Data Pipeline Town Hall February 1 st 2018

Data Pipeline Town Hall February 1 st, 2018 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 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 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 new 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 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 X Do not use PII in trainings, presentations, etc. X Do not share PII with unauthorized individuals X Do not share passwords 5

Introductions

Today’s Agenda • Open Collections in Data Pipeline • Directory • Special Education December Count • Data Pipeline Navigation • Student October • Human Resources Collection • EDAC Data Burden Survey • SBD Reviews 7

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • Directory • RITS • EDIS Periodic • Designated Agency (Due 8/31/2018) • Pre-ID/SBD Interchanges • • Student Special Education IEP (2017 -2018) Staff (2017 -2018) Teacher Student Data Link 9 9

Open Data Pipeline Collections Snapshots • Special Education December Count • Human Resources • Teacher Student Data Link Snapshot Coming Soon • AEC 10 10

Directory

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 12

School Code Changes • If you have a school that is changing LEAs. Let me know that this is happening. In CDE’s systems the school will change authorizer but the school code will remain the same. • It you have any questions please contact Dennis St. Hilaire at st. Hilaire_d@cde. state. co. us or dial 303 -866 -6840. 13

Special Education December Count

Special Education December Count Timeline November 1 st Snapshot Opens November 16 th Upload IEP/Staff Interchange at least once As of today’s data all Admin Units have uploaded files and are working through Interchange Errors. December 1 st Official Count Date December 14 th Snapshot Created December 21 st Interchange files error free (IEP/STAFF) ALL Data that is to be reported is reported and meets the Special Education December Count Criteria January 18 th Complete Snapshot Jan 19 th – 25 th February 1 Review Staff and Student Reports DEADLINE EXTENDED January 25 th February 1 Validity Certification Reports due DEADLINE EXTENDED Jan 26 th – Feb 8 th February 2 – 15 Student Duplication Process DEADLINE EXTENDED February 15 th 22 Snapshot must be finalized DEADLINE EXTENDED Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 15

February 1 st, 2018 http: //www. cde. state. co. us/datapipeline/2017 -2018 specialeducationdecembercounttimeline 16

Upcoming Trainings • To join: https: //cdeinfotech. adobeconnect. com/data_services/ • Call in number: 1 -855 -397 -4421 Training Date Time December Count Monday, November 13, 2017 10: 00 am – 11: 00 am Technical Assistance around the 11/16/2017 Interchange Upload Requirement Staff Tuesday, November 14, Interchange 2017 December Count Tuesday, November 28, 2017 2: 30 pm – 3: 30 pm 10: 00 am – 11: 00 am Jennifer Simons and DSU offering office hour around the new Demonstrate In. Field Status fields December Count Office Hours December Count Tuesday, December 19, 2017 10: 00 am – 11: 00 am Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement December Count Tuesday, January 16, 2018 1: 00 pm – 2: 00 pm 9: 00 am – 10: 30 am 1: 00 pm – 2: 30 pm Technical Assistance Around Snapshot Completions, Review Reports, Duplicates December Count Tuesday, January 22, 2018 December Count Tuesday, January 23, 2018 December Count Report Webinar Tuesday, February 6, 10: 00 am – Technical Assistance Around Final Steps toward Collection 2018 11: 00 am close 02/15/20148 Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 17

Duplicate Process • Beginning on February 2 nd once ALL Administrative Units have a complete Snapshot, we will begin our internal duplicate process at CDE. • We hope to get duplicates out by Wednesday, February 7 th, 2018. • As there is no way to know who primary contacts are for duplicates, we’ve created a list to the best of our knowledge and will include it in your syncplicity folder. CDE is currently working on a process to identify primary and secondary contacts. The other contact lists may be found in COGNOS will all respondents with the DEC role and those with an approver role. • Please do NOT make any changes to your data until CDE provides communication. • Thank you! 18

Report Resources • 2017 -2018 Special Education December Count Report Webinar https: //www. cde. state. co. us/datapipeline/specialeducationdecembercou ntreporttraining • 2017 -2018 Special Education December Count Report Checklist (You’re going to LOVE It! ) https: //www. cde. state. co. us/datapipeline/decembercountreportchecklist • Color Coordinated - matches up with the Power. Point • Provides what report(s) are due and when. • Symbols and their meanings are incorporated into the document 19

A word about the EDAC Data Burden Survey It appears the Special Education December Count Student portion was accidentally left out of the survey . We would love it if you would please take time to reply to the survey and add your comments around this part of the Special Education December Count to the survey. CDE is particularly interested in the time spent on this federally and state required data. Thank you!! The EDAC Data Burden Survey is due on February 9, 2018 20

Questions? If you have ANY questions about the Special Education IEP Interchange please feel free to contact us. No question or concern should remain unanswered of unresolved. We are just a phone call or email away! Kristi Gleason (303) 866 -4620 gleason_k@cde. state. co. us Lindsey Heitman (303) 866 -5759 heitman_l@cde. state. co. us Orla Bolger (303) 866 -6896 bolger_o@cde. state. co. us Lauren Rossini (303) 866 -6688 Rossini_l@cde. state. co. us (Staff Approval Matrix) Email protocol – please include: • Administrative Unit # • Phone number where you may be reached. Be sure to get that added in Access Management. • Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue. • Thank you for joining us today! 21

Data Pipeline Navigation

Data Pipeline Navigation • Request to change the order of the left hand navigation bar on Data Pipeline • The order as it is currently composed is largely ad hoc • Request to make it alphabetical • Except for: • File Upload, staying at the top • Cognos and Pipeline Reports, staying at bottom Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 23

Data Pipeline Navigation • Change would include: • Renaming SBDs to all begin with SBD • • SDB SBD SBD Access for ELLs DLM PSAT/SAT CMAS • Others would stay the same, but would be in alphabetical order between File Upload and Pipeline Reports • Thoughts? Concerns? Support? Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 24

Student October

Student October • Student October Satisfaction & Improvement Survey • https: //www. surveymonkey. com/r/1718 -OCT • Student October Improvement Webinar • Today, Thursday, February 1, 2018: 1 pm-2 pm • Link: https: //cdeinfotech. adobeconnect. com/data_services • Phone: 855 -397 -4421 Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 26

Human Resources

Human Resources Timeline – Updated! November 1 st Snapshot Opens November 16 th Must have both interchange files uploaded at least once December 1 st Official Count Date December 14 th Must create snapshot at least once December 21 st Interchange files error free January 18 th Snapshot Recreated (to update Special Ed Report) Jan 18 th- Feb 1 st Review Special Education Report February 15 th All errors resolved (interchange and snapshot) Feb 15 th – 22 nd Review reports for accuracy February 22 nd Snapshot must be finalized 28

Finalizing Steps • Once all Errors are resolved in Interchange files and Snapshot… • Review, review data reports for accuracy! • If mistakes/misreporting is found, correct files again and create new snapshot • If data reports are all accurate- you may finalize the data by submitting it to CDE 29

All Staff Report • All staff records as reported in both the Special Education December Count Staff snapshot and Human Resources snapshot • All records, regardless of snapshot errors • Provides AU code (for special education), district code, school code, SSN, EDID, Last Name, First Name, Special Education Status, Job Classification code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, Hourly Rate of Pay, Base Salary and calculated FTE 30

Average Teacher Salary • District Average Salary for general education teachers (jobclass code 201 and 206) • Includes only HR snapshot teacher records • Includes Total FTE, Mode Contract Days and Mode Hours Per Day for all teachers 31

Human Resources Snapshot Records • Provides records of all captured from staff interchange files • Ensures all staff that should be reported in HR are included • Human Resources Snapshot Records • If a record is missing- Verify: • EDID is in both staff profile & staff assignment file • No error is in record in either staff profile or assignment file (may use Snapshot Records Excluded Due to Errors report for assistance) • Special Ed flag is reported as 0 in staff assignment file • Start date is before December 1 st 2017 and End date is either blank or after December 1 st 2017 32

Mode Contract Days/Hours per Day by Job Class Category • Provides Mode Contract Days and Mode Hours per Day by job classification category • Both of these numbers are used to determine FTE • FTE Calculation: (Contract Days) x (Hours/Day) (Mode Contract Days) x (Mode Hours/Day) 33

Overall Performance Ratings • Percentages and head counts of teachers at each rating reported • Percentages and head counts of specialized service professionals (SSPs) at each rating reported • Percentages and head counts of principals at each rating reported 34

Principal Years of Experience Comparison • For each principal by school; reports: • Principal Years at Any School for current year and prior year • Principal Years at This School for current year and prior year • If principal is new to district/school, prior years would be zero-filled • Review and confirm years of experience is accurately reported: • ANY SCHOOL – reported in the staff profile • THIS SCHOOL – reported in the staff assignment file 35

Snapshot Records Excluded Due to Profile Errors • Displays any records that are in the staff interchange but not pulled into the HR snapshot due to interchange errors • Does not display records that simply do not meet criteria to be pulled in the HR snapshot • Criteria can be found in the HR file layout documentation (https: //www. cde. state. co. us/datapipeline/hr-file-layout) 36

Special Education Staff Report • For all Special Education staff reported in your district displays: • AU Code, District Code, School Code, SSN, EDID, Last Name, First Name, Middle Name, Job Class Code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, FTE and Grant Project Fund • Will display records even if errors exist in Special Education December Count snapshot • Review Window is January 19 th – 26 th. Revisions after this period are not allowed. 37

Staff Summary by School • Staff Headcounts, FTE and Average Salary by School, Job Category, Job Class Code, Ethnicity/Race, and Gender 38

Staff with FTE below 0. 01 or higher than 1. 7 • Report should be blank – no HR 092 errors in your file • If not blank, the records are currently causing the error, HR 092: “FTE total for each individual must be between 0. 01 and 1. 7. Please reference the cognos report "Staff with FTE below 0. 01 or higher than 1. 7" for additional review. ” • For records in this report, ensure the Hours Per Day, Contract Days and Job Class codes are all accurate and not duplicated between multiple records 39

Summary Reports • Summary of Gender by District • Headcount and FTE by Job Classification Category and Gender • Summary of Job Classification by District • Headcount and FTE by Job Classification Category • Summary of Job Classification by School • Headcount and FTE by Job Classification Category • Summary of Race/Ethnicity by District • Headcount and FTE by Job Classification Category and Race/Ethnicity • Summary of Staff by School 40

Teacher Probationary Status • Provides percentage of teachers reported as Probationary, Non-Probationary and At-Will in your data file 41

Teacher with Licensure Information • Provides information for ALL teachers in the HR snapshot by School: • Includes percent low income students and percent minority students • Teacher Identifiers: Name, SSN, School, Teaching Subject Area • Current License name (found in licensure system based on SSN) • Number of Classes Taught (reported by district) • Demonstrates In Field Status 1 and 2 codes 42

Finalizing Steps • Once all Errors are resolved in Snapshot… • Review, review data reports for accuracy! • If mistakes/misreporting is found, correct files again and create new snapshot • If data reports are all accurate- you may finalize the data by submitting it to CDE 43

Finalizing Data • Once data is accurate-all reports reviewed and correct… • HR~LEAAPPROVER for district will need to ‘Submit to CDE’ HR Snapshot Status Dashboard (2017 -2018): Submit to CDE 44

Contact Information • Annette Severson: • Email: severson_a@cde. state. co. us • Phone: 303 -866 -6824 • Fax: 303 -866 -6888 • In emails or voicemail messages, please include: • District Code • Error code(s) if applicable • Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc. 45

EDAC Data Burden Survey Due: February 9, 2018 One week remaining

EDAC Data Burden Survey Jan Petro petro_j@cde. state. co. us 303 -866 -6868 47

Administrative Units (AUs) Take Note! Administrative Units: December Count- Student was inadvertently left off. PLEASE add under “Other” and respond to each question. Thank you!!! Jan Petro petro_j@cde. state. co. us 303 -866 -6868 48

EDAC Data Burden Survey Questions Q: What do I do if I don’t recognize a collection? A: Please contact Dennis St. Hilaire. He can assist you in determining what the collection contains and whether or not it pertains to you. Dennis St. Hilaire 303 -866 -6840 st. hilaire_d@cde. state. co. us Q: What do I do with the survey spreadsheet when completed? A: Please send to Dennis St. Hilaire (st. hilaire_d@cde. state. co. us) and Jan Petro (petro_j@cde. state. co. us). Jan Petro petro_j@cde. state. co. us 303 -866 -6868 49

EDAC Data Burden Survey Thank you!!! EDAC needs your participation to make our point. Thanks to CASPA & ACEE for opportunity to discuss survey! Due date: Friday February 9, 2018 24 responses submitted (19 districts, 2 administrative units, 2 BOCES, 1 migrant region) Jan Petro petro_j@cde. state. co. us 303 -866 -6868 50

SBD Review

Student Assessment Data Cycle • • • PRE-ID EXTRACT Districts update student data for October count in Data Pipeline CDE downloads October count data from Data Pipeline CDE submits data to vendor system • STUDENT TESTING Districts can update data in vendor system* • • • SBD REVIEW Vendor provides data to CDE loads data into Data Pipeline Districts download and update data Districts submit and approve data CDE returns updated data to vendor Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system* RESULTS RELEASE *Not applicable for all assessments 52

Student Assessment Data Cycle: Pre-ID Extract CMAS Example Cycle Activity Pre-ID extract Preparing for student testing in vendor system* Task Expected CMAS Timeline Districts update student data for October count in Data Pipeline December 2017 CDE: • Downloads October count data from Data Pipeline • Validates file for accuracy and completeness • Submits to vendor system December-January 5 th Districts work in vendor system to: • Assign student test accommodations • Complete student transfer requests • Confirm testing format (i. e. , online or paper) January 8 th-January 26 th Vendor creates labels for testing booklets Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD) *Not applicable for all assessments January 26 th January 8 th-May 16 th 53

Student Assessment Data Cycle: Student Testing CMAS Example Cycle Activity Task Student testing Districts conduct testing Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) Expected CMAS Timeline April 9 th-April 27 th* Prior to May 16 th *Some districts may begin testing online CMAS ELA/math as early as March 19 th and high school science as early as March 26 th. 54

Student Assessment Data Cycle: SBD Review CMAS Example Cycle Activity Task Data clean up in Districts update not tested/void codes in vendor system Last day for pick up of scorable materials (scorable materials are scanned immediately upon receipt by vendor)* SBD review Expected CMAS Timeline Prior to May 18 th May 2 nd Vendor provides initial demographic data file to CDE May 18 th CDE loads data into Data Pipeline May 21 st Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD) May 21 st Deadline for districts to submit and to approve data May 31 st CDE validates data and returns data to vendor Immediately after SBD closes *If scorable materials are not picked up by May 2 nd, there is no guarantee that records for these PBT students will be included in SBD or scored. 55

Student Assessment Data Cycle: Results Release CMAS Example Cycle Activity • Creation of score file • Data validation and quality control processes Task Expected CMAS Timeline Vendor: • Merges student demographic data with score data • Validates data • Provides student level data files to CDE Immediately upon receipt of SBD data from CDE validates data student level score files Immediately upon receipt of score files from vendor Embargoed release CDE releases embargoed student of student level data files to districts and files schools through vendor system* June *Not applicable for all assessments 56

2018 SBD Reviews • A few notes. . . • ‘Help desk’ format for SBD review support this year • Updated SBD manual and SBD training webinars coming soon! • Tentative SBD review window dates: Assessment 1 ACCESS for ELLs Tentative Review Dates March 15 th-March 28 th 2 CO PSAT/SAT May 17 th-May 24 th 3 CMAS • Science/Social Studies and ELA/Math (including CSLA) • Co. Alt Science/Social Studies May 21 st-May 31 st 4 Co. Alt DLM May 30 th-June 6 th 57

On a personal note. . . Like Lloyd, I hate goodbyes! You are AWESOME. Thank you for all that you do for Colorado’s students! 58

2017 -2018 SBD Review Contacts Questions? Contact us: Melissa Mincic Shangte Shen Mincic_M@cde. state. co. us Shen_S@cde. state. co. us 303. 866. 6281 303. 866. 6877 ACCESS for ELLs CMAS Co. Alt DLM CO PSAT/SAT 2/1/2018 59

Thank You Next Town Hall: Thursday, February 8, 2018 9 a. m. -10 a. m. 60