Data Pipeline Town Hall February 14 2019 The

Data Pipeline Town Hall February 14, 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 Special Education December Count Human Resources 4 Day School Week Application Civil Rights Data Collection Data Burden Survey Statewide Sys READ Collection Teacher Student Data Link

Open Collections in Data Pipeline

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

Open Data Pipeline Collections Snapshots • Special Education December Count • Human Resources • Teacher Student Data Link Snapshot (for migrant students) Coming Soon • Student End of Year • Report Card March 10

Special Education December Count 11

Special Education December Count. Report Reminders • You don’t have to print the Warnings! • Export reports in Pdf format • Reports are uploaded to the ESSU Data Management System • Okay to upload all reports in one Pdf to the DMS • Data Validity Certification Reports 1. 0 and 2. 0 contain the full list of staff and student reports that must be printed, signed, and uploaded to the DMS *THANK YOU for taking the time to review your data once more! 12

Special Education December Count – Deadline Today! • Thursday, February 14 th - STATE DEADLINE. Date by which the Administrative Unit must have resolved all duplicates and created a Complete Error Free Special Education December Count Snapshot in Pipeline. THANK YOU!!! • Final Report Review week – Final reports and snapshot submission due by Thursday, February 21 st • Okay to submit when you’re ready! • Don’t forget to “Submit to CDE” your final snapshot after uploading your reports to the DMS (before is okay too) Special Education December Count - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education December: WHAT’s DUE & WHEN • February 21, 2019 • Upload all Staff and Student reports listed on the 1. 0 and 2. 0 Certification Reports to the Data Management System (all other “numbered” reports) Reports are to be uploaded to the Data Management System under the Profile Tab (Same location as the Discipline and EOY Reports) . 14

STAFF DATA VALIDITY Certification Report * Note 1. 3 has been removed * Your Director must certify that they have reviewed all these reports. Report Numbers 1, 2, and 4 will be uploaded to the DMS in February, after the CDE had reviewed state data for duplicates.

Student Data Validity Certification Report Your Director must certify that they have reviewed all these reports in January. Report Numbers 1, 2, 3, 4, 5, 7, 9, 10, 12, 13, 14, and 15 will not be uploaded to the DMS until February, after the CDE had reviewed state data for duplicates.

Report Checklist 17 http: //www. cde. state. co. us/datapipeline/snap_sped-december -found at this link under the ‘Reports’ section

**Don’t Forget to ‘Submit to CDE’ your Final Snapshot** by Thursday, February 21 st -due 1. Click Special Education on the left menu 2. Click Status Dashboard 3. Use the drop downs to select the appropriate values • File Type: Sp. Ed December Count Snapshot • School Year: 2018 -19/Organization Lea defaults to your AU 4. Click “SUBMIT” from this screen (this is not the final submit button!) 5. Then check the box next to the Admin Unit name and number and then click on your Admin Unit number/name to get to the next screen which contains the final submit button. 5. That screen should contain the Submit to CDE button (Only DEC-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 18 • The Data Locked value should change to Y • The Overall Status should change to S

Special Education December Count Contacts Special Education Data Team Contact Information *Include in all December Count emails *Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 All December Count questions *Orla Bolger – bolger_o@cde. state. co. us 03 -866 -6896 All December Count questions Alyssa Ohleyer – ohleyer_o@cde. state. co. us 303 -866 -6308 -Reports, Data Management System Lauren Rossini – Rossini_l@cde. state. co. us 303 -866 -6688 -Staff Reporting and Qualifications (SAM) Annette Severson – Severson_a@cde. state. co. us 303 -866 -6824 -Staff Interchange Melissa Chaffin - Chaffin_m@cde. state. co. us 303 -866 -6819 -Enrich/Frontline *Please include your AU #, District #, Error code # (if applicable), and phone number in emails ØOnline Resources Special Education IEP Interchange: http: //www. cde. state. co. us/datapipeline/inter_sped-iep Staff Interchange: http: //www. cde. state. co. us/datapipeline/inter_staff December Count Snapshot: http: //www. cde. state. co. us/datapipeline/snap_sped-december THANK YOU!

Human Resources

Human Resources Timeline – LAST WEEK! February • Thursday, February 14 th: Snapshot Error Free • Thursday, February 14 th – 21 st: Snapshot Report Review • Thursday, February 21 st: Final Deadline 21 Human Resources– Annette Severson – severson_a@cde. state. co. us

Finalizing Steps Once all Errors are resolved in Snapshot… 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 HR~LEAAPPROVER for district will need to ‘Submit to CDE’ HR Snapshot Status Dashboard (2018 -2019): 22 Submit to CDE

Resources and Contact Information Human Resources Snapshot information: • http: //www. cde. state. co. us/datapipeline/snap_hr • Annette Severson: severson_a@cde. state. co. us Staff Interchange information: • http: //www. cde. state. co. us/datapipeline/inter_staff • Annette Severson: severson_a@cde. state. co. us • Lindsey Heitman: heitman_l@cde. state. co. us Human Resources– Annette Severson – severson_a@cde. state. co. us

4 Day School Week Application

Data Pipeline 4 Day School Week Over the past week, a couple questions have come up around the district calendars and what can be counted for the number of hours. School Auditing Office has a guidance document available to assist on calculating Instructional Hours: http: //www. cde. state. co. us/sites/default/files/docs/cdefinance/Instructional%20 Ho urs%20 Resource%20 Guide_Updated_DEC 2018. pdf Use this guidance to make sure that you are calculating the number of hours properly. 25

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: • 0 certified • 0 100% complete (have not certified) • 111 over 90% complete AWS (Advance Website) https: //crdc. grads 360. org/#program Partner Support: (855) 255 -6901 or crdc@aemcorp. com

2017 -18 EDAC Data Burden Survey Results An Empirical Analysis of Colorado Local Education Agencies on Data Reporting Burden, Collections and Submissions 28

Education Data Advisory Committee • Statewide representative group of local education agency volunteers • Reviews all CDE and other state agency PK-12 data collections • Grant applications, surveys, plans, reports, assessments, evaluations and automated data transfers • Determines whether the benefits derived from a data collection outweigh the administrative burden of producing the data • Recommends the most efficient ways of collecting data • Determines if recommendations for new collections are redundant and proposes alternatives • Reviews data collection procedures and recommends improvements • Each EDAC-approved data collection is given a stamp • Mandatory • Required to obtain benefit • Voluntary • Collections without an EDAC stamp are not required to be completed. 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 29

2018 -2019 EDAC Membership Member Name Position Title District/BOCES/AU Education Region Norm Alerta Director of Assessment and Evaluation Cherry Creek 5 Metropolitan Assessment Janice Cook Director of Admissions and Academic Advising James Irwin Charter Schools Pikes Peak Charter School Issues Janet Dinnen Quality Assurance and Accountability Director Charter School Institute Statewide Charter School Issues Ruth Grindeland Senior Submissions Manager Lisa Humberd Executive Director of Special Education Widefield 3 Pikes Peak Special Education Nikki Johnson Superintendent Campo RE-6 Southeast Superintendent/ Rural Schools Tammy Johnson Executive Director Uncompahgre BOCES West Central BOCES Issues/ Rural Schools Mark Meyer Patrick Mount Coordinator of Academics Director of Information Technology Meeker St. Vrain Valley Northwest North Central Federal Programs Technology Rick Tanski Director for Human Resources Academy 20 Pikes Peak Human Resources 2/14/2019 Jan Petro petro_j@cde. state. co. us Denver Public Schools Metropolitan 303 -866 -6868 Area of Expertise Data Reporting and Quality 30

Data Burden Survey Goal / Anticipated Outcome • Goal: Reduce local education agency data burden • Shine a light on burdensome LEA collections to: • • General Assembly State Board of Education Colorado Department of Education Local Education Agencies and Other Stakeholders • Anticipated Outcome: Collaborative efforts to reduce LEA data burden 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 31

EDAC Data Burden Survey Objectives • Ongoing, yet growing, conversation about: • reduction of resources directed to student instruction • increasing data reporting requirements on LEAs • EDAC decided to survey LEAs to: • evaluate the extent to which the ‘data burden’ is real • quantify the level of effort LEAs exert to collect and submit data • how these findings relate to past and current EDAC recommendations • For the first time, quantitative data is available from which informed decisions can be made. • Results confirm that data burden is real! • felt across LEAs of all sizes • impacts all regions of the state • pushing limits of available resources in small and rural districts 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 32

Key Observations (Top 5) • A larger proportion of rural districts’ overall budgets are utilized for reporting than non-rural districts • Rural $5. 67 • Non-rural $2. 85 • Major ongoing regular education LEA data collections have increased 200% from 5 to 15 from 1998 to 2018 • Associated median person hour costs have increased 53% from 1998 to 2018 : • $10, 687 in 1998 • $13, 088 in 2008 • $16, 308 in 2018 • Survey results support prior EDAC recommendations • The Colorado Unified Improvement Plan (UIP) for Districts fell in the high effort, low benefit quadrant • Collections that generate monies for the LEAs generally fell into the high benefit quadrants 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 33

Rural Districts Spend Twice Non-Rural Person Hour Costs per $1000 of LEA Revenue $7. 00 $6. 00 $5. 67 $5. 00 $4. 00 $[VALUE] $3. 00 $2. 00 $1. 00 $0. 00 Rural 2/14/2019 Jan Petro petro_j@cde. state. co. us Non-Rural 303 -866 -6868 34

1998 to 2018: Collections Up 200% Costs 53% 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 35

Recommendations- Overview • Staggered and strategic adjustment or elimination of four low-benefit/duplicative collections and the associated legislation and/or rule • Regular review of reporting requirements with a careful examination of collections rated as low benefit • Thoughtful deliberation when considering any new reporting requirement • A one-year moratorium on additional collections while a collaborative workgroup determines a recommended plan for addressing data burden • Consideration of ways to ease data burden at the state level, including a voluntary statewide student information system 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 36

Detailed Recommendations • Eliminate Report Card March (RCM) reporting • Eliminate the Teacher Student Data Link (TSDL) collection • Eliminate the Principal Preparation Program Survey • Revise Kindergarten School Readiness reporting • Pursue the use of a Statewide Student Information System (SIS) • Integrate CDE data systems • Limit UIP process participation • Evaluate operational impact for new collections • Support data burden relief for districts 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 37

Recommendations: LEAs/Other Stakeholders • Speak with Legislators and State Board representatives about data burden recommendations • Provide feedback and suggestions to EDAC members and CDE staff • Increase participation in fiscal note process 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 38

Survey Respondents • 137 respondents resulted in a 51. 1% response rate • One-third or more of districts, BOCES, Administrative Units, Migrant Regions and CSI responded Response Rate 2/14/2019 Response Rate Region Rural Status 78% North Central 73% Non-Rural 61% Metro Area 57% Rural 55% Pikes Peak Region 35% Small Rural 45% Northeast Region 40% West Central Region 40% Southeast Region 35% Northwest Region 51% Statewide Jan Petro petro_j@cde. state. co. us 303 -866 -6868 39

Survey Methodology- 6 Questions • Applicability • Total Hours Spent Working on the Collection/Submission • Number of People Involved to Complete Submission/Collection • Benefit • Usefulness to education policy/research • Suggestions/Recommendations/Comments/Notes 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 40

Survey Methodology • Survey Development • • Identified 84 mandatory and other collections Estimated between 2 and 20 hours to complete Conducted between Nov. 8, 2017 and Feb. 9, 2018 Communicated widely • Data Interpretation Minimum of 25 respondents Combined rural and small rural into general rural category Utilized median hourly costs ($32 rural and $33 non-rural) Selected 65 th percentile of median person hour costs as utilized in CDE growth calculations • Added existing CDE data to enrich analysis • Agreed to utilize data quadrant to visualize • Lack of confidence in usefulness responses, thus not in results • • 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 41

Survey Results in Quadrant Student October Count 2015 -16 CRDC Assurances: Great Teachers and Leaders Act 2/14/2019 Jan Petro petro_j@cde. state. co. us Certification of Mill Levies 303 -866 -6868 42

EDAC Data Burden Survey • Access the report at: http: //www. cde. state. co. us/cdereval/2017 -2018 edacdataburdensurveyreport Thank you!!! 2/14/2019 Jan Petro petro_j@cde. state. co. us 303 -866 -6868 43

Statewide SIS 44

Colorado Department of Education Statewide Student Information System Value Assessment Data Pipeline Town Hall Project Overview

Project Overview The Colorado Department of Education (CDE) is investigating ways to improve data collection and reporting processes while reducing data and financial burdens on local schools and districts. CDE is conducting a value assessment of a statewide student information system (SIS) as a possible solution to the data processing and financial burdens associated with districts maintaining their own SIS implementations. This is not a feasibility study, there is no question it is feasible. CDE is trying to quantify the value it would bring to schools and districts while at the same time gathering cost information to determine the best financial model to sustain the Statewide SIS. 46

Project Timeline CDE obtained Value Assessment funding – 2017 Request for Proposal and Vendor Award - Dec Discovery and Planning – Dec / Jan / Feb Communication blitz – CDE Update, Scoop, Meetings Survey’s went out to initial participation group this week Survey follow-up via email and telephone Mar / Apr Face to face meetings in Mar / Apr Value Assessment report development / delivery May / Jun 47

Participate Information Current Participation Levels by category • 17 - Level 1 - Outlying towns or remote areas • 6 - Level 2 - Urban-suburban or outlying cities • 3 – Level 3 - Denver metro area Still time to participate – Sign-up today! • Go to the project website: http: //www. cde. state. co. us/studentinfosystem • Fill out the participation form and email it to: statewidesis@cde. state. co. us Estimated time to participate • Survey’s ~20 minutes each • Email / phone follow-up ~30 minutes • Face to face meeting, not more than two hours plus travel 48

Questions / Answers 49

Contact Information Scott Lee Wyant Data Systems, Inc – CDE Project Manager Scott. lee@wyantdata. com 303 -589 -3444 Marcia Bohannon CDE – Information Management Systems Chief Information Officer Bohannon_m@cde. state. co. us 303 -866 -6175 50

Thanks for your time, input and support for this project! 51

READ Collection 52

READ Act Data Collection Purpose • The purpose of the READ Act data collection is to collect the data needed to fulfill statutory requirements for the annual legislative report on the implementation of the READ Act and to determine distribution of per-pupil intervention funds for students identified as having significant reading deficiencies (SRD) Criteria • • Each spring districts create and submit records for all K-3 rd grade students enrolled at the time of data submission and students who are a part of the 4 -12 th grade cohort from any district AND The Budget Planning Survey in Pipeline that asks districts to identify which of the five statutory intervention categories they intend to use in the coming budget year to support students identified as having an SRD 53 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

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 54 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

IDM Roles • Before you do any loads to Data Pipeline, ensure that you have the correct roles assigned to you in the IDM system: • • • For uploading and editing READ file: REDLEAUSER Role For uploading, editing and submitting READ file: REDLEAAPPROVER Role Same roles apply for submitting budget planning survey • This is the group of people who will receive all communications for the READ collection through our Listserv • You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them • Please contact Whitney Hutton if you do not know your LAM to obtain this information 55 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

READ Collection Trainings • Town Hall • Starting Thursday, February 14, 2019 – 9: 00 -10: 00 am • General READ Collection Training • • • Thursday, February 21, 2019 – 10: 00 -11: 00 am Link to join webinar: https: //zoom. us/webinar/register/WN_y. TVl. Kx. Bh. T 1 i 7 O 7 GDq. LXRqg Data Privacy & Security, purpose of READ data collection, review of data elements, timeline, budget planning survey, summary of process for submitting READ data file, common problems and questions, Q&A session • Budget Planning and Reporting Survey Training • • • Tuesday, February 26, 2019 – 2: 00 -3: 00 pm Link to join webinar: https: //zoom. us/webinar/register/WN_s. VZu. R 52 WS_ek. Tf. HLB 34 K 1 Q Purpose of the READ budget planning survey, detailed steps for completing the survey, budget survey submission timeline, Q&A session 56 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 57 READ Collection – Whitney Hutton – Hutton_W@CDE. State. co. us

Teacher Student Data Link (TSDL) 58

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

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

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 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

Thank You There Are 5 Items Hidden in This Valentine's Day Picture - Can You Spot Them All? The hidden objects are: § A box of chocolates § A Valentine's Day card § A single rose § A gift box and § An engagement ring Next Town Hall: Thursday, February 21 st, 2019 9 a. m. -10 a. m.