Prerequisites:

Checklist Overview:

• Set district options.

  
  OCR > Options
  
  

  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. The submission year must be a year prior to the current school year. The year is used by all OCR maintenance pages and applicable reports to populate edit tables and drop-down lists.
  As-of Date	Type the as-of date for OCR reporting. The OCR states that the closest school day to October 1 should be used. However, some districts use the PEIMS as-of date for convenience.
  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.

  
  
  

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• Perform the extract.

  
  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.
  Email	(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.
  
  

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• View extract status.

  
  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.

  
  ❏ Click Retrieve. A list of extracts is displayed according to your selections.
  
  

  • You can re-sort the grid by clicking an underlined column heading.

    Clicking an underlined column heading will sort the grid in ascending order by that column. Click it again to sort in descending order.

  • If there are multiple pages, page through the list.

    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.
  Job Type	The column indicates if you selected to extract all types or a particular type.

  
  
  

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• Modify extracted data as needed.

  
  

  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:

  • OCR > Maintenance > School Part 1 - Enrollment and placement data
  • OCR > Maintenance > School Part 2 > Exam, Staff, and Retention - Cumulative and end-of-year exam, staff, and retention data
  • OCR > Maintenance > School Part 2 > Discipline - Cumulative and end-of-year data discipline data

  
  

  
  

  Campus ID	Using the dropdown menu, select the campus for which to retrieve data. Or, to add data for a campus that is not currently listed, type the three-digit campus ID.

  
  ❏ Click Retrieve.
  
  

  • If you selected an existing campus ID, the questions for the selected campus are listed on the left side of the page.
    
    
  • Or, if you typed a campus ID, a message is displayed indicating that the campus does not exist.
    

  ❏ 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:

  • MMMM is the four-character module acronym
  • X is the table number within the module
  • Y is the question number within the table
    

  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.
  
  

  • The (down-pointing) arrow indicates that the question is expanded (i.e., displayed). Click the arrow to hide that question.
    
    
  • The (right-pointing) arrow indicates that the question is collapsed (i.e., hidden). Click the arrow to view that question.
    

  ❏ For each question and its tables, add data as needed.
  
  

  NOTES:
  
  

  • Data for extracted and non-extracted questions can be edited and saved. However, once a new extract is run, data for the extracted questions is replaced with new data, and data for the non-extracted questions remains the same.
    
    
  • If you click a question link, and the question is not displayed on the right side of the page, be aware that the question may be at the bottom of the page, and scrolling is necessary. You can adjust this by maximizing your browser window, or reducing the zoom setting.

  
  
  ❏ Click Save.
  
  

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  Delete Campus	Click Delete Campus if you need to delete all extracted and/or updated records (all parts) for the displayed campus. You are prompted to confirm that you want to delete the campus and its associated data. Click OK.

  
  
  

  
  
  

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• Create file.

  
  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.
  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.

  
  
  

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• Generate reports.

  
  OCR > Reports
  
  

  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.
  
  

  For each report, you must select a campus.
  
  
  
  ❏ Click Run Review.
  
  

  
  
  

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The following items print separately.

• OCR Extract Information Part 1 School Form: Fall Snapshot Data
• OCR Extract Information Part 2 School Form: Exam, Staff, and Retention
• OCR Extract Information Part 2 School Form: Discipline (Suspension, Expulsion, Corporal Punishment)
• Cross Reference between 2015-2016 and 2017-2018