Data Pipeline Town Hall June 2 2016 The

Data Pipeline Town Hall June 2, 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 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 5 y

Today’s Agenda § § § § Open Collections in Data Pipeline Town Hall Summer Calendar Reminder Directory READ Collection Discipline Special Education Discipline Student Biographical Data Student End of Year

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Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round § Directory § School Code Changes (Closes June 30 th) § RITS § EDIS Periodic § School Discipline and Attendance (Closes 6/30/2016) § SBD for CMAS Including PARCC (5/31/2016 -6/9/2016) 9

Open Data Pipeline Collections Snapshots § Student End of Year § Teacher Student Data Link § READ § Special Education Discipline § Special Education End of Year Coming Soon § SBD for ACT (6/13/2016 -6/20/2016) § SBD for DLM (6/20/2016 -6/27/2016) 10

Town Hall Summer Calendar 11

Summer Calendar § Town Hall - will hold the meeting every other week in the summer. § We will meet on § June 2, 16 and 30 § July 14, 28 § August 11, 25 § Next Town Hall on June 16 th! 12

Directory 13

School Code Changes Reminder § Reminder if you have a school code change for the 2016 -17 school year please send submit them by June 30 th. § http: //www. cde. state. co. us/apps/formcenter/School. Change. Fo rms § Changes that need an electronic form submission: § Name Change § New School Code Request § Closing School § Grade Change 14

School Code Changes Reminder § If a school is growing by a grade every year you would need to submit a grade change request form each year. § If you have a school transferring districts let me know and I can assist you in completing this process. § If you need assistance please contact Dennis St. Hilaire at st. hilaire_d@cde. state. co. us or call 303 -8666840. 15

READ Collection 16

READ Defects/Tips/Hints § Current Defects § The Edit Record screen is not validating SASIDS § Districts must complete submission of READ files by close of business June 16, 2016 (two weeks away!) § I will be out of the country starting Thursday, June 9 th and will return Thursday, June 23 rd. Please contact Donna Bright with any questions regarding the READ data collection § Email: Bright_D@cde. state. co. us § Phone: 303 -866 -6002 2 READ - Whitney Westgaard - Westgaard_W@cde. state. co. us

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 5/4/16) § Webinar trainings (recorded webinar from 3/31) § Additional resources – Frequently Asked Questions and Assessment Cut Scores 2 READ - Whitney Westgaard - Westgaard_W@cde. state. co. us

Questions? § Contact Whitney Westgaard § Email: Westgaard_W@cde. state. co. us § Phone: 303 -866 -6421 IMPORTANT! I will be out of the country starting Thursday, June 9 th and will return Thursday, June 23 nd. Please contact Donna Bright with any questions regarding the READ data collection. § Contact Donna Bright § Email: Bright_D@cde. state. co. us § Phone: 303 -866 -6002

Discipline 20

DISCIPLINE (students with disabilities) Missing Records/No Exemption Reported Emails went out to districts (Admin Units were cc’d) who either hadn’t reported any records or hadn’t reported an exempt status. Still some confusion around roles. v. Districts v. Responsible for reporting the data and fixing errors in alignment with the Discipline timeline v. Administrative Units v. Responsible for the overall collection – work with Districts to ensure data they expect to be reported has been v. Special Education Directors v. Responsible for the collection – verifying with Principals/Superintendents Data has been accurately reported. 21 Discipline students with disabilities — Kristi Gleason — gleason_k@cde. state. co. us

DISCIPLINE (students with disabilities) TIMELINE DUE DATES WHAT IS DUE DISTRICT RESPONSIBILITY Monday, May 9 th, 2016 Date by which the following interchange files must be UPLOADED BY DISTRICTS � � � Thursday, June 2 nd, 2016 DISCIPLINE STUDENT DEMOGRAPHICS STUDENT SCHOOL ASSOCIATION ADMINISTRATIVE UNIT RESPONSIBILITY Date by which the following interchange files must be UPLOADED BY THE ADMINISTRATIVE UNIT � � SPECIAL EDUCATION IEP CHILD SPECIAL EDUCATION IEP PARTICIPATION NOTE: Date by which you must generate your first Once the Administrative Unit respondent has Special Education Discipline Snapshot in Data created the Special Education Discipline Pipeline. Snapshot you will have access in COGNOS under Discipline to see snapshot validation errors relative to your district. IT IS THE DISTRICT’S RESPONSIBILITY TO MAKE CORRECTIONS TO THE DATA IN ACCORDANCE WITH THE TIMELINE. 22 Discipline students with disabilities — Kristi Gleason — gleason_k@cde. state. co. us

DISCIPLINE (students with disabilities) Contact Information If you have ANY questions about the Discipline Interchange please feel free to contact us. We are just a phone call 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 Please include the following team members in your email communications gleason_k@cde. state. co. us; heitman_l@cde. state. co. us In the subject line of the email if you would please include the following information: • District Number (four digit code) • Administrative Unit Number (5 digit code) • Subject of the email along with any business rules or name of a report if applicable. In the body of the email: Please include your phone number! Thank you 23 23

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 24

School Discipline and Attendance (SDA)

Timeline § Monday, May 9 th – Collection Open § Friday, June 10 th – Upload at least 1 file and update ‘No Reportable Incidents’ tab § Thursday, June 16 th – All applicable files uploaded § Thursday, June 23 rd – All applicable files are error free § Thursday, June 30 th – All files are finalized * Bold – required * Italicized – goals 26 School Discipline and Attendance — Annette Severson— severson_a@cde. state. co. us

Current Status § Approval functionality is working § Only need to click ‘Submit to CDE’ for the Attendance file once all files are uploaded, error free and validated § Annette Severson is out of the office without access to email or voicemail. In her absence, you may contact Kristi Gleason § Gleason_k@cde. state. co. us § Include District code and indicate ‘SDA’ question for her to best assist you 27 SDA – Annette Severson – severson_a@cde. state. co. us

SDA Technical Assistance § A number of districts have contacted me about questions requiring additional research. § Exceptions, Issues with Schools, Etc. § CDE is working on providing a response. 28 28 SDA – Annette Severson – severson_a@cde. state. co. us

Resources http: //www. cde. state. co. us/datapipeline/schooldisciplineattendance § Additional Resources – more added this week! § FAQ document updated § Business Rules Additional Guidance – provides assistance for every business rule by each file. Please refer to this guidance if you have a question on any business rule prior to contacting Kristi Gleason. § More Additional Resources (Summary of Updates, Process Document, Determining Most Serious, Calculating Attendance for Online Schools, Timeline) § General Information too! (layouts, business rules, templates, trainings) 29 SDA – Annette Severson – severson_a@cde. state. co. us

Special Education Discipline 30

Special Education Discipline DEFECTS § Year to Year – in the process of being updated § Duplicating Records § ELL Status not populating § Adding Two or More Races § Special Education Discipline Extract – working to make that available 31 Special Education Discipline — Kristi Gleason — gleason_k@cde. state. co. us

Student Biographical Data 32

Future SBD Dates § SBD for CMAS (includes PARCC) § Tuesday, May 31 st, 2016 to Thursday, June 9 th, 2016 § SBD for ACT § Monday, June 13 th, 2016 to Monday, June 20 th, 2016 § SBD for DLM § Monday, June 20 th, 2016 to Monday, June 27 th, 2016 § SBD for PSAT § Wednesday, July 6 th, 2016 to Friday, July 15 th, 2016 § Can submit invalidations through Syncplicity instead § Contact Shangte Shen (shen_s@cde. state. co. us) for more 33 information Melissa Mincic_M@cde. state. co. us

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 34

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 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 35 Melissa Mincic_M@cde. state. co. us

SBD for PSAT § Collect data for SBD now while easily remembered § CMAS/PARCC invalidations applied on ‘Student Participated’ field: http: //www. cde. state. co. us/assessment/2016 cmasvoidntreaso ns § Not tested codes § If a student does not test and no code is reported, will default to ‘Absent’ § Void codes § ONLY void scores or CDE reporting, won’t go back to College Board § First-time log in: Choose Vendor File for File Type § Syncplicity folders § Be sure to submit your final data file to CDE! 36 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 general questions about SBDs, please contact Melissa Mincic mincic_m@cde. state. co. us or Jasmine Carey carey_j@cde. state. co. us You can also call the general phone number for the Assessment Unit at 303 -866 -6929, and Margo will direct you to the person who can best answer your question. 37 Melissa Mincic_M@cde. state. co. us

Student End of Year 38

2015 -16 End of Year Schedule § Create an Initial Snapshot by Thursday, June 2 nd § Snapshots do not need to be error free § This provides a starting point for work over the summer § 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 § Correct Interchange level errors by Thursday, June 23 rd 39 Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us

To Create A Snapshot § Extract and Upload Interchange Files § The SEY Snapshot requires a Student Demographic, Student 40 School Association, and an Advanced Course Completion file (for districts with college level classes) § These interchange errors will have to have some error free records in order to be able to be pulled into the snapshot § To create a snapshot, use the Snapshot menu in the Student Profile. None of the post Cross LEA options should be selected. § If you’re struggling with any portion of this process, please check the website (http: //www. cde. state. co. us/datapipeline/snap_eoy ) for instructions or contact Duncan Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us

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. 41 Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us

2015 -16 End of Year Changes § If you are new and would appreciate a more detailed walkthrough of the EOY process, please contact Duncan to schedule an introductory training. § anderson_d@cde. state. co. us — (303)-866 -6970 42 Student End of Year — Duncan Anderson — 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. 43

Thanks for joining us today! Next Town Hall: Thursday, June 16 th, 2016 9 a. m. -10 a. m. 44