WSLS Spring Training: Race / Ethnicity Transition

1. WSLS Spring Training:Race / Ethnicity Transition May 2010

2. Topics for Session • WSLS Planning – Race / Ethnicity • Maintaining, Collecting, and Reporting Racial & Ethnic Data • Common Questions regarding Racial & Ethnic Data • Closing Summary

3. WSLS Planning – Race / Ethnicity

5. July maintenance WSLS will be closed for the first two weeks of July for transition to accept the new race key. Following the transition: • Race code will not be accepted in the WSLS, and • Any modification of an existing record, current or historic, will require race key.

7. WSLS Data Entry & Review Screens: RACE_KEY: • Labeled ‘Race / Ethnicity’. • Presented as two-part question. • Screen will not allow save unless both parts of question are provided. RACE: • Labeled ‘Former Race’. • Provided for reference purposes. • May not be modified.

9. WSLS - File Download Request: RACE_KEY: • Available in WSN ID file and Baseline File. RACE: • Available only in Baseline File.

10. Preparing for Race / Ethnicity Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Complete processing of ‘Students with Possible Matches’ on or before 6/30. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists.

11. Mass Student Transfer Confirmation Students who will initially receive services for 2010-11 must remain on the Student List. These students should NOT be processed prior to 6/30 as this would result in enrollment in the wrong school year.

12. Failure to Prepare for the Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Response to the 2 part race / ethnicity question will be required. Complete processing of ‘Students with Possible Matches’ on or before 6/30. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists.

13. Failure to Prepare for the Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Complete processing of ‘Students with Possible Matches’ on or before 6/30. ‘Students with Possible Matches’ must be removed and re-entered via file upload or manual entry. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists.

14. Failure to Prepare for the Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Complete processing of ‘Students with Possible Matches’ on or before 6/30. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Be courteous to other districts. Neglecting to complete a request will result in additional requirements for the subsequent district. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists.

15. Failure to Prepare for the Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Complete processing of ‘Students with Possible Matches’ on or before 6/30. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Response to the 2 part race / ethnicity question will be required. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists.

16. Failure to Prepare for the Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Complete processing of ‘Students with Possible Matches’ on or before 6/30. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Response to the 2 part race / ethnicity question will be required. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists.

17. Failure to Prepare for the Transition Verify that WSLS records are entered for all students enrolled at any time during 2009-10. Complete processing of ‘Students with Possible Matches’ on or before 6/30. Complete processing of ‘Exit Confirmation Requests ‘before 6/30. Send Exit Dates to the WSLS on or before 6/30 for students known to be exiting your district on or before 6/30/2010. Send name, alias, guardian, and demographic changes to the WSLS on or before 6/30 for all students not continuing in 2010-11. Complete processing for all students on the ‘Mass Student Entry’, ‘Mass Student Exit’, and ‘Mass Student Transfer Request ‘Student Lists. Submission of the Student List will not be allowed.

18. WSLS Summer & Fall Race / Ethnicity Tasks For 2010-11 continuing students and new students: • response to the 2 part question must be entered or loaded into the WSLS after 7/1, • conversion from the old race code to the new race key is NOT automatic, and • the ISES lock process with fail, if required race key is missing.

19. Maintaining, Collecting, and Reporting Racial & Ethnic Data

20. Race / Ethnicity: 1977 Standards Continue to submit data in the five racial/ethnic groups for 2009-10. (1) Asian/Pacific Islander ‘A’ (2) Black, Not Hispanic ‘B’ (3) Hispanic ‘H’ (4) American Indian/Alaska Native ‘I’ (5) White, Not Hispanic ‘W’

21. Race / Ethnicity: Change in Definition Part One: Is this person Hispanic or Latino? (Must choose one) • Hispanic or Latino • Not Hispanic or Latino Part Two: Select one or more of the following categories that apply to this person. • American Indian or Alaska Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White

22. Common Questions regarding Racial & Ethnic Data

23. Is it OK to help a student or parent classify him- or herself? No, district and school staff should not tell a student, parent, or staff member how to answer these questions. District and school staff must accept an individual’s self-identification regardless of whether staff believe the student is of a different race or ethnicity.

24. Why must Hispanic and Latino persons answer part 2 of the question? Hispanic/Latino is considered an ethnicity, not a racial group. Suggest the parent or student answer based on : • the race and ethnicity with which he or she most comfortably identifies or • his or her ancestry. If the parent or student does not make a selection in part 2, then the district must make the identification. Spanish language version of letter to parents is now available.

25. If conflict arises, how should the student be reported? If student and parent choices conflict, then the parent’s choice should be used. If the parent declines, but the student chooses to self-identify, then the student’s choice should be used. Identification by school or district staff should be used only as a last resort when the parent and student decline.

26. Must ancestry be proven to select ‘American Indian or Alaska Native’? No, only self-identification is necessary.

27. What is the due date for re-identifying students? Re-identification is not required for all students and staff, but it is recommended. Additional information is needed from persons who have previously identified themselves as Hispanic or Asian/Pacific Islander . Persons need to be re-identified for 2010-11 reporting.

28. Must the district retain records regarding race and ethnicity? Yes, districts must maintain information as it was collected using the 2-part question, for a minimum of 3 years. Electronic storage is acceptable, if the information was collected electronically. Entry of race and ethnicity into the WSLS is not sufficient to meet this requirement.

29. Closing Summary Verify that 2009-10 enrollment is complete and loaded into the WSLS prior to 6/30. Complete outstanding WSLS tasks prior to 6/30: • Students with Possible Matches • Exit Confirmation Requests • Pending students in: • Mass Student Entry • Mass Student Exit • Mass Student Transfer Request Verify that a process is in place to gather and update race / ethnicity for all 2010-11 students.