Ethnic/Race Data Collecting and Reporting
The Department of Education (DOE) requires institutions to collect and report ethnic and race data.
Data collection requires the gathering of information from individuals by educational institutions and other recipients
Data reporting requires the provision of aggregate information to the DOE by educational institutions and other recipients based on the information collected from individuals
Collecting and Reporting Data
J1 Web and Desktop allow you to store answers to the following questions:
Is the respondent Hispanic/Latino?
The Office of Management and Budget defines a Hispanic as "a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race." The term "Spanish origin" can be used in addition to "Hispanic/Latino or Latino."
If no, which of the following races is the respondent? Select one or more.
Race
Definition
American Indian or Alaska Native
A person having origins in any of the original peoples of North and South American (including Central America) and who maintains a tribal affiliation or community attachment.
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.
Black or African American
A person having origins in any of the Black racial groups of Africa.
Native Hawaiian or Other Pacific Islander
A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White
A person having origins in any of the original peoples of Europe, the Middle East, or North Africa [see 1997 Standards, 62 FR 58789 (October 30, 1997)].
Ethnic and race definitions can be managed in J1 Web, Campus-Wide Definitions and associated with individuals on the Person Information Details page, Ethnicity/Race tab. This information is then included in your federal and some state reporting.
Note
Jenzabar provides the DOE-required categories and subcategories.
Additional Reporting Information
The DOE handles the reporting of individuals who do not self-identify a race and/or an ethnicity
Elementary and secondary educational institutions use observer identification when a respondent (typically a parent or guardian at the elementary and secondary school levels) refuses to self-identify the student's race and/or ethnicity.
The DOE does not include a "Race and/or Ethnic Unknown" category for its aggregate elementary and secondary reporting of racial and ethnic data.
The DOE includes a "Race and/or Ethnic Unknown" category at the college/university level when the student has refused to self-identify ethnic and/or race data.
The Integrated Postsecondary Education Data System (IPEDS) uses the "Nonresident Alien" category as an alternative to collecting race/ethnic from nonresident aliens (information that is not needed for civil rights reporting purposes). IPEDS also includes a "Race and/or Ethnic Unknown" category for reporting aggregate data from postsecondary institutions.
The Rehabilitation Services Administration (RSA) uses the "Race and/or Ethnic Unknown" category for reporting aggregate data. However, the "Race and/or Ethnic Unknown" category should not appear on forms provided to postsecondary students and staff or to clients and staff of RSA recipients.
"Two or more races" category is used for any student who self-identifies in more than one of the "race" categories.
The DOE requires institutions to keep the original individual responses to requests for racial and ethnic data from staff and students for at least three years (may be longer for some grants).