Data Pipeline Town Hall April 4 th 2019

Data Pipeline Town Hall April 4 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 Report Card March Directory Civil Rights Data Collection Special Education IEP Special Education Discipline READ Collection

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 • Report Card March • READ Interchanges 9 • • Student Special Education IEP 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

School Discipline and Attendance 11

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 SDA - Annette Severson - severson_a@cde. state. co. us

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

SDA Files 2018 -2019 • Count of behaviors by school with Action Taken • Count of Allegations by School for CRDC • Count of Attendance by Student Demographic Information • Required for All Public Schools • Count of Students Disciplined by Demographic Information Discipline by Action Discipline by Student Demographic Attendance Data Firearm (GFSA) Discipline • Count of Firearm Possessions by School with Action Taken SDA - Annette Severson - severson_a@cde. state. co. us

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 • OR • If the incident would fit a behavior code other than code 12 - Other Violation of Code of Conduct SDA - Annette Severson - severson_a@cde. state. co. us

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 • New Attendance Data Snapshot layout posted at: https: //www. cde. state. co. us/datapipelinesnapshotsattendance SDA - Annette Severson - severson_a@cde. state. co. us

Teacher Student Data Link (TSDL) 17

2018 -19 Collection Status PAUSED for majority of students REQUIRED for migrant students: • 8 th -12 th grade only • Receiving partial or full credit for at least 1 course in your district TSDL– Annette Severson – severson_a@cde. state. co. us

Migrant Student List Districts can view the list of students identified as Migrant with the following steps: 1) 2) 3) 4) Data Pipeline (log in) Cognos Report Student Interchange folder Open the Migrant Student List report List updated last March, will be updated again soon Requests has been made to have Migrant Student List report in Cognos-TSDL folder – in process 19 TSDL– Annette Severson – severson_a@cde. state. co. us

Impact on LEAs without Migrant Students • Course Instructor File does not need to be uploaded • Local Course Codes are not required to be mapped within SSCC • Course Enrollment file does not need to be uploaded • TSDL snapshot does not need to be created or finalized TSDL– Annette Severson – severson_a@cde. state. co. us

Impact on LEAs with Migrant Students • Course Instructor File does not need to be uploaded • Local Course Codes must be mapped via Statewide Standard Course Code System (SSCC) for any 8 th – 12 th grade courses attended by migrant student(s) • Course Enrollment file must be uploaded for 8 th-12 th grade migrant students only • TSDL snapshot must be created and finalized for the migrant students TSDL– Annette Severson – severson_a@cde. state. co. us

Timeline November 2018 SSCC Open – Map Courses TSDL Interchange Open – Upload Migrant COE file January 2019 TSDL Snapshot Opens- start creating Snapshot June 2019 Migrant COE file error free TSDL Snapshot created Review and Finalize data TSDL– Annette Severson – severson_a@cde. state. co. us

TSDL Interchange Resources Course Code Documentation found at: • https: //www. cde. state. co. us/datapipeline/sscc-details TSDL Interchange Documentation found at: http: //www. cde. state. co. us/datapipeline/inter_teacherstudent • Deadlines • File layouts and definitions • Defects • Business Rules • Trainings • Additional Resources – Frequently Asked Questions Contact: • Annette Severson: severson_a@cde. state. co. us or 303 -866 -6824 TSDL– Annette Severson – severson_a@cde. state. co. us

Report Card March 24

Report Card March 2018 -19 • The Report Card March is open and will remain open until April 12 th 2019. • RCMAR documents can be found at: http: //www. cde. state. co. us/datapipeline/per_reportmarch The documents located at this link include trainings, file layouts and definitions. • 95 Districts have submitted and are done – Thank You! 25

Directory 26

Directory 4 Day School Week • 4 Day School Week Application Closes May 10 th 2019 • REQUIRED Application must be submitted each year! • 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 for schools that include grades 1 -12. To be considered for the of 2019 -2020 school year, please complete the application via Data Pipeline by Friday, May 10, 2019. • Application guide available at: http: //www. cde. state. co. us/datapipeline/yr_directory • Guidance on Hours: http: //www. cde. state. co. us/sites/default/files/docs/cdefin ance/Instructional%20 Hours%20 Resource%20 Guide_Updated_ DEC 2018. pdf 27 27

Directory 4 Day School Week Dennis St. Hilaire st. Hilaire_d@cde. state. co. us 0050 BENNETT 29 J 0170 DEER TRAIL 26 J 0240 PRITCHETT RE-3 0260 VILAS RE-5 0310 MC CLAVE RE-2 0520 CHEYENNE COUNTY RE-5 0860 CUSTER COUNTY SCHOOL DISTRICT C-1 0880 DENVER COUNTY 1 0890 DOLORES COUNTY RE NO. 2 0930 KIOWA C-2 0940 BIG SANDY 100 J 0960 AGATE 300 0970 CALHAN RJ-1 1060 PEYTON 23 JT 1070 HANOVER 28 1120 EDISON 54 JT 1220 GARFIELD 16 1330 GILPIN COUNTY RE-1 1350 EAST GRAND 2 1380 HINSDALE COUNTY RE 1 1420 JEFFERSON COUNTY R-1 1460 HI-PLAINS R-23 1500 BURLINGTON RE-6 J 1600 HOEHNE REORGANIZED 3 1620 AGUILAR REORGANIZED 6 1750 BRANSON REORGANIZED 82 1760 KIM REORGANIZED 88 1810 KARVAL RE-23 1828 VALLEY RE-1 1850 FRENCHMAN RE-3 1980 DE BEQUE 49 JT 28 2010 2505 2515 2520 2535 2570 2610 2660 2680 2710 2740 3010 3050 3060 3070 3080 3146 3230 CREEDE SCHOOL DISTRICT 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 WILEY RE-13 JT MEEKER RE 1 MONTE VISTA C-8 CRIPPLE CREEK-VICTOR RE-1 OTIS R-3 LONE STAR 101 WOODLIN R-104 WELD COUNTY RE-1 BRIGGSDALE RE-10 LIBERTY J-4 So far 49 districts have submitted their 4 day school week applications.

School Code Changes • Items that require a form to update Directory • • Request a New School Code Closing a School for Grade Changes for Name Changes • http: //www. cde. state. co. us/apps/formcenter/School. Chang e. Forms • School code changes are due June 30 th. 29

Data Pipeline Non-Public Schools and Directory Dennis St. Hilaire st. Hilaire_d@cde. state. co. us Questions Dennis St. Hilaire st. Hilaire_d@cde. state. co. us Phone 303 -866 -6840 30

Statewide Student Information System (SIS) 31

Statewide Student Information System Value Assessment Project Update Thank you to everyone that participated in the focus groups! § Focus Group meetings Completed § Tuesday March 26 th – Fort Morgan District Support Center § Wednesday March 27 th – Pikes Peak BOCES, Colorado Springs § Thursday March 28 th – Jefferson County Education Center § Information obtained from meetings § High level data reporting process for each LEP category § Feedback on the potential funding models § Pros and cons of moving forward with a Statewide SIS § All of the information will be in the final report 32

Statewide Student Information System Value Assessment Project Update You have another opportunity to participate! § Remaining Focus Group meetings – Connected to Western Slope Superintendent conference § Thursday April 11 th – Grand Junction § Double Tree Hotel – Executive Conference Room - 1: 00 -3: 00 pm § Friday April 12 th – Grand Junction § Double Tree Hotel – Executive Conference Room - 9: 30 – 11: 30 am We will assess our LEP coverage after next week and make a decision on whether to have any additional meetings and or conduct virtual meetings with targeted LEP’s 33

Statewide Student Information System Value Assessment Project Update It’s not to late to participate in the Focus Groups § If you are interested send us an email: statewidesis@cde. state. co. us § We will send you paper copies of the survey’s § Let us know the session you plan on attending and § How many resources will be attending from your LEP § Please let us know by then end of day Tuesday April 9 th if you are planning on attending 34

Statewide Student Information System Value Assessment Project Update § Questions or comments on the Statewide SIS Value Assessment Project status or upcoming Focus Groups? 35

2017 -18 Civil Rights Data Collection (CRDC)

2017 -18 Civil Rights Data Collection (CRDC) • Open Friday, February 8 th • Deadline Friday, April 26 th • Colorado progress report: • 29 certified • 13 100% complete (have not certified) • 114 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 magnificent!

Special Education Discipline 40

Special Education Discipline 2018 -2019 Special Education Discipline Interchange Now Open! v Collaborative collection between Districts and Administrative Units to collect/submit discipline data on Special Education students. • Districts able to begin uploading Sped Discipline Action file and resolving errors ü Special Education Discipline Snapshot opens Wednesday, May 1 • AUs able to begin creating Special Education Discipline Snapshots and working with districts to resolve snapshot errors Reminder: No file layout changes for 18 -19 Special Education Discipline - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education Discipline Important Dates April • Monday April 1 st: Special Education Discipline Interchange Opens May • Wednesday May 1 st: Special Education Discipline Snapshot Opens (soft open TBD) • Tuesday May 7 th: (Sped) Discipline Action File uploaded (unless no Actions to report) *Districts June • Thursday June 6 th: at least 1 snapshot created by this date *AUs 42

ACTION TYPES Disciplines Suspension In-school (01) Out of School (02) Expulsion (03) OR Removals Unilateral Removal to IAES by school personnel (01) Removal by a hearing officer to an IAES (02) A record will contain a Discipline or a Removal. Not both! *Incident involving drugs, weapons, or bodily injury

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

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 Resources 2018 -2019 Resources posted: http: //www. cde. state. co. us/datapipeline/inter_sped-discipline • Timeline • File Layout and Definitions (updated per survey feedback) • Business Rules • Template Questions? Contact: Lindsey Heitman_l@cde. state. co. us (303) 866 -5759

READ Collection 48

2018 -19 READ Collection Timeline • March 1: READ collection and budget survey soft open – districts can submit beginning READ files and budget planning surveys • April 1: READ collection opens • June 14: Deadline to submit READ data file & budget planning survey to CDE – all submissions are finalized and locked • June 21 – July 1: Districts work with each other to clear duplicate SASIDS • July 1: Deadline to resubmit data files with duplicates removed and READ collection closes • READ Verification forms is due by July 5: Signed by Superintendent • August 12: Distribution of READ funds 49 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

2018 -19 READ Collection As you may be aware, the Joint Budget Committee voted to hold off on the appropriation for the READ Act to allow time for legislation to be considered to improve the effectiveness of the overall program. This means that the funding decisions have been postponed until the legislature has time to consider additional strategies for improving literacy rates. A new bill has been introduced that proposes changes to the READ Act. Please note that department staff do not take positions on proposed legislation. However, I am here to answer any questions that I can, given the information available at this time. A link to the proposed bill (Senate Bill 19 -199, READ Act Implementation Measures) can be found here: https: //leg. colorado. gov/bills/sb 19 -199 After they are introduced, the details of bills and resolutions are carefully analyzed at committee meetings. After study, hearings, research and discussion, a bill may be amended, recommended for passage, referred to another committee, postponed indefinitely, or laid over for consideration later in the legislative session. A link to the Senate Committee agenda can be found here: https: //leg. colorado. gov/content/senateeducation-6 In absence of additional information, we will proceed with this year’s data collection as we have in previous years. As more information becomes available, we will work to keep you updated. As always, please feel free to reach out via phone or email at any time with any questions you may have. 50 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 51 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

Thank You Next Town Hall: Thursday, April 11 th, 2019 9 a. m. -10 a. m.