Data Pipeline Town Hall July 27 th 2017

Data Pipeline Town Hall July 27 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 • Student Interchange • Special Education Discipline • Kindergarten Readiness • 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 (Initial Submission 9/14/2017) 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

Power School Opportunity • A third party vendor for Power School users is hosting online demonstrations of their Validation software • Date: Thursday, August 3, 2017 & Thursday, August 17, 2017 • Time: 10: 00 am MDT – 11: 00 am MDT • URL: https: //meetings. ringcentral. com/j/1489295925 • Presented by: Al Momrik, Level Data Call For Information: • Al Momrik - 269 -488 -2046 • Jill Anderson – 269 -409 -4719 or visit http: //leveldata. com/validation 13

RITS

RITS Ø LEAs may begin submitting requests for SASIDS for the 17 -18 school year if they haven’t already done so. Thank you to all the districts that have already begin requesting 17 -18 SASIDS. 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 August for data respondents. Ø There will be enhancements coming for both RITS Web and RITS Pipeline. Ø Please contact me by phone or through Syncplicity if you find duplicate SASIDS. Do not put SASIDS or any other PII in an email. Ø Please contact me if it’s been more than a few days and you are waiting on SASIDS and haven’t heard from me yet. Ø If you would like to schedule a regular call to go over cases in review let me know. RITS Contact: Genevieve Hale at hale_g@cde. state. co. us 15

2017 -18 Student October/ Student Interchange

2017 -18 Student Interchange • Timeline for opening • Soft Open now • Official Open – August 1 st • Student October Count Day: • Monday October 2 nd, 2017 • Trainings: • Regular Training • Tuesday August 22 – 10 am-11 am • Wednesday August 30 – 1 pm-2 pm • Wednesday September 13 – 9 am-10 am • First Year Respondent Training • Thursday August 31 – 1 pm-2: 30 pm • Office Hours will return this year starting on September 22 nd Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 17

2017 -18 Student Interchange • SIS 2017 -2018 Extracts • Infinite Campus • 2017 -2018 Student Interchange Extracts are expected with version 1729. • Expected release is the end of July • Go. Edu. Star • 2017 -2018 extracts are expected by August 7 th or 8 th Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 18

2017 -18 Student October • 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 on FAST website • https: //www. cde. state. co. us/cdefinance/auditunit_pupilcount Morgan Holmgren – Holmgren_m@cde. state. co. us – 303 -866 -6961 19

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 20

2017 -2018 Student • Questions: • Contact Information: • Morgan Holmgren • 303 -866 -6961 • Holmgren_M@cde. state. co. us 21

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 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 Kristi Gleason – gleason_k@cde. state. co. us – 303 -866 -4620 23

What’s Next? 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. 24 Kristi Gleason – gleason_k@cde. state. co. us – 303 -866 -4620 24

REPORT WEBINAR Please plan to join us for Report Webinar Training as follows: • August 8 th, 2017 • 10: 00 am – 11: 30 AM OR • 2: 30 PM – 4: 00 PM • To join: https: //cdeinfotech. adobeconnect. com/data_services/ • Call in number: 1 -855 -397 -4421 Kristi Gleason – gleason_k@cde. state. co. us – 303 -866 -4620 25

Superintendent Sign-Off Form • Every District will be required to send in a Superintendent Sign-Off Form. • Please email (preferred gleason_k@cde. state. co. us) or fax (303 -866 -6888) the form into Kristi Gleason on August 23 rd • Forms won’t be accepted prior to this date unless the District was EXEMPT from reporting. If your district was exempt you may send the form in now. • Forms are accessible to DIS respondents in COGNOS under Discipline Interchange. Kristi Gleason – gleason_k@cde. state. co. us – 303 -866 -4620 26

Finalizing the Collection Two Part Process • Administrative Units will upload required reports to the Data Management System on August 23 • Administrative Unit respondents with the SPI approval role will submit data to the data pipeline on August 23. • Reports and Data Submittal may occur anytime during the report review phase between August 16 th and August 23 rd. Kristi Gleason – gleason_k@cde. state. co. us – 303 -866 -4620 27

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 28

Kindergarten Readiness

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. 30

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. 31

Data Reporting Elements • Data reported to CDE will be from the initial fall assessment window for school readiness, 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. • For districts using GOLD ®: • Kindergarten teachers may complete the initial assessment by using the Kindergarten Entry Assessment (KEA) Survey in GOLD® for the first checkpoint. • 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. • The Kindergarten School Readiness (KSR) collection will be open from mid October to mid December. • Data will be submitted through Data Pipeline. 32

Determination of School Readiness Data Reporting by the State Board of Education Sample School Readiness Report by District 33

Determination of School Readiness Data Reporting by the State Board of Education Sample School Readiness Report by School 34

Kindergarten School Readiness (KSR) Updates • How will the school readiness contacts and data respondents connect? • If you would like assistance connecting with your district’s school readiness contact, please email me (rhodes_t@cde. state. co. us). • 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. • The reason for connecting with the school readiness contacts is that this role should have access to the report in GOLD®, for those districts using GOLD®. 35

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) 36

Timeline • Goals for July • Connect with school readiness contacts • If you need assistance with this, please email me at rhodes_t@cde. state. co. us • Assign KSR-APPROVER role in Id. M by 8/4 • About half of districts have completed this step- thank you! • Goals for August • Assign KSR-APPROVER role in Id. M by 8/4 • CDE will follow up with districts who have not assigned the KSR-APPROVER role in Id. M in mid-August • Mark down our training dates as they are released via email, in town halls, and on our website • Goals for September • Attend trainings of interest; these will be announced and posted to our website: https: //www. cde. state. co. us/schoolreadiness • Weekly emails will begin around mid-September for those assigned to the collection (about one month prior to the collection opening) 37

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 • Most updated file layout can be found here 38

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 39

Student End of Year

Now Open Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • Today is a preliminary deadline of July 27 th to have an error free snapshot, however the final deadline is September 14 th • You don’t need to worry if you don’t have a clean snapshot yet, this is a recommended deadline • Having an error free snapshot for EOY will save you lots of effort as the next school year gets started • Students have until August 31 st to complete graduation requirements for the 2016 -17 school year. 41

What’s next? Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • I will be out next week 7/31 -8/4 and will be checking email intermittently during this time. For immediate assistance please contact Holmgren, Morgan Holmgren_M@cde. state. co. us and copy me on the email • If you have an error free snapshot, please use this time to review your Cognos reports: • Student Profile -> Homeless Detail Report • Review this with staff responsible for Mckinney-Vento grant distribution • Student End of Year • EOY Student Dropout List • EOY Student List - Students from Current AYG • Rate reports 42

What’s next? Student EOY – Duncan Anderson – Anderson_d@cde. state. co. us • Don’t forget some Cognos reports now default to the 2017 -18 school year • If you get an error with “No Data Found” please make sure that you’re reviewing the 2016 -17 school year or the Anticipated Year of Graduation 2017 43

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 • Just another reminder, I will be out next week 7/31 -8/4 and will be checking email intermittently during this time. For immediate assistance please contact Holmgren, Morgan Holmgren_M@cde. state. co. us and copy me on the email 44

Thank you for joining us today! Next Town Hall: Thursday, August 10 th, 2017 9 a. m. -10 a. m. 45