There is quite a bit of background logic built into a tool of this size. We wanted to make sure you had a place to search for answers. Please note that we will make updates to the FAQ as often as needed. You will have 75 days from the opening of your state’s window to gather and submit all the required data. Please reach out to help@illuminateed.com or your Implementation Manager with any questions.
For the submission window opening in February of 2017 states have been staggered as shown below:
You have two options for inputting and storing your credential information in Illuminate.
a) You can manually update the credential information by going to Admin Cog Wheel > User Management > Actions > Edit User. Once there, you can edit the credentials tab by selecting Credentials.
Once you have selected the Credentials page, you will want to Add a New Credential, a pop up should appear (if not, check your popup blocker) and you can fill in the required fields.
Keep in mind that the drop downs are code managed, so if you need something that is not listed in a drop down, speak with your System Admin about adding additional options to the code table.
Click Save Changes, and move on to the next user.
b) You can populate the CRDC Credential Import file and submit that completed file to help@illuminateed.com for our database specialists to upload into your instance. Please keep in mind that the earlier that you can make this request the better as most of the country will be making similar requests.
According to the Office of Civil Rights, in order for a high school equivalency program to be counted there must a few rules in place. First, the program has to be paid for by the district. Second, students must be enrolled in courses that are designated as high school equivalency exam preparatory classes. Finally, the student must receive a graduation status on their Student Demographic page, that is equivalent to graduating with a GED or similar diploma.
This is a link to a very clear document provided by the OCR that will help you convert an excel file to a .csv file: https://crdc.grads360.org/services/PDCService.svc/GetPDCDocumentFile?fileId=23773
The file must be saved as a CSV file. The upload file must be a CSV file. Text files and Excel files will not be recognized by the system.
Any file other than a CSV file will not upload and will receive the following error: “Checking error: File name extension should be “.csv” for data files”.
If you did not add an NCES code to your organization and school sites in Site Management, you will not have choices to make on the Extract pages.
Graphic Explanation - https://crdc.grads360.org/services/PDCService.svc/GetPDCDocumentFile?fileId=23312
LEA File:
LEA-Level Students and Characteristics > uses 10/1 (Fall Snapshot)
LEA-Level Early Learning, Pre-School, and Kindergarten > uses 10/1 (Fall Snapshot)
Distance Education > uses all school year
High School Equivalency Exam Prep Programs > uses all year
School File:
School Characteristics > Fall Snapshot
Student Enrollment > Fall Snapshot
Classes, Course Enrollment, and Program Enrollment >
uses 10/1 (Fall Snapshot) in cases where there is regular scheduling (i.e. a course is multi-term and run the whole school year).
uses 3/1 (Spring Snapshot) in cases where there is block scheduling and a course can be taken in one term (i.e. 1 semester long course).
Note: If a user were to provide both "Fall Snapshot" and "Spring Snapshot" date due to block scheduling, the rule for the count is as follows:
"Unless otherwise noted, for schools with block scheduling that allows a full-year course to be taken in one semester, count should be based on the sum of a count taken on October 1 (or the closest school day to October 1) in the first block, and around March 1 in the second block."
Note: Throughout the spec for this section the CRDC does NOT want courses that are independent study to count in any counts.
Algebra I Passing > uses all year
Chronic Absenteeism > uses all year
Student Discipline > uses all year
Offenses > uses all year
Harassment > uses all year
Restraint + Seclusion > uses all year
Report a cumulative count for the period beginning at the start of the regular school year and ending one day prior to the start of the following regular school year.
Student Retention > uses all year + summer extension
National Assessments (SAT, ACT, AP) > uses all year + summer extension
The OCR suggests 10/01/2015 and 03/01/2016 as snapshot days for the 2015-2016 submission window.
The organizational structure of the charter school will affect who is responsible for reporting the data. Independently operated charter schools must report as both an LEA and a school. Charters that are operated under the jurisdiction of an LEA or charter management organization should be included as a school within that agency or organization.
YES, all public schools that were open during the 15-16 school year must submit data for the 15-16 school year.
There are certain sections of the CRDC that require information for courses, that information is requested in both Spring and Fall, but there is no data in the LEA population that is time dependent.
The CRDC is the short name for the federally required Civil Rights Data Collection report that is mandatory for all public schools (schools that receive federal/state funding to operate).
In February of 2014 The Office of Civil Rights got the approval to require every public school to submit data to the OCR with regards to LEA (local Education Agency) and schools within the LEA.
If you have a question about how the Illuminate tool is collecting data (the logic behind the query), or how the tool itself works please reach out to help@illuminateed.com.
For Additional information about submitting the CRDC, please reach out to the CRDC Resource Center, via the information above.
For additional information about the CRDC, please reach out to the OCR at: ocrdata@ed.gov.
We have made a change to the query so that only tests that were taken in the 2015-2016 school years will be counted. No double counting tests previously taken.
EL logic changed so that if a student is currently identified with an English Proficiency Code of English Learner (EL) OR was RFEP’d (based on reclassification date on the Language Details page) after fall census date then the student will be counted as an EL/ LEP student.
1.) The student has to have enrollment at a site for specified academic year.
2.) Outer site's state school ID must match the "internal" site's state school ID.
3.) Transfer course's academic year must match specified academic year.
The tool that takes into account the fact that the courses will pull from any active or inactive courses from the course catalog.
Transitional Kindergarten or TK is counted as part of Kindergarten for CRDC. Currently, it is not defined how to treat TK specifically. CA or other states may define TK as its own grade level, which is state-specific.
The tool is using or bucketing TK and Kindergarten together, with the available federal grade level categories.
CRDC already granted an automatic 2-week extension to all states from the original deadlines for submission. The window is now closed. If you need more time, you will need to file for an extension with the Civil Rights Data Collection for more time.
You can visit https://crdc.grads360.org/#program for more details, resources, and contact information for the CRDC and PSC Support Center.
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