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Collecting Race/Ethnicity Data

Collecting Race/Ethnicity Data. Implications of the new federal requirements for schools . July 2009 Wisconsin Department of Public Instruction. New Federal Requirements. Background Summary of changes The major issues Record retention requirement Timeline Tools and assistance.

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Collecting Race/Ethnicity Data

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  1. Collecting Race/Ethnicity Data Implications of the new federal requirements for schools. July 2009 Wisconsin Department of Public Instruction

  2. New Federal Requirements • Background • Summary of changes • The major issues • Record retention requirement • Timeline • Tools and assistance

  3. Background • OMB – Federal Register Notice (Oct 1997) • ED Final – Federal Register Notice, Vol. 72, No. 202; 10.19.2007 (Oct 18, 2007)

  4. Summary of Changes • Affects all reporting for both student and staff data • Outlines the process districts use for collecting racial and ethnic data • Revises specifications of racial and ethnic categories • Requires either self-identification or identification by district or school staff • Specifies record retention requirements • Revises DPI federal reporting requirements

  5. Timeline When must this be implemented by districts/schools? A two-part question – both parts of which must be answered – must be implemented for fall 2010 enrollments. • DPI highly recommends that the data be collected from all students and staff – not just new enrollees.

  6. The Major Issues • Re-identification • Two-Part question • Identification by district or school.

  7. Re-identification • Districts are strongly encouraged to allow all students and staff to re-identify race and ethnicity • Allows all students and staff to have the same opportunity to respond to the ethnicity and race questions. • Promotes data consistency and comparability within schools, districts, and states.

  8. Re-identification Requires planning, preparation and communication. • How? • Notice sent to parents and staff members • Request response by specific date or information will be assigned by district or school staff. • School must set policy to handle non-respondents • Follow-up calls/contact • Use current data • Race & Ethnicity assigned by school official • When? • Re-identification needs to occur in time for fall 2010 enrollment reporting.

  9. Two-Part Question: Example Note: Both Part A and Part B of the questionmust be answered. Part A: Is this student Hispanic/Latino?(Choose only one) • No, not Hispanic/Latino • Yes, Hispanic/Latino Part B: Is this student: (Choose one or more. You must select at least one.) • American Indian or Alaska Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White

  10. The completion or non-completion of the race/ethnicity question on an enrollment form should never prevent any child from enrolling in a school or district. • For Staff, information is not a condition of employment.

  11. The Two-Part Question • Regulations do not prohibit districts from expanding a racial category for their own purposes. • However, before reporting to DPI, the data must be collapsed back.

  12. The Two-Part Question • Regulations do not mandate how an individual should answer the question • Some may answer based on the race and ethnicity with which they most comfortably identify. • Some may answer based on their ancestry.

  13. Record Retention Requirement • Districts must maintain information as it was collected using the 2-part question, for a minimum of 3 years. • Best practice is to maintain the original paper record at the location where it was received (school or district). • Although DPI electronically archives data submitted by the district, that does not meet the requirement to maintain the information as it was collected.

  14. Wisconsin Resources • dpi.wi.gov/lbstat/datarac.html • Final Guidance from the U.S. Department of Education (USDE) on “Maintaining, Collecting, and Reporting Racial and Ethnic Data” • Race / Ethnicity FAQ • Sample Letter to Parents • Sample Letter to Educators • Managing an Identity Crisis: Forum Guide to Implementing New Federal Race and Ethnicity Categories. (2008). National Center for Education Statistics, Institute of Education Sciences, U.S. Department of Education. Washington, DC.

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