OCR Civil Rights Data Collection Checklist

1.

Make sure your eSchoolPlus environment is changed to the prior school year of the current submission year.

2.

Verify that the Grade List on the Building Configuration Preferences panel is populated for every building you will include in the OCR data collection. This data is not stored by school year.

3.

Update the Grades List Validation Table with Federal Equivalency Codes for your district's grade levels that are in the data collection. Ensure that the Federal codes you enter match the values listed in Federal Code Equivalent Grade Levels for OCR. This data is not stored by school year.

4.

Update the fields on the Federal Course Information page for courses that must be included in the OCR data collection. 

To load values to the Course Catalog, use the menu path Administration > Utilities > Mass Entry & Update > Copy Setups. Select the Copy Course Catalog checkbox. Then, use the menu path Scheduling > Utilities > Setup Utilities > Copy Course Catalog District-Defined to Master Schedule to copy the values to the Master Schedule.

Be careful to enter values for the codes exactly as they appear in the list in Federal Course Values.

Note that for 2020-21 reporting, you associate the newly added course types with the appropriate Master Schedule course-sections.

5.

Verify that the course information has been updated correctly. Check that the required courses were not missed and that the Federal Course Information was not added for other courses mistakenly. Use the menu path Scheduling > Courses > Course Sections > Master Schedule to define a search for Federal Course Information data to check that expected Master Schedule records are returned.

6.

Optional: Use the menu path Administration > Utilities > Mass Entry & Update > Copy Setups. Select the OCR District Setup checkbox to copy the OCR District Setup from prior submission to current submission and to copy the OCR Building Setup from prior submission to current submission for each building that must be reported..

Keep in mind that if you copy setups from prior years, then fields will display values from prior year reporting. It may be easier to keep track of the entered data if the values are initially blank for current submission year.

7.

Enter required district data using the menu path Regulatory > Civil Rights Data Collection > Setup > OCR District Setup. 

• Discipline panel information is required to calculate data related to harassment and bullying, suspension and expulsion, seclusion and restraint, and so on.
• Testing panel information is used to calculate counts for SAT and ACT, and AP Tests taken.

8.

If you will use the Flat File submission option or wish to have building information print on the School Form report, use the menu path Regulatory > Civil Rights Data Collection > Setup > OCR Building Setup.

• Use the Miscellaneous panel and Expenditures, Offenses, Justice Facility, and Internet Access panel to record School Form values that are not calculated from data elsewhere in eSchoolPlus.
• Counts for Interscholastic Athletics may be entered here only.
• Select the method to use to determine if a course was passed for schools that offer Algebra I.

9.

Set up and review the filters defined for the student groups that will be used to select students to process for the OCR Reports. Select from the menu path Administration > Registration Setup > Setup > Student Group Definitions.

Make sure to enter criteria for the OCR_Exclude group. If no filter is defined, all students will be excluded.

10.

Select from the menu path Regulatory > Civil Rights Data Collection > Reports > OCR Summary, enter district GED counts for question HSEE-2, if applicable, and any building counts that cannot be calculated by the software. 

Ensure that the Override checkbox is selected for each value you manually enter.

11.

Select from the menu path Regulatory > Civil Rights Data Collection > Reports > Run OCR Reports to calculate data and generate files. 

You must run the option separately for each secondary school (high school with scheduled courses).

To calculate totals, run with the Generate Report/Flat File Only checkbox not selected.

12.

Verify counts using the following menu path options:

• Regulatory > Civil Rights Data Collection > Reports > OCR Student Search
• Regulatory > Civil Rights Data Collection > Reports > OCR Summary
• Regulatory > Civil Rights Data Collection > Setup > OCR Building Setup – Calculated Non-Student Data panel

13.

If counts must be updated manually, select the menu path Regulatory > Civil Rights Data Collection > Reports > OCR Summary. Ensure that the Override checkbox is selected for each value you enter to prevent overwriting by a subsequent run of the OCR Report.