Data Pipeline Town Hall July 14 2016 The

Data Pipeline Town Hall July 14, 2016 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

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

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

Importance of Data Privacy Federal and state laws govern data privacy, confidentiality and security and 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) 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. (§ 99. 3) 4

How to Share Data ü Check local policies for restrictions ü Use secure-file transfer protocols ü Call CDE with questions about how to transmit PII securely X X 5 Do Do not not send PII over e-mail or fax use PII in trainings share PII with unauthorized individuals share passwords For more information http: //www. cde. state. co. us/dataprivacyandsecurit y

Today’s Agenda § § § § Open Collections in Data Pipeline Town Hall Summer Calendar Reminder Identity Management Special Education End of Year Student Interchange Student End of Year Foster Care Data Dashboard Student Biographical Data

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Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round § Directory § RITS § EDIS Periodic § SBD for PSAT (7/6/2016 – 7/15/2016) 9

Open Data Pipeline Collections Snapshots § Student End of Year § Teacher Student Data Link § Special Education Discipline (Closes August 16 th) § Special Education End of Year Coming Soon 10

Town Hall Summer Calendar 11

Summer Calendar § Town Hall - will hold the meeting every other week in the summer. § We will meet on § July 14, 28 § August 11, 25 § Next Town Hall on July 28 th! 12

Data Pipeline Town Hall Identity Management Update Identity Management Rollout Update July 14 2016

Identity Management Upgrade § New release was deployed to production on Monday July 11 th § The current (10 g) or legacy version will be supported through Tuesday August 2 nd – LEA’s can use either application through that date § CDE will work with individual LEA’s if there are issues with that date § Final release has address all outstanding known issues § The AU/District LAM functionality was the largest change Note: All users and roles continue to be migrated from 10 g to 11 g § CDE is extending the Q&A webinar’s through July & August § July 19 th’s Q&A demo session will be focused on AU/District LAM 14 changes § Looking at providing one general overview webinar during that period § Don’t wait for the meeting, report any issues right away

Identity Management Upgrade § Domain or user account changes required by the LEA’s § A handful of support requests for this service have been made § CDE will be making these changes over the next couple of weeks § Please let Rich Morris know and he can assist with these changes § Again, CDE is extending the Q&A webinar’s through July & August § CDE is working through the questions and comments provided at the July 12 th session – Rich is contacting everyone individually. § CDE is using the latest User Manager & LAM account listing as the distribution list for the reminders and information on the Q&A sessions § Let us know if you are not receiving those emails § Meeting Information: The URL: https: //cdeinfotech. adobeconnect. com/lam/ 15 Conference Bridge 1 -866 -764 -6750

Identity Management Upgrade § Questions or concerns about the rollout? 16

Special Education End of Year 17

Next Due Dates Date by which all Exception requests must be received by CDE to allow sufficient Wednesday Sept. 7, time for processing. 2016 � All exception requests emailed to CDE Date by which all Interchange and Snapshot errors must be resolved. Generate Monday Sept. 12, 2016 your complete Special Education EOY Snapshot by passing all Interchange and Snapshot validations in preparation for duplicate checks. All data records needed for the Special Education EOY Snapshot should be submitted and passed Interchange (level 1) and Snapshot (level 2) edit validations. � All data records needed are included in file � IEP Interchange errors resolved � Special Education EOY Snapshot errors resolved We thank you and really appreciate your efforts to be error free at the Interchange by July 7 th!!! 18 Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us

Special Education EOY - At a Glance September October 19 • Sept. 7 – All exception requests due to CDE by this date • Sept. 12 – Interchange and Snapshot errors resolved • Sept. 12 -16: Report Review • Sept. 19 - 28: Resolving duplicates • Sept. 28 - Oct. 5: Report Review • October 6 - Final submission and signed reports due Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us

Error Viewing § Errors SY 107, SY 108, SY 109 – to view error details be sure to choose second Excel option (Excel 2007 Format) when exporting to Excel. *The errors will be broken out and displayed at the bottom of the report. Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us

Reports v The Special Education EOY cognos reports may be downloaded and viewed at any time, once you have created at least one 15 -16 snapshot v. The reports reflect the data from the last snapshot taken. Any changes to your files will not be reflected in your reports until a new snapshot has been created (after your last file upload) v. Keep in mind that records with errors at the Interchange level do not pull into the snapshot (or the reports) and records with snapshot errors do. Reports are “complete” once all errors are resolved. Interchange and Snapshot. 21

Reports v 2 guidance docs to be posted in the next week: § Special Education EOY Report checklist § Report Specs document – includes the logic for each report § Posted at this link under Reports: http: //www. cde. state. co. us/datapipeline/snap_sped-eoy 22

Mark Your Calendar Special Education EOY Reports Webinar: § Tuesday, August 30, 2016 from 2: 00 – 4: 00 23

Special Education EOY: Questions? 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 remember to include your AU #, Error code #, and phone number. Thanks. 24

Student Interchange 25

2016 -2017 Student Interchange § Soft Open § Tomorrow July 15, 2016 § Soft because some errors and reports will not be 100% ready § Upload your files to get started and identify any issues with the 2016 -2017 files or edits § A full 2016 -2017 Student October calendar can be found at: § http: //www. cde. state. co. us/datapipeline/snap_studentoctober 26 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

FAST Trainings/Webinars § Series of webinars this Summer and Fall: § Student October Count Resources Guide Webinars: § Tuesday June 14, 2016 § Tuesday August 23, 2016 § At-Risk Resource Guide Webinars All Times are: § Tuesday June 21, 2016 1: 30 – 2: 30 pm § Tuesday August 9, 2016 § Tuesday August 30, 2016 § Duplicate Count Process Webinar: § Tuesday November 1, 2016 27 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 FRL Variance Waiver § Free and Reduced Lunch – Variance Waiver § 2016 -2017 Free and Reduced Lunch should be as of the Count Day or carried forward from prior year. § Carry forward can be used if the Count Day is within the first 30 school days § For 2016 -2017 if the Count Day is not within the first 30 school days districts may request a Variance Waiver to use carry forward status § Variance waiver is for At-Risk calculation and not the child nutrition program 28

2016 -2017 FRL Variance Waiver § Free and Reduced Lunch – Variance Waiver § Written requests for Variance Waiver required: § Submitted to Jennifer Okes, School Finance Director (Okes_J@cde. state. co. us) § Addressed to Commissioner of Education § Deadline for Submission is September 15, 2016 § Please make sure Pupil Count Coordinator and Nutrition Director are informed of the request and/or approval of Variance Waiver. 29

2016 -2017 Student Interchange § Questions? § If you have any questions specific to your district please email or call me at: § Holmgren_m@cde. state. co. us § 303 -866 -6961 30 Student Interchange/October Morgan Holmgren holmgren_m@cde. state. co. us

READ Collection 31

READ Collection Key Dates § April 1: READ collection opens § May 15: All districts create and submit beginning READ file to ensure correct file layout § June 16: Districts complete submission of READ files by close of business – all submissions are finalized and submissions will be locked § July 1: Districts resubmit with duplicates removed from file – the READ collection closes § July 27: Final SRD numbers and funding are emailed to districts READ respondents and superintendents § Week of August 10: Anticipate distribution of READ funds 32 to districts

READ Resources § READ resources can be found at: http: //www. cde. state. co. us/coloradoliteracy/readdatapipeline § Data collection timeline § Data Elements § File layout (no change) § Business Rules (updated 4/12/16) § RD 216 is now a Warning and not an Error § Webinar trainings (recorded webinar from 3/31) § Additional resources – Frequently Asked Questions and Assessment Cut Scores 33

Student End of Year 34

2015 -16 End of Year Schedule § RECOMMENDED DEADLINE: Correct Snapshot level errors by Thursday, July 28 th § Due to errors in the RITS rollover, the HSED file upload was delayed. It should be updated by Friday. § Errors on the interchange level? Please see http: //www. cde. state. co. us/datapipeline/inter_student for more information § Errors on the snapshot level? Please see http: //www. cde. state. co. us/datapipeline/snap_eoy for more information 35 Student End of Year — Duncan Anderson — 303. 966. 6970. anderson_d@cde. state. co. us

SE 104 Errors § One of the most common errors in End of Year is SE 104 § If a grade K-12 student was reported last year with Exit 36 Type=00 in the last detail record, they must be reported this year with an Entry Type = 00, 02, 03, 11, 90 or 91, in the first detail record. § Students must have a record in the subsequent year if they leave with a 00. It can be a record with a 08012016 entry date, 02 entry type, 08022016 exit date and the appropriate exit type. § Other Common Reasons: § Primary school flag must be set to 1 § School Code must a Anderson valid—school Student End of Year —be Duncan 303. 966. 6970. in your district anderson_d@cde. state. co. us § Pupil attendance must be between 01 to 08

Exception Requests § Load your exception files into your Student Syncplicity folder in my. syncplicity. com § Send an email when the file has been uploaded. § An email will be sent back once the exceptions have been loaded. § Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it. 37 Student End of Year — Duncan Anderson — 303. 966. 6970. anderson_d@cde. state. co. us

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 38

Foster Care Data Dashboard 39

Educational Outcomes for Students in Foster Care * Colorado’s Research-Practice & Pubic-Private Partnership School Stability of Colorado’s Student in Foster Care & A Model for Identifying Disproportionality in Count Data Elysia Clemens, Ph. D, LPC University of Northern Colorado Elysia. Clemens@unco. edu *School change is not the same as the mobility rate 7/14/2016

Data Sharing: Use Cases and Complementary Purposes Annual Accountability Reporting Colorado Department of Education State Policy Report on Dropout Prevention • • Graduation Rate Completion Rate Dropout Rate Mobility Rate Colorado Study of Students in Foster Care Researcher-practitioner partnership. Grounded in a joint research agenda. Uses administrative data and primary data collections.

Educational Stability Report: Every Transition Counts www. unco. edu/cebs/foster-care-research Topics In Report Focus for Presentation • Youth perspective • Relationship between changing schools and earning a high school credential • Geographic summary of transfer patterns • Application to policy & practice • Probability of changing schools • A regression model that works great for count data and non-normal distributions with excess zeros

Number of School Changes in 2013 -14 Hurdle regression simultaneously models: - The probability of groups of students changing schools at all - The number of school changes among those students who changed schools at least once 9 th 10 th 11 th 12 th Grade Data Source: CDE and CDHS

The Probability of Changing Schools Three separate hurdle regression models: 1. elementary 2. middle school 3. high school Each included: Grade, Gender, and Race/Ethnicity Today: highlighting as a tool for identifying disproportionality

High School Students in Foster Care: Probability of Changing Schools At All (First Part of the Regression Model) The odd of Black students changing schools was 72% greater than those of White Students The odds of Hispanic students changing schools were 60% greater than those of White students The odds of male students changing schools were 17% greater than those of female students Data Source: Colorado Dept. of Education Data Services & Colorado Dept. of Human Services Div. of Child Welfare

High School Students in Foster Care: Closer Look at Those Students Who Did Change Schools (Second Part of the Regression Model) Black students experienced 37% more school changes than White students No significant difference in frequency of school changes between White and Hispanic students Males experienced 31% more school changes than female students Based only on the group of students in foster care who changed schools at least once Data Source: Colorado Dept. of Education Data Services & Colorado Dept. of Human Services Div. of Child Welfare

Colorado Study of Students in Foster Care Website • Goal: information accessible to a variety of audiences • Topics: educational stability, achievement, grade progression • Format: infographics, interactive charts/maps, and reports Colorado Study of Students in Foster Care www. unco. edu/cebs/foster-care-research

Research Related Questions: Elysia Clemens Assoc. professor University of Northern Colorado Elysia. Clemens@unco. edu Foster Care Policy and Practice Questions: Sheree Wheeler CDE: State Coordinator Foster Care 303. 866. 6007 wheeler_s@cde. state. co. us https: //www. cde. state. co. us/ dropoutprevention/fostercare_index THANK YOU! The research reported here was supported by the Institute of Education Sciences, U. S. Department of Education, through Grant R 305 H 150007 to the University of Northern Colorado. The opinions expressed are those of the authors and do not represent the views of the Institute or the U. S. Department of Education.

Student Biographical Data (SBD) Review 49

SBD for PSAT: Data Pipeline Review § Closes this Friday, July 15 th, 2016 § CMAS/PARCC invalidations: http: //www. cde. state. co. us/assessment/2016 cmasvoidntreaso ns § Not tested codes § Student does not test; assign if STUDENT_PARTICIPATED_IND field = ‘N’ or blank § If student does not test and no code is reported, field will default to ‘Absent’ § Void codes § Student completes test; assign if STUDENT_PARTICIPATED_IND field = ‘Y’ § Will override scored assessments § Void scores ONLY for CDE reporting; won’t go back to College Board 50 Melissa Mincic_M@cde. state. co. us

SBD for PSAT: Data Pipeline Review § SBD for DLM and PSAT § Only one option for Extract Type for downloading vendor file 51 Melissa Mincic_M@cde. state. co. us

CMAS/PARCC/CSLA SBD Review: Submitting Your Final SBD File § Be sure to submit your final data file to CDE § Two-step process! § Check on Status Dashboard in Data Pipeline § Overall Status column = ‘P’ > Final data file NOT submitted § Overall Status column = ‘A’ > Final data file IS submitted § Districts will receive final files from CDE through Syncplicity 52

Assessment Unit ‘Trainings’ Website https: //www. cde. state. co. us/assessment/trainings § ‘Data Trainings’ § § § SBD Manual SBD Review Webinar (PPT) SBD Review Webinar (Recording) Melissa Mincic_M@cde. state. co. us 53

SBD Review Resources § Link to the Assessment Unit Data Pipeline Manual for SBD § https: //www. cde. state. co. us/assessment/2016 sbdmanual § Links to SBD review webinar trainings § PPT slides: https: //www. cde. state. co. us/assessment/2016 cmassbdtrng § Recording: https: //enetlearning. adobeconnect. com/p 76 tesubo 6 b/? launch er=false&fcs. Content=true&pb. Mode=normal 54 Melissa Mincic_M@cde. state. co. us

Contact Information Suggestions or questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For questions about the PSAT SBD, please contact Shangte Shen shen_s@cde. state. co. us For general questions about SBDs, please contact Melissa Mincic mincic_m@cde. state. co. us Jasmine Carey carey_j@cde. state. co. us You can also call the general phone number for the Assessment Unit at 303 -8666929, and Margo will direct you to the person who can best answer your question. 55 Melissa Mincic_M@cde. state. co. us

Thanks for joining us today! Next Town Hall: Thursday, July 14 th , 2016 9 a. m. -10 a. m. 56