April 29 2021 Data Pipeline Town Hall The

April 29, 2021 Data Pipeline Town Hall The goal of the webinar is to provide updates on the Data Pipeline and current and upcoming collections. These webinars also provide a forum for districts, BOCES, and Administrative Units to have questions answered about Data Pipeline.

Colorado Department of Education Identity Management • https: //www. cde. state. co. us/id m/faq • Frequently Asked Questions 1 -12 • #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? • https: //www. cde. state. co. us/id m/rolemappings • Access Management - https: //www. cde. state. co. us/idm 2

What is PII? • Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual • This includes direct identifiers (i. e. name, SASID, etc. ) • Includes information that when combined is identifiable • Colorado’s Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared • CDE has prepared guidance on how to comply with this and other privacy laws which can be found here: http: //www. cde. state. co. us/dataprivacyandsecurity 3

How to Share Data • Check local policies for restrictions, requirements, etc. • Ensure that you are following local policies when transmitting PII to any third party • Use secure methods to transfer any PII to CDE • Contact Data Collection leads with questions about how to transmit PII securely • Use Syncplicity to encrypt emails to CDE • Avoid sending PII via unencrypted email or to unsecured faxes when sharing data between or within districts • Do not use PII in trainings, presentations, etc. • Do not share PII with unauthorized individuals • Do not share passwords 4

Today’s Agenda Topic Presenter Open Collections in Data Pipeline P-EBT Lori Ludwick-Pascuzzi READ Collection Whitney Hutton Student End of Year Jesse Cooper Special Education Discipline Special Education End of Year Lindsey Heitman Attendance Snapshot School Discipline Collection Annette Severson TSDL Collection Directory – School Calendar Directory – Four Day School Week Debbie Puccetti 5

Open Collections in Data Pipeline 6

Open Data Pipeline Collections • Year Round • Directory • 4 Day School Week Application until 5/11/21 • School Code Change Request until 6/30/21 • RITS • EDIS • Periodic • Designated Agency • P-EBT 7

Open Data Pipeline Collections • Interchanges • • Student Special Education IEP TSDL Interchange Special Education Discipline • Snapshots • TSDL Snapshot • READ • Coming Soon • • • Special Education Discipline – May 3 rd Special Education EOY – May 3 rd Student End of Year (official open) – May 12 th Attendance Snapshot – TBD School Discipline - TBD 8

P-EBT Collection Lori Ludwick-Pascuzzi 9

Updates • 126 Districts submitted the student level PEBT Data Collection in the Data Pipeline • 176 Districts submitted the School Level Monthly Learning Modality Schedule • Thank you to all the Districts who worked so hard to get these data submissions in 10 Contact: P-EBT. datapipeline. support@cde. state. co. us

Next Steps • The data collection is open however it has been locked so Districts are not able to upload files. • The P-EBT Data Collection will be available again soon for the May 31 st deadline • We will announce as soon as it opens • There were many Districts “in progress” of working on their data; that data will still be available in the data pipeline when it re-opens 11 Contact: P-EBT. datapipeline. support@cde. state. co. us

May Submission • Districts have the option of uploading their complete file of all students or a subset of student’s who are new enrollees or who’s data has changed/been updated since the April submission. • Some Districts and/or Schools may be contacted to ascertain the current enrollment for students where that is a question • There will be no changes to the P-EBT Data Collection for the May 31 st deadline 12 Contact: P-EBT. datapipeline. support@cde. state. co. us

Required to Obtain Benefits Even if your school was in-person all year, there may still be some individual students who would be eligible for P-EBT: • Individual students who engaged into a full-time remote learning option • Individual students who transferred schools throughout the course of the school year • Individual students who may be eligible for summer P-EBT benefits Without the data, complete analysis cannot be done to identify those individual students who may be eligible to receive benefits even if the majority of the students from a given District are not eligible. 13 Contact: P-EBT. datapipeline. support@cde. state. co. us

P-EBT Mini Grants Purpose: to reimburse eligible school food authorities (SFAs) for administrative costs associated with the FY 2021 P-EBT program. The funds will reimburse SFAs for allowable administrative costs incurred during the delivery of the P-EBT benefits Allowable Costs: • Reporting student-level P-EBT Data Pipeline Collection or school-level Monthly Learning Modality to CDE • Designated staff to respond to parent requests and questions about eligibility and student/school schedules • Collecting and processing school meal applications specifically to establish eligibility for P-EBT • Salaries of personnel, supplies and support services Unallowable Costs: • Are not necessary or reasonable for the administration for the FY 2021 P-EBT Program • Expenses already reimbursed under another Federal award Contact: free&reducedpriceschoolmeals@cde. state. co. us 14

P-EBT Mini Grants SFAs will have 2 application periods: • May 2021 • August 2021 One application per District can be submitted in May and should include the initial administrative P-EBT related costs through March 2021 and reimbursement will be distributed in June 2021 Applications for May 2021: • Opens May 7 th 2021 (application and instructions are forthcoming) • Close May 24 th 2021 The reimbursements will be distributed once all supporting documentation has been submitted and approved to CDE Contact: free&reducedpriceschoolmeals@cde. state. co. us 15

Timeline • First upload due by April 23 rd - COMPLETE • Second upload timeframe due by May 31 st • Mini Grant Application due May 24 th • P-EBT Support Center will be open for parents by mid-May • Additional information will be provided about the P-EBT Support Center as soon as it is available 16 Contact: P-EBT. datapipeline. support@cde. state. co. us

Support for Data Collection • Not presenting at next week’s Town Hall Meeting • Will resume attending Town Hall once the P-EBT Data Collection opens for the May 31 st deadline • We will continue to monitor questions coming to the PEBT. datapipeline. support@cde. state. co. us • Dedicated P-EBT data collection webpage https: //www. cde. state. co. us/datapipeline/p-ebtdatacollection • Continue to update the FAQs as needed 17 Contact: P-EBT. datapipeline. support@cde. state. co. us

READ Collection Whitney Hutton 18

READ Collection Timeline May • Friday, May 14 th – READ K-3 assessment data file should be uploaded at least once if possible June • Tuesday, June 15 th – READ K-3 assessment data file must be error free and submitted to CDE • Tuesday, June 22 nd – CDE conducts cross LEA validation process through data pipeline and emails will be sent to districts who have duplicate SASIDs with one another • Wednesday, June 30 th – READ Budget submissions due July • Tuesday, July 1 st – Final Deadline – READ data file must be finalized. Deadline to have K-3 literacy program and assessment file finalized. • Monday, July 26 th – Emails sent to data respondents with final SRD numbers for district confirmation • Friday, July 30 th – Districts contact Whitney with corrections to SRD numbers submitted through Data Pipeline if necessary READ– Whitney Hutton-hutton_w@cde. state. co. us 19

K-3 Literacy Program & Assessment Data Reporting 1. Districts must submit 2020 -21 K-3 Literacy Program and Assessment data by April 15, 2021, regardless of UIP flexibility • This data is collected through an Excel template and then attached to the district’s UIP in Salesforce OR emailed to Hutton_W@cde. state. co. us • Reporting template can be found here: http: //www. cde. state. co. us/uip/resources 2. Districts must submit 2021 -22 K-3 Literacy Program and Assessment data by July 1, 2021 regardless of UIP flexibility • This data will be collected through Data Pipeline • Please access the Data Collection website here: http: //www. cde. state. co. us/coloradoliteracy/readdatapipeline 20 READ– Whitney Hutton-hutton_w@cde. state. co. us

Current Issues • There is not a drop down to select the 2021 -22 school year when trying to run the “READ K-3 Literacy Program School List" in Cognos • This issue has been resolved • Districts can pull this report in Cognos that includes all school codes and grade levels required for reporting and use it as a starting place for reporting data READ– Whitney Hutton-hutton_w@cde. state. co. us 21

FAQs • FAQs for K-3 Literacy Program & Assessment Data Reporting • How do I report a program that is not listed in the data elements? • Please reach out to Whitney and let her know the name of the program • Whitney will create a ticket and code for the program so you can then report it • FAQs for EOY K-3 READ Act Assessment Data Reporting • How do I report students who are not tested due to Covid? • Students who are unable to take a READ assessment due to attendance or other issues with Covid will be coded as follows: • STUDENT_STATUS_READ = 06 Exemption • TEST_READ = 06 Exemption • SCORE_READ = 9999 Place Holder Score • READ_PLAN = NA Not Applicable 22

Resources • Please visit the READ Act Data Collection Website for information regarding the Data Pipeline collections • Timeline • File Layouts • Recorded Webinars • Cut Scores for Determining SRD • Please visit the READ Budget Submission Website for information regarding budget submissions • Login to Budget Submission • Timeline • Recorded Webinars • Resource Documents READ– Whitney Hutton-hutton_w@cde. state. co. us 23

Student End of Year Jesse Cooper 24

Official Open Coming Soon! The Student End of Year snapshot official opens in less than 2 weeks Open Date: Wednesday, May 12 th Final business rules will be posted to the End of Year webpage prior to the official open. I will be out of the office April 30 th – May 11 th. If you need assistance prior to my return, please contact Brooke Wenzel wenzel_b@cde. state. co. us Student End of Year - Jesse Cooper - cooper_j@cde. state. co. us 25

Training TODAY! Time: Thursday, April 29 th 1: 00 pm – 2: 00 pm Agenda Topic: Regular Collection (Phase 1) Teams Meeting Link: Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 929 -341 -4269, , 430984423# Phone Conference ID: 430 984 423# Student End of Year - Jesse Cooper - cooper_j@cde. state. co. us 26

Collection Schedule: Regular Phase Student End of Year - Jesse Cooper - cooper_j@cde. state. co. us 27

New Error SE 301 This student was reported with an exit type of 90 (graduating with a regular diploma). However, this student does not have a record of meeting graduation guidelines in English and/or math in the Graduation Guidelines file (GG). Please add this student to your Graduation Guidelines file or change the school exit type. Data Checks: Any student with exit type code 90 Who has an AYG ≥ 2020 -2021 Who has not met GG in English and math Is not an ASCENT student *NO EXCEPTIONS WILL BE GRANTED FOR SE 301* Student End of Year - Jesse Cooper - cooper_j@cde. state. co. us 28

Special Education Discipline Lindsey Heitman 29

Special Education Discipline Interchange/Snapshot vs. School Discipline (SDA) Special Education Discipline Interchange/Snapshot • Interchange/Snapshot Process • Student Level Data • Includes students on an active IEP subject to disciplinary removal • Districts submit data in pipeline; AU’s create and finalize Discipline Snapshot data School Discipline (SDA) • Periodic Collection Process • School Level Data • count of incidents • count of students • ALL students disciplined counted and reported • Districts Submit data and finalize data within Pipeline Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

2020 -2021 Special Education Discipline Timeline May 3 rd, 2021 Sped Discipline Snapshot open (Interchange opened 4/1) June 10, 2021 All 5 Interchange files uploaded June 24, 2021 Sped Discipline Snapshot created by this date July 8, 2021 Interchange errors resolved August 12, 2021 Exception requests submitted to CDE by this date August 19, 2021 Snapshot and Interchange errors resolved Aug. 19 – Sept. 26, 2021 Report Review August 26, 2021 Final Submission due to Data Pipeline and DMS Full timeline found here: http: //www. cde. state. co. us/datapipeline/snap_sped-discipline Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759 31

Special Education Discipline – Annual Training First Webinar Training Date: • Wednesday May 5 2: 00 – 3: 30 Login Details: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 929 -341 -4269, , 342037748# United States, New York City Phone Conference ID: 342 037 748# Find a local number | Reset PIN Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Identity Management: Pipeline Access DISTRICT RESPONSIBILITY ADMINISTRATIVE UNIT RESPONSIBILITY INTERCHANGE ROLE OPTIONS *1 role per account ENABLES USER TO: DIS~LEAVIEWER read-only access SNAPSHOT ROLE OPTIONS *1 role per account DIS~LEAUSER upload files, view interchange level errors Special Education Discipline Interchange group is DIS ENABLES USER TO: SPI~LEAVIEWER read-only access SPI~LEAUSER create snapshots and view snapshot level errors SPI~LEAAPPROVER *Need at least 1 create snapshots, view snapshot level errors, AND approve the final snapshot (by clicking submit to CDE) Special Education Discipline Interchange group is SPI • Assigned by Local Access Manager (LAM) • Important: only 1 role per group/account!

Special Education Discipline Interchange – 1 File Special Education Discipline Action File Report suspensions, expulsions and unilateral removals on students with an active IEP Special Education Discipline Interchange Resources found here: http: //www. cde. state. co. us/datapipeline/inter_sped-discipline • File Layout and Definitions - lists all data fields, definitions, and codes • Timeline – please print for your reference • Business Rules – lists all edit validations and short message on how to fix • Excel File Template – not required but helpful if you need it • Exception Template – under Additional Resources

Data Pipeline Process Data Pipeline responsibility breakdown: Districts (DIS role) upload Special Education Discipline Action File OR Mark No Discipline Actions AUs (SPI) work with districts (DIS) to resolve snapshot errors Districts (DIS role) research and resolve Sped Discipline Action File errors and upload corrected file AUs (SPI role) create Special Education Discipline Snapshot v Process until all interchange and snapshot errors are resolved Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Assistance Needed? If you have and questions about the Special Education Discipline Collection, please feel free to contact us. Lindsey Heitman 303 -866 -5759 heitman_l@cde. state. co. us Collection contact Orla Bolger 303 -866 -6896 bolger_o@cde. state. co. us ESSU contact Email protocol – please include: • District # and Administrative Unit # • Subject of the email/applicable error codes NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue.

Special Education End of Year Lindsey Heitman 37

2020 -2021 Special Education EOY Timeline May 3, 2021 Sped EOY Snapshot open July 8, 2021 Interchange errors resolved September 2, 2021 Exception requests submitted to CDE by this date September 9, 2021 Snapshot and Interchange errors resolved Sept. 10 – Sept. 17, 2021 Initial Report Review Sept. 20 – Sept. 27, 2021 Resolving duplicates Sept. 27 – Sept. 30, 2021 Final Report Review September 30, 2021 Complete Snapshot – all errors resolved September 30, 2021 Final Submission due to Data Pipeline and DMS Full Timeline found here: http: //www. cde. state. co. us/datapipeline/snap_sped-eoy 38

Special Education EOY – Annual Training First Webinar Training Date: • Wednesday May 12 10: 00 – 11: 30 Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 929 -341 -4269, , 942246632# United States, New York City Phone Conference ID: 942 246 632# Find a local number | Reset PIN Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education EOY: Access to the Data Pipeline INTERCHANGE ROLES ENABLES USER TO: SNAPSHOT ROLES ENABLES USER TO: EOY~LEAVIEWER read-only access EOY~LEAUSER create snapshots and view snapshot level errors *1 per account Viewer read-only access SPE~LEAUSER upload files, view interchange level errors *only option for IEP Interchange EOY~LEAAPPROVER create snapshots, view snapshot *Need at least 1 level errors, AND can approve data (Submit final snapshot to CDE) Special Education IEP Interchange group is: SPE Assigned by LAM (Local Access Manager) Important: only 1 role per group/account! Can have as many Viewers, Users, and Approvers as you need 40 Special Education EOY Snapshot group is: EOY

Special Education IEP Interchange – 2 Files Child File Participation File • Demographic information • Special Education services information • 1 record per student *The primary source of this information is the Student Interchange Student Profile File * Record should reflect a student’s latest Sped status within the reporting period – July 1 – June 30 * The primary source of the Entry Grade Level field is the Student Interchange Student School Association File • Each record must have a valid SASID and/or a LASID • Each record must have matching record/SASID and/or LASID combo on both files 41

Who to Report PART B SPECIAL EDUCATION SERVICES and PART C EVALUATIONS Referred Detained at Detention and Center in your Evaluated AU Served AU 42

Summary of the 3 Paths Path 1 Part C Services • Path 1: children ages 0 – 3 who were evaluated for Part C services (not on an IEP yet) Paths 2 & 3 Part B Special Education Services • Path 2 – children ages 2. 5 but not yet 4 who were referred from Part C to Part B services. • Path 3 – children ages 2. 5 through 21 who were not receiving Part C services at time of referral to Part B. 43

Special Education EOY: Questions? Special Education EOY contact information Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 Collection contact Orla Bolger – bolger_o@cde. state. co. us 303 -866 -6896 ESSU contact *Please include your AU #, Error code # (if applicable), and phone number in emails! Thank you. ØResources Special Education IEP Interchange: http: //www. cde. state. co. us/datapipeline/inter_spediep Special Education EOY Snapshot: http: //www. cde. state. co. us/datapipeline/snap_spedeoy 44

Attendance Snapshot Annette Severson 45

Timeline Date Event April 28 th (Wednesday) Collection Opens Early May 5 th (Wednesday) June 11 th (Friday) July 1 st (Wednesday) Collection Opens- specific date TBD Webinar Training from 10 -11 am Attendance snapshot created at least once Attendance snapshot error free Deadline for Attendance snapshot to be finalized August 26 th (Thursday) All districts must have the Attendance Snapshot approved in Data Pipeline on or before this date Attendance Snapshot – Annette Severson – Severson_a@cde. state. co. us 46

Updates and Training Information • The following fields from the Student School Association file will be included the Attendance snapshot: • Grade Level • Entry Date • Exit Withdraw Date • To Join the Training: May 5 th from 10 -11 am: Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 929 -341 -4269, , 92341229# United States, New York City Phone Conference ID: 923 412 29# Find a local number | Reset PIN Attendance Snapshot – Annette Severson – Severson_a@cde. state. co. us 47

School Discipline Collection Annette Severson 48

Timeline Date April 28 th (Wednesday) Early May 4 th (Tuesday) June 4 th (Friday) June 10 th (Thursday) July 1 st (Wednesday) August 26 th (Thursday) Event Collection Opens- specific date TBD Webinar Training from 2 -3 pm *(NOTE- New Time) Updates complete in the No Reportable Incidents tab Indicate which schools had disciplinary incidents Indicate which schools had firearm incidents All school discipline files uploaded Discipline by Action Taken Discipline by Demographic Firearm (if applicable) All school discipline files uploaded and error free Discipline by Action Taken Discipline by Demographic Firearm (if applicable) Deadline for SDA to be finalized All districts must have school discipline files approved on or before this date School Discipline – Annette Severson – Severson_a@cde. state. co. us 49

Updates and Training Information • File layouts have not changed from 2019 -2020 • Process has not changed from 2019 -2020 • Update No Reportable Incidents tab, upload Discipline by Action file 1 st, Discipline by Demographics 2 nd and either skip the Firearm file or upload it 3 rd if there were incidents to report. • To Join the Training, May 4 th from 2 - 3 pm (note the new time): Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 929 -341 -4269, , 671575413# United States, New York City Phone Conference ID: 671 575 413# Find a local number | Reset PIN School Discipline – Annette Severson – Severson_a@cde. state. co. us 50

TSDL Collection Annette Severson 51

Overall Process TSDL Interchange Upload TSDL Upload File (no other file needs to be uploaded) *YOU DO NOT HAVE TO UPLOAD THE SSCC file, COURSE ENROLLMENT, or COURSE INSTRUCTOR files TSDL Snapshot • Review Reports • Finalize Data CDE Reports • Pre-populate CRDC • Migrant Student Reporting • Course Participation Reports • Educator Preparation Program Report Teacher Student Data Link – Annette Severson – Severson_a@cde. state. co. us 52

TDSL File Upload Record Expectations • Grade's 6 th -12 th • Class for 6+ Weeks • Math, Science, ELA, Social Sciences, AP* & Computer Science* Students Migrant • 8 th-12 th Grade • Class for 6+ Weeks • All Courses • Course Completion Status Teachers Courses • Class for 6+ Weeks • Math, Science, ELA, & Computer Science* • Grades 6 th -12 th • District Employee Include both Local & State Course Code in File * Required for Civil Rights Data Collection Only Teacher Student Data Link – Annette Severson – Severson_a@cde. state. co. us 53

TSDL Timeline May 7 th Upload Interchange at least once (this is a goal date) June 11 th Create Snapshot at least once July 30 th Interchange and Snapshot Error Free August 13 th Finalize Snapshot Teacher Student Data Link – Annette Severson – Severson_a@cde. state. co. us 54

Directory – Four Day School Week Debbie Puccetti 55

Directory – Four Day School Week 4 Day School Week Closes May 11, 2021 REQUIRED: Application must be submitted each year! Application Directions available at: http: //www. cde. state. co. us/datapipeline/yr_directory Debbie Puccetti puccetti_d@cde. state. co. us 56

Directory – Four Day School Week School districts operating a school on four-day school week (less than 160 scheduled days per school year) are required to submit a request for approval. Only schools that include grades 1 -12 Debbie Puccetti puccetti_d@cde. state. co. us 57

4 -Day School Week Deadline Please don’t delay………. The deadline of May 11, 2021, is fast approaching! Debbie Puccetti puccetti_d@cde. state. co. us 58

Directory – School Calendar Debbie Puccetti 59

Directory District Calendar Opens - June 1, 2021 Closes – September 1, 2021 Please mark your calendars accordingly! (no pun intended) Debbie Puccetti_d@cde. state. co. us 60

How to Enter your Districts 2021 -2022 Calendar TO ENTER YOUR DISTRICT’S DATES: 1) 2) 3) 4) 5) 6) Log into Directory through Data Pipeline https: //www. cde. state. co. us/idm In Data Pipeline choose Directory Click on Enter Directory Information Click on District Calendar Enter your districts dates for the 2021 -2022 school year Click SAVE Six easy steps to completing your 2021 -22 district’s calendar! Debbie Puccetti puccetti_d@cde. state. co. us 61

Thank you for joining today! Next Town Hall Thursday, May 6, 2021 9: 00 am – 10: 00 am 62