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CRDC FAQ

Q: Why isn’t the value in the LEA form SSPR-1 question the same as the fall snapshot total for the district?

A: Only students ages 3 and older based on 9/1/2020 are included in the ENRL-1 school form question since it starts with “preschool”, not early education. If a student is EE and younger than age 3, they will not be included and therefore will not count in the sum of students for the LEA form SSPR-1 question.


Q: Why isn’t the value in the ENRL-1 school form question the same as the fall snapshot total for the campus?

A: Only students ages 3 and older based on 9/1/2020 are included in the ENRL-1 school form question since it starts with “preschool”, not early education. If a student is EE and younger than age 3, they will not be included. We are including EE students age 3 since there are instances of full day students being served in both PK and EE who are reported with an EE grade level.


Q: Do we need to upload a blank custom data sources file even if we have no data for that question to ensure null/zeroes extract correctly to the CSV files?

A: No, we will extract either nulls or zeroes according to the flat file specifications document provided by OCR.


Q: What date are you using for the Fall Snapshot 2020 date?

A: We are utlizing the PEIMS Fall snapshot date of October 30, 2020. We did receive confirmation in writing from the CRDC Partner Support Center on 11/18/2021 that this is acceptable.


Q: If a student changes campuses during the school year, what is their CRDC campus for reporting?

A:

  • For Fall snapshot, the campus reported on 10/30/2020.
  • For year long questions:
    • COUR – Campus stored in the 40110 Student School Association Extension (usually last campus attended)
    • DISC, ARRS, OFFN, HIBS
      • PEIMS data source – Campus where the incident occurred
      • Custom data source –  Campus in the CSV file upload tied to the PEIMS attendance campus to ensure student attended at least one day at that campus
    • RSTR – Campus in the CSV file upload tied to the PEIMS restraint campus to ensure student had at least one restraint at that campus

Q:  SECR-1- Our security staff are not employed by our district. Can we make up the staff id numbers in the custom data sources file uploads to update the two questions?

A:  No, staff id numbers cannot be made up. If the staff are not contained in your PEIMS fall file submission, we will not be able to calculate the FTEs for the two questions since this would require number of days employed and percent days employed.  In this case, you would need to update the information in the CSV extract file or simply straight into the CRDC data entry tool.


Q:  Should I wait until we upload from OnDataSuite into the CRDC data entry tool before I hand enter the things I know that I will need to hand enter? For example: It would take longer to build a file for our security guards/law enforcement than it would to just enter it.

A:  If the OnDataSuite CSV extract file has a blank for the particular element, it will not overwrite data in the CRDC data entry tool. Any other value will overwrite data in the CRDC data entry tool.  The example listed in the question (SECR-1) will have a zero in the extract, so if it remains a zero, it will overwrite the data in the CRDC data entry tool with zeroes. If the zeroes are removed in the extract so that there are blanks in the field, it will not overwrite the data already in the CRDC data entry tool.


Q:  I have made some changes to my CSV extract, and when I try to upload to the CRDC data entry tool, it is trying to load some strange numbers with a + sign and won’t load my data.

A:  If you open the CSV extract instead of a straight upload to the CRDC site, the NCES number is corrupted. Basically, Excel changes numbers 12 digits or greater to a scientific notation, and once that is saved to a CSV file format, it loses the real number behind the scenes. There is no option to turn this off in Excel.

The solution is once you open the CSV extract in Excel, right click on the NCES number field, change the Format Cells to “Number” for the Category with 0 Decimal places, and click OK. This will convert the equation to the actual NCES number and then you can manipulate the file, save as CSV, and upload to the CRDC data entry tool without any issues.

You only have to do this if you open up the CSV extract file instead of uploading it straight from your downloads folder or wherever you stored it.

If you already opened the file and saved it as a CSV file without the number conversion, the original NCES number cannot be recovered.  You must export the download file again!

The CRDC site has some excellent documents on the issue of converting your NCES number in Excel and saving your file in the CSV format:

Troubleshooting School or LEA IDs Converted by Excel (see Fix #2)
https://crdc.grads360.org/services/PDCService.svc/GetPDCDocumentFile?fileId=33733

How to Convert Excel Files into CSV Files
https://crdc.grads360.org/services/PDCService.svc/GetPDCDocumentFile?fileId=33731


Q: Why are you using the September 1st age for preschool information instead of the snapshot age?

A: We use the September 1st age so that we don’t put a 2 year old in the 3 years of age for preschool when more than likely they are an Early Education student.  We also don’t want to lose students since there isn’t an absolute way to determine preschool based on grade level, so we have to decide where the 3 years should count, preschool or not at all in the school form. We erred on the side of including the 3 year old EE students in the school form.

If you want to change the figures because of a different interpretation, you can do that in the CSV extract or in the USDE CRDC submission tool, but there are many questions that include preschool students, so you might receive warning messages in the tool if the counts don’t match up.


Q:  I am looking at several questions which should show data, but I am only seeing zeroes, blanks, or the orange wording stating that the question will be skipped. Can you please help?

A:  Things to check for data not appearing when it is expected:

  1. Ensure all files have been loaded to the File Center
  2. Ensure all School Form Edit Questions have been answered first
    The SCHR-1 question is crucial for accuracy! It contains grade levels and drives the majority of the questions in CRDC!
  3. Ensure you are on the correct campus.  Use the campus filter to change campuses if necessary:
Updated on 11/24/2021

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