Data Pipeline Town Hall December 15 th 2016

Data Pipeline Town Hall December 15 th , 2016 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

Important Reminder § Lists are generated from Id. M groups § LEAs are responsible for maintaining the groups § Please be sure to update accounts for changes including no longer at your LEA, change of email, names, adding phone numbers. § Thank you 3

Importance of Data Privacy Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII). Ø Name, address, personal identifier Ø Other indirect identifiers (e. g. , date or place of birth) Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99. 3) 4

How to Share Data ü Check local policies for restrictions ü Use secure-file transfer protocols ü Call CDE with questions about how to transmit PII securely X X 5 Do Do not not send PII over e-mail or fax use PII in trainings share PII with unauthorized individuals share passwords For more information http: //www. cde. state. co. us/dataprivacyandsecurit y

Today’s Agenda § § § § § Open Collections in Data Pipeline Holiday Schedule for Town Hall Student End of Year Teacher Student Data Link (TSDL) Course Codes Human Resources CRDC, Decline of Pre-populated Data Special Education December Count Pre-ID Extract & SBD Reviews

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Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round § Directory (Board Membership) § RITS § EDIS Periodic § December Finance § Pre-ID extract for CMAS, Co. Alt, CO PSAT 10 and CO SAT (Dec 16 th) Interchanges § Staff § Student § Special Education December Count IEP § TSDL 9

Open Data Pipeline Collections Snapshots § Student End of Year § Student October § Human Resources § Special Education December Count Coming Soon 10

Holiday Schedule for Town Hall 11

Holiday Schedule December Town Hall Holiday Schedule There will not be a Town Hall meeting on the following days: § December 22, 2016 § December 29, 2016 12

Student End of Year 13

Sign Off Sheets § Thank you to those that have sent in your sign off sheets for the collection! § Today is the deadline for your sign off sheet. § Please use the status dashboard screen to download your superintendent sign off form if you have not already done so. 14 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

Data Release § State wide rates will be publically released on January 19 th § All school and district rates are embargoed from public release until that date § You can share these rates internally with your administration and school boards for planning purposes 15 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 16

Teacher Student Data Link (TSDL) 17

TSDL Steps § § § Map course codes to SCED Codes § information found at: http: //www. cde. state. co. us/datapipeline/sscc-details Have student data uploaded in Student file (interchange) Have staff data uploaded in Staff Profile (interchange) Prepare Course Enrollment and Course Instructor files § File layout and field definitions found at: http: //www. cde. state. co. us/datapipeline/inter_teacherstudent Upload Course Enrollment and Course Instructor files into Data Pipeline 18

Survey § Please complete the TSDL survey: https: //www. surveymonkey. com/r/DFDCRG 8 § This should take less than 5 minutes of your time § Helps us develop training modules to best assist districts § Questions? Contact either Hai or Annette: § Huynh_h@cde. state. co. us § Severson_a@cde. state. co. us

Resources § File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at: http: //www. cde. state. co. us/datapipeline/inter_teacherstu dent § Contacts: § Hai Huynh - Huynh_H@cde. state. co. us or 303. 866. 3801 § Annette Severson – severson_a@cde. state. co. us or 303. 866. 6824 20

Statewide Standard Course Codes 21

Statewide Standard Course Codes § 2016 -2017 Statewide Standard Course Code (SSCC) system is open and available for districts to submit data. § Visit the SSCC website for details: § http: //www. cde. state. co. us/datapipeline/sscc-details § Timeline for 2016 -2017 is online § Resources on transitioning to SCED version 3. 0 22 SSCC - Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961

Statewide Standard Course Codes § SCED 3. 0 § In 2016 -2017 districts must submit course codes that are in SCED version 3. 0 § Course codes that only exist in versions 1. 0 and 2. 0 have been deactivated § This will primarily effect courses that are listed as Prior-to. Secondary § For example: Courses codes starting with a 5 will need to be changed § If you roll over the 2015 -2016 codes to 2016 -2017 you will see errors indicating which codes have been retired and need to be revised 23 SSCC - Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961

Statewide Standard Course Codes § Timeline & Trainings § Posted on the website § Trainings: § Wednesday, January 4, 2017 – 10 am-11 am § Monday, January 9, 2017 – 1 pm-2 pm § Thursday, January 19, 2017 – 10: 30 am-11: 30 am § https: //cdeinfotech. adobeconnect. com/data_services § 855 -397 -4421 § Deadline § February 15, 2017 § Trying to get districts to have their course codes ready for the TSDL snapshot 24 SSCC - Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961

Questions § Visit the SSCC website for details: § http: //www. cde. state. co. us/datapipeline/sscc-details § Any questions now? § Contacts: § Morgan Holmgren § Holmgren_M@cde. state. co. us § 303 -866 -6961 25

Human Resources 26

HR Timeline December • 1 st: Official Count Date • 8 th: Snapshot created at least once • 15 th: Interchange files error free January • 19 th: Snapshot created at least twice • 19 th- 26 th: Review Special Ed data reports and Assist with special education duplication process as needed February • 2 nd: Snapshot error free • 2 nd – 16 th: Review reports • 16 th: Snapshot must be finalized on or before this date Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us

HR Defects § All corrected this week! § § 28 HR 110 - warning for evaluation ratings should not be showing schools with evaluation waiver HR 048 causing an error incorrectly for staff that are no longer teachers and/or SSPs Alternative Licenses are not all showing in Teacher with Licensure Information report HR 038/HR 053: Subject Area of Degree should only be required for teachers teaching 7 th grade or above. Errors are showing incorrectly for others. Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us

FTE Modification § State Mode Hours Per Day updated to 8 hours (prev. 6. 5 hours) § State Mode Contract Days updated to 160 days (prev. 140 days) § Will only impact those job class categories where the State Mode was being used for your LEA, which is indicated by an asterisk (*) in the Cognos Report § Must create the HR snapshot again to have data updated § Update made due to FTE miscalculations for staff 29

Potential FTE Impacts § May impact the following edits: § HR 001, HR 002, HR 003, HR 004, HR 007, HR 092, HR 028, and HR 031 § Cognos Reports impacted: § Average Teacher Salary § Mode Contact Days/Hours Per Day by Job Class Category § Staff with FTE below 0. 01 or higher than 1. 7 § Summary Reports (FTE counts) 30

Additional Information § THANK YOU to all those working so diligently on this report- it is much appreciated!! § Please contact me for help, additional resources can be found: § Staff Interchange: http: //www. cde. state. co. us/datapipeline/inter_staff § Human Resources: http: //www. cde. state. co. us/datapipeline/snap_hr Contact: Annette Severson 31 (303) 866 -6824 or Severson_a@cde. state. co. us Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us

CRDC Decline of Pre-populated Data 32

2015 -16 CRDC § ‘Request to Decline CDE Pre-population of 2015 -16 CRDC’ § Find under Data Pipeline at 2015 -16 Civil Rights Data Collection § Due date is Friday, December 30, 2016 § Increasing questions about elements CDE will provide. § This file will be posted as soon as available. 33 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us

2015 -16 CRDC 34

2015 -16 CRDC § CRDC will open in late January/ early February § OCR most likely will allow states to prepopulate prior to opening the system for local education agencies § AWS (Advance Website) § https: //crdc. grads 360. org/#program § Partner Support: (855) 255 -6901 or crdc@aemcorp. com 35 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us

2015 -16 CRDC 36

Special Education December Count Data Collection 37

IEP/STAFF INTERCHANGE ERRORS RESOLVED Today, Thursday, December 15 th, is the deadline for having Interchange errors resolved. Please let CDE know if you need help resolving any of them. 38 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count Resolved Issues § DC 003 – Changed from Error to Warning § Checks the Highest Level of Education § Administrator/Instructional Area Code 2200 has been added to the § § § valid code list. Pipeline Error Reports are available DC 005 - when education level is provided for JCC 100 -299 then Institution or State Code must be provided. DC 100 – Blank filled race fields – LASID SASID must match between the Child/Participation/Student files DC 206 – Total FTE – Allowing Exceptions. § We changed the State Mode thresholds which we believe will reduce FTE errors. Creating a Snapshot – Choose Special Education December Count § Ignore Staff and Student options in the drop down 39 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count In Progress Fixes § Records Not in Snapshot § Records that should be included in the Staff report aren’t getting included as expected § DC 146 – changing from an Error to a Warning and is only applicable for Title 1 staff § DC 221 – Checks to ensure staff reported in the Participation file have corresponding records in the Staff interchange. We’ve asked to have 5 rules for each provider field. § Special Education Staff Extract – currently unavailable § Available in Cognos Included Report 40 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

SYNCPLICITY 41

Syncplicity – Secure File Sharing v. What is it? • Online tool that allows for secure file and information sharing • Allows users to store and sync files online between computers. It supports Microsoft Windows and Mac OS X. v. Why? • Personally Identifiable Information can no longer be sent over email • Includes: Names, Dates of Birth, SASIDs • "Student Personally Identifiable Information“ (Student PII) means information that, alone or in combination, personally identifies an individual student or the student's parent or family, and that is collected, maintained, generated, or inferred by a public education entity, either directly or through a school service, or by a school service contract provider or school service on-demand provider. 42

Syncplicity Resources § Link to Syncplicity Resources: http: //www. cde. state. co. us/datapipeline/resources § Click District Data Exchange § Click bottom bullet point “Syncplicity” § “Syncplicity Instructions for External Users” Power. Point found here § Now we will go through the steps to set it up (switch to Syncplicity Power. Point Slides). 43

Syncplicity v Uses (so far): • Exception requests – should no longer be sent via email • Questions containing PII (Name, SASID, Date of Birth) • Duplicate Spreadsheets • Any other ideas? ? 44

Syncplicity v Notes: § Shared “space” between Special Education Data Team and each AU § For those that submit Student Interchange files, you will have a separate Sped folder in Syncplicity § Folder name is your AU # (example: 16010) § Can be shared with as many people at your AU that you’d like § CDE is not automatically notified when you save something to your folder. You must email us and let us know. 45

Syncplicity – Exception Requests Exception Request Process • Follow the December Count Exception template instructions http: //www. cde. state. co. us/datapipeline/snap_speddecember • Save the template spreadsheet in your AU/Sped Syncplicity folder • Email the Sped Data Team to let us know so we can upload the exception to Pipeline 46

Special Education December Count Syncplicity By this time, every AU will have been provided a Syncplicity folder. Recently Orla provided facility data as of December 1 s t as requested. A spreadsheet was provided whether or not students were included. If you think there are students that should have been on the list but weren’t please contact the facility directly to get that information. CDE only has the information provided as of 12/1 and doesn’t have access to the other data. If you need us to take a look at a file or have exceptions you will place them in the folder and let us know. Here is a link to the Syncplicity Instructions http: //www. cde. state. co. us/datapipeline/syncplicity-documentation 47 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count Allowable Approved Facility/Other Agencies Following Tuesday’s Office Hours updates were made to the Allowable Approved Facility Schools and Other Agency Codes. You may find the updated document under Frequently Requested Codes “Allowable Approved Facility Schools and Other Agency Codes”. http: //www. cde. state. co. us/datapipeline/org_orgcodes 48 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count Parentally Placed In Private School § The AU where the private school is located should report any students attending those schools. § If the students are Parentally Placed in Private School and Receiving Services on an ISP an 01 will be reported in the Parentally Placed in Private School field. § For those students Parentally Placed in Private Schools not receiving services from the AU the code will be an 02. 49 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count Trainings § § Staff Approval Matrix Training http: //www. cde. state. co. us/datapipeline/snap_speddecember IEP Training http: //www. cde. state. co. us/datapipeline/inter_sped-iep Staff Training http: //www. cde. state. co. us/datapipeline/inter_staff November 29 th December Count Training http: //www. cde. state. co. us/datapipeline/snap_sped-december Special Education December Count Training Tuesday, Tuesday, § § November 22 nd, 9 -10 am – Snapshot November 29 th, 9 -10 am - Snapshot December 6 th, 9 -10 am – Office Hours December 13 th, 9 -10 am - Office Hours December 20 th, 9 -10 am - Office Hours January 10 th, 9 -10 am - Office Hours To join: https: //cdeinfotech. adobeconnect. com/data_services/ Call in number: 1 -855 -397 -4421 50 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

TIMELINE November • 3 rd: Snapshot Open • 17 th: Interchange Files uploaded at least once December • 1 st: Official Count Date • 8 th: Snapshot created at least once • 15 th: Interchange files error free January February 51 • 19 th: Interchange and Snapshot Errors must be resolved • 20 th - 26 th: Review Staff and Student Reports • 26 th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS • 1 st-9 th: Research and resolve duplicates and data validity issues • 9 th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved • 9 th-16 th: Final Report review • 16 th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS

Special Education December Count Assistance Needed? We are here to help…send an email or pick up the phone! No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing. Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process. Email protocol – please include: • District # and Administrative Unit # • Phone number where you may be reached • Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue. 52

Special Education December Count SAM Contact Information Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Email: rossini_l@cde. state. co. us Phone: 303 866 -6688 Kristi Gleason – Special Education December Count Custodian Data Services Office Email: gleason_k@cde. state. co. us Phone: 303 -866 -4620 53 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count Contact Information Kristi Gleason – Special Education December Count Collection Lead Data Services Office Email: gleason_k@cde. state. co. us Phone: 303 -866 -4620 Lindsey Heitman Data Services Email: heitman_l@cde. state. co. us Phone: 303 -866 -5759 Orla Bolger Exceptional Student Services Unit Email: bolger_o@cde. state. co. us Phone: 303 -866 -6896 54 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Special Education December Count Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. § Kristi Gleason (303) 866 -4620 gleason_k@cde. state. co. us 55 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us

Pre-ID Extract & SBD Reviews 56

2016 -2017 SBD Pre-ID Extracts § Purpose § To provide vendors student assessment registration information § Optional data clean up deadline: COB Friday, 12/16 § All assessments (except ACCESS for ELLs) 57 § CMAS (Science/social studies, ELA/math, CSLA) § Co. Alt (DLM ELA/math, Co. Alt science/social studies) § CO PSAT 10/CO SAT § See pages 10 -11 of the 2015 -2016 SBD manual for instructions. § CDE will pull October count data for districts without untagged data in the Student Interchange Student Demographic and Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 School Association files.

2016 -2017 SBD Reviews Assessment SBD Review Window ACCESS for ELLs 03/13/17 -03/24/17 CO PSAT 10/CO SAT* 05/15/17 -05/24/17 CMAS • Science/social studies • Co. Alt science/social studies • ELA/math (PARCC ) • CSLA 05/22/17 -06/01/17† DLM 06/19/17 -06/27/17 *Will count for accountability reporting beginning in 2017 †Tentative 58 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281

2016 -2017 SBD Reviews § Please provide the assessment unit your feedback! § SBD manual: http: //www. cde. state. co. us/assessment/2016 sbdmanual § SBD training webinar: https: //enetlearning. adobeconnect. com/p 76 tesubo 6 b/? launch er=false&fcs. Content=true&pb. Mode=normal § Questions? § Melissa Mincic § mincic_m@cde. state. co. us § 303. 866. 6281 59 § Jasmine Carey § carey_j@cde. state. co. us § 303. 866. 6281 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281

Thank you for joining us today! Next Town Hall: Thursday, January 5 th , 2017 9 a. m. -10 a. m. 60