Data Pipeline Town Hall March 10 2016 The

Data Pipeline Town Hall March 10, 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 § § § Data Pipeline Update Open Collections in Data Pipeline Identity Management Civil Rights Data Collection READ Collection 4 Day School Week Report Card March Data Pipeline Users Group SBD Statewide Course Codes CDE Data Collections Regional Tour

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Data Pipeline Uploads § File Uploads § Was not working § Blank Screens for some people § Error messages for others § We believe the issue was resolved around 8: 30 8

Open Collections in Data Pipeline 9

Open Data Pipeline Collections Year Round § Directory (4 Day School Week) § RITS § EDIS Periodic § Report Card March (Opened March 1 st) § Access for ELLs SBD (3/14/2016 – 3/25/2016) 10

Open Data Pipeline Collections Snapshots § Student End of Year (Soft Open) § Teacher Student Data Link 11

Identity Management 12

Identity Management Upgrade § Soft release completed on March 1 st! New version of the is the § § § 13 Delegated Administration application (11 g) is up now. § Again, if you create users on the new version you must continue April 5 th old version of the user provisioning goes away All of the 10 g users will be automatically “migrated” to 11 g First Q/A session held early this week 3/8 – 10 attendees Pre / Post Release - Informational Webinar Recordings Posted § Webinar links to be posted to the Identity Management home page New release of the application applied § Addressed email address issue § Application LAM tab wording on manage user page § Additional cosmetic changes forthcoming

Identity Management Upgrade § Questions and Answer sessions continuing through March – 15 th, 22 nd & 29 th (Tuesday’s from 9 -10 am) § We will be sending out a reminder email out Monday’s § Meeting purpose § Quick update on the transition – highlight a specific issue if any § Next week’s informational topic will be on the Bulk Load features § Questions & Answers from the districts § Don’t wait for the meeting, report any issues right away § Meeting Information: The URL: http: //connect. enetcolorado. org/delegated_administration/ Conference Bridge 1 -866 -764 -6750 § CDE continues to monitor how may LEA’s are moving over 14

Identity Management Upgrade § Questions / Concerns on the demonstration 15

Civil Rights Data Collection (CRDC) 16

2015 -16 CRDC § OCR/ USDE preparing resources for collection § State liaisons affirmed § Colorado LEAs strongly suggest an open date of January 2017 § This desire has been passed along 17

CRDC Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 18

READ Collection 19

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 20 to districts

2015 -16 READ Data Element Updates § Include students in grades K-6 (all K-3 students enrolled at time of testing and grades 4 -6 cohort students) § Changes for students identified as having an IEP and the subsequent changes to the collection codes § READ Status now excludes READ Status of 3 (3 rd grade student took Co. Alt or K-2 student eligible to take Co. Alt) § READ Test now excludes READ Test of 05 (Exemption: Special Education) § READ Test now includes READ Test of 13 (Special Education student tested using alternative approved measures) § READ Score for READ Test 13 will be ‘ 8888’ 21

READ - Identity Management Roles § Before you do any loads to Data Pipeline, ensure you have the correct roles: § For uploading and editing the READ file: Submit and Modify Role REDLEAUSER § For uploading, editing and submitting READ file: Approve Role REDLEAAPPROVER § This is the group of people who will receive all communications for our collection through our list serve § You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them § Please contact the READ collection manager (Whitney 22 Westgaard) if you do not know your LAM to obtain this

READ - Webinar Support § The Office of Literacy will be hosting an informational webinar about the 2016 READ collection on March 22, 2016 at 2: 00 PM § This webinar will be recorded and posted on our website if you are unable to attend § Please go to http: //connect. enetcolorado. org/r 79 yc 1 iv 797/ or call +18668493625 to join the meeting § We will review the data elements, business rules, FAQ document and reporting scenarios 23

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 § Webinar trainings § Additional resources – Frequently Asked Questions 24

Additional READ Resources § READ will attend Town Hall meetings starting today March 10, 2016 with updates: § Information on reports § Questions about submissions § Clarification on data elements § READ Collection Weekly Update email sent on Fridays § Upcoming trainings § Deadlines § Defects 25

Questions? § Contact Whitney Westgaard § Email: Westgaard_W@cde. state. co. us § Phone: 303 -866 -6421 THANK YOU! 26

4 Day School Week 27

Directory 22 -32 -109(n) (I) To determine, prior to the end of a school year, the length of time which the schools of the district shall be in session during the next following school year, but in no event shall said schools be scheduled to have fewer than one thousand eighty hours of planned teacherpupil instruction and teacher-pupil contact during the school year for secondary school pupils in high school, middle school, or junior high school or less than nine hundred ninety hours of such instruction and contact for elementary school pupils or fewer than four hundred fifty hours of such instruction for a half-day kindergarten program or fewer than nine hundred hours of such instruction for a full-day kindergarten program. 28

Directory (Continued) In no case shall a school be in session for fewer than one hundred sixty days without the specific prior approval of the commissioner of education. In extraordinary circumstances, if it appears to the satisfaction of the commissioner that compliance with the provisions of this subparagraph (I) would require the scheduling of hours of instruction and contact at a time when pupil attendance will be low and the benefits to pupils of holding such hours of instruction will be minimal in relation to the cost thereof, the commissioner may waive the provisions of this subparagraph (I) upon application therefor by the board of education of the district. 29

Directory § CRS 22 -32 -109 (II) (A) The actual hours of teacher-pupil instruction and teacher-pupil contact specified in subparagraph (I) of this paragraph (n) may be reduced to no fewer than one thousand fifty-six hours for secondary school pupils, no fewer than nine hundred sixty-eight hours for elementary school pupils, no fewer than four hundred thirty-five hours for half-day kindergarten pupils, or no fewer than eight hundred seventy hours for full-day kindergarten pupils, for parent-teacher conferences, staff in-service programs, and closing deemed by the board to be necessary for the health, safety, or welfare of students. 30

Directory § FAST unit will supply information in the future on what can be counted in the student/ teacher contact time. 31

Directory § 4 Day School Week Application § REQUIRED § School districts operating a school on four-day school week (less than 160 scheduled days per school year) are required to submit a request for approval. Only for schools that include grades 1 -12. To be considered for the of 2016 -2017 school year, please complete the application via Data Pipeline by Friday, May 13, 2016. 32 § Application guide available at: http: //www. cde. state. co. us/datapipeline/yr_directory

Directory § In addition to submitting the four-day application through Data 33 Pipeline, DISTRICTS Accredited with Priority Improvement Plan or Accredited with Turnaround Plan that are submitting a district-wide application for all schools within the district need to submit the following additional information separately to Jhon Penn at penn_j@cde. state. co. us: A copy of their respective school calendars, building class schedules, assembly schedules, bell schedule including lunch time interval and professional development calendar. CDE will review the additional materials for the use and prioritization of instructional time. The executive director of field services and deputy commissioner must recommend approval of the application before it is forwarded to the commissioner for consideration.

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 34

Report Card March 35

Report Card March § Two ways of submitting the Report Card March Collection § File Submission -File can be created though: File Extract Download § For file submission you can upload your file using File Upload § Form Submission – You may submit using Edit Record to submit via forms When you go to Status Dashboard for Forms it will show 0 records – reason for this is data goes directly to production and bypasses the staging tables. There is data in the system!

Report Card March Trainings § 3/14/2016 at 10: 00 AM – 11: 00 AM Will hold a walk through and answer any questions you may have § https: //enetlearning. adobeconnect. com/data_services/ § Dial in 1 -866 -764 -6750 37

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

Data Pipeline Users Group 39

Agenda § Review of last meeting § Feedback on Student Interchange § Feedback on Record Request/Confirmation of Enrollment form § Issues and Concerns 40

SBD/ Pre-Coded ID 41

SBD Information ACCESS for ELLs § SBD for ACCESS for ELLs § Monday, March 14 th, 2016 to Friday, March 25 th, 2016 § SBD process will be similar to what was used in spring, 2015 § Please maintain student information in vendor system § This will help reduce changes required during SBD process

SBD Dates § 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 CMAS (includes PARCC) § To be determined – plan for May/June time frame § SBD for PSAT § To be determined

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 Jasmine Carey carey_j@cde. state. co. us or Melissa Mincic mincic_m@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.

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 45

Statewide Course Codes 46

Statewide Standard Course Codes § Please make sure you are replicating/uploading course codes for the 2015 -2016 school year § Course code mappings are required for Teacher Student Data Link collection and course proficiency report § All courses should be mapped and loaded by end of March 2016. § TSDL snapshot is open § More information § http: //www. cde. state. co. us/datapipeline/standardcodesprojectdetails 47

Statewide Standard Course Codes § Change to the final date for mapping Statewide Standard Course Codes. § New deadline is March 31 st instead of March 24 th. § Sorry for the change 48

Statewide Standard Course Codes § What courses need to be mapped? § Please continue to map all courses § When should I start converting to SCED version 3. 0? § As soon as possible. § Next year CDE will be limiting courses to version 3. 0 codes. § Biggest change in the conversion is the prior to secondary codes mapping to the 01 -22 subject areas § Please see the SCED Version 2 file at http: //nces. ed. gov/forum/xls/SCED_Version_2_030514. xlsx for crosswalk table § Review information on the Prior-to-Secondary Crosswalk tab § Migration from version 2 to 3 is addition of some new SCED codes 49

Statewide Standard Course Codes § When can districts start uploading 2016 -2017 codes? § This is being researched. Request has been made to make it available. § There is a delay due to limited resources § What version of SCED am I using? § Majority of districts are on SCED version 1. 0 § If you have not done any conversion of the codes you are on version 1. 0 50

More information § Statewide Standard Course Codes Website § http: //www. cde. state. co. us/datapipeline/standardcodesprojectdetails § Replication steps documentation § http: //www. cde. state. co. us/datapipeline/201516 replicatecoursecodes § Questions? § Kevin Smith § Smith_k@cde. state. co. us § 303 -866 -6723 51

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 52

CDE Data Collections Statewide Tour 53

Statewide Tour § Moving to the Eastern Plains § Looking to additional locations in the Metro area in the Spring 54

Statewide Tour § Upcoming locations § Ft. Collins – Friday, March 11 th § Jefferson County – April 27 th § Douglas County – Monday, May 2 nd § Colorado Springs – Wednesday, May 4 th 55

Statewide Tour § Trainings will be two sessions § Morning 9: 00 – 12: 00 § Geared towards people new to data collections or who would like a refresher § Introduction and Overview of system § Why CDE collects the data § Lunch on your own § Afternoon 1: 00 – 4: 00 § More advanced material covered plus additional information including: § Data Privacy § Common concerns 56

Statewide Tour § Who should attend? § People who work with RITS or EDIS § Anybody who works with Statewide Standard Course Codes § Respondents who work with Data Pipeline collections § Administrative Units and District data managers 57

Statewide Tour § An email was sent out with details § Please realize trainings are weather dependent § Please register via email to Genevieve Hale(hale_g@cde. state. co. us) or Kevin Smith(smith_k@cde. state. co. us) § Indicate if attending morning, afternoon or both § Include full name, email, and phone number in case of cancellation § Any specific questions or material you would like to see 58

Statewide Tour § Please let us know if there is anything specific you would like to see at a training. § More trainings will be planned in the spring for the Metro area. § Please let hale_g@cde. state. co. us or smith_k@cde. state. co. us if you would like to host a training. 59

Thank you! § Thank you to all of the gracious districts who hosted trainings § Thank you to everybody who took time out of their busy schedule to attend the trainings § It was great meeting all of you! 60

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 61

Thanks for joining us today! Next Town Hall: Thursday, March 17, 2016 9 a. m. -10 a. m. 62