Data Pipeline Town Hall January 11 st 2018

Data Pipeline Town Hall January 11 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 • IDM Phone Number Bulk Load for Respondents • Special Education December Count • AEC • Student End of Year • Human Resources Snapshot • EDAC Data Burden Survey • Pre-Id Pull for Assessment 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 Coming Soon • • Teacher Student Data Link Snapshot Directory School Code Changes and 4 Day School Week Application 10 10

IDM Phone Number Bulk Load for Respondents

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. Creating a Snapshot will provide additional information on Staff report Status December 1 st Official Count Date December 14 th Snapshot Created December 21 st Interchange files error free (IEP/STAFF) January 18 th All errors resolved (interchange and snapshot) Jan 19 th – 25 th Review Staff and Student Reports January 25 th Validity Certification Reports due Jan 26 th – Feb 8 th Student Duplication Process February 15 th Snapshot must be finalized Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 13

December 21 st Be sure you have successfully uploaded ALL IEP and Staff data at this time and are error free at the IEP and Staff Interchange. (Data will be as of the Annual Count Date “December 1 st”) Staff Interchange Files Must meet the Special Education December Count criteria of having the Admin Unit Code included in the files and special education flag = 1. If you are a district and haven’t met this requirement back on the 21 st please update files no later than today and let the Admin Unit know so they can create a snapshot and get back on track with the collection. Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 14

No staff included in Special Education December Count Snapshot • Admin Units with this issue have been contacted to resolve issues around staff including interchange error resolution and special education staff reporting requirements to include Admin Unit Code in staff profile and assignment and special education flag 1. • Contact CDE to get you back on track to meet next Thursdays deadline. 15

Records Not In Snapshot • Be sure to check emails for status of an upload or snapshot then batch maintenance and status dashboard but email 1 st. • If a file doesn’t process please reupload quickly it to ensure it does or reach out to the team for assistance in a timely manner. • Someone else is probably waiting for the file to be processed. • Records not in December Count • Records pop in these reports if there are interchange errors, the records don’t meet the Snapshot criteria, and files didn’t process. Files that don’t process are difficult for the Admin Unit to know about. • Common issue we see is the Admin Unit code is not included in the Staff Profile for special education records. • If you are a district reporting special education data be sure to include the Admin Unit code in both files and mark special education flag 1 in the assignment file per reporting requirements. 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 10: 00 am – 13, 2017 11: 00 am Technical Assistance around the 11/16/2017 Interchange Upload Requirement Staff Interchange December Count Tuesday, November 14, 2017 Tuesday, November 28, 2017 Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields December Count Office Hours December Count Tuesday, December 10: 00 am – 19, 2017 11: 00 am Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement December Count Tuesday, January 16, 2018 Tuesday, February 6, 2018 Technical Assistance Around Snapshot Completions, Review Reports, Duplicates Technical Assistance Around Final Steps toward Collection close 02/15/20148 2: 30 pm – 3: 30 pm 10: 00 am – 11: 00 am 1: 00 pm – 2: 00 pm 10: 00 am – 11: 00 am Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 17

Current BUGs/Reporting Issues • ESSA Endorsement and License check issues • Modified DC 234 to a warning • DC 243 Error on School Wide – remains an error. Working with licensing to get the license feed accurate. • Added a business rule to check validity of school codes in the Staff file. • AUs with invalid codes have and will be contacted. • SAM Warnings – relayed issue where added endorsements are not showing in the license feed. Escalated to leadership. 18

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! 19

AEC

AEC Pipeline Collections • Two Collections: • Renewal/Application for AEC Designation • Selection of Measures (Planned and Actual) • What’s new: • Collection through pipeline, not collections themselves • Right now you need to know: • Work with your Local Area Manager (LAM) to get AEC~LEAAPPROVER role assigned to the appropriate individuals in your district/BOCES 21

AEC Pipeline Collections Known Districts Affected: ADAMS 12 (0020) CO SPRINGS 11 (1010) HARRISON 2 (0980) ROARING FORK (1180) ADAMS 14 (0030) DELTA 50 J (0870) JEFFERSON R-1 (1420) SALIDA (0500) ADAMS 28 J (0100) DENVER 1 (0880) LAS ANIMAS RE-1 (0290) SCHOOL DISTRICT 27 J (0040) ALAMOSA 11 J (0100) DOUGLAS RE 1 (0900) MAPLETON 1 (0010) SHERIDAN (0123) BOULDER (0480) DURANGO (1520) MESA COUNTY VALLEY 51 (2000) ST VRAIN VALLEY RE 1 J (0470) BUENA VISTA (0490) EAGLE RE 5 O (0910) MONTE VISTA C-8 (2740) STEAMBOAT SPRINGS RE-2 (2770) CENTENNIAL BOCES (9035) ELIZABETH C-1 (0920) MONTEZUMA-CORTEZ RE 1 (2035) STRASBURG 31 J (0060) CENTER 26 JT (2810) ENGLEWOOD 1 (0120) MONTROSE RE-1 J (2180) THOMPSON R-2 J (1560) CSI (8001) FALCON 49 (1110) NORTH CONEJOS RE-1 J (0550) WESTMINSTER 50 (0070) CHERRY CREEK 5 (0130) FORT MORGAN RE-3 (2405) PLATEAU VALLEY 50 (1990) WIDEFIELD 3 (0990) CSDB (9000) FOUNTAIN 8 (1000) POUDRE R-1 (1550) CO RIVER BOCES (9175) GREELEY 6 (3120) PUEBLO COUNTY 70 (2700) 22

AEC Pipeline Collections Known Districts Affected: ADAMS 12 (0020) CO SPRINGS 11 (1010) HARRISON 2 (0980) ROARING FORK (1180) ADAMS 14 (0030) DELTA 50 J (0870) JEFFERSON R-1 (1420) SALIDA (0500) ADAMS 28 J (0100) DENVER 1 (0880) LAS ANIMAS RE-1 (0290) SCHOOL DISTRICT 27 J (0040) ALAMOSA 11 J (0100) DOUGLAS RE 1 (0900) MAPLETON 1 (0010) SHERIDAN (0123) Note: If your district has a school that. MESA is applying for AEC STstatus for the BOULDER (0480) DURANGO (1520) COUNTY VALLEY 51 VRAIN VALLEY RE 1 J (2000) (0470) first time your district may not appear on this list. You will need to BUENAB VISTA (0490) (sanders_b@cde. state. co. us) EAGLE RE 5 O (0910) MONTE VISTAthat C-8 (2740) STEAMBOAT notify Sanders you intend to. SPRINGS RE-2 (2770) designate that school. ELIZABETH as an C-1 AEC during January. CENTENNIAL BOCES (9035) (0920) MONTEZUMA-CORTEZ RESTRASBURG 31 J (0060) 1 (2035) CENTER 26 JT (2810) ENGLEWOOD 1 (0120) MONTROSE RE-1 J (2180) THOMPSON R-2 J (1560) CSI (8001) FALCON 49 (1110) NORTH CONEJOS RE-1 J (0550) WESTMINSTER 50 (0070) CHERRY CREEK 5 (0130) FORT MORGAN RE-3 (2405) PLATEAU VALLEY 50 (1990) WIDEFIELD 3 (0990) CSDB (9000) FOUNTAIN 8 (1000) POUDRE R-1 (1550) CO RIVER BOCES (9175) GREELEY 6 (3120) PUEBLO COUNTY 70 (2700) 23

AEC Pipeline Collections Timeline: Month Selection of Measures Collection (Planned and Actual) Renewal/Application Designation Collection January • • Training Notify B Sanders of new schools seeking AEC designation by 1/31/2018 • Training February • Training March • • Renewal/Application collection opens 3/1/2018 Office hours for Renewal/Application collection will be available, TBD • Planned measures for 2018 AEC SPF collection opens 3/1/2018 April • Renewal/Application collection closes 4/27/2018 • Planned measures for AEC SPF closes 4/27/2018 • Planned measures for 2019 AEC SPF opens 5/1/2018 Actual measures for 2018 AEC SPF opens 5/1/2018 May • June • • Planned measures for 2019 AEC SPF opens 6/29/2018 Actual measures for 2018 AEC SPF opens 6/29/2018 24

AEC Pipeline Collections • Watch The Scoop for notifications and schedules for training webinars for these collections. • You can join The Scoop here: http: //eepurl. com/Ai 8 lf • Outreach for trainings for these collections and additional information about these collections will be sent to districts with alternative education campuses as those resources are available. • More information at: http: //www. cde. state. co. us/datapipeline/per-aec • Reach out to B Sanders with questions: • Sanders_b@cde. state. co. us • 303. 866. 2865 25

Student End of Year

Data Release Duncan Anderson 303 -866 -6970 • Next Thursday the 18 th will be the public release of the graduation and dropout rates • State rates will be sent out to districts today for review prior to release • In order to give all districts appropriate time to prepare for the lease, these rates are embargoed from the media until next week. If you do receive questions from reporters, you can direct them to contact CDE communication department (cde_communications_office@cde. state. co. us) • Reach out to Duncan Anderson with questions: • Anderson_d@cde. state. co. us • 303. 866. 6970 27

Human Resources

Human Resources Timeline 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- 25 th Review Special Education Report February 8 th All errors resolved (interchange and snapshot) Feb 8 th – 15 th Review reports for accuracy February 15 th Snapshot must be finalized 29

HR 200 – Endorsement Edit • Edit is now a warning. Due to issues within our system, it has been determined to have this edit be a warning. You must create a new snapshot in order for this change to be reflected in your HR snapshot error report. • The same is still applicable: • If the teaching subject area is a specific teaching area (i. e. English), then the endorsement must also be in the same specific teaching area. An English endorsement is needed for teaching English. A foreign language endorsement is needed for teaching a foreign language. This is the case regardless of the grade level being taught. • Study Hall (code 2000) does not have an endorsement so another code would need to be used for that subject area in the Demonstrates In-Field Status fields. 30

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. 31

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

EDAC Data Burden Survey Jan Petro petro_j@cde. state. co. us 303 -866 -6868 33

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 34

EDAC Data Burden Survey Thank you!!! EDAC needs your participation to make our point. Due date: Friday February 9, 2018 6 responses submitted (5 districts, 1 administrative unit) Jan Petro petro_j@cde. state. co. us 303 -866 -6868 35

Pre-Id Pull for Assessment

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 37

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 38

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. 39

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. 40

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 41

Tentative 2018 SBD Review Dates Assessment 1 ACCESS for ELLs 2 CMAS • Science/Social Studies and ELA/Math (including CSLA) • Co. Alt Science/Social Studies Tentative Review Dates March 15 th-March 28 th May 21 st-May 31 st 3 PSAT/SAT TBD 4 Co. Alt DLM TBD 42

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 PSAT/SAT 1/11/2018 43

Thank You Next Town Hall: Thursday, January 18 th , 2018! 9 a. m. -10 a. m. 44