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Managing an Identity Crisis: Forum Guide to Implementing New Federal Race and Ethnicity Categories
NFES 2008-802
October 2008

Exhibit 3.3 Suggested Training Frameworks for State and School District Personnel and Vendors


Background (for All Participants)

  • Review lists of data currently reported to ED (with an indication of which reports are funding-related).
  • Review state requirements for collecting race and ethnicity of students and staff (if applicable).
  • Review current race and ethnicity data maintained at the state level, by data sets.
  • Understand key requirements under the ED's Final Guidance (use Figure 1.1):
    • Two-part question format
    • New race categories
    • Multiple race selection
    • Federal aggregate reporting requirements.

Policies and Procedures (for State Personnel)

  • Understand guidelines that will be conveyed to school districts.
  • Identify specific changes to be made in their data systems to accommodate new requirements.
  • List the personnel/department assigned for making such changes, both in-house personnel and vendors, and identify contact person(s) for each area.

Implementation (for State Personnel)

  • Review calendar of implementation, taking into consideration the agency's current data collection schedule.
  • Discuss coding scheme and structure to be adopted.
  • Understand and evaluate data bridging options and identify methodologies to be used by the state, if the decision is to bridge.

Implementation (for School District Personnel)

  • Understand guidelines that will be conveyed to schools.
  • Identify specific changes to be made in districts' data systems to accommodate new requirements.
  • List personnel/department assigned for making such changes, both in-house personnel and vendors; and identify contact person(s) for each area.
  • Understand the self-identification process: rationale, requirements, methodology (See issue #3 in chapter 4)
  • Understand the difference between self versus observer identification, and the observation process (see issue #3 in chapter 4.)
  • Understand record retention requirements.

System Requirements (for Vendors)

  • Understand the two-part question format and new race categories.
  • Understand the federal aggregate reporting requirements.
  • Identify specific changes to be made in vendor systems or products and provide minimum data standards.
  • Assign responsibilities for making such changes and identify a contact person. 
  • Determine the calendar of implementation, taking into consideration the agency's current data collection schedule.
  • Make user-friendly software changes to data entry screens that reflect the two-part question.

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