The Civil Rights Data Collection (CRDC) is a biennial (i.e., every other school year) survey of public schools required by United States Department of Education Office for Civil Rights (OCR). The CRDC collects data on leading civil rights indicators related to access and barriers to educational opportunity at the early childhood through grade 12. Data is collected from every public local educational agencies (LEA) and campus. For more information, visit the OCR Civil Rights Data Collection website at http://crdc.ed.gov.
ASCENDER OCR is a reporting system that enables districts to provide the federally mandated information to the OCR.
ASCENDER OCR provides support for the collection and flat file submission for School Form Part 1 and School Form Part 2.
NOTE: LEA Form Part 1 and LEA Form Part 2 are not supported in ASCENDER OCR and must be completed through the OCR website.
NOTE: The CRDC has not posted the 2023-2024 changes. For more information, visit the U.S. Department of Education website at https://www2.ed.gov/about/offices/list/ocr/data.html.
IMPORTANT: Each LEA will have unique situations. Some of the dates, images, and examples provided in this document are for informational and instructional purposes only and may not completely represent your LEA's process.
WARNING: The Create OCR File utility creates a CSV file. If you open the file in Microsoft Excel, some data is changed in the conversion. Therefore, DO NOT SUBMIT a file that was opened in Excel; only submit the original CSV file.
Data should only be edited from within the OCR program. If you must edit data outside the OCR program (not recommended), use Notepad.exe or a similar text editor.
❏ Verify options.
❏ Extract the data.
❏ Modify extracted data for each campus as needed.
❏ Create the OCR file.
❏ View reports.
This page allows you to set the school year for the application and the as-of date for the district’s OCR reporting.
Submission Year |
Type the ending year of the submission year. |
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As-of Date |
Type the as-of date for OCR reporting. |
LEA 7 Digit NCES ID Code | Type the district’s seven-digit National Center for Education Statistics (NCES) code, which can be located using https://nces.ed.gov/globallocator/. |
❏ Click Save.
OCR > Extracts > Perform Extract
This page allows you to extract School Part 1 and School Part 2 data for a specified campus or all campuses.
Campus ID | Type the campus ID for which to extract data, or leave blank to extract data for all campuses. |
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(Optional) Type the email address where you would like to receive email notification when the extract has completed. |
❏ Click Extract.
A warning message is displayed indicating that the selected data will be extracted.
WARNING: ALL data will be deleted and re-extracted.
❏ Click OK.
If you entered an email address, you will receive an email message when the extract is completed. Or, you can monitor the status as described in the next step.
OCR > Extracts > Extract Status
This page displays a list of submitted extracts by campus and extract type.
Campus ID | Type the campus ID for which to view extract status, or leave blank to view the extract status for all campuses. |
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❏ Click Retrieve. A list of extracts is displayed according to your selections.
Clicking an underlined column heading will sort the grid in ascending order by that column. Click it again to sort in descending order.
Click |< to go to the first page of the report or list.
Click < to go back one page.
Click >| to go forward one page.
Click > to go to the last page.
Click V to select the page number you want to view in the report or list.
Job Status | The column indicates if the job is still in progress or completed. |
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Job Type | The column indicates if you selected to extract all types or a particular type. |
The maintenance pages allow you to view and update extracted data as needed. Questions on the OCR Maintenance pages exactly match the questions in the CRDC school- and LEA-level survey forms, making it easy for you to find additional information for each question.
There are three maintenance pages:
Campus ID |
Using the dropdown menu, select the campus for which to retrieve data. |
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❏ Click Retrieve.
❏ Click New Campus. You are prompted to confirm that you want to create the campus.
❏ Click OK. The maintenance page for the new campus is displayed.
NOTE: If you add the campus for one Part 1, it is automatically added to Part 2 as well.
❏ Click a link on the left side of the page. The associated question(s) are retrieved to the right side of the page.
The School Information link displays the data from the Options page for the selected campus.
Below the School Information link, tables are listed in the MMMM-XY format, where:
For example, the first question in the first table in the Courses & Classes module is labeled COUR-1a.
NOTE: Any table marked with an * is not extracted from ASCENDER.
A question may have multiple parts. By default, the first part is displayed (i.e., expanded), and additional parts are collapsed.
❏ For each question and its tables, add data as needed.
NOTES:
❏ Click Save.
Delete Campus |
Click Delete Campus if you need to delete all extracted and/or updated records (all parts) for the displayed campus. |
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OCR > Utilities > Create OCR File
This utility allows you to create files by campus, or one file for all campuses, for federal reporting. The file for submission contains all data in one file; however, you can generate an individual file for each part for review.
Select Campus | Select the campus for which to create the OCR file. Or select All to create a file with data for all campuses. |
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Select Part | Select Part 1 (for review only) or Part 2 (for review only) to review the extracted data in Part 1 or Part 2. A CSV file is downloaded according to your browser settings. This data is for review only. The 2021-2022 submission has a consolidated layout and must be submitted in one file. Select Combined File for Submission to generate the consolidated file that can be submitted to the CRDC. |
Unique File Identifier | Type a unique seven-character identifier for the file. This identifier will be part of the file name that is created by this utility. |
❏ Click Execute.
The file is created and downloaded according to your browser settings.
WARNING: The Create OCR File utility creates a CSV file. If you open the file in Microsoft Excel, some data is changed in the conversion. Therefore, DO NOT SUBMIT a file that was opened in Excel; only submit the original CSV file.
Data should only be edited from within the OCR program. If you must edit data outside the OCR program (not recommended), use Notepad.exe or a similar text editor.
The OCR Reports page allows you to view and print reports of the OCR data for Part 1 or Part 2 by campus. The reports contain all extracted data for every question and table within each module.
❏ Click the report title to view the report parameter page.
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