Data Pipeline Town Hall March 24 2016 The

Data Pipeline Town Hall March 24, 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 Identity Management READ Collection Student Interchange Student End of Year Report Card March § 2015 -16 Open Collection § 2016 -17 New Fields § Directory § 4 Day School Week § Charter Schools EMO, CMO for 2016 -17 § School Code Changes § RITS

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Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round § Directory § 4 Day School Week § School Code Changes § RITS § EDIS Periodic § Report Card March (Opened March 1 st - Closes April 8 th) § Access for ELLs SBD (3/14/2016 – 3/25/2016) 9

Open Data Pipeline Collections Snapshots § Student End of Year (Soft Open) § Teacher Student Data Link Coming Soon § READ (Open April 1 st – June 16 th) § Special Education Discipline (Interchange open April 11 th) 10

Identity Management 11

Identity Management Upgrade § Soft release completed on March 1 st! New version of the is the § § § 12 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 13

Identity Management Upgrade § Questions / Concerns on the demonstration 14

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 15

READ Collection 16

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 17 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) § How do identify your cohort students 1. Run the Extract Report in COGNOS – “Student extract of 4 -12 graders with a significant reading deficiency in the prior year” 2. Run this report for the current school year (2015 -2016). Districts will be able to download an excel file pre-loaded with all READ fields for 412 graders except for the READ Plan field. 3. Districts must add the value for READ Plan ( 0 or 1) to indicate if the cohort student remains in the cohort or if they have exited from the cohort based on READ Plan ( 0 – No or 1 – Yes) 4. Districts will then copy and paste this information into their READ file before submitting data IMPORTANT: Districts must ensure that the student interchange is updated prior to running this report 18

2015 -16 READ Data Element Updates § 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’ 19

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 20 Westgaard) if you do not know your LAM to obtain this

Webinar Support § The Office of Literacy will be hosting an informational webinar about the 2016 READ collection on March 31, 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 21

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 22

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 23

Questions? § Contact Whitney Westgaard § Email: Westgaard_W@cde. state. co. us § Phone: 303 -866 -6421 THANK YOU! 24

Student Interchange 2016 -2017 25

Changes for 2016 -2017 § EDAC approved further changes to the 2016 -2017 Student Interchange files § 2016 -2017 file layouts at: § http: //www. cde. state. co. us/datapipeline/inter_student § DEM Changes: § REMOVED: Refugee Field 26

Changes for 2016 -2017 § 2016 -2017 file layouts at: § http: //www. cde. state. co. us/datapipeline/inter_student § SSA Changes § REMOVED: Colorado Continuously Enrolled § REMOVED: Date Most Recently Enrolled in U. S. 27

Changes for 2016 -2017 § New Field in SSA: § Date First Enrolled in U. S. § Replacing Date Most Recently Enrolled in US § A date that should indicate the date a student first enrolled in a US Public or Non-public school § This field will be partially calculated where districts may choose to zero fill the field and we will generate a value based upon data from past collections. 28

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 29

Student End of Year 30

2015 -16 End of Year Schedule § Regular Process § Monday, February 1 st – Student End of Year snapshot soft open. Districts may upload interchange files and create snapshots as process enhancements continue to be made to final snapshot § Monday, May 2 nd – Student End of Year snapshot hard open. Updated edits are live. § Thursday, June 2 nd – All districts create an End of Year snapshot. Snapshot must contain records 31

2015 -16 End of Year Schedule § Regular Process § Thursday, June 23 rd – All districts pass Student Interchange, Title I interchange, and Special Education Interchange level edits. Majority of data flows through to the snapshot. § Thursday, July 28 th – All districts have clean snapshots with no errors § Thursday, September 15 th – All districts submit their End of Year snapshots and approve initial Data Summary reports. This deadline is mandated under Colorado Administrative Rules. 32

2015 -16 End of Year Schedule § Final Dates § Friday, December 2 nd to Wednesday, December 7 th – Districts do a final review of graduation and dropout rates after the AYG reconciliation. (Any changes require a new sign off page) § Thursday, December 8 th – Superintendents must approve final Data Summary Reports (collection closes) § January 19 th, 2017 – Official/final data and rates posted on the CDE web site and released to the public 33

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 § Report Card March Collection is open until April 8 th. § File layouts and definitions can be found at: http: //www. cde. state. co. us/datapipeline/per_reportmarch § If you have any questions please contact Dennis St. Hilaire at st. hilaire_d@cde. state. co. us or call 303 -8666840.

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 § A question that came up last week about “Making Progress toward graduation. ” - This flag is for high schools and the focus is to put students on track to graduate if they are missing credits. This would not pertain to elementary or middle schools. 38

Report Card March Changes for 2016 -17 § Bullying Policy Flag – A yes or no flag which indicates whether or not your school meets ALL components of bullying policy. This field is REQUIRED and, if left blank, will result in a FATAL error which will stop all processing of your file. § To mark YES your school must meet ALL of the following: 39

Report Card March Changes for 2016 -17 § Defines bullying. Legislative definition: § Any written or verbal expression, or physical or electronic act or gesture or a pattern thereof intended to coerce, intimidate, or cause any physical, mental, or emotional harm to any student. § Including but not limited to any such behavior that is directed toward a student on the basis of his or her academic performance or against whom federal and state laws prohibit discrimination upon any bases described in section 22 -32 -109(1)(11)(I). § 22 -32 -109(1)(11)(I): The schools and districts are subject to all federal and state laws and constitutional provisions prohibiting discrimination on the basis of disability, race, creed, color, sexual orientation, national origin, religion, ancestry, or need for special education services. 40

Report Card March Changes for 2016 -17 § Bullying is prohibited against any students for any reason. Prohibited on district/school property and at school-sponsored activities. § Students engaged in bullying or students who retaliate against a student who has reported bullying will be appropriately disciplined. 41

Report Card March Changes for 2016 -17 § The superintendent has developed a comprehensive bullying plan/program: § Bullying will not be tolerated § Train staff and students to prevent § Implement procedures for immediate intervention, investigation and discipline for students who bully § Make efforts to change behavior of bullies § Partner with parents and community to maintain a bully-free environment § Support victims of bullies § Consistently recognize and praise positive supportive student behaviors 42

Report Card March Changes for 2016 -17 Does your school use any of the following evidence-based bullying programs: Bully Prevention in Positive Behavioral Interventions and Supports (BP -PBIS) Flag Bully Proofing Your School (BPYS) Flag Olweus Bully Prevention Program (BPP) Flag Promoting Alternative Thinking Strategies (PATHS) Flag Second Step Flag Steps to Respect Flag Home Grown Flag If Home Grown (specify if patterned after existing program (s)) Other Flag If Other (specify) 43

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 44

Directory 45

Directory 4 Day School Week § 4 Day School Week Application § REQUIRED Application must be submitted each year! § 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. 46 § Application guide available at: http: //www. cde. state. co. us/datapipeline/yr_directory

Directory 4 Day School Week § In addition to submitting the four-day application through Data 47 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.

Directory Charter School EMO and CMO for 2016 -17 Charter Management Organizations Charter Belongs to CMO or EMO CMO Name Employer Identification Number (EIN) CMO Physical Address CMO Physical City CMO Physical State CMO Physical Zip CMO Mailing Address CMO Mailing City CMO Mailing State CMO Mailing Zip Type CMO, EMO or Other Contract Number that authorizes Charter School Date of Contract Renewal of Contract Date 48

Directory Charter School EMO and CMO for 2016 -17 § If your Charter school belongs to a CMO or EMO it is now required to report those management organizations. § This is a requirement from Ed. Facts from the US Department of Education for 2016 -17. 49

Directory School Code Changes § If your school district has a § New School Code Request § Name Change § Grade Change § Closing a School § You may submit those changes. § CDE has a cross unit review team that looks at all school code changes. § Forms can be found at: http: //www. cde. state. co. us/datapipeline/yr_directory 50

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 51

RITS 52

RITS ØPlease submit requests for SASIDS needed for assessments in a timely fashion. Don’t wait until the last minute as there is now a heavy volume of cases beginning to come in. ØInvitations for Syncplicity have begun going out for RITS/EDIS contacts. ØThank you to the RITS/EDIS folks who took part in the regional trainings. 53

Thanks for joining us today! Next Town Hall: Thursday, March 31 st, 2016 9 a. m. -10 a. m. 54