Data Pipeline Town Hall February 16 th 2017

Data Pipeline Town Hall February 16 th, 2017 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 2/16/2017 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 2/16/2017 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 2/16/2017 3 3

What is PII? Federal and state laws 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) • Student PII is defined by the Colorado Student Data Transparency and Security Act as 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. • PII is also defined by FERPA as 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; or information requested by a person who the educational agency or institution reasonably believes knows the identity of the student to whom the education record relates. 2/16/2017 4

How to Share Data üCheck local policies for restrictions üUse secure-file transfer protocols üCall CDE with questions about how to transmit PII securely X Do not send PII over e-mail or fax X Do not use PII in trainings X Do not share PII with unauthorized individuals X Do not share passwords For more information http: //www. cde. state. co. us/dataprivacyandsecurity 2/16/2017 5

Today’s Agenda • Open Collections in Data Pipeline • Report Card March • Directory • Kindergarten School Readiness • Privacy Policies • Student End of Year • Human Resources • Civil Rights Data Collection (CRDC) • SBD • Special Education December Count 2/16/2017 6

Introductions

Power School Opportunity

Power School Opportunity • Central States Power. School Conference hosted by KSPSUG • DATES: April 3 - 5, 2017 • LOCATION: Hilton Garden Inn, 410 S 3 rd St, Manhattan, Kansas 66502 • PHONE #: 1 -785 -532 -9116. • HOTEL RESERVATIONS: Ask for KSPSUG group rate of $104. 00 plus tax per night or you can click here. • Conference Registration link: https: //goo. gl/forms/F 9 X 9 SVuk. T 16 QPsx 22 • Registration Fee: 1 day - $75, 2 days - $150, 3 days - $200. 00 • Breakfast and Lunch will be provided each day. • Social Night Tuesday evening • Fun game night and networking opportunities. • Who can breakout the quickest? ? ? A breakout challenge room where participants can show their competitive side by working as a team to solve clues to the mystery. You will be completing puzzles and trivia in order to "break out". Race against the clock to break out before time expires. 2/16/2017 9 9

Planned System Outage for Database Maintenance March 7, 2017

Planned System Outage – Database Maintenance Who is Affected: Pipeline Users Purpose of Activity: Database patching and updating of underlying systems Maintenance Time Frame: 3/7/2017 at 5 PM – 3/8/2017 at 7 AM Database patches are routinely applied to fix software bugs and stay up to date with the latest in security. Applying these patches regularly keeps our applications running smoothly and keeps CDE data safe. After consulting with the collection calendar and other key stakeholders, IMS staff scheduled our next patching exercise for the winter of 2017. Our ongoing plan will be to patch twice a year, once in the winter and once in the summer. The Production Database Patching will occur Tuesday 3/7/2017 after business hours from 5 PM to Wednesday morning 3/8/2017 at 7 AM. During the patching windows, all single sign on applications, such as Pipeline, RANDA, LACES, and Growth Model will be unavailable. If you have any questions, please contact David Rapp in IMS at rapp_d@cde. state. co. us 2/16/2017 11 11

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • Directory (4 Day School Week and School Code Changes) • RITS • EDIS Periodic Interchanges • Staff • Student • Special Education December Count IEP • TSDL 2/16/2017 13 13

Open Data Pipeline Collections Snapshots • Human Resources • Special Education December Count • Teacher Student Data Link (TSDL) • Student End of Year for 2016 -17 (February Soft Opening) Coming Soon • Report Card March (March 1 st Opening) • Access for ELLs SBD (March 13 th Opening) 2/16/2017 14 14

Report Card March

Report Card March Changes for 2016 -17 • Defines bullying. Legislative definition: • Any written or verbal expression, or physical or electronic act or gesture or a pattern thereof intended to coerce, intimidate, or cause any physical, mental, or emotional harm to any student. • Including but not limited to any such behavior that is directed toward a student on the basis of his or her academic performance or against whom federal and state laws prohibit discrimination upon any bases described in section 22 -32 -109(1)(11)(I). • 22 -32 -109(1)(11)(I): The schools and districts are subject to all federal and state laws and constitutional provisions prohibiting discrimination on the basis of disability, race, creed, color, sexual orientation, national origin, religion, ancestry, or need for special education services. 2/16/2017 16 16

Report Card March Changes for 2016 -17 • Bullying is prohibited against any students for any reason. Prohibited on district/school property and at school-sponsored activities. • Students engaged in bullying or students who retaliate against a student who has reported bullying will be appropriately disciplined. 2/16/2017 17 17

Report Card March Changes for 2016 -17 • The superintendent has developed a comprehensive bullying plan/program: • Bullying will not be tolerated • Train staff and students to prevent • Implement procedures for immediate intervention, investigation and discipline for students who bully • Make efforts to change behavior of bullies • Partner with parents and community to maintain a bully-free environment • Support victims of bullies • Consistently recognize and praise positive supportive student behaviors 2/16/2017 18 18

Report Card March Changes for 2016 -17 Does your school use any of the following evidence-based bullying programs: Bully Prevention in Positive Behavioral Interventions and Supports (BP -PBIS) Flag Bully Proofing Your School (BPYS) Flag Olweus Bully Prevention Program (BPP) Flag Promoting Alternative Thinking Strategies (PATHS) Flag Second Step Flag Steps to Respect Flag Home Grown Flag If Home Grown (specify if patterned after existing program (s)) Other Flag If Other (specify) 2/16/2017 19 19

Report Card March for 2016 -17 • File layouts and Definitions can be found at: http: //www. cde. state. co. us/datapipeline/per_reportmarch • Report Card March Respondent is “RCM” in Identity Management • Report Card March will not be available on a school level. (Sorry, this change is not available this year. ) • Collection Opens on March 1 st and stays open until April 7 th. 2/16/2017 20

Directory

Directory 4 Day School Week • 4 Day School Week Application • 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 2017 -2018 school year, please complete the application via Data Pipeline by Friday, May 12, 2017. • Application guide available at: http: //www. cde. state. co. us/datapipeline/yr_directory 2/16/2017 22 22

Directory 4 Day School Week • In addition to submitting the four-day application through Data Pipeline, DISTRICTS Accredited with Priority Improvement Plan or Accredited with Turnaround Plan that are submitting a district-wide application for all schools within the district need to submit the following additional information separately to Jhon Penn at penn_j@cde. state. co. us: • • • 2/16/2017 A copy of school calendars, Building class schedules, Assembly schedules, Bell schedule including lunch time interval, Professional development calendar. 23 23

School Code Changes • Updated Definition of a Colorado Public School around the areas of reporting to CDE (Updated assessment changes) and improved the language around the Online school definition. • 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 2/16/2017 24

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. 2/16/2017 25

Kindergarten School Readiness

Data Reporting Elements • As required by Colorado law (Section 22 -7 -1004 (1)(b) C. R. S. ), school readiness includes both developmental and academic areas: physical well-being and motor development, social and emotional development, language and comprehension, cognition, and general knowledge (math and literacy). • Teaching Strategies GOLD ® areas: Social-Emotional, Physical, Language, Cognitive, Literacy and Math. • The reporting system is intended to provide baseline data for measuring improvement in students’ knowledge and skills over time. • Data reported to CDE will be from the initial fall assessment window. • The initial assessment is to be completed within the first 60 calendar days of the school year as required by HB 15 -1323. • Teachers may complete the initial assessment by using the Kindergarten Entry Assessment (KEA) Survey in GOLD ® for the first checkpoint. 2/16/2017 27

Overview of Kindergarten School Readiness Data Reporting • Passed in 2008, Colorado Achievement Plan for Kids (CAP 4 K) requires districts to report school readiness data to the Colorado Department of Education. • In March 2016, the State Board of Education voted to adopt a system for reporting school readiness data. • The system calls for districts to submit only aggregate readiness information not by domain, but by number of domains in which students demonstrate readiness as illustrated in the following sample tables. 2/16/2017 28

Determination of School Readiness Data Reporting by the State Board of Education Sample School Readiness Report by District 2/16/2017 29

Determination of School Readiness Data Reporting by the State Board of Education Sample School Readiness Report by School 2/16/2017 30

Data Reporting “Next Steps” Data Reporting Pilot SY 16 -17 • Ten districts from across the state participated in a data reporting pilot. Each region was represented and the pilot included small rural, suburban, and urban districts. • One of the pilot districts includes a district with an approved waiver to help us to develop details for districts with waivers about the annual report submission. • CDE is working with Teaching Strategies to develop a customized report within the assessment tool that will allow districts to automatically aggregate and report on the state board approved data reporting elements. Data Reporting SY 17 -18 • Statewide School Readiness data reporting will begin in the fall of 2017. • The School Readiness collection will be open from mid October to mid December • The Colorado Department of Education will produce an annual report. 2/16/2017 31

Contact Emily Kielmeyer Kindergarten and School Readiness Manager kielmeyer_e@cde. state. co. us 720 -822 -0640 http: //www. cde. state. co. us/schoolreadiness 32

Privacy Policies

Privacy and Security Policies • CDE plans to provide LEPs with a suite of policies related to information security and privacy by March 1, 2017. These policies address best practices for information security and privacy as well as cover the specific requirements in the Colorado Student Data Transparency and Security Act. • The policies that CDE provides are samples. Each LEP is free to determine if and how they use these policies. • Acceptable Use Policy • Security Training Policy • Social Networking Policy • Violation Reporting Policy • BYOD Policy • Access Control and Password Policy • Anti-Virus and Malware Policy • Cloud Based Computing Policy • Data Encryption Policy • Domain Controller Policy • Hardware and Software Maintenance Policy • Network Firewall Implementation • Remote Access Policy • Server Hardening Policy 2/16/2017 • Software and Firmware Patch Management • Policy Third Party Service Provider Policy • Vendor Access Policy • Application Interaction and Implementation Policy • Standard Software Application Policy • Workstation Hardening Policy • Workstation Security Policy • Custom Application Development Policy • Administrative Special Access Policy • Patch Management Policy • Compliance Policy • Server Side Certificate Policy • Data Destruction and Sanitization Policy • • Information Systems Audit Policy Personally Identifiable Information Protection Policy • Network Access Policy • Data Breach Policy • Outsourcing Policy • Data Retention Policy • Physical Facility Access Policy • Data Collection Procedures • Securing Information Systems Policy • Data Governance and Transparency Policy • Securing Sensitive Information Policy 34

Privacy and Security Policies • Since these policies may contain sensitive security information, we will be granting access to these sample policies to Colorado district or school staff only. • If you work for a district or school and would like access to these policies, send an email to dataprivacy@cde. state. co. us with the subject line “Sample Policies”. Please send this email from your district or school email account so that you are correctly added to the access list. • Feel free to share this information with others in your district or in other districts. • If you have any questions, contact me: Jill Stacey CDE’s Data Privacy Analyst 303 -866 -6395 Stacey_J@cde. state. co. us 2/16/2017 35

Student End of Year

Soft Open Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • The End of Year Collection is in Soft Open. Districts are able to create snapshots using their Student Interchange Data. • The file formats are the same as you used with Student October. • Only error free interchange records will be pulled into the snapshot. Please work on interchange errors before creating a snapshot 2/16/2017 37

Human Resources Snapshot

HR Timeline- Last Day! February 2/16/2017 • 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 39

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 (must wait until December 1 st or after though) 2/16/2017 40 40

Finalizing Data • HRD~LEAAPPROVER for district will need to ‘Submit to CDE’ • Status Dashboard Screen – Human Resources – Submit -> HR Snapshot Status Dashboard (2015 -2016): Submit to CDE • Send Signature Pages to Annette Severson: email or fax 303866 -6888 2/16/2017 41 41

Additional Information • 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 (303) 866 -6824 or Severson_a@cde. state. co. us 2/16/2017 Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us 42

Civil Rights Data Collection

2015 -16 CRDC • Documentation on the School Level Table posted at http: //www. cde. state. co. us/datapipeline/20152016 schoolleveltablelayoutdoc • Elements CDE will provide posted at http: //www. cde. state. co. us/CRDC 201516 listofelements • CDE CRDC webinar items posted • http: //www. cde. state. co. us/datapipeline/crdc-cde-data-provision • January 24 th • February 7 th 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 44

2015 -16 CRDC 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 45

2015 -16 CRDC 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 46

2015 -16 CRDC • Deadline is Friday, April 28, 2017 • AWS (Advance Website) • https: //crdc. grads 360. org/#program • Partner Support: (855) 255 -6901 or crdc@aemcorp. com 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 47

2015 -16 CRDC Accessing AWS 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 48

2015 -16 CRDC New User Starter Kit 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 49

2015 -16 CRDC Videos Available 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 50

2015 -16 CRDC Q: Can districts extract information from the CRDC Submissions Tool that was prepopulated from CDE? A: Yes. Look under ‘Reports’ at the ’LEA Submissions Download’. Be sure to X the box ‘Include totals’ and then click ‘Download Zipped LEA Submissions’. 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 51

2015 -16 CRDC • For all schools information, open Schools file. 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 52

Commenting on 2017 -18 CRDC • The Federal Register 96446, the U. S. Department of Education announced the proposed 2017 -18 Civil Rights Data Collection (CRDC) for public comment under the federal Paperwork Reduction Act. Comments are due February 28, 2017. One of the items of interest is the proposed data collection of a new data element that asks for the bandwidth at the school. (see A 2 -69). 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 53

2015 -16 CRDC THANK YOU!!! 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 54

Commenting on 2017 -18 CRDC • The Federal Register 96446, the U. S. Department of Education announced the proposed 2017 -18 Civil Rights Data Collection (CRDC) for public comment under the federal Paperwork Reduction Act. Comments are due February 28, 2017. One of the items of interest is the proposed data collection of a new data element that asks for the bandwidth at the school. (see A 2 -69). • https: //www. federalregister. gov/documents/2016/12/30/2016 -31727/agencyinformation-collection-activities-comment-request-mandatory-civil-rights-datacollection • 2/16/2017 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us 55

SBD Reviews

Student Assessment Data Cycle PRE-ID EXTRACT 1. Districts upload data to Data Pipeline 2. CDE downloads data from Data Pipeline to submit to vendor system 3. CDE submits data to vendor system STUDENT TESTING 1. Districts can update data in vendor system before, during, or after testing* *Not applicable for all assessments 57 2/16/2017 SBD REVIEW 1. Vendor provides data to CDE 2. CDE loads data into Data Pipeline 3. Districts download and update data 4. Districts submit and approve data 5. CDE returns data to vendor 6. Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 57

Student Assessment Data Cycle: Before Testing Pre-ID Extract & Student Testing Prep (CMAS Example) Cycle Activity Pre-ID extract Task Districts update data in Data Pipeline CDE downloads data from Data Pipeline, validates file for accuracy and completeness, and submits to vendor system Preparing Districts work in vendor system to: for student • Assign student test accommodations testing in • Confirm testing format (i. e. , online or paper) vendor system Districts complete student transfer requests 58 2/16/2017 Expected 20162017 Date(s) December 16 th – January 6 th January 9 th – January 27 th January 9 th – April 28 th Vendor creates labels for testing booklets January 27 th Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD) January 9 th – May 17 th Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 58

Student Assessment Data Cycle: During Testing Student Testing (CMAS Example) Cycle Activity Student testing Task 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 20162017 Date(s) April 10 th – April 28 th* Prior to May 17 th *Some districts may begin testing online ELA/math as early as March 17 th and high school science as early as March 27 th. 59 2/16/2017 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 59

Student Assessment Data Cycle: After Testing Student Testing & SBD Review (CMAS Example) Cycle Activity Task Data clean up in Vendor receives all scorable paper tests* vendor system Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) SBD review Expected 20162017 Date(s) May 5 th Prior to May 17 th Vendor provides data to CDE May 19 th CDE loads data into Data Pipeline May 22 nd Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD) May 22 nd Districts submit and approve data June 1 st CDE validates data and returns data to vendor Immediately after closes *If scorable materials are not picked up by May 3 rd, there is no guarantee that records for. SBD these PBT students will be included in SBD or scored. 60 2/16/2017 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 60

Student Assessment Data Cycle: After Testing Release of Results (CMAS Example) Cycle Activity Creation of score file, data validation and quality control processes Task Vendor merges student demographic data with score data, validates data, and provides student level data files to CDE Expected Timeline Immediately upon receipt of SBD data from CDE validates student level score Immediately upon receipt of score files from vendor Embargoed CDE releases embargoed student • ELA/math – Paper scores may release of student- level data files to districts and be available after online results level data files schools through vendor system • Preliminary rolling file: Early June • Final student data file: Early July • S/SS student data file: Mid June 61 2/16/2017 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 61

2016 -2017 SBD Reviews Assessment Tentative 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 62 2/16/2017 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 62

2016 -2017 SBD Reviews SBD T/TA resources Resource Date Available/Scheduled 2016 -2017 SBD manual Friday 02/24/17 COB SBD training webinars Tuesday Wednesday 03/07/17 03/08/17 1: 00 -2: 00 pm 9: 00 -10: 00 am Please provide us your feedback by Friday, 02/17! • 2015 -2016 SBD manual: http: //www. cde. state. co. us/assessment/2016 sbdmanual • 2015 -2016 SBD training webinar: https: //enetlearning. adobeconnect. com/p 76 tesubo 6 b /? launcher=false&fcs. Content=true&pb. Mode=normal 63 2/16/2017 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 63

Special Education December Count

Timeline February 2/16/2017 • 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 - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us 65

IT TAKES A VILLAGE

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 2/16/2017 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us 67

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 2/16/2017 68 Gleason 303 -866 -4620 gleason_k@cde. state. co. us Special Education December Count - Kristi 68

“There is nothing which can better deserve your patronage, than the promotion of science and literature. Knowledge is in every country the surest basis of public happiness. ” -President George Washington President’s Day