Break down for CRDC

Chapter Four Federal Civil Rights Data Collection Guide


STATE SPECIFIC LOGIC Each of the states in which Synergy is implemented uses different logic to store the student program data for LEP, Special Ed, Section 504, GATE, and in some cases GED Preparation Programs. A general summary of all the states follows and can be used as a general guideline for defining your states lookup rules.

Arizona

Category How Arizona stores this data for an individual student

Students who are LEP In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists, student is LEP.

Students enrolled in LEP Programs

In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Program Code (State Code (State Code (Alt Code 2))) is A, B1, B2, B3, or I, the student is enrolled in an LEP Program

Students with disabilities served under IDEA

Check that the student has at least one program record in Special Ed Student Needs (EPC_STU_PGM_SPED_HIS) where the date range of the program record includes the Fall Snapshot Date and the service code is non-null.

Students with disabilities served under Section 504 of the Rehabilitation Act of 1973

Look at StudentSchoolYear.Access504 for the school being submitted for CRDC totals (one year prior to focus year). If the State Code (Alt Code 2) value is not null, usually a value of ‘504’, the student should be counted toward the Section 504 totals.

Students enrolled in gifted and talented programs

A Need Definition must exist with either state code of “35” or have one or more programs with state code of “35.” Check that the student has at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above need or program(s) where the date range includes the Fall Snapshot Date.

Student participants in GED preparation program

A Need Definition must exist with a state code of “GED.” Student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition.



California

Category How California stores this data for an individual student

Students who are LEP In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Language Ability (State Code (Alt Code 2)) is either EL or TBD, student is LEP.


Student must be LEP (according to the logic described above) and must also be enrolled in a section with Instructional Strategy (Alt Code 3) of EL. The school year to check is one year prior to the focus year in which CRDC is being submitted.


Check that the student has at least one program record in California Special Ed history (EPC_STU_CMS_HIST) where the date range of the program record includes the Fall Snapshot Date and the primary disability code is non-null.


Scenario 1: If CALPADS Setup has a Student 504 Location of “Student 504” or blank, check that the student has a record in SED504 (EPC_STU_504) whose date range contains the Fall Snapshot Date.

Scenario 2: If CALPADS Setup has a Student 504 Location of “Student Needs,” a Need Definition with state code “101” must exist. Check that the student has at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition whose date range contains the Fall Snapshot Date.


Scenario 1: If CALPADS Setup has a Student Gate Location of “Student GATE” or blank, check that the student has a record in Student Gate History (EPC_STU_PGM_GAT_HIS) whose date range contains the Fall Snapshot Date and Gate Code is “127.”

Scenario 2: If CALPADS Setup has a Student Gate Location of “Student Needs,” a Need Definition with state code “127” must exist. Check that the student has at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition whose date range contains the Fall Snapshot Date.





Colorado

Category How Colorado stores this data for an individual student

Students who are LEP In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Language Ability (State Code (Alt Code 2)) is either 1 or 2, student is LEP.


In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If the record meets the LEP conditions above, the Program Code (State Code (Alt Code 2)) is BE, B, or E, and the ELL Des Code starts with “I-“ or “M-“, the student is enrolled in an LEP Program.


Check that the student has at least one program record in Special Ed Student Needs (EPC_STU_PGM_SPED_HIS) where the date range of the program record includes the Fall Snapshot Date and the service definition state code is not 00 or null.


A Need Definition with state code “07” must exist and the student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition whose date range contains the Fall Snapshot Date.


Check that the student has a record in Student Gate History (EPC_STU_PGM_GAT_HIS) whose date range contains the Fall Snapshot Date and that the student has at least one GATE Category checked on the Student GATE view.





Illinois

Category How Illinois stores this data for an individual student

Students who are LEP A record must exist for the student in K12.IL.EllIL (EPC_IL_STU_PGM_ELL).


A record must exist for the student in K12.IL.EllIL (EPC_IL_STU_PGM_ELL) and there must be a program record in K12.IL.ELLPrograms (EPC_IL_ELL_PROGRAMS) whose date range contains the Fall Snapshot Date and Program Code is not null.


The student must have a record in K12.IL.StudentIL (EPC_IL_STU) where the date range (SE IEP Date-SE Exit Date) contains the Fall Snapshot Date and the SE Disability Type Code is not “99” or null.


Scenario 1: If a Need Definition exists with a state code of “504,” student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition that contains the Fall Snapshot Date.

Scenario 2: If a Need Definition does not exist with a state code of “504,” the “Active 504 Plan” option on the IL Student (EPC_IL_STU) must be checked.


Scenario 1: If a Need Definition exists with a state code of “GATE,” the student must have a program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition that contains the Fall Snapshot Date.

Scenario 2: If a Need Definition does not exist with a state code of “504,” the “GATE Student” option on the IL Student (EPC_IL_STU) must be checked.


Scenario 1: If a Need Definition exists with a state code of “GED,” the student must have a program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition that contains the Fall Snapshot Date.

Scenario 2: If a Need Definition does not exist with a state code of “GED,” the “GED Student” option on the IL Student (EPC_IL_STU) must be checked.



Kansas

Category How Kansas stores this data for an individual student

Students who are LEP In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Program Code (State Code (Alt Code 2)) is 1, 2, 3, or 5, student is LEP.


In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Program Code (State Code (Alt Code 2)) is 1, 2, or 3, student is in an LEP Program.


Check for a program record in K12.ProgramInfo.KS.KANServData (EPC_KS_KAN_SERV_DATA) where the date range of the program record (IEP Date-End Date) includes the Fall Snapshot Date and the Primary Disability Code (State Code (Alt Code 2)) is any other non-null value than “GI.”


A Need Definition with state code “504” must exist and the student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition whose date range contains the Fall Snapshot Date.


Check for a program record in K12.ProgramInfo.KS.KANServData (EPC_KS_KAN_SERV_DATA) where the date range of the program record (IEP Date-End Date) includes the Fall Snapshot Date and the Primary Disability Code (State Code (Alt Code 2)) is equal to “GI.”





Maryland

Category How Maryland stores this data for an individual student

Students who are LEP In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists, student is LEP.


In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Program Code (State Code (Alt Code 2)) is CBE, POE, SEN, SEI, or PI/PO, student is in an LEP Program.


Check for a program record in K12.StateReportingInfo.SRCStuSped (EPC_SRC_STU_SPED) where the date range of the program record (Enter Date-Leave Date) includes the Fall Snapshot Date and the Primary Disability Code is not null.


Look at StudentSchoolYear.Access504 for the school being submitted for CRDC totals (one year prior to focus year). If the State Code (Alt Code 2) value is “Y,” the student should be counted toward the Section 504 totals.


A Need Definition with state code “GATE” must exist and the student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition whose date range contains the Fall Snapshot Date.

Note: Washington County Public Schools stores the GATE data in a UD Student option called ‘Magnet’. An SQL script is needed to transfer the data to Student Needs before running CRDC.





Michigan

Category How Michigan stores this data for an individual student

Students who are LEP In ELL History (EPC_STU_PGM_ELL_HIS), there must be at least one student record whose date range includes the Fall Snapshot Date.


In ELL History (EPC_STU_PGM_ELL_HIS), there must be at least one student record whose date range includes the Fall Snapshot Date and the Program Code (State Code (Alt Code 2)) is 05, 06, 07, 08, 09, 10, 11, 12, 13, or 14.


Check for a program record in K12.ProgramInfo.MI.StudentSPED (EPC_MI_STU_SPED) where the date range of the program record (IEP Date-Exit Date) includes the Fall Snapshot Date and the Primary Disability Code is not null.


A Need Definition with state code “9210” or Program State Code of “9210” must exist and the student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to the above Need Definition whose date range contains the Fall Snapshot Date.


Check that the student has a record in Student Gate History (EPC_STU_PGM_GAT_HIS) whose date range contains the Fall Snapshot Date and that the Alt Code 3 value of the GATE Code is equal to ‘X’.

Note: Michigan does not track gifted/talented students for state reporting, so the above method can be used to report gifted/talented students to CRDC.





Minnesota

Category How Minnesota stores this data for an individual student

Students who are LEP On the Minnesota Student view (previous school year), look at the “LEP” option on the MARSS tab. If it is checked, the student is LEP.


On the Minnesota Student view (previous school year), look at the “LEP” option on the MARSS tab and the “LEP Begin Date” property. If the option is checked and the LEP Begin Date is less than or equal to the Fall Snapshot Data the student is in a LEP program.


On the Minnesota Student view, MARSS tab (previous school year), the “Prime Dis” property in the “MARSS Enrollment Segments” section must have a value of 01-18.


On the Minnesota Student view, MARSS tab (previous school year), the “Prime Dis” property in the “MARSS Enrollment Segments” section must have a value of 54.


On the Minnesota Student view (previous school year), look at the “Gifted/Talented” option on the MARSS tab. If it is checked, the student is in a gifted and talented program.





Nebraska

Category How Nebraska stores this data for an individual student

Students who are LEP

In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Language Ability (State Code (Alt Code 2)) is LEP or LRS, the student is LEP.


In ELL History (EPC_STU_PGM_ELL_HIS), look at the most recent student record (if any) where the date range includes the Fall Snapshot Date. If one exists and the Language Ability (State Code (Alt Code 2)) is LEP, the student is enrolled in an LEP Program.


Check for a program record in K12.NE.NESpedStudent (EPC_NE_STU_SPED) where the date range of the program record (Sped Entry Date-Sped Exit Date) includes the Fall Snapshot Date, the School Year is the previous school year, the Snapshot Type is “October,” and the Primary Disability Code is not null.


In Student Accommodation Plan (EPC_STU_ACC_PLN), check for a program record whose date range includes the Fall Snapshot Date and the Plan Code (State Code (Alt Code 2)) is “504.”


Check that the student has a record in Student Gate History (EPC_STU_PGM_GAT_HIS) whose date range contains the Fall Snapshot Date and that the State Code (Alt Code 2) value of the GATE Code is equal to “G” or “HG.”


A Need Definition must exist with a state code of “GED.” Student must have at least one program record in Student Needs (EPC_STU_PGM_MSC_HIS) linked to th

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