Data Pipeline Town Hall April 18 th 2019

Data Pipeline Town Hall April 18 th 2019 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 1

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 • Access Management https: //cdeapps. cde. state. co. us/faqs. html Frequently Asked Questions 1 -12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https: //cdeapps. cde. state. co. us/Identity. Man agement. Groups. xls 3

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

How to Share Data üCheck local policies for restrictions, requirements, etc. üEnsure that you are following local policies when transmitting PII to any third party üUse secure methods to transfer any PII to CDE ü Call CDE (303 -866 -6395) with questions about how to transmit PII securely ü Use Syncplicity to encrypt emails to CDE üAvoid sending PII via unencrypted email or to unsecured faxes when sharing data between or within districts XDo not use PII in trainings, presentations, etc. XDo not share PII with unauthorized individuals XDo not share passwords

Introductions

Today’s Agenda Open Collections in Data Pipeline Directory Report Card March School Discipline and Attendance Civil Rights Data Collection READ Collection Special Education End of Year Special Education Discipline

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • Directory (4 Day School Week Application and School Code Changes) • RITS • EDIS Periodic • Designated Agency • READ • School Discipline and Attendance Interchanges • • • 9 Student Special Education IEP Special Education Discipline Staff Teacher Student Data Link (for migrant students)

Open Data Pipeline Collections Snapshots • Teacher Student Data Link Snapshot (for migrant students) Coming Soon • Student End of Year 10

Directory 11

Data Pipeline 4 Day School Week Application • The Data Pipeline Directory is open your you to submit your 4 day school week applications. • The collection is open until 5/10/2019 • You must submit this application if you have any schools that have less than 160 student teacher contact days. • So far 69 Districts have submitted their applications for the 2019 -20 school year. 12

Data Pipeline 4 Day School Week Application 0050 0170 0180 0230 0240 0260 0290 0310 0500 0520 0550 0740 0770 0860 0880 0890 0930 0940 0950 0960 0970 1050 1060 1070 1120 1130 1220 1330 1350 1380 1420 1430 1460 1500 1620 1750 1760 13 BENNETT 29 J DEER TRAIL 26 J ADAMS-ARAPAHOE 28 J WALSH RE-1 PRITCHETT RE-3 VILAS RE-5 LAS ANIMAS RE-1 MC CLAVE RE-2 SALIDA R-32 CHEYENNE COUNTY RE-5 NORTH CONEJOS RE-1 J SIERRA GRANDE R-30 CROWLEY COUNTY RE-1 -J CUSTER COUNTY SCHOOL DISTRICT C-1 DENVER COUNTY 1 DOLORES COUNTY RE NO. 2 KIOWA C-2 BIG SANDY 100 J ELBERT 200 AGATE 300 CALHAN RJ-1 ELLICOTT 22 PEYTON 23 JT HANOVER 28 EDISON 54 JT MIAMI/YODER 60 JT GARFIELD 16 GILPIN COUNTY RE-1 EAST GRAND 2 HINSDALE COUNTY RE 1 JEFFERSON COUNTY R-1 EADS RE-1 HI-PLAINS R-23 BURLINGTON RE-6 J HOEHNE REORGANIZED 3 AGUILAR REORGANIZED 6 BRANSON REORGANIZED 82 KIM REORGANIZED 88 1810 1828 1850 1870 1980 1990 2010 2020 2505 2515 2520 2535 2570 2610 2660 2670 2680 2710 2740 2750 2760 2780 2800 3010 3030 3050 3060 3070 3080 3146 3230 KARVAL RE-23 VALLEY RE-1 FRENCHMAN RE-3 PLATEAU RE-5 DE BEQUE 49 JT PLATEAU VALLEY 50 CREEDE SCHOOL DISTRICT MOFFAT COUNTY RE: NO 1 WELDON VALLEY RE-20(J) WIGGINS RE-50(J) EAST OTERO R-1 MANZANOLA 3 J SWINK 33 PARK COUNTY RE-2 LAMAR RE-2 HOLLY RE-3 WILEY RE-13 JT MEEKER RE 1 MONTE VISTA C-8 SARGENT RE-33 J HAYDEN RE-1 SOUTH ROUTT RE 3 MOFFAT 2 CRIPPLE CREEK-VICTOR RE-1 AKRON R-1 OTIS R-3 LONE STAR 101 WOODLIN R-104 WELD COUNTY RE-1 BRIGGSDALE RE-10 LIBERTY J-4

School Code Changes If you have school code changes for 2019 -20 you may submit them NOW! This would include requests for a New School Code, Closing a School, Grade Change, and Name Change. The forms can be found at: http: //www. cde. state. co. us/apps/formcenter/School. Ch ange. Forms 14

Directory Information NOTE: Please keep your principal name and emails up to date in the data pipeline directory. Some emails were sent out to principals from our directory to let schools know about a recent school incident and there were a bunch of bounce backs. Please keep this information up to date so it can be used to pass along important information when it happens. 15

Report Card March 16

Report Card March For all the Districts who completed this collection on time – The file layouts and definitions for the 2019 -20 are posted on the Data Pipeline site. There were no changes from 2018 -19. 17

Report Card March This year EDAC looked at the Data Burden Survey and decided to look at ways of removing the Report Card March collection based on the survey results. Here are the steps that were taken and the results • EDAC voted to not approve the Report Card March Collection at the March 1 st EDAC Meeting. • A review was conducted to see what statutes were involved with the collection and the usefulness of the data. 18

Report Card March • The Report Card March collection was taken to the Executive Team to look at removing this collection. • Based on the statutes it was determined that unless the law was changed we will need to continue with the collection for 2019 -20 and DSU was directed to issue an EDAC stamp. • EDAC will continue to work to remove this collection or at least find ways of reducing the work for districts. This will be a topic that EDAC will look into at our summer retreat. 19

School Discipline and Attendance 20

2018 -2019 Collection Dates Date Event April 17 th (Wednesday) Collection opensbegin uploading to verify files are being created correctly with accurate information April 23 rd (Tuesday) Webinar training from 10 -11 am https: //cdeinfotech. adobeconnect. com/data_services/ and call in number: 1 -855 -397 -4421 May 15 th (Wednesday) Webinar training from 1 -2 pm https: //cdeinfotech. adobeconnect. com/data_services/ and call in number: 1 -855 -397 -4421 June 14 th (Friday) Suggested Date for having all files uploaded June 28 th (Friday) Deadline for SDA to be finalized SDA - Annette Severson - severson_a@cde. state. co. us

Identity Management Roles To have access to the SDA periodic collection, one of the following 3 roles would need to be assigned to you by your Local Access Manager: Id. M Role Enables User to: SDA~LEAAPPROVER Finalize, Submit, Modify and View Data SDA~LEAUSER Submit, Modify and View Data SDA~LEAVIEWER View Data If you plan to ‘do it all’ – you will want the SDA~LEA Approver Role

What must be Reported? All (includes special education) students disciplined during the school year All student attendance info- count of days and partial days üInclude the student and incident: • If the student is disciplined with a Classroom Suspension, In-School Suspension, Out of School Suspension, Expelled, or Referred to Law Enforcement regardless of behavior code

SDA Files 2018 -2019 • Count of Students Disciplined by Demographic Information • Count of behaviors by school with Action Taken Discipline by Action 2 nd Discipline by Student Demographic 4 th Attendance Data 3 rd - Firearm (GFSA) Discipline 1 st • Count of Attendance by Student Demographic Information • Count of Firearm Possessions by School with Action Taken

No Reportable Incidents A separate tab in Data Pipeline, under “SDA” Option to use when a school has no incidents to report to CDE; either • No Disciplinary Incidents and/or • No Firearms to report Can be updated throughout the SDA process. • If marked as “No” initially, this can be updated to “Yes” for a school if needed and vice versa, until the data is finalized. Must update each page or select ‘all’ per page to update all schools in one screen

Attendance Data File – 2019 -2020 Updates • Attendance Data File will no longer be included in SDA • INSTEAD, there will be a new Attendance Snapshot • Attendance data fields are being added to the Student School Association file to accommodate new snapshot: • • 6 new fields: Total Days Attended, Total Days Excused, Total Days Unexcused, Total Possible Attendance Days, Total Days Missed Due to Out of School Suspensions, and Habitually Truant Status Attendance information will be reported per student record, as opposed to aggregated at student demographics level • Student School Association file updated and posted at: http: //www. cde. state. co. us/datapipeline/inter_student • New Attendance Data Snapshot layout posted at: https: //www. cde. state. co. us/datapipelinesnapshotsattendance

Data Pipeline Website http: //www. cde. state. co. us/datapipeline Periodic Collections -> School Discipline and Attendance • • Overview Deadlines File Layouts Business Rules Templates Trainings Additional Resources Contact – Annette Severson; severson_a@cde. state. co. us Direct Link: http: //www. cde. state. co. us/datapipeline/schooldisciplineattendance

2017 -18 Civil Rights Data Collection (CRDC)

2017 -18 Civil Rights Data Collection (CRDC) • Open Friday, February 8 th • Deadline Friday, April 26 th May 10 th • • Colorado progress report: • 47 certified • 22 100% complete (have not certified) • 98 over 90% complete AWS (Advance Website) https: //crdc. grads 360. org/#program Partner Support: (855) 255 -6901 or crdc@aemcorp. com

2017 -18 Civil Rights Data Collection (CRDC)

2017 -18 Civil Rights Data Collection (CRDC) Thank you!!! CRDC contacts are brilliant!!!

READ Collection 32

READ Status Field 33 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

READ Status 6 – Things to Keep in Mind • READ Status 6: Student met fall grade level competency definition • This should be a very small number of students • You will not report fall assessment score but a place holder score of ‘ 7777’ • Schools and districts participating in the Early Literacy Assessment Tool) ELAT and/or the Early Literacy Grant (ELG) will adhere to their project participation requirements and the assurances that they already agreed to as participants in the project • Cut scores for fall reading competency 34 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

READ Collection Resources • READ Collection resources can be found at: http: //www. cde. state. co. us/coloradoliteracy/readdatapip eline • • • Upcoming webinars Data collection timeline Data elements & definitions File layout Business Rules Additional resources such as FAQ document, assessment cut scores for determining SRD, template for submitting budget planning survey, etc. • Questions? Contact Whitney Hutton, READ Data Collection Manager • • Email: Hutton_W@cde. state. co. us Phone: 303 -866 -6421 35 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

Special Education End of Year 36

Special Education EOY – Soft Open Special Education EOY Snapshot is in Soft Open • AUs able to create snapshots now (official open is May 1) • Snapshot processing may take longer than usual – CDE is aware and researching issue

Special Education EOY – Annual Trainings Webinar Training Dates: • Wednesday May 15 th 2: 00 – 4: 00 • Tuesday May 21 st 10: 00 - 12: 00 Login Information: https: //cdeinfotech. adobeconnect. com/data_services/ Call-in number: 1 -855 -397 -4421 Steps for joining a webinar: 1. Go to login link https: //cdeinfotech. adobeconnect. com/data_services/ on the date and time of the webinar and choose the option to “Enter as Guest. ” 2. With this option you have the opportunity to enter your name; please enter your Administrative Unit code and name (i. e. 64270 - Annie). A screen will alert you when your request has been confirmed. 3. Once you have entered the room, you may dial into the conference number: 1 -855 -397 -4421 either through your computer or by calling from your phone. Please remember to mute your phones. *email reminder will be sent prior to webinar! Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education EOY Identity Management: Access to Data Pipeline INTERCHANGE ENABLES USER ROLES TO: SNAPSHOT ROLES ENABLES USER TO: Viewer read-only access User upload files, view interchange level errors User create snapshots and view snapshot level errors Approver create snapshots, view snapshot level errors, AND can approve data (Submit final snapshot to CDE) *1 per account *only option for IEP Interchange *1 per account *Need at least 1 Special Education IEP group is: SPE Example: 16010 -SPE~LEAUSER Role Special Education EOY group is: EOY 16010 -EOY~LEAVIEWER Read-Only *Roles assigned by LAM (Local Access Manager) *Important: only 1 role per group/account 5 16010 -EOY~LEAUSER Submit and Modify 16010 -EOY~LEAAPPROVER Approver

Special Education Discipline 40

Special Education Discipline 2018 -2019 Special Education Discipline Snapshot is in Soft Open phase! ü Discipline Interchange opened Monday, April 1 ü Special Education Discipline Snapshot is open Wednesday, May 1 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 research and 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 Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education Discipline – Annual Trainings Webinar Training Dates: • Wednesday April 24 th 2: 00 – 3: 30 • Wednesday May 1 st 10: 00 - 11: 30 Login Information: https: //cdeinfotech. adobeconnect. com/data_services/ Call-in number: 1 -855 -397 -4421 Steps for joining a webinar: 1. Go to login link https: //cdeinfotech. adobeconnect. com/data_services/ on the date and time of the webinar and choose the option to “Enter as Guest. ” 2. With this option you have the opportunity to enter your name; please enter your Administrative Unit code and name (i. e. 64270 - Fred). A screen will alert you when your request has been confirmed. 3. Once you have entered the room, you may dial into the conference number: 1 -855 -397 -4421 either through your computer or by calling from your phone. Please remember to mute your phones. *email reminder will be sent prior to webinar! Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education Discipline Interchange/Snapshot vs. School Discipline and Attendance (SDA) Special Education Discipline Interchange/Snapshot School Discipline and Attendance (SDA) • Interchange/Snapshot Process • Periodic Collection Process • Student Level Data • School Level Data • count of incidents • count of students • ONLY students with disabilities subject to disciplinary removal are included • Districts submit data in pipeline; AU’s create and finalize Discipline Snapshot data 43 • ALL students disciplined counted and reported • Districts Submit data and finalize data within Pipeline

Special Education Discipline – Cognos Name Change Cognos Reports – ‘Discipline Interchange’ name changed to ‘Special Ed Discipline Interchange’ • Choose: Special Ed Discipline Interchange to see the Discipline Action file errors • File Type is still Discipline Action

Special Education Discipline – Snapshot Reports Reminder: • Choose: ‘Special Education Discipline’ to see the Sped Discipline Snapshot errors and other reports

Thank You Next Town Hall: Thursday, April 25 th, 2019 9 a. m. -10 a. m.