August 22 nd 2019 Data Pipeline Town Hall

August 22 nd 2019 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. We will begin the webinar shortly Dial in number is 1 -866 -764 -6750 Data Pipeline support email is datapipeline. support@cde. state. co. us

Webinar Etiquette • Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them. • If you receive a call and need to pick up, please disconnect from the webinar. Otherwise, all town hall participants hear your hold music! • We will hold the Q&A session at the end of the presentation: • Type it in the Chat Box for a response OR • Raise Your Hand: • A presenter will call your name • After your name is called, un-mute your phone and speak your question/comment • Please be respectful of others time; we may need to have a separate conversation later to best help you 2

Colorado Department of Education Identity Management • https: //www. cde. state. co. us/ idm/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/ idm/rolemappings 3 • Access Management - https: //www. cde. state. co. us/idm

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 4

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 • Call CDE (303 -866 -6395) 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 5

Introductions

Today’s Agenda • • 7 Open Collections in Data Pipeline Summer Town Hall Calendar Data Pipeline Maintenance Window End of Year SPED Discipline SPED End Of Year (EOY) Staff Interchange Teacher Student Data Link (TSDL)

Open Collections in Data Pipeline

Open Data Pipeline Collections • Year Round • Directory • RITS • EDIS • Periodic • Designated Agency • Finance December • Interchanges • Student • Special Education IEP • Special Education Discipline 9

Open Data Pipeline Collections • Snapshots • End of Year • Special Education Discipline • Special Education EOY • Coming Soon • Staff Interchange 10

Summer Town Hall Calendar

Town Hall Summer Calendar • In the months of June, July, and August, Town Hall met every other Thursday • This is our last scheduled summer townhall • We will resume to Weekly Town Halls on September 5 th

Data Pipeline Maintenance Window

Planned Outage • Service(s) Impacted: All single sign on applications Who is Affected: Single sign on application users Purpose of Activity: Database patching and updating of underlying systems • • 14 Maintenance Time Frame: 8/27/2019 Database patches are routinely applied to fix software bugs and stay up to date with the latest in security, applying these patches regularly keeps our applications running smoothly and keeps CDE data safe. During the patching windows, all single sign on applications, such as Pipeline, RANDA, LACES, and UIP will be impacted. Tuesday 8/27/2019 after business hours – in this window the patches will be applied to the production environment. If you have any questions, please contact Jeff Stevenson in IMS at 303. 866. 6830 or stevenson_j@cde. state. co. us

Student End of Year

Student End of Year 2018 -2019 Student End of Year Data Collection Deadline • All districts must have an error-free EOY snapshot submitted to CDE by: Thursday, September 12 th • This is a legislatively mandated deadline. • If you are having difficulty working through your errors, please email me to schedule a time to work through errors together. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 Most Efficient Way to Clear Errors 1) Find the line of data that is causing the error. 2) Look at the line of data and find the discrepancy causing the error. 3) Correct the discrepancy in your SIS, re-upload interchange files, and take a new snapshot. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 How To Submit Your EOY Snapshot 1. 2. 3. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • • Online Resources Errors on the interchange level? http: //www. cde. state. co. us/datapipeline/inter_student Errors on the snapshot level? http: //www. cde. state. co. us/datapipeline/snap_eoy Training Materials: http: //www. cde. state. co. us/datapipeline/snap_eoy If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule individualized training. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • If your data is accurate and you need exceptions to over-ride your errors in Data Pipeline, please save an exception request to your Syncplicity student folder and email me and let me know you have an exception that you’d like processed. • Please include a file path to your exceptions • Please include your district number in your emails Deadline for Exceptions Thursday, September 5 th • Exception Template: Exception Request Template and Instructions - Link (XLSX) Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 HSED “errors” are actually updates. These updates let districts know that CDE has new information on a student – that he/she has completed an HSED. I’ll continue to process HSED files into early September so I can capture completers up until August 31 st. • If you receive an HSED error (SE 061), update the Exit Type to 93 for in-district HSED programs or 94 for out-of-district HSED programs. • If you’ve already submitted your snapshot, you’ll be notified of HSED completers in your cross-lea errors. Please correct SE 104 errors – they do not need exceptions. • If a grade K-12 student was reported last year with Exit Type=00 in the last detail record, their first detail record must be reported with an Entry Type = 02, 03, 11, 90, 91 or 00. Please update the entry type in your School Association file. • Students must have a record in the subsequent year if they leave with a 00. It can be a “one-day” record with a 08012019 entry date, 02 entry type, 08022019 exit date and the appropriate exit type. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • New Exit Codes for Concurrent Enrollment Students • 23 - previous graduate did not complete a postsecondary program • 24 - previous graduate completed postsecondary program • 96 - graduated and completed a postsecondary program • Remember to use the retention code of ‘ 2’ for 12 th Graders being retained for P-Tech and ASCENT. This coding ensures they are included in your 4 -year graduation cohort rate. • P-TECH and ASCENT students who are exited as 90 s (diploma recipients) are entered as 90 s (entry type code ‘ 90’) in the following school year. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • If you have an error free snapshot, please use this time to start reviewing your Cognos reports, including: • Student Dropout List • Students from Current AYG • Rate reports Thank you for all of your hard work in submitting your Student End of Year Data Collection! The next phase of the collection, the Cross LEA Validation Phase, will begin Monday, September 23 rd. Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

SPED Discipline

Special Education Discipline Important Dates Final week! August • • • Thursday August 22: Complete Snapshot! All interchange and snapshot errors resolved Aug. 22 - Aug. 29: Report Review August 29: Final Submission and Reports due (okay to submit when you’re ready) *Please create a new snapshot prior to running reports and final submission of data. Thanks! Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education Discipline: Last Steps • Thursday August 22 rd: Complete Snapshot – ERROR FREE • Date by which you must have generated your complete Special Education Discipline Snapshot dataset by passing all interchange and snapshot validations in preparation for report review • Thursday August 22 rd – August 29 th Report Review Week • Director and data respondent review reports in detail and make any data corrections deemed necessary to ensure you are reporting valid and reliable data • All changes must be made by end of day August 29, 2019 • Thursday, August 29 th: Final snapshot approval within Data Pipeline, upload signed reports to DMS. *Okay to do this as soon as you’ve reviewed your reports and signed off on your data. •

Where to Find the District Authority Sign Off Form • District responsibility (DIS role) • Found under Cognos Reports/Special Ed Discipline Interchange 27

Special Education Discipline: Reports Due ADMINISTRATIVE UNITS are responsible for submitting the following reports to Data Management System: • Sped Data Summary Report (14 pages) • Sped Discipline: Year to Year Comparison Report (13 pages) • Flag Explanation document (if applicable) for any A flags you have in the Year to Year Comparison Report You will find the reports here: COGNOS REPORTS/Special Education Discipline *Please email Alyssa Ohleyer_a@cde. state. co. us if you would like a confirmation of reports received in the DMS. Otherwise, no news is good news! 28

Where to Find SPED Discipline Cognos Reports • From Single Sign On > select Data Pipeline> Click Cognos Reports>Special Education Discipline: 29

Special Education Discipline Reports Signature Report - PDF *Detail Reports - for your information Signature Report - PDF *Save a copy of your complete snapshot for your records 30

Special Education Discipline: Steps for Final Approval in Data Pipeline • • Within Data Pipeline 1. Click Special Ed Discipline on the left menu 2. Click Status Dashboard 3. Use the drop downs to select the appropriate values • File Type: Special Education Discipline • School Year: 2018 -19 • Organization/LEA: defaults to your AU • Notice the Data Locked value on this screen is set to N • Notice the Overall Status is set to P (pending) indicating the data has not been submitted to CDE. • 4. Check the box next to the Admin Unit name and number and then click on your Admin Unit name to get to the next screen which contains the Submit to CDE button. • 5. Click the Submit to CDE button (Only SPI-APPROVERS will have this ability) (must have 0 errors) • 6. Click OK • A green message should display above the File Type box indicating the data was submitted • The Data Locked value should change to Y • The Overall Status should change to S 31

Special Education Discipline Resources • 2018 -2019 Resources posted: • Special Education Discipline Interchange: http: //www. cde. state. co. us/datapipeline/inter_speddiscipline • Special Education Discipline Snapshot: http: //www. cde. state. co. us/datapipeline/snap_speddiscipline Questions? Contact: Lindsey Heitman_l@cde. state. co. us (303) 866 -5759 32

SPED EOY

Special Education EOY Important Dates September • • Wednesday September 4: All exception requests received by CDE Tuesday September 10: Complete Snapshot! All interchange and snapshot errors resolved Sept. 10 - Sept. 13: Initial Report Review Friday September 13: Complete Snapshot – any necessary changes made and errors resolved Sept. 16 - Sept. 24: Cross LEA Validation Tuesday Sept. 24: All duplicates resolved and complete error-free snapshot Sept. 24 – Oct. 1: Final Report Review Wednesday Oct. 2: Final Submission and Reports Due to CDE • Snapshots have been running quickly this week Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759 34

Special Education EOY: Edit SY 285 New edit this year. SY 285: Duplicate Exit Type is not allowed for Exit Types (01, 02, 40, 50, 70, 92, 93, 94) and another AU is reporting this student with the same exit type. Scroll to the right of the error report to find the other AU and consult with them to determine who should report the exit. • A student can only graduate, dropout, age out, etc from one AU so more than one AU reporting this type of exit will trigger an error. How to report a student attending an out of state facility: School Code: 0000 Special Education Program Code: 0001 (out of state) State of Attendance: UT (state abbreviation where student is attending) District of Attendance: 0000 35

Special Education EOY: C to B records An updated C to B comparison spreadsheet was saved in AU Syncplicity folders (on 8/20/19) • please compare to your records • list shared by the Department of Human Services of the children being referred from Part C to Part B Services • These are the children whom the local Community Centered Board (CCB) partner referred to your Administrative Unit as a C to B Transition in the 2018 -2019 school year. The spreadsheets are saved in your AU Syncplicity folders and named: xxxxx_Cto. B_Referrals_July 2018 -June 2019

Special Education EOY: Questions? • Special Education EOY contact information • Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 (Primary contact) • Orla Bolger – bolger_o@cde. state. co. us 303 -866 -6896 • *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 37

Staff Interchange

Identity Management Roles • Staff Interchange Roles (both 4 digit LEAs and 5 digit AUs): • STF~ LEAUSER – upload and modify staff interchange files OR • STF~LEAVIEWER – view (only) staff interchange data • Human Resources Snapshot Roles (only 4 digit LEA codes): • HRD~LEAAPPROVER – Approves, creates, views Snapshot OR • HRD~LEAUSER - creates, views Snapshot OR • HRD~LEAVIEWER- views snapshot • Special Ed December Count Snapshot Roles (only 5 digit AU codes): • DEC~LEAAPPROVER – Approves, creates, views Snapshot OR • DEC~LEAUSER - creates, views Snapshot OR • DEC~LEAVIEWER- views snapshot 39 Staff Interchange – Annette Severson – severson_a@cde. state. co. us

Staff Interchange Timeline (Fall – Dec 2019) Event Date Wednesday, September 4, 2019 Thursday, October 31, 2019 40 Staff Interchange Opens Human Resources/Special Education December Count Snapshot Opens Wednesday, November 27, 2019 Interchange Files Uploaded At Least Once (both Staff Profile and Staff Assignment) Sunday, December 1, 2019 Official Count Date Thursday, December 19, 2019 Interchange Files Error Free Staff Interchange – Annette Severson – severson_a@cde. state. co. us

Staff Interchange Files • Staff Profile • General information per staff • Only 1 record per staff • Must be uploaded first • Staff Assignment • Provides specifics to actual duties and locations • Multiple records per staff allowed 41 Staff Interchange – Annette Severson – severson_a@cde. state. co. us

2019 -2020 File Updates • Staff Profile: • No Updates • Staff Assignment: • New teaching subject area code 2800 – JROTC/ROTC = A program that introduces students to professional education and training of military officers in leadership, military science and operational studies, security policy and strategy, military economics and management, and pre-officer training. • Code 06 (HQ via 24 semester hours) is no longer valid for Demonstrates In-Field Status 42 Staff Interchange – Annette Severson – severson_a@cde. state. co. us

Demonstrates In-Field Status 1 Review • Using the list below, prioritize response by reporting the first applicable code for each teacher with teaching subject area code 0010, 0015, 0070, 0200 -0299, 0300 -0399, 0500 -0599, 0600 -0699, 1100 -1199, 1200 -1299, 1300 -1399, 1500 -1599, or 1700 -1799: 43 Code Description 01 Subject Area Endorsement on Teaching License 02 Degree (BA or higher) in subject area 03 36 semester credit hours in subject area 04 Passed State Board of Education approved content exam in subject area 05 None (teacher is out of field) Staff Interchange – Annette Severson – severson_a@cde. state. co. us

Demonstrates In-Field Status Update • Required for the following teaching subject area codes: • • • 0010 (general elementary) 0015 (general 7 th/8 th grade) 0070 (co-alt exclusively) 0200 -0299 (Art) 0500 -0599 (English Language Arts) 0600 -0699 (Foreign Languages) 1100 -1199 (Mathematics) 1200 -1299 (Music) 1300 -1399 (Natural Science) 1500 -1599 (Social Science) 1700 -1799 (Special Education) • All other teaching subject area codes can be reported with 00 44 Staff Interchange – Annette Severson – severson_a@cde. state. co. us

ESSA In-Field Crosswalk • Provides allowed endorsements for each required teaching subject code • Provides Subject Area of Degree code for each teaching subject code • Crosswalk currently being updated and will be available at: https: //www. cde. state. co. us/datapipeline/inter_staff 23 Staff Interchange – Annette Severson – severson_a@cde. state. co. us

Teacher Student Data Link (TSDL) Interchange

Overall Process TSDL Snapshot TSDL Interchange SSCC • Map ALL Courses to SCED Codes • Upload Course Enrollment File • Upload Course Instructor File • Create Snapshot Linking Instructors to Students by Course • Review Reports • Finalize Data 48 TSDL Interchange – Annette Severson – severson_a@cde. state. co. us CDE Reports • Pre-populate CRDC • Migrant Student Reporting • Course Participation Reports • Educator Preparation Performance Report

TSDL Timeline Date Event Wednesday, October 16, 2019 SSCC Opens Wednesday, November 13, 2019 TSDL Interchange Opens Wednesday, January 15, 2020 TSDL Snapshot Opens Thursday, April 16, 2020 Interchange files uploaded at least once (both enrollment and instructor) Thursday, May 14, 2020 TSDL Snapshot created at least once Wednesday, July 15, 2020 TSDL Interchange files error free Thursday, August 6, 2020 Interchange and Snapshot Errors resolved Friday, August 7 – Thursday, August 13, 2020 Final Snapshot Report Review Thursday, August 13, 2020 Finalize the TSDL Snapshot TSDL Interchange – Annette Severson – severson_a@cde. state. co. us

Statewide Standard Course Codes • CDE will automatically replicate the 2018 -2019 courses codes mapped for every district when 2018 -2019 data was available • CDE automatically replicated the 2017 -2018 course codes mapped for every district when 2018 -2019 data was not available • New courses for 2019 -2020 will still need to be mapped • Courses no longer offered in 2019 -2020 can be removed • Use the SSCC (State Standard Course Code) system to map your local course codes • https: //www. cde. state. co. us/datapipeline/sscc-details TSDL Interchange – Annette Severson – severson_a@cde. state. co. us

TSDL Interchange Files • Course Enrollment • All 6 th – 12 th grade students: • Enrolled in a required course (mathematics, science, social studies, and English language arts) • Enrolled 6 weeks or more for reported course, section, term and school • Each record must be unique based on: school code, local course code, section number, SASID , student's grade level and term • ALL 8 th-12 th grade Migrant students enrolled in all classes • Course Instructor • All Instructors: • Actively employed 6 weeks or more • Instructing a course in mathematics, English language arts/literacy, science, and/or social studies • Instructing students in grades 6 through 12 • Each record must be unique based on: school code, local course code, section number, EDID and term TSDL Interchange – Annette Severson – severson_a@cde. state. co. us

TSDL Interchange Resources • Documentation can be found at: • http: //www. cde. state. co. us/datapipeline/sscc-details • TSDL Interchange Documentation found at: http: //www. cde. state. co. us/datapipeline/inter_teacherstudent • Training will be recorded and available in September 2019 • Contact: • Annette Severson: severson_a@cde. state. co. us or 303 -866 -6824 TSDL Interchange – Annette Severson – severson_a@cde. state. co. us

Thank You Next Town Hall: Thursday, September 5 th 2019 9 a. m. -10 a. m.