Data Pipeline Town Hall June 29 th 2017

Data Pipeline Town Hall June 29 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 • Directory • Special Education End of Year • READ • Student End of Year • CRDC • SBD 7

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • Directory (School Code Changes Open) • RITS • EDIS Periodic • READ (April 3 rd –June 30 th) • School Discipline and Attendance (May 3 rd – July 12 th) 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) Coming Soon • 2015 -16 December Finance – Opens 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. • June 29 th • July 13 th, 27 th • August 10 th, 24 th 12

Directory

School Code Changes Final Week to Submit School Code Changes • School code changes are due on June 30 th 2017! • If you have the following school code changes you will need to submit a school code change request. • • New School Code Closing a School Name Change School Grade Change • The electronic request forms can be found at: http: //www. cde. state. co. us/apps/formcenter/School. Change. For ms 14

School Code Changes • If you have questions please contact Dennis St. Hilaire at 303 -866 -6840 or st. Hilaire_d@cde. state. co. us 15

Special Education End of Year

Special Education EOY - Timeline ØUpcoming deadline Wednesday July 12 th • IEP interchange errors resolved and • at least 1 Sped EOY snapshot taken Where to verify error count? Several options- Email Confirmation, Batch Maintenance, Special Education/Status Dashboard, Pipeline Reports, Validation Report Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759 17

Special Education EOY – Upcoming Webinars Special Education Huddle: Ø Tuesday July 11 11: 00 – 12: 00 Agenda • collection updates • questions/issues Login Information: • https: //cdeinfotech. adobeconnect. com/data_services/ • Call-in number: 1 -855 -397 -4421 *email will be sent with more information prior to webinar! Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759 18

Special Education End of Year Missing Snapshot Records Report coming soon! § 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 § Will email you once it’s been moved to production Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759 19

Special Education End of Year Enrich/Frontline Migration • Migrate Enrich from Viawest to Sungard server • Dates: July 10, 2017 – August 9, 2017 • 40 Districts • 80 Web Sites • New servers will be staged/tested prior to migration. • Districts will be migrated one at a time, not a bigbang cutover. • URL’s will remain the same • Need an IT contact for each AU in July and August

Migration Overview (cont) Backup - Contingency Though we fully expect the migration to go as planned, in the unlikely occurrence of any roadblocks or delays, any customers that are not migrated will remain at their current hosted location and will be accessible until the issue(s) are resolved and will then be moved during off hours so there’s no interruption in service. 21

Migration Overview (cont) Proposed migration order 22

Contacts For any technical comments, questions or assistance, feel free to reach contact: Jessie Young 678 -735 -4222 jlyoung@frontlineed. com 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 include your AU #, Error code # (if applicable), and phone number in emails. 24 24

READ

READ Updates • June 30 (TOMORROW!): Districts resubmit with duplicates removed from file by 5: 00 PM. READ Collection closes. • Please pull the Cross LEA Validation Errors report in Cognos to determine if your submission has duplicate SASIDs • If you are unable to meet this deadline please email me for an extension • 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 6/29/2017 26

Steps to Verify Attendance There is a Cross LEA Validation Errors report available in Cognos. This report contains what students are duplicated in another district. If after you run the report you get a message that says ‘No Data Available’ then your district does not have duplicates and you do not have to resubmit your file Steps to verify attendance for duplicates are as follows: Step One: From June 26 through June 30 districts will work with each other to determine which students to remove or keep on their data submissions. First, districts should review the test date. The district with the latest date would keep the student in their submission. However, if a district used a generic test date that was early in the window then the two districts will want to verify who ended the year with the student. Please contact the districts that you have duplicate submissions with to verify ending enrollment for the 2016 -17 school year. If corrections are made to your district's submission and you are able to resolve all duplicate SASID issues, then an updated file must be submitted and approved by end of business Friday, June 30, 2017 6/29/2017 27

Steps to Verify Attendance Step Two: Unable to resolve duplicates SASIDs with other district: If the two districts are unable to resolve the duplicate SASID, then both districts should submit their documentation to the CDE. 1. Please email documentation showing: the district that you have the duplicate with, the ending date for the student in the district and the student SASID for every student you would like to be reviewed by the Office of Literacy. Send the email to Whitney Westgaard at Westgaard_W@cde. state. co. us. Please note any documentation emailed to CDE cannot include both the name and Student's State ID Number. 2. CDE will evaluate all documentation to determine which district will keep the student in their submission. If the documentation does not support enrollment eligibility of the duplicate students, districts will be contacted and will be asked to remove them from their file The other district will be notified at the same time to keep the student in their collection. 6/29/2017 28

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: • • 6/29/2017 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 29

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 6/29/2017 30

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 • Remember to make sure that you have your interchange files extracted and error free prior to rolling over your system to the 2017 -18 school year • 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 32

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 33

Civil Rights Data Collection (CRDC)

CRDC 100% 35

CRDC In the words of Mary Poppins. . 36

CRDC SUPERCALI FRAGILISTIC EXPIALI DOCIOUS!!! 37

SBD

SBD Participation: * 2016 vs. 2017 SBD Collection n 2016 % n 2017 % Difference n % 1 ACCESS for ELLs 85 46. 45 106 57. 92 21 11. 48 2 CO SAT/PSAT 10† 87 47. 54 129 70. 49 42 22. 95 3 CMAS 103 56. 28 151 82. 51 48 26. 23 4 DLM 74 40. 44 100 54. 64 26 14. 21 *Participation = Percentage of districts that approved SBD data for each collection. †CO SAT/PSAT 10 did not count for accountability in 2016, which may have influenced participation rates. 18. 72% increase in district participation across all SBDs from 2016 to 2017! Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281 39

2016 -2017 SBD Reviews Contacts Melissa Mincic_m@cde. state. co. us 303. 866. 6281 41

Thank you for joining us today! Next Town Hall: Thursday, July 13 th, 2017 9 a. m. -10 a. m. 42