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Supplemental Information for Reporting Ethnicity and Race Data Reporting
Summary of Requirements
The USDE requires that ethnicity and race be collected separately using a specific two-part question, presented in a specific order. Both parts of the question must be answered.
Part 1. Ethnicity: Is the person Hispanic/Latino? Choose only one.
_____Hispanic/Latino
_____Not Hispanic/Latino
Part 2. Race: What is the persons race? Choose one or more regardless of ethnicity. ____a. American Indian or Alaska Native
____b. Asian
____c. Black or African American
____d. Native Hawaiian/Other Pacific Islander
____e. White
Respondents may select only one category for ethnicity, but may select multiple designations for race.
The categories for ethnicity are Hispanic/Latino and Not Hispanic/Latino. Regardless of the category selected for ethnicity, respondents must still select one or more categories for race.
One of the major changes is the recognition that members of Hispanic populations can be of different races. The federal government would like to afford Hispanic/Latino populations the opportunity to better describe themselves according to their culture and heritage.
An additional category for race was created by separating Asian or Pacific Islander into two separate categories. The categories for race include American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and White. Note that Hispanic/Latino is not a racial category.
The categories to be used when reporting aggregate data to the USDE differ from the categories to be used for data collection. Each student or staff member is associated with only one of the seven aggregate reporting categories listed below. Use of these seven categories for aggregate reporting eliminates the possibility of counting an individual twice.
Hispanic/Latino
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Two or More Races
Respondents who select Hispanic/Latino for ethnicity will be counted in this category for aggregate reporting to the USDE, regardless of the responses provided to the question on race.
Respondents who select Not Hispanic/Latino for ethnicity, and select more than one category for race, will be counted in the category Two or More Races for aggregate reporting to the USDE.
Respondents, who select Not Hispanic/Latino for ethnicity, and select only one category for race, will be counted in the single racial category for aggregate reporting to the USDE.
Educational institutions must retain all original, individual responses for a minimum of 3 years, unless there is litigation, a claim, an audit, investigation or other action involving the records that has commenced before the three-year period ends, in which case the responses must be retained until the action is complete.
Collecting the Information
Self identification by an individual staff member, or by the parent or guardian in the case of a student, is the preferred method for collecting information on ethnicity and race. The most important guidance for self identification is that the information should be based solely on the choice of the respondent as to the racial and ethnic groups with which they personally identify. In the event that there appears to be a question as to which ethnic or racial category is most appropriate, the respondent should select the category with which they personally identify. Any attempt to validate the individuals selections should be avoided.
The Texas Education Agency has requested and received additional clarification from the USDE on the definition of American Indian or Alaska Native. Based on the information we have received, an individual does not have to be a tribal member in order to select this option.
To ensure uniformity, 91ȱ has developed a standard form for use by all districts in collecting ethnicity and race information. Please see Exhibit 1A for the English version and Exhibit 1B for the Spanish version.
For Students
Upon enrollment in a school district or charter school, all families must be given an opportunity to identify ethnicity and race information for their school aged children. The district should request that a students parent or guardian identify the students ethnicity and race. However, the parent or guardian is not required to provide this information; nor is it a requirement for enrolling the student. If the parent or guardian declines to provide the information, the USDE requires that the school district employ observer identification as a last resort to gather this information for federal reporting.
For Staff
Upon employment, all staff persons must be given an opportunity to identify their ethnicity and race information. The district should request that individuals self-identify their own ethnicity and race. If a person declines to provide the information, the district is required to employ observer identification as a last resort to gather this information.
Comparison of Old (1977) and New (1997) USDE Ethnicity and Race Reporting Standards
As of December 2007, state and local education organizations are required to adopt the new federal standard for collecting race and ethnicity data for students and staff. Below is a comparison of existing and new standards.
Existing Federal Standards (1977)New Federal Standards (1997)Race and Ethnicity CategoriesAmerican Indian or Alaska NativeSame (American Indian or Alaska Native)Asian or Pacific IslanderSeparate into 2 categories
Asian
Native Hawaiian or Other Pacific IslanderBlack or African American Same (Black or African American)Hispanic/LatinoSame except that individuals are now asked to choose an ethnicity (Hispanic/Latino or Not Hispanic/Latino) as the first part of a 2 part question, as well as race(s).WhiteSame (White)Individual Data Collection FormatRespondents are asked to select 1 of the 5 racial and ethnic categories above. The category that most closely reflects the respondents recognition in his community should be used for purposes of reporting on persons who are of mixed racial or ethnic origins. Respondents are asked to select both an ethnicity and 1 or more of the above 5 racial categories. (Hispanic/Latino is considered an ethnicity, not a race category.)Combined Race and Ethnicity (Choose one)
Hispanic/Latino
American Indian or Alaska Native
Asian or Pacific Islander
Black or African American
White
A 2 part question is mandatory, with the ethnicity part asked first.
Ethnicity (Choose one):
Hispanic/Latino
Not Hispanic/Latino
Race (Choose 1 or more, regardless of ethnicity)
American Indian or Alaska Native
Asian
Native Hawaiian or Other Pacific Islander
Black or African American
WhiteMinimum Federal Reporting CategoriesEach student or staff member is associated with 1 of 5 aggregate reporting categories
Hispanic/Latino
American Indian or Alaska Native
Asian or Pacific Islander
Black or African American
WhiteEach student or staff member is associated with exactly 1 of the 7 aggregate reporting categories.
Hispanic/Latino
American Indian or Alaska Native
Asian
Native Hawaiian or Other Pacific Islander
Black or African American
White
Two or more racesMissing InformationIndividuals (or students parents) are asked to self identify themselves. Observer identification is required if individuals decline to choose a race/ethnicity.UnchangedRecord KeepingThree years. However, if there is litigation, a claim, an audit, or another action involving the records, original responses must be retained until the completion of the action. Unchanged
Exhibit 1A
Texas Education Agency
Texas Public School Student/Staff Ethnicity and Race Data Questionnaire
The United States Department of Education (USDE) requires all state and local education institutions to collect data on ethnicity and race for students and staff. This information is used for state and federal accountability reporting as well as for reporting to the Office of Civil Rights (OCR) and the Equal Employment Opportunity Commission (EEOC).
School district staff and parents or guardians of students enrolling in school are requested to provide this information. If you decline to provide this information, please be aware that the USDE requires school districts to use observer identification as a last resort for collecting the data for federal reporting.
Please answer both parts of the following questions on the students or staff members ethnicity and race. United States Federal Register (71 FR 44866)
Part 1. Ethnicity: Is the person Hispanic/Latino? (Choose only one)
FORMCHECKBOX Hispanic/Latino - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
FORMCHECKBOX Not Hispanic/Latino
Part 2. Race: What is the persons race? (Choose one or more)
FORMCHECKBOX 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.
FORMCHECKBOX Asian - A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
FORMCHECKBOX Black or African American - A person having origins in any of the black racial groups of Africa.
FORMCHECKBOX Native Hawaiian or Other Pacific Islander - A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
FORMCHECKBOX White - A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
________________________________
Student/Staff Name (please print)
________________________________
(Parent/Guardian)/(Staff) Signature
________________________________
Student/Staff Identification Number
________________________________
Date
This space reserved for Local school observer upon completion and entering data in student software system, file this form in students permanent folder.
Ethnicity choose only one:
_____ Hispanic / Latino
_____ Not Hispanic/Latino
Race choose one or more:
_____ American Indian or Alaska Native
_____ Asian
_____ Black or African American
_____ Native Hawaiian or Other Pacific Islander
_____ White
Observer signature:
Campus and Date:
Texas Education Agency March 2010 Exhibit 1B
Agencia de Educacin de Texas
Cuestionario de Informacin de Datos Raciales y de Etnicidad de Estudiantes/Miembros de Personal de las Escuelas Pblicas de Texas
El Departamento de Educacin de Estados Unidos (USDE) requiere que todas las instituciones estatales y locales de educacin, recopilen datos sobre etnicidad y raza de los estudiantes y de miembros de personal. Esta informacin es utilizada para los reportes estatales y federales as como para reportar a la Oficina de Derechos Civiles (OCR) y a la Comisin de Igualdad en el Empleo (EEOC).
Al personal del distrito escolar y los padres o representante legal de estudiantes que deseen matricularse en la escuela, se le requiere proporcionar esta informacin. Si usted rehsa proporcionarla, es importante que sepa que el USDE requiere que los distritos escolares usen la observacin para identificacin como ltimo recurso para obtener estos datos utilizados para reportes federales.
Favor de contestar ambas partes de las siguientes preguntas sobre la etnicidad y raza del estudiante as como del miembro de personal. Registro Federal de Estados Unidos (71 FR 44866).
Parte 1. Etnicidad: Es la persona Hispana/Latina? (Escoja solo una respuesta)
FORMCHECKBOX Hispano/Latino Una persona de origen cubano, mexicano, puertorriqueo, centro o sudamericano o de otra cultura u origen espaol, sin importar la raza.
FORMCHECKBOX No Hispano/Latino
Parte 2. Raza. Cul es la raza de la persona? (Escoja uno o ms de uno)
FORMCHECKBOX Indio Americano o Nativo de Alaska Una persona con orgenes o de personas originarias de Norte y Sudamrica (incluyendo Amrica Central), y que mantiene lazos o apego comunitario con una afiliacin de alguna tribu.
FORMCHECKBOX Asitico Una persona con orgenes o de personas originarias del Lejano Este, Sureste de Asia o el subcontinente indio, incluyendo, por ejemplo a Cambodia, China, India, Japn, Corea, Malasia, Pakistn, las Islas Filipinas, Tailandia y Vietnam.
FORMCHECKBOX Negro o frico-Americano Una persona con orgenes de cualquier grupo racial negro de frica.
FORMCHECKBOX Nativo de Hawai u otras islas del pacfico Una persona con orgenes o de personas originarias de Hawai, Guam, Samoa u otras Islas del Pacfico.
FORMCHECKBOX Blanco Una persona con orgenes de personas originarias de Europa, el Medio Este o el Norte de frica.
________________________________
Nombre del Estudiante/Miembro de Personal
(por favor use letra de imprenta)
________________________________
Firma (Padre/Representante legal)
/(Miembro de personal
________________________________
Nmero de Identificacin del Estudiante/Miembrodel personal
________________________________
Fecha
This space reserved for Local school observer upon completion and entering data in student software system, file this form in students permanent folder.
Ethnicity choose only one:
_____ Hispanic / Latino
_____ Not Hispanic/Latino
Race choose one or more:
_____ American Indian or Alaska Native
_____ Asian
_____ Black or African American
_____ Native Hawaiian or Other Pacific Islander
_____ White
Observer signature:
Campus and Date:
Agencia de Educacin de Texas Marzo 2009
2013-2014 PEIMS Data Standards
Appendix F: Ethnicity and Race Reporting Guidance
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