Data Pipeline Town Hall March 3 2016 The

Data Pipeline Town Hall March 3, 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 Discipline Teacher Student Data Link Report Card March Educational Data Advisory Committee (EDAC) Statewide Course Codes CDE Data Collections Regional Tour

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Open Collections in Data Pipeline 8

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) 9

Open Data Pipeline Collections Snapshots § Human Resources § Student End of Year (Soft Open) § Teacher Student Data Link 10

Identity Management 11

Identity Management Upgrade § Soft release completed on March 1 st! New version of the is the 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 § Pre Release - Informational Webinars (Demo / Q&A) conducted 12 § Webinar links to be posted to the Identity Management home page: § Here is the 2/23/2016 webinar link: http: //connect. enetcolorado. org/p 4 ktu 6 gn 3 ry/

Identity Management Upgrade § Providing Webinar slides and access to the new Delegated Administration application for the upcoming Data Collection State tour § Planning Questions and Answer sessions continuing through March – 8 th, 15 th, 22 nd & 29 th (Tuesday’s from 910 am) § Sending email out today § Meeting purpose § Quick update on the transition – highlight a specific issue if any § Questions & Answers from the districts § Meeting Information: 13 The URL: http: //connect. enetcolorado. org/delegated_administration/ Conference Bridge 1 -866 -764 -6750

Identity Management Upgrade § Questions / Concerns on the demonstration 14

Discipline (Special Education) 15

Discipline (Special Education) TIMELINE § § Interchange – Open mid-April Snapshot – Open May 2 nd Interchanges Uploaded – May 9 th Interchange Errors Resolved – July 7 § Student § IEP § Discipline § Interchange and Snapshot Errors Resolved – August 16 th § Collection Closes and all that entails- August 24 th 16

Discipline – (Special Education) Responsibilities § Districts – upload data work through interchange and snapshot validation errors § Administrative Units – responsible for the overall Special Education Discipline collection § Creating the snapshot § Working with Directors on authorizing reports § Submitting files to CDE at the close of the collection 17

Discipline – Special Education Contact information Kristi Gleason (303) 866 -4620 gleason_k@cde. state. co. us Lindsey Heitman (303) 866 -5759 heitman_l@cde. state. co. us EMAILS Include District # and Administrative Unit # Phone Number in your email Subject of the email (This information helps us so much upfront – thank you!) Communication to the field will be provided on an as needed basis to keep folks up to date on bugs and other matters! 18

Discipline – (Special Education) Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 19

Teacher Student Data Link Snapshot 20

Timeline § Snapshot opened Monday, February 29 th 2016 § Goal : “Submit to CDE” by June 30 th 2016 § Finalize by Friday, August 26 th 2016 § Managing the Collection – March dates: § March 11 th – upload at least 1 TSDL file § March 25 th – upload both TSDL files 21

Resources § http: //www. cde. state. co. us/datapipeline/inter_teacherstudent § Process and Checklist of Steps – newly posted § Training power point § Templates § Business Rules (interchange level) § File layouts § Deadlines § Contact § Joslyn Robich at robich_joslyn 2@cde. state. co. us or § Annette Severson at severson_a@cde. state. co. us 22

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 23

Report Card March 24

Report Card March § 2015 -2016 Report Card march will open March 1 st – April 8 th 2016 § Identity Management groups are available. § Acronym is RCM § Examples: § MOFFAT_2 PIPELINE-2800 -RCM~LEAVIEWER Read-Only Role § SILVERTON_1 PIPELINE-2820 -RCM~LEAUSER Submit and Modify Role § CENTER_26_JT PIPELINE-2810 -RCM~LEAAPPROVER Approver Role § Work with your LAM to get the role assigned § Only assign one role

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

Report Card March Reminder of 2015 -16 Report Card March Fields 5 optional fields (as notified in earlier Town Halls) § Blended Learning Flag § Flexible Schedule Flag § Immediate Progress Toward Graduation Flag § Newcomer Center Flag § Work-based Education Flag § Change (0=No, 1=Yes, 2=NA) Reason for change was RCMAR uses forms and files so blanks could not be used if a district chose not to report. (Default 2=NA) 27

Report Card March Trainings § 3/8/2016 at 1: 00 PM – 2: 00 PM § 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 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

Educational Data Advisory Committee (EDAC) 30

What is EDAC? § Statewide representative volunteers § Geographic § Subject matter expertise § Reviews all PK-12 data collections § Discusses whether benefits outweigh administrative burden § Recommends the most efficient ways of collecting data § Determines collection redundancy and proposes alternatives § Reviews data collection procedures and recommends improvements

EDAC-Approved Data Collections § Given a stamp to inform LEAs § Mandatory § Required to Obtain Benefit § Voluntary § NOTE: Collections without an EDAC stamp are not required to be completed.

2014 -15 EDAC Accomplishments § Reviewed 147 data collections § 60 collections were closed or one time only collections § 68 collections were new § 32% Mandatory § 51% Required to obtain benefit § 17% Voluntary § Aligned the calendars for Special Education December Count Staff and Human Resources § Provided consultation to ESSU regarding Special Education results driven accountability through the Colorado Continuous Improvement Process § Coordinated closely with the Data Pipeline Users Group § Continued an intensive schedule to meet the April 1 st advance notice requirement of 22 -2 -306(3)(a), C. R. S. § 67 (46%) collections were reviewed in March

2015 -16 EDAC Focuses § Emphasize education data privacy and security at state and local levels § Concentrate on the value and benefit of data collections versus the time and effort expended § Monitor LEA assessment data and submission processes to minimize duplication and amount of data provided to vendors, and contribute to departmental process improvement efforts § Maintain focus on collection redundancy

2016 Legislative Recommendations § Make financial resources available to fund data collection and reporting § Require vendor protections for data § Provide a governance structure for the full spectrum of education and related data

2014 -15 Special Section Strengthen Privacy Protections for Education and Related Data § Legislative Recommendations § Require vendor protections for education data § Provide a governance structure for the full spectrum of education and related data § CDE Recommendations § Provide additional privacy tools and resources to local education agencies § Re-examine existing policies and practices to further protect personally identifiable information

2015 -2016 EDAC LEA Membership Member Name Position Title District/BOCES/AU Fall 2014 Pupils Norm Alerta Director of Assessment and Evaluation Cherry Creek 5 54, 499 Metropolitan Assessment Don Anderson Executive Director East Central BOCES 20 Districts = 7, 635 Northeast BOCES Issues/ Rural Schools Janet Dinnen Quality Assurance and Accountability Director Charter School Institute 14, 048 Statewide Charter School Issues Lisa Humberd Executive Director of Special Education Widefield 3 9, 283 Pikes Peak Special Education Nikki Johnson Superintendent Campo RE-6 44 Southeast Superintendent/ Rural Schools Natalie Morin Director of Business Services Cheyenne Mountain 12 5, 148 Pikes Peak Financial/Budget Mike Porter Director of Technology Littleton 6 15, 691 Metropolitan Technology Douglas County RE-1 66, 702 Metropolitan Data Reporting and Quality Academy 20 24, 578 Pikes Peak Human Resources Lake County R-1 1, 093 Northwest Federal Programs Janece Rogers Rick Tanski Wendy Wyman Student Data and Information Services Manager Director for Human Resources Superintendent, Title I Director Education Area of Expertise Region

SBD/ Pre-Coded ID 38

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. 42

Statewide Course Codes 43

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 44

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 45

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 46

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 47

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 48

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 49

CDE Data Collections Statewide Tour 50

Statewide Tour § Moving to the Eastern Plains § Looking to additional locations in the Metro area in the Spring 51

Statewide Tour § Upcoming locations § Limon – Thursday, March 3 rd § Swink – Monday, March 7 th § Wray – Wednesday, March 9 th § Ft. Collins – Friday, March 11 th § Douglas County – Monday, May 2 nd § More to come and thank you to all the people who have volunteered to host 52

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 53

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 54

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 55

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. 56

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 57

Thanks for joining us today! Next Town Hall: Thursday, March 10, 2016 9 a. m. -10 a. m. 58