Data Pipeline Town Hall June 28 2018 The

Data Pipeline Town Hall June 28, 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

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 Thank you 3 Samples of email kick-backs Delivery Problems No Longer Valid Email Address Undeliverable – failed to reach recipient Resigned Left the district New Point of Contact

Colorado Department of Education Identity Management • Access Management https: //cdeapps. cde. state. co. us/faqs. html Frequently Asked Questions 1 -12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https: //cdeapps. cde. state. co. us/Identity. Man agement. Groups. xls 4

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 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

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 XDo not use PII in trainings, presentations, etc. XDo not share PII with unauthorized individuals XDo not share passwords

Introductions

Today’s Agenda • Open Collections in Data Pipeline • Summer Town Hall Calendar • Civil Rights Data Collection (CRDC) • School Discipline and Attendance • Teacher Student Data Link • Directory • Special Education Discipline • READ Collection • Student End of Year

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • • • Directory (School Code Changes (Due 6/30/2018) RITS EDIS Periodic • • Designated Agency (Due 8/31/2018) AEC (Closes June) READ (Closes June) School Discipline and Attendance (Closes June) Interchanges • • • 10 Student Special Education IEP Staff Teacher Student Data Link Discipline Interchange

Open Data Pipeline Collections Snapshots • • Teacher Student Data Link Snapshot Student End of Year Snapshot Special Education Discipline Snapshot Special Education End of Year Snapshot Coming Soon 11

Town Hall Summer Calendar

Town Hall 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. • June 28 th • July 12 th and 26 th • August 9 th and 23 rd 13

Civil Rights Data Collection (CRDC)

2015 -16 Civil Rights Data Collection (CRDC) • Results released April 24, 2018 • Certain data is required to be used within ESEA 2017 -18 report cards • Want report cards to be consistent with USDE publically available data • Working with small number of districts to correct errors • Will make state-specific data files available • Please move forward with report card preparations SDA - Annette Severson - severson_a@cde. state. co. us

School Discipline and Attendance

2017 -2018 Collection Dates Date Event April 11 th (Wednesday) Collection open June 1 st (Friday) Suggested Date for having No Reportable Incidents tab updated June 8 th (Friday) Suggested Date for having at least 1 file uploaded June 15 th (Friday) Suggested Date for having all files uploaded June 22 nd (Friday) Suggested Date for having all files error free June 29 th (Friday) Initial Deadline for SDA to be finalized July 12 th (Thursday) Updated Deadline for SDA to be finalized SDA - Annette Severson - severson_a@cde. state. co. us

Attendance Data File §First, Data is categorized and reported by Student Demographic information: • • Ethnicity/Race Gender IDEA/Special Education Section 504 Status ELL Status Homeless Free and Reduced Lunch Status (New & Required) SDA - Annette Severson - severson_a@cde. state. co. us

Attendance Data Second, each subgroup of students would have reported the following: • • • Total Days Attended Total Days Excused Total Days Unexcused Total Days Possible Attendance Number of students truant four or more days in a month Number of students truant ten or more days in a school year Number of students truant for both conditions listed above Number of Students with Chronic Absenteeism Total Days Missed Due to Out of School Suspensions (NEW- CRDC) SDA - Annette Severson - severson_a@cde. state. co. us

Attendance Data File: Relationship Equation • Decimal Point is Implied: • 106. 5 days would be reported as ‘ 1065’ in the file • 106 days would be reported as ‘ 1060’ in the file Student Total Days Attended Student Total Days Excused Absent Student Total Days Unexcused Absent SDA - Annette Severson - severson_a@cde. state. co. us Student Total Days Possible

Finalize Data Attendance File is only file needed to be “Submitted to CDE” All files must be uploaded and error free or indicated as “No” for all schools in No Reportable Incidents tab prior to finalizing By finalizing the Attendance data file, the other 3 files are also finalized Download sign off form will indicate which schools have data reported SDA - Annette Severson - severson_a@cde. state. co. us

Finalize Data Steps Only the LEAAPPROVER role can perform this step SDA - Annette Severson - severson_a@cde. state. co. us

Data Pipeline Website http: //www. cde. state. co. us/datapipeline Periodic Collections -> School Discipline and Attendance • • Overview Deadlines File Layouts Business Rules Templates Trainings Additional Resources Direct Link: http: //www. cde. state. co. us/datapipeline/schooldisciplineattendance SDA - Annette Severson - severson_a@cde. state. co. us

Teacher Student Data Link

TSDL Snapshot Timeline Date Event Wednesday, Jan 17 th 2018 Snapshot open Friday, June 1 st 2018 Target: All districts create a TSDL snapshot Friday, June 15 th 2018 Target: TSDL Interchange files error free Friday, June 22 nd 2018 Target: TSDL Snapshot error free Friday, June 29 th 2018 Target Deadline: Recommended date to finalize the TSDL snapshot. After this date, many school systems roll over to the next school year. Friday, August 31 st 2018 Final Deadline: Snapshot must be finalized TSDL- Annette Severson - severson_a@cde. state. co. us

TSDL Fields Used to Create TSDL Snapshot Course Enrollment File • Course Instructor File Name of Field School District/BOCES Code School Code Local Course Code Section Number SASID Student's Last Name Student's First Name Student's Gender Student's Date of Birth Roster Start Date Roster End Date Student’s Grade Level Term Credits Granted Final Grade/Course Completion Status School Code TSDL- Annette Severson - severson_a@cde. state. co. us Local Course Code Section Number EDID Staff's Last Name Staff's First Name Staff's Gender Staff's Date of Birth Term Staff Role Used to link records in the TSDL Snapshot

TSDL Snapshot Resources TSDL Interchange Documentation found at: http: //www. cde. state. co. us/datapipeline/inter_teacherstudent TSDL Snapshot Documentation found at: http: //www. cde. state. co. us/datapipeline/tsdl For assistance with either Interchange or Snapshot: • Annette Severson • Severson_a@cde. state. co. us • 303 -866 -6824 TSDL- Annette Severson - severson_a@cde. state. co. us

Directory

School Code Changes • Reminder that we need any changes by June 30 to you school codes for the 2018 -19 school year. If you have not already done so please send them ASAP. • http: //www. cde. state. co. us/apps/formcenter/School. Chang e. Forms • Changes that need an electronic form submission: • • Name Change New School Code Request Closing School Grade Change 29

Questions?

READ Act Data Collection

2017 -18 READ Collection Timeline READ Act – Whitney Hutton – Hutton_W@cde. state. co. us • July 2: Deadline to have data resubmitted if duplicate SASIDS were removed – collection closes • July 23: Emails sent to READ data respondents and superintendents with final SRD numbers submitted through Data Pipeline for district confirmation • August 6: Final SRD numbers and funding amounts emailed to district READ data respondents and superintendents • Week of August 13: Distribution of READ Act funds to districts

READ Cross LEA Validation Process READ Act – Whitney Hutton – Hutton_W@cde. state. co. us • 1. READ Respondent receives email indicating Cross LEA validation is complete • 2. READ Respondent logs into Data Pipeline and runs the “READ Cross LEA Validation Errors” report in Cognos • • This report includes which students are duplicated in another district and their READ Respondent contact information If after you run the report you get a message that says “No Data Available” then your district does not have any duplicate SASIDS and you do not re-submit your file • 3. Districts will work with each other to determine which students to remove or keep in their data submissions • • First: districts should review the test date. District with the latest date will keep the student in their submission Second: if either district used a generic test date that was early in the collection window then look at who the student ended the year with • 4. If you are able to resolve all duplicate SASID issues and corrections have been made to your district’s submission then updated file must be submitted by July 2, 2018

READ Cross LEA Validation Process READ Act – Whitney Hutton – Hutton_W@cde. state. co. us • 5. If you are unable to resolve duplicate SASIDs with the other district then both districts should submit documentation to Whitney • Please notify Whitney if you will be submitting documentation through Syncplicity. Documentation should include the district in which there is a duplicate with and exit date for the student in your district • CDE will evaluate all documentation to determine which district will keep the student in their submission. If documentation does not support enrollment eligibility of the duplicate students, district will be contacted and will be asked to remove SASID from file. Other district will be notified at the same time to keep SASID in their submission • Do NOT send documentation documents over email

READ Resources READ Act – Whitney Hutton – Hutton_W@cde. state. co. us READ Collection resources can be found at: http: //www. cde. state. co. us/coloradoliteracy/readdatapipeline • • • 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. Click here to view the submission status of your district Questions? Contact Whitney Westgaard Hutton, READ Data Collection Manager • Email: Hutton_W@cde. state. co. us • Phone: 303 -866 -6421

READ Thank You! READ Act – Whitney Hutton – Hutton_W@cde. state. co. us

Special Education Discipline

Special Education Discipline- Discipline Action File Upload Special Education Discipline Snapshot Data: Discipline Action File Upload Dataset name has changed!!! • Choose Dataset: Special Education Discipline (prior name was just “Discipline”) • File Type: Discipline Action

Special Education Discipline Email Confirmation for Discipline Action File upload should say this now: Data Pipeline - Special Education Discipline Action: File Successfully Submitted Special Education Discipline Processed by Data Pipeline for School year 2017 -18: Submission ID: 358271 District: 3100 - WINDSOR RE-4 Date: 06/28/2018 08: 07 AM Collection Type: Special Education Discipline - Discipline Action Data Name: Lindsey Heitman User ID: heitman_l@cde. state. co. us Email: heitman_l@cde. state. co. us Record Count: Error Count: 37 0 Data Pipeline test system (QA) can be accessed here: https: //cdx-test. cde. state. co. us/pipeline

Special Education Discipline Review Cognos Report: Sped Discipline: School Discipline and Attendance & Special Education Discipline Data Comparison Report Before SDA closes (deadline extended to July 12 th) • Report is for your information only and a tool for comparison • Purpose of report is to catch extreme discrepancies between SDA and Special Education Discipline • It is very likely this report will NOT tie out exactly due to the reporting differences between SDA (most severe punishment) and Sped Discipline and possible differences between Special Education designation

Special Education Discipline TIMELINE *6 AUs still missing a snapshot Monday May 7 th Discipline Action File uploaded If your district has no SPED discipline actions to report so far, please mark exempt in the Pipeline. You can later reverse it and upload a file if an action occurs before the end of school. Thursday June 7 th 1 snapshot created by this date (AUs) Up Next Wed. July 11 th Interchange errors cleared

Special Education Discipline: Questions? Special Education Discipline 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 *Please include AU # and/or District #, Error code # (if applicable), and phone number in emails. Thank you! Link to Special Education Discipline Resources: http: //www. cde. state. co. us/datapipeline/inter_sped-discipline http: //www. cde. state. co. us/datapipeline/snap_sped-discipline 42

Student End of Year

Student End of Year • Trainings and resources are posted on the Student End of Year Webpage: • http: //www. cde. state. co. us/datapipeline/snap_eoy • Pre-cross LEA Phase timeline Date Event Thursday 06/07/2018 Target: Create first End of Year Snapshot should include records Thursday 06/28/2018 Target: Interchanges Error Free Thursday 07/26/2018 Target: Error free Student End of Year Snapshot Thursday 09/06/2018 Soft Deadline: Submit Student End of Year Snapshot Thursday 09/13/2018 Deadline: Submit Student End of Year Snapshot Approve initial data summary reports Morgan Holmgren – 303. 866. 6961 – Holmgren_M@cde. state. co. us

Student End of Year Goodbye to CDE • I am going to be moving to Vancouver, Washington. • My last day in the office will be July 3, 2018, but I will be working on training my replacement and continuing to support the Student End of Year collection through August 10 th. • We do not currently have a new person hired, so if you have End of Year questions please email them to me. • If you prefer a phone call it will be easier if you email me your number and I call you. Morgan Holmgren – 303. 866. 6961 – Holmgren_M@cde. state. co. us

Student End of Year Goodbye to CDE • Thank you everyone! • It has been a great three years and I have really enjoyed working with you and getting to know you. Morgan Holmgren – 303. 866. 6961 – Holmgren_M@cde. state. co. us

Thank You Next Town Hall: Thursday, July 12, 2018 9 a. m. -10 a. m.