#1
Q:  If the dates of the ACT assessment do not fall in the CRDC 2017-2018 year, will the logic ignore those dates?
A:  Yes, if the test date (month and year) does not fall between 0817 and 0718 (August 2017 – July 2018), the results will be ignored.

Accepted Date Ranges:

• ACT – Test Date (MMYY) 0817 – 0718
• SAT – Admin Assessment Date 2017-08-01 – 2018-07-31
• AP – Admin Year 2018

#2
Q:  My AP file doesn’t seem to be loading correctly.
A:  We were made aware of some issues in the AP file that caused the data to be contained in a single column rather than parsed out.  We have now made accommodations for this, so if you will simply download the file from AP and upload it straight to the File Center without opening the file, changing the extension, etc., it should load properly.

#1
Q:  How do I get my campus 999999001 removed from the CRDC area?
A:  We pull our information from the NCES school list table download

1. Ensure that the campus has been removed from the Federal NCES list:  https://nces.ed.gov/ccd/schoolsearch/
2. If the school still displays in the list, please contact the Partner Support Center at 855-255-6901 or crdc@aemcorp.com to ask for removal before we can remove it from our CRDC reporting.
3. If the school does not display, please send a screen shot via a ticket submission with a list of the schools in your CRDC site which show the campus no longer appearing. We have found some districts where the NCES table has not been updated. Please include the NCES number and the county/district/campus number in the ticket.

#2
Q: How do I get my campus  999999001 added to the CRDC area?
A:  We pull our information from the NCES school list table download

1. Ensure that the campus has been added to the Federal NCES list:  https://nces.ed.gov/ccd/schoolsearch/
2. If the school does not display in the list, please contact the Partner Support Center at 855-255-6901 or crdc@aemcorp.com to ask for the addition before we can add it to our CRDC reporting.
3. If the school does display, please send a screen shot via a ticket submission with a list of the schools in your CRDC site which show the campus. We have found some districts where the NCES table has not been updated. Please include the NCES number and the county/district/campus number in the ticket.

#1
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 guiding questions have been answered first
   The SCHR-1 question is crucial! 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:

#2
Q:  SECR-1- Our security staff are not employed by our district. Can we make up the staff id numbers in the file uploads #2 and #3 to update the two questions?
A:  No, you cannot make up staff id numbers. 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 flat file or simply straight into the federal CRDC site.

#3
Q:  We don’t see the Internet access and devices questions.  How do we update these?
A:  Since these are optional questions for this submission and would simply be edit questions rather than pulling data, we did not include them.  However, we did create an INET template where you can update the information or update straight in the federal CRDC site.

Added 2/28/19
#4
Q:  Should I wait until we upload from OnDataSuite into the CRDC submission 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 flat file extract has a blank for the particular element, it will not overwrite data in the CRDC submission tool. Any other value will overwrite data in the CRDC submission tool.  The example question listed above will have a zero in the flat file extract, so if it remains a zero, it will overwrite the data in the CRDC submission tool with zeroes. If the zeroes are removed in the flat file extract so that there are blanks in the field, it will not overwrite the data already in the CRDC submission tool.

Added 3/5/2019
#5
Q:  After uploading my file to CRDC we are getting errors on SCHR-3. It is uploaded as No and it needs to be NA.
A:  These errors should be warnings. We follow the flat file specifications which do not have NA in the elements, and there is no way to predict when a question should have NA versus a No, zero, or blank. This appears to be an online feature. Since these are warnings, they can be ignored.

Added 3/6/2019
#6
Q:  My EXPD-1, EXPD-3, and EXPD-4 questions have lower amounts than expected.  Can you please explain?
A:  A frequent explanation for this circumstance is due to the exclusion of special education expenditures in the state and local funds questions.  These expenditures are included in the questions pertaining to federal, state and local funds (EXPD-2, EXPD-5, EXPD-8).

Added 3/6/2019
#7
Q:  Our Algebra I students don’t have counts in questions COUR-3a, COUR-3b, COUR-4a, and COUR-4b at one middle school, but the other middle schools look fine.  Why are our counts missing?
A:  We are finding issues with some data files where the Algebra I service id was only stored in the studentsectionassociation complex type and was not marked as completed (course completion indicator-e1068 = 0) for the second part of the course (course sequence code-e0948 = 2). Therefore, the second half was completely missing from the 43415-CourseTranscriptExtension complex type.  So far, this has only affected middle schools.

We can add hardcoding to specifically pull a particular campus’ Algebra I results from the studentsectionassocation complex instead of the coursetranscriptextension complex.  Please submit a ticket with the campus number that is having the issue.

Added 4/1/2019
#8
Q:  OFFN-1 – Number of Incidents: Shouldn’t this data populate automatically from the PEIMS data?
A: There is not a definitive way to apply the disciplinary action reason codes to the different columns for this question. Some reasons:

• PEIMS does not have an action reason code specifically for rape, so we would not know if the sexual assault action reasons should go under rape or sexual assault.
• PEIMS doesn’t indicate with any type of disciplinary code “with weapon”, “without weapon”, or “with firearm or explosive device”, so that eliminates the majority of the columns.
• PEIMS does not differentiate a threat from an actual physical attack.
• In the last column, we could pull a firearm, but the definition also includes an explosive device which has no specific action reason code. We don’t want to put in a number where all of the information might not be pulled.

Until PEIMS starts collecting these specific pieces of information, the question will have to remain an edit question.

Added 4/8/2019
#9
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, so we have to decide where the 3 years should count, preschool or not at all in the school form and added to the Early Education ages 0-2 at the LEA/District level which we currently don’t create. After surveying districts, the consensus was to have the 2 year olds in the Early Education area and the 3 year olds in the preschool area.

The instructions say that they have to be the age as of the snapshot date, so you could interpret that to be either age ON snapshot or AS OF snapshot which using the September 1st date guarantees.

If you want to change the figures because of a different interpretation, you can do that in the flat file 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.

Added 4/8/2019
#10
Q: For questions EXPD 1-5 and 8 how are you meeting the full year requirements since the information is based on fall snapshot finance information?
A: The CRDC instructions state “Report data based on the 12-month fiscal school year, as defined by the LEA.” When districts report fall PEIMS, they are not just reporting payroll data for the month of October or from when their calendar starts to last day in October, they are reporting annual salaries. Therefore, districts are defining their 12 month fiscal year based on this information. Another consideration, since role IDs are only reported in the fall and can change throughout the year, it might be difficult for personnel to attribute payroll amounts to particular role ids at the end of the year.

If you want to change the figures because of a different interpretation, you can do that in the flat file extract or in the USDE CRDC submission tool.

Added 2/28/2019
#1
Q:  I have made some changes to my flat file extract, and when I try to upload to the CRDC submission tool, it is trying to load some strange numbers with a + sign and won’t load my data.
A:  If you open the flat file extract and don’t just store and upload it straight 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 flat file 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 USDE CRDC submission tool without any issues.

You only have to do this if you open up the flat 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

#1
Q:  STAF-3 Teacher Absenteeism File #16 – Is this all teachers who were absent 17-18? Or is there a certain number of absences to go by?
A:  Create the file for those teachers who were absent more than 10 cumulative school days during the regular school year (11+).

#1
Q:  What is the layout in order to upload the Section 504 Student List for CRDC?
A:  The Section 504 layout is a single field in a CSV file with either the student’s social security number (with or without dashes), tx Unique ID, or local ID (least preferred). It should be every student who was in 504 at some point during the 2017-2018 school year.
Page 7 of the OnDataSuite CRDC instructions has further information along with a sample:
2017-2018 CRDC Session #2

#2
Q:  How do I see if all of my Section 504 students loaded to OnDataSuite?
A:  The 2017-2018 Summer Cumulative Information Dashboard contains the Section 504 students loaded to the file center under the Other Student Information area. Click on the total to review the list of students.