Data Pipeline Town Hall July 13 th 2017

Data Pipeline Town Hall July 13 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 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 • Summer Calendar Reminder • RITS • School Discipline and Attendance • Student October/Student Interchange • Special Education End of Year • READ • Kindergarten Readiness • Special Education Discipline • Student End of Year 7

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • Directory (School Code Changes Open) • RITS • EDIS Interchanges • • • Staff Student Special Education IEP TSDL Discipline Action Interchange 9 9

Open Data Pipeline Collections Snapshots • • • Teacher Student Data Link (Closes 8/25/2017) Student End of Year for 2016 -17 (Clean snapshots by 7/27/2017) Special Education Discipline (Closes 8/23/2017) Special Education End of Year (Closes 10/5/2017) School Discipline and Attendance (Closes 7/26/2017) Just Opened • 2015 -16 December Finance – Opened July 1 st 10 10

Summer Calendar

Summer Calendar • In the months of June, July and August, Town Hall will meet every other Thursday. • Here is the schedule of days we will have Data Pipeline Town Hall. • July 27 th • August 10 th, 24 th 12

RITS

RITS Ø Pipeline now has a dropdown box for the 17 -18 School Year. Ø LEAs may begin submitting requests for SASIDS for the 17 -18 school year if they haven’t already done so. Ø Use RITS READ in Pipeline for large batches of new students. Ø Use RITS Batch in Pipeline for large batches of existing students. Ø RITS Web is for small numbers of students. Please perform student search first if using RITS Web to ensure duplicate SASIDs are not created. Ø Trainings will be scheduled in mid-August for data respondents. RITS Contact: Genevieve Hale at hale_g@cde. state. co. us 14

2016 -17 School Discipline and Attendance Data Collection

2016 -17 Timeline • Deadline has been extended • New Deadline is Wednesday, July 26 th • As of yesterday, 60% of districts had finalized datathank you! 16

2016 -17 Attendance Error Assistance • SI 068 error “Duplicate school code in Attendance file” • Each record must be unique based on the following fields: school code, ethnicity/race, gender, IDEA/Special Education, Section 504 status, ELL status and Homeless • Combine any fields with the same demographic information and add the Days Attended, Days Excused, Days Unexcused, Total Days Possible, Habitually Truant and Chronically Absent counts into 1 record • SI 063, SI 070, SI 072 – if these are an issue, please contact me for an exception. I will need the error code(s) and the school code(s) 17

2016 -17 Finalizing Steps – LEA Approver Role 1. Ensure all data reported in each file is accurate and can be finalized by reviewing appropriate reports 2. Log into Pipeline, select “SDA” then select “Status Dashboard” 3. Select Attendance File to be finalized; school year and LEA, then click “Submit” 4. Click on “Submit to CDE” to finalize • For these directions with screenshots, please reference the SDA Process Document pages 9 and 10: https: //www. cde. state. co. us/datapipeline/sdaprocess 18

Contact Information • Annette Severson • Severson_a@cde. state. co. us • 303 -866 -6888 19

2017 -18 School Discipline and Attendance Data (SDA) Updates For CRDC Reporting and ESSA Requirements

CRDC Background • Civil Rights Data Collection (CRDC) is reported by LEAs every other year • CDE pre-populates any data fields collected for LEAs to help with the CRDC process • CRDC currently collects 1, 658 data fields; CDE currently pre-populates 1, 292 fields using approved data from the LEAs. This is ~78% of the CRDC data fields • By making the following revisions to the SDA collection, CDE can now prepopulate an additional 297 fields. This would be ~96% of the CRDC data fields 21

Additional Notes • These changes are significant, however the data is required to be reported to CRDC for every LEA currently and only optional in SDA to assist with CRDC • Training will be provided regarding these changes in Fall 2017 and Spring 2018 • The new codes and fields are marked as optional if they are not required to be reported in SDA • The fields could be left blank or zero-filled • Codes not used in the file 22

Business Rules/Edits • Existing business rules and edits will be modified to accommodate new fields and improve overall process • Updated 2017 -18 business rules will be made available and posted online in August tentatively 23

Discipline by Action file • New(optional) Behavior/Allegation codes: • Threats of Physical Attack • Allegations of harassment or bullying on the basis of sex • Allegations of harassment or bullying on the basis of race, color or national origin • Allegations of harassment or bullying on the basis of disability • Allegations of harassment or bullying on the basis of sexual orientation • Allegations of harassment or bullying on the basis of religion • Allegations would only have the Total Number reported, Actions Taken would not be associated with these codes 24

Behavior/Allegations Definition • Provide the behavior code for the behavior that occurred or the allegation type reported at the school for the school year. • To obtain additional clarification or statutes regarding the behavior codes, please refer to: Behavior Statutes/Clarifications document. • An allegation is a claim or assertion that someone has done something wrong or illegal, typically made without proof. Allegations can be reported by anyone (e. g. , alleged victim; parents of alleged victim), however the alleged victims must be students. The harassment or bullying can be carried out by students, school employees, or non-employee third parties. For determining the type of allegation for reporting purposes, use the likely motives of the alleged harasser and not the actual status of the alleged victim. 25

Allegations of Harassment or Bullying- Further Instructions from CRDC • Enter the number of allegations of harassment or bullying reported to responsible school employees (such as teachers and school administrators), as specified. • Include allegations of bullying or harassment for alleged victims in grades K-12 and comparable ungraded levels. • Allegations can be reported by anyone (e. g. , alleged victim; parents of alleged victim). Alleged victims must be students. The harassment or bullying can be carried out by students, school employees, or non-employee third parties • In classifying the allegations, look to the likely motives of the alleged harasser, and not the actual status of the alleged victim. • Within each row, count an allegation only once, even if it involves more than one student. • An allegation that involves multiple civil rights categories should be counted in each applicable civil rights category. For example, an allegation that involves both sex and disability should be reported in both the sex count and the disability count. 26

Discipline by Action file (cont. ) • New field “Weapon Description” • Provide additional information for the reported behavior and whether a weapon was used or not during the incident. Code 0 1 2 Type No Weapon With Weapon Description No weapon was used for reported behavior. A weapon is any instrument or object used with the intent to threaten, injure, or kill. This includes look-alikes if they are used to threaten others. Using words that refer to a weapon would not be considered with a weapon. With A firearm or explosive device refers to any weapon that is designed Firearm or to (or may readily be converted to) expel a projectile by the action Explosive of an explosive. This includes guns, bombs, grenades, mines, Device rockets, missiles, pipe bombs, or similar devices designed to explode and capable of causing bodily harm or property damage. 27

Discipline by Action file: Record Description • 1 record per school and behavior or allegation type • For records with Behavior Codes 01 -17: • Total Number of Incidents must be reported and greater than 0 • Type of Action(s) taken must also be reported (classroom suspension, in-school suspension, out-of-school suspension, expulsion, referral to law enforcement or other action taken) • Weapon Description (no weapon, with firearm/explosive device) may also be provided or left blank • For records with Allegation Codes (18 -22): • Total Number of Incidents would be reported (must be greater than 0 if in the file) • Weapon Description (no weapon, with firearm/explosive device) would also be provided (for CRDC) • Type of Action taken would be zero-filled 28

Firearm (GFSA) Discipline File • No updates necessary 29

Discipline by Student Demographics • New optional fields: these could be left blank, zero-filled or reported with data • • • Transferred to Alternative School (for Disciplinary Reasons) Subjected to Mechanical Restraint Subjected to Physical Restraint Subjected to Seclusion Students Reported as Harassed or Bullied on the Basis of Sex Students Reported as Harassed or Bullied on the Basis of Race or Color or National Origin Students Reported as Harassed or Bullied on the Basis of Disability Students Disciplined as Harassed or Bullied on the Basis of Sex Students Disciplined as Harassed or Bullied on the Basis of Race or Color or National Origin Students Disciplined as Harassed or Bullied on the Basis of Disability 30

Restraint and Seclusions – Further Instructions from CRDC • Include students in grades K-12 and comparable ungraded levels. • A student who is handcuffed but not arrested by law enforcement personnel should be included in the “subjected to mechanical restraint” row. A student who is both handcuffed and arrested should not be included in the “subjected to mechanical restraint” row. • A student may be counted in more than one field. 31

Students Reported as Harassed or Bullied- Further Instructions from CRDC • Enter the number of students who were reported as harassed or bullied to a responsible school employee (such as a teacher or school administrator), as specified. Include alleged victims in grades K-12 and comparable ungraded levels. • Alleged victims must be students. The harassment or bullying can be carried out by students, school employees, or non-employee third parties. • In classifying the students reported as harassed or bullied, look to the likely motives of the alleged harasser/bully, and not the actual status of the alleged victim. • A student reported as harassed or bullied on the basis of multiple civil rights categories should be counted in each applicable civil rights category. For example, a student reported as harassed or bullied on the basis of both sex and disability should be reported in both the sex count and the disability count. 32

Students Disciplined for Harassment or Bullying – Further Instructions from CRDC • Enter the number of students disciplined for harassment or bullying, as specified. Include students disciplined in grades K-12 and comparable ungraded levels. • Alleged victims must be students. • In classifying the disciplined students, look to their likely motives, and not the actual status of the alleged victims. • A student disciplined for engaging in harassment or bullying on the basis of multiple civil rights categories should be counted in each applicable civil rights category. For example, a student disciplined for engaging in harassment or bullying on the basis of both sex and disability should be reported in both the sex count and the disability count. 33

Discipline by Student Demographics: More Info • Continue to group students demographically • Include count of students that meet new field definitions, for CRDC reporting purposes only • Students Harassed and Students Disciplined (aka victims and perpetrators) would be counted in file based on their demographic information • New fields will NOT be compared with data reported in the Discipline by Action file 34

Attendance Data File • Add the optional field: • Total Days Missed Due to Out of School Suspensions • The total number of school days that were missed by students who received one or more out-of-school suspensions. Include school days missed by students in grades K-12 and comparable ungraded levels. Days when school staff were required to be present at school but students were not, should not be counted. Days when students were dismissed early from school, but school staff were not, should be counted as full days. Each day missed from a part-day program (e. g. , part-day kindergarten) should be counted as one full day. Report a cumulative count based on the entire regular school year. • Add field for “Free/Reduced Lunch Status” as it is required for ESSA reporting 35

Contact Information • Annette Severson • Severson_a@cde. state. co. us • 303 -866 -6888 36

2017 -18 Student October/ Student Interchange

2017 -18 Student Interchange • Timeline for opening • Soft Open – July 26 th • Official Open – August 1 st • Business Rules and Reporting changes may not be complete during the week between the soft open and official open. Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 38

2017 -18 Student October • Student October Count Day: • Monday October 2 nd, 2017 • Trainings will be announced by August 1 st • Please contact me if you are going to be an October respondent for the first time. • Notes from FAST: • Retained Kindergarteners • For districts to receive full-time (80) funding for kindergarteners they need to be retained by the district because they have a significant reading deficiency. • Audit documentation will need to show that the decision to retain was made in the prior school year • FAST October Resource Guide • Available soon. • https: //www. cde. state. co. us/cdefinance/auditunit_pupilcount Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 39

2017 -18 Student October • Districts Requesting Waivers or Alternate Count Day • CDE will allow districts to apply for a Free and Reduced Lunch Waiver again this year if the count day falls outside of the first 30 school days of the year. • Districts may also request an alternate count day from the School Finance division. • Requests must be received in writing by • September 15, 2017 • Send Requests to: • Aaron Oberg, School Finance Director • Oberg_A@cde. state. co. us Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 40

2017 -2018 Student • Questions: • Contact Information: • Morgan Holmgren • 303 -866 -6961 • Holmgren_M@cde. state. co. us 41

Special Education End of Year

DATES TO REMEMBER Special Education EOY 2016 -2017 Monday May 1, 2017 Snapshot official opening Wednesday July 12, 2017 IEP Interchange errors resolved At least 1 Special Education EOY Snapshot created by this date Thursday Sept. 7, 2017 All exception requests received by CDE Tuesday Sept. 12, 2017 All errors resolved: Interchange and Snapshot Tuesday Sept. 12 – Friday Sept. 15, 2017 Report Review exit information in preparation for duplicate checks Wed. Sept. 20 – Wed. Sept. 27, 2017 AUs make changes to resolve duplicates Thursday Oct. 5, 2017 Final Report Review September 28 – October 5 ALL Final signed reports received by CDE Submit and finalize data – COLLECTION CLOSES

Special Education End of Year- Updates Bugs moving to Production today • SE 073: should now accept a Sped Hours of 8000 • SY 269: edit should no longer trigger on 66060, 66070, and 66080 • SY 112: clause added so edit won’t trigger when a 52 delay code is used Reminders • New warning SY 282 for records that may be transfers instead of dropouts (may want to hold off on submitting your SY 247 exceptions until September) • Records excluded due to a 31 PAI Code (tuition contract) – Only need to report the exit once. After that year, record will be reported for December Count purposes only and won’t pull into your Sped EOY. 44

Special Education End of Year - Updates Missing Snapshot Records Report coming by next Tuesday! § Report will identify records missing from snapshot due to: § Interchange errors § Criteria issues such as excluded PAI codes or mismatched sasids or lasids § Records missing from either Child or Participation File § Be sure to check this report to ensure you have the expected number of records in your snapshot § Would love your feedback on the missing record descriptions § Do they make sense? § Any suggestions to better clarify? 45

Special Education End of Year - Resources Ø Resources • Special Education IEP Interchange: http: //www. cde. state. co. us/datapipeline/inter_sped-iep • Special Education EOY Snapshot: http: //www. cde. state. co. us/datapipeline/snap_sped-eoy Special Education EOY contact information Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 (Primary contact) Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 Orla Bolger – bolger_o@cde. state. co. us 303 -866 -6896 *Please include AU #, Error code # (if applicable), and phone number in emails Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759 46

READ

READ Updates • July 6 -14: CDE validates READ data in Pipeline • July 17: Emails will be sent to READ Respondents and Superintendents with final SRD numbers submitted through Pipeline for district confirmation • Districts can pull the READ Status Grades K-3 report in Cognos to verify SRD numbers • July 18 -24: Districts contact the Office of Literacy with corrections to SRD numbers based on submission • July 27: Final SRD numbers and funding calculations emailed to READ Respondents and Superintendents • Week of August 7: Districts can anticipate distribution of READ funds 7/13/2017 48

Pending Budget Planning Surveys • Through the READ survey process when “other” is selected we reach out to districts for clarification and determine next steps • Programs in the “other” category that are not currently on the Advisory Lists of Instructional Programming need to be reviewed by the Office of Literacy • The timeline for this process is as follows: • • 7/13/2017 June 19 -30: Whitney sends program request form July 14: Survey proposals due July 17 -30: CDE conducts program reviews July 31: CDE notifies districts of final decisions 49

READ Resources • READ Collection resources can be found at: http: //www. cde. state. co. us/coloradoliteracy/readdata pipeline • • Upcoming webinars Recorded webinars Data collection timeline Data elements & definitions File layout Business Rules Additional resources such as FAQ document, assessment cut scores, template for submitting budget planning survey, etc. • Questions? Contact Whitney Westgaard • Email: Westgaard_W@cde. state. co. us • Phone: 303 -866 -6421 7/13/2017 50

Kindergarten Readiness

Kindergarten School Readiness (KSR) Data Collection Summary • Summary • The purpose of the collection is to measure school readiness. • Data reported to CDE will be from the initial fall assessment window, which is the first 60 calendar days of the school year as required by HB 15 -1323. • Various assessment tools have been approved by the State Board and are available for use: GOLD® by Teaching Strategies, High. Scope Child Observation Record (COR), and DRDP-K. • Teaching Strategies is developing a customized report within the assessment tool that will allow districts to automatically aggregate and report on the state board approved data reporting elements. The report will be available in the early Fall. • NOTE: Some districts have obtained state board approved waivers from using these assessment tools; however, the waiver is from the assessment tool and not from the collection. • The Kindergarten School Readiness collection will be open from mid October to mid December. 52

Kindergarten School Readiness (KSR) Updates • How will the school readiness contacts and data respondents connect? • It will be up to the district to decide who will be submitting the data in Data Pipeline- whether that be the data respondent or the school readiness contact. • If you would like assistance connecting with your district’s school readiness contact, please email me (rhodes_t@cde. state. co. us). • The report in GOLD® will be available for those assigned as administrators in GOLD®. 53

Kindergarten School Readiness (KSR) Updates (continued) • Can Teaching Strategies upload data straight to CDE? • No. The State Board of Education entered into an MOU with Teaching Strategies which disallows Teaching Strategies from providing CDE with direct access to the data. Districts must upload data to CDE. • Will trainings be offered? • Yes, we will be offering trainings on how to download the report from GOLD® and upload to Data Pipeline in early September. • For more information, please view the School Readiness Updated Webinar from May 22, 2017 on Kindergarten School Readiness: http: //www. cde. state. co. us/schoolreadiness/trainings • Assessment Menu (~11: 35) • Assessment Implementation (16: 42 -20: 09) • Data Collection (26: 46 -35: 05) 54

Further Information • Additional information can be found at: • The Data Pipeline website: http: //www. cde. state. co. us/datapipeline/perschoolreadiness • The School Readiness website: http: //www. cde. state. co. us/schoolreadiness/assessm ent • Look under “School Readiness Data Collection” • May need to scroll- bottom half of the webpage 55

Contact Emily Kielmeyer Kindergarten and School Readiness Manager kielmeyer_e@cde. state. co. us 720 -822 -0640 Tara Rhodes Early Learning Business Analyst Rhodes_t@cde. state. co. us 303 -866 -6243 http: //www. cde. state. co. us/schoolreadiness 56

Special Education Discipline

Important Dates to Remember Monday, April 3 rd Discipline Interchange officially open Monday, May 8 th Date by which the interchanges files must be uploaded: DISCIPLINE/IEP/STUDENT Thursday, June 8 th Date by which the Admin Unit must generate a snapshot. Thursday, June 22 nd Date by which 90% of total record count must be included in Discipline Action file Wednesday, July 12 th Date by which all Discipline Action Interchange errors must be resolved ALL DISTRICTS MET THE DEADLINE! Tuesday, August 15 th Report review week: Districts must be available to make any changes in the interchange Tuesday, August 23 rd Date by which you must have generated a Complete Snapshot. All data records are included, Interchange & Snapshot Errors resolved Wednesday, August 16 th – Wednesday, August 23 rd Report Review Week. Districts need to be available to make any changes Admin Units deem necessary. Wednesday, August 23 rd Final Data Approval and Report Submission 58

July 12 th Deadline 59

What’s Next? Now that you are error free at the Interchange the focus turns to resolving Snapshot errors. Sometimes when you fix Snapshot errors new ones pop up and even Interchange ones can surface. Thursday, August 15 th, 2017 is the “Date by which you must have generated your COMPLETE Special Education Discipline Snapshot dataset by passing all Interchange and Snapshot validations in preparation for report review. ” Administrative Units and Districts work collaboratively to meet the deadline. If staff is on an interim schedule be sure to plan accordingly. 60 60

This Week’s Huddle • Check out important information from this week’s Huddle under Training! • http: //www. cde. state. co. us/datapipeline/snap_speddiscipline 61

Assistance Needed? If you have ANY questions about the Special Education Discipline Data Collection 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 Collection Lead Lindsey Heitman 303 -866 -5759 heitman_l@cde. state. co. us 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. • Thank you 62

Student End of Year

Now Open Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • Thank You for working on the End of Year Snapshot! The preliminary deadline of July 27 th to have a snapshot clear is coming up, however the final deadline is September 14 th. • Students have until August 31 st to complete graduation requirements for the 2016 -17 school year. However, you can move forward with your snapshot to resolve the other errors you might encounter 64

2017 -2018 School Year Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • Changes are coming in the 2017 -2018 school year • In the last legislative session, House Bill 17 -1294 was passed changing the way some students taking postsecondary programs will be counted in graduation rates, specifically students taking ASCENT and P-Tech credits • These changes will go into effect in the 2017 -18 school year and more guidance will available about how to code those students at that time. Right now, students should have exit type 00 and retention code of 2 if they are participating in ASCENT or P-Tech. 65

Info Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • If you have further questions, please visit the End of Year web page for more information: • http: //www. cde. state. co. us/datapipeline/snap_eoy • Please email Anderson_d@cde. state. co. us for questions or call 303 -866 -6970 66

Thank you for joining us today! Let Freedom Ring Next Town Hall: Thursday, July 27 th, 2017 9 a. m. -10 a. m. 67