Race Ethnicity Wizard

The Federal government has adopted standards for defining racial and ethnic data to be used by the Department of Education. This is mandatory as of 2010. To address this mandate, Infinite Campus provides a Race/Ethnicity Wizard for users to enter race/ethnicity data for students and all persons, if necessary.

Federal Requirements

Educational institutions and other recipients of grants and contracts are required to collect and report racial and ethnic data. The following is a summary of the federal requirements:

When reporting data to the Department of Education, aggregated racial and ethnic data will be reported in the following seven (7) categories:

 

Code

Racial Category

Definition

1

Hispanic/Latino

A person of Cuban, Mexican, Puerto Rican, South Central American or other Spanish culture or origin, regardless of race; and for persons who are non-Hispanic/Latino only.

2

American Indian or Alaska Native

A person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment.

3

Asian

A person having origins in any of the original peoples of the Far East, Southeast Asia or the Indian subcontinent including Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

4

Black or African American

A person having origins in any of the black racial groups of Africa.

5

Native Hawaiian or Other Pacific Islander

A person having origins in any of the original peoples of Hawaii, Guam, Samoa or other Pacific Islands.

6

White

A person having origins in any of the original peoples of Europe, the Middle East or North Africa.

7

Two or more races

A person who meets the definition of more than one of the above definitions.

Individual states may have additional requirements for reporting race/ethnicity information.

There will be no double reporting of persons identifying with multiple races.

This Wizard will be accessible on a state-by-state basis. State business analysts will be responsible for reviewing individual state requirements defined by the departments of education and making the appropriate accommodations for each state before functionality will be activated.

A user will not have the ability to access this tool until it is turned on for all users in the state. Release notes will contain a notice once the functionality is activated for a state in a particular release.

Examples of Race/Ethnicity Reporting

Example 1: A respondent self-identifies as Hispanic/Latino and as Asian. This respondent is reported only in the Hispanic/Latino category.

Example 2: A respondent self-identifies as Hispanic/Latino and as Asian and Black or African-American. This respondent is reported only in the Hispanic/Latino category.

Example 3: A respondent self-identifies as non-Hispanic/Latino and as Native Hawaiian or Other Pacific Islander. This respondent is reported in the Native Hawaiian or Other Pacific Islander category.

Example 4: A respondent self-identifies as non-Hispanic/Latino and as American Indian or Alaska Native and White. This respondent is reported in the two or more races category.

Race/Ethnicity Wizard

A user can add race/ethnicity information on the Demographics tab or on the Identities tab. Race/ethnicity information that is not assigned will appear as below.

The wizard may include a State Race Code, where the selected options will be aligned with the state’s definition of the race. This option is only available if the state requires a primary race that does not coincide with the federal guidelines.


Image 1: Race/Ethnicity Wizard

Add a Race/Ethnicity Code from the Demographics Tab

  1. In the Person Information editor, select the Edit link next to Race/Ethnicity.
  2. Determine the answer to Is the individual Hispanic/Latino? Select the appropriate answer of Y: Yes or N: No. If N: No is chosen, at least one Race checkbox must be selected.
  3. Determine the answer to Is the individual from one or more of these races? Select the appropriate options. See the table of Racial Categories for reference.
  4. If the State Race Code is different than the Federal categories, select the appropriate State Race Code from the dropdown list. The list of options varies by state. Refer to the state’s Department of Education website for proper guidance.
  5. Select the Race/Ethnicity Determination option. This defines how the individual’s race/ethnicity was defined. Options are following these instructions.
  6. Click the Save icon when finished. Updated race/ethnicity information will be visible.

Race/Ethnicity Determination Option

Code

Description

01

Parent Identified

02

Student/Self Identified

03

Observer Identified

04

Unknown

Race/Ethnicity Information in Attribute Dictionary

PATH: System Administration > Custom > Attribute/Dictionary

The following race/ethnicity fields are listed in the Attribute/Dictionary. These fields cannot be edited. 

Attribute Dictionary Element

Description

Available Code Selections

Is the individual Hispanic/Latino?

This provides the answers of Yes or No to the question of the student being of Hispanic descent. 

  • N (No)
  • Y (Yes)

Race/Ethnicity Determination

This option lists the verification options of the student's race/ethnicity.

  • 01 - Parent Identified
  • 02 - Self Identified
  • 03 - Observer Determined
  • 04 - Unknown

Race/Ethnicity

Provides a list of the state race/ethnicity options. Available codes vary by state. Sample codes are noted.

  • 1 - American Indian or Alaskan Native
  • 2 - Asian or Pacific Islander
  • 3 - Hispanic
  • 4 - Black, not Hispanic
  • 5 - White, not Hispanic


 

Image 2: Attribute/Dictionary Identity Fields


Hispanic and State Race Code determinations can be set as required fields by the System Administrator.

Race/Ethnicity Information in Ad hoc Reporting

PATH: Ad hoc Reporting > Filter Designer; Ad hoc Reporting > Report Designer

Related fields have been added to the tools within Ad hoc Reporting for race/ethnicity requirements.  These fields are available in the Filter Designer and Report Designer.

Filter Field

Mapping and Definitions

raceEthnicity

Race/ethnicity code of the person. This ties to the state dictated race code. This is not a new option.

hispanicEthnicity

Indicates person is considered to be of Hispanic/Latino ethnicity. This is not a new option.

raceEthnicityFed

Federal race/ethnicity code. May be different than the raceEthnicity selection.

raceEthnicityDetermination

Selection of how the individual was determined to be the selected race/ethnicity

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