OCR District Setup
The OCR District Setup page (menu path: select Regulatory from the main menu, select Civil Rights Data Collection submenu, select Setup, and then select OCR District Setup) allows to define the district data required to run the OCR Report.
In the eSchoolPlus banner, confirm you are running the software in the prior year's environment.
Setup Pane
The following fields at the top of the OCR District Setup page will be used by the Run OCR Reports option to calculate aggregate information for the report.
Fields | Description |
|---|---|
District | This is the local code and description for your reporting school district or LEA (local education agency). |
Federal District Code | Enter the 7-digit LEA ID as provided by the US Department of Education (ED). Include all leading zeroes, if applicable, for your District. |
E/W Date to Sample Enrollment | Enter the date for which enrollment totals will be calculated. This must be a date between September 27 and December 31 inclusive. This date will also be used to calculate enrollment for courses. Note that if your district uses block scheduling that allows a full-year course to be taken in one semester, the Second Semester Data field will be used as the date to calculate for second-semester courses. |
IDEA Date for Disabilities | Enter the IDEA child count date for your district. This date will calculate enrollment totals related to students with disabilities rows. |
Second Semester Date | If your district uses block scheduling that allows a full-year course to be taken in one semester; the Second Semester Date field will be used as the date to calculate for second-semester courses. Enter the date to calculate enrollment for courses that meet only in the second semester. Enter a date that is in the second semester but is before March 1. If you only have year-long courses, the Second Semester Date can be the same as the E/W date to sample Enrollment value. |
School Year Start Date | The Start Date should be the earliest first day of school in the district for the school year you are reporting. Note that these date fields determine the records to include in report counts. For example, the Discipline counts will include incidents with an incident date in the desired date range. |
School Year End Date | The End Date should be the latest last day of school in the district for the school year you are reporting. Note that these date fields determine the records to include in report counts. For example, the Discipline counts will include incidents with an incident date in the desired date range. |
Report Nonbinary Student Counts | Select to provide counts of nonbinary students who do not identify exclusively as male or female. Nonbinary is required for schools that report classifying students as nonbinary in their enrollment records. Nonbinary does not refer to a transgender student who identifies exclusively as either male or female. The OCR CRDC reports and OCR Summary page will disaggregate student counts into a third gender column, Nonbinary. If the checkbox is not selected, the reports and page will continue to only show columns for Male and Female counts. |
Determine Student Gender | Select the student gender to be provided in the Nonbinary Student Counts record. The three options are taken from the Registration and Personal pages:
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For districts using block scheduling, if your district has courses that do not fall on the E/W Date to Sample Enrollment, these courses will not be included in the calculations when running the OCR Report. To include these courses, follow these steps:
1. Change the date in the E/W Date to Sample Enrollment field to the date on which the courses are active.
2. Run the OCR Report and get the counts for the courses.
3. Revert the date in the E/W Date to Sample Enrollment field to the required date for the OCR Report (refer to the table above).
4. Rerun the OCR Report and get the new counts for the courses.
5. Add the counts obtained in Step 2 to the counts obtained in Step 4 for the courses
6. On the OCR Building Setup page, mention the counts from Step 5 against the courses to override the counts.
7. Rerun the OCR Report to obtain the overridden counts in the school form.
These steps can also be followed for the courses that do not fall on the Second Semester date.
Transfer to Alternative School Pane
Fields | Description |
|---|---|
Students (K-12) who were transferred for disciplinary reasons using | Select one of the following options:
This pertains to the following fields in the CRDC School form's Student Discipline (DISC) module:
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Miscellaneous Pane
Only data that can be included in the flat file are included here.
Fields | Description |
|---|---|
SSPR-1: Total public school membership of this LEA (include students served in non-LEA facilities): | Overall student enrollment count for the LEA. Include students who are the LEA's responsibility, served in LEA and non-LEA facilities. Only include private school students if the LEA placed them to provide free appropriate public education. Include preschool students and grades K-12 (or the ungraded equivalent) who were enrolled in the LEA and served in LEA facilities, non-LEA facilities, or some combination of these facilities. |
SSPR-2: Number of Students (PS through grade 12) enrolled in LEA and served in non-LEA facilities only | Non-LEA facilities may be public or private. |
SSPR-3: Total number of public schools in the LEA: | Enter the number of public schools. |
SSPR-4: Early Childhood Program Indicator | Select if applicable. |
SSPR-5: Early Childhood Program for Non-IDEA Children | Select if applicable. Optional for 2021-22 reporting. |
Early Childhood Program for Non-IDEA Children | Select if applicable. Optional for 2021-22 reporting. |
SSPR-6 Preschool Program Provided by the LEA | Select if applicable. |
SSPR-7: Full-day preschool - no charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-7: Full-day preschool - partial or full charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-7: Part-day preschool - no charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-7: Part-day preschool - partial or full charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-8: Preschool Eligibility - All Children | Select if applicable. Optional for 2021-22 reporting. |
SSPR-9: Preschool Eligibility - IDEA | Select if applicable. Optional for 2021-22 reporting. |
SSPR-9: Preschool Eligibility - Title I | Select if applicable. Optional for 2021-22 reporting. |
SSPR-9: Preschool Eligibility - Low Income | Select if applicable. Optional for 2021-22 reporting. |
SSPR-10: Number of Prekindergarten Students Aged 3 | Enter the number of students. |
SSPR-10: Number of Prekindergarten Students Aged 4 | Enter the number of students. |
SSPR-10: Number of Prekindergarten Students Aged 5 | Enter the number of students. |
SSPR-11: Preschool Age 3 - Non-IDEA Children | Select if applicable. Optional for 2021-22 reporting. |
SSPR-11: Preschool Age 4 - Non-IDEA Children | Select if applicable. Optional for 2021-22 reporting. |
SSPR-11: Preschool Age 5 - Non-IDEA Children | Select if applicable. Optional for 2021-22 reporting. |
SSPR-12. Kindergarten Program Indicator | Select if applicable. Optional for 2021-22 reporting. |
SSPR-13: Full-day kindergarten - no charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-13: Full-day kindergarten - partial or full charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-13: Part-day kindergarten - no charge | Select if applicable. Optional for 2021-22 reporting. |
SSPR-13: Part-day kindergarten - partial or full charge | Select if applicable. Optional for 2021-22 reporting. |
CRCO-1,2: Has LEA appointed an employee to coordinate efforts to comply with and carry out its responsibilities under a federal law prohibiting discrimination against students and others on the following bases? | Enter staff information (Staff ID and Staff Name) for each Basis field:
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CRCO-3: Is the LEA covered by a desegregation order or plan? | Selected if Yes. Clear the checkbox if No. |
HSEE-1: Did the LEA operate a High School Equivalency preparation program for students aged 16-19? | Selected if Yes. Clear the checkbox if No. |
HIBD-1: Does the LEA have a written policy or policies prohibiting discriminatory harassment or bullying of students on the basis of sex, race/color/national origin, and disability? | Selected if applicable. |
HIBD-3: LEA Harassment or Bullying Weblink: | If applicable, enter the URL for the written policy. |
HIBD-5, 6: Harassment or Bullying Policy Indicator - Sexual Orientation | Select if applicable. Optional for 2021-22 reporting. |
HIBD-5,6: Harassment or Bullying Policy Indicator - Gender Identity | Select if applicable. Optional for 2021-22 reporting. |
HIBD-5,6: Harassment or Bullying Policy Indicator - Religion | Select if applicable. Optional for 2021-22 reporting. |
The Headcount Statistics page (menu path: select Registration from the main menu, select Entry & Reports submenu, select Reports, and then select Headcount Statistics) can be used to calculate the totals for the Total public school membership of the LEA, and the Total number of students served in the LEA's schools. When you run the report, use the snapshot date.
Discipline Pane
Data on the Discipline pane is required to calculate Harassment and Bullying counts from eSchoolPlus Interventions data. Map your local discipline Action Codes and, if needed, offense categories to the appropriate OCR category. For harassment categories, map local Incident Codes and Incident Category Codes as appropriate. You can select multiple codes.
For counts reported based on actions, the Run OCR Reports option counts the number of times the action is assigned, not the number of days or duration of the action.
For total Students Reported as Harassed or Bullied, the Run OCR Reports option calculates the total count only if your district policy is to enter victim information for these types of incidents. Otherwise, the total count must be entered using the OCR Summary.
Discipline panel to calculate Harassment and Bullying counts from eSchoolPlus Interventions data
Testing Pane
Data on the Testing pane is required to calculate counts for SAT, ACT, and AP tests from eSchoolPlus Test Score data. Specify the test definitions that represent these tests.
To add another test definition for a test, click Add on each row.
Testing panel to calculate counts for SAT, ACT, and AP tests from eSchoolPlus Test Score data
Click in the Testing pane and use the arrow keys to scroll horizontally.
AP Tests must include the Subtest and Score Code so that the OCR Reports can determine if students passed the test.
For SAT and ACT, you only need to specify the test code, form, and level. The Run OCR Reports calculation will count the SAT and ACT tests with a test date that falls within the school year as specified in the Setup panel School Year Start Date and School Year End Date fields. Even if a test is taken outside this date range, you should record the test with a test date in the range.
You can enter the Subtest and Source Code for the SAT and ACT scores in the Testing pane on the OCR District Setup page. Subtest and Source Code are optional for the ACT and SAT scores. If Subtest and Source Code are left blank for the ACT and SAT, all the students who took the SAT and ACT tests are considered and shown in the OCR Reports. If Subtest and Source Code are selected, only those students who took that Subtest will be processed in the OCR Reports calculation.
To show subtest scores on an administrator dashboard, select the Subtests and Scores pane on the Test Definition Setup page; and in the Score Information pane, click the Edit record (pencil icon) to open the subtest Score Definition details. Select the Display checkbox to add the value in the Source Code drop-down list on the OCR District Setup page. Note that the disabled Display checkbox is only for quick reference and is not intended to be editable.