Data Pipeline Town Hall May 26 th 2016

Data Pipeline Town Hall May 26 th , 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 Town Hall Summer Calendar Directory Identity Management READ Collection Discipline Student End of Year Student October Special Education End of Year Student Biographical Data

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Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round § Directory § School Code Changes (Closes June 30 th) § RITS § EDIS Periodic § School Discipline and Attendance (Closes 6/30/2016) 9

Open Data Pipeline Collections Snapshots § Student End of Year § Teacher Student Data Link § READ § Special Education Discipline § Special Education End of Year Coming Soon § SBD for CMAS Including PARCC (5/31/2016 -6/9/2016) § SBD for ACT (6/13/2016 -6/20/2016) § SBD for DLM (6/20/2016 -6/27/2016) 10

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 11

Town Hall Summer Calendar 12

Summer Calendar § Town Hall proposal - will hold the meeting every other week in the summer. § We will meet on § June 2, 16 and 30 § July 14, 28 § August 11, 25 13

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 14

Directory 15

Directory § Thanks for all districts who submitted 4 day school week applications. This is moving through CDE and approval letters should start going out over the summer. 16

School Code Changes § Remember if you have a school code change please send submit them by June 30 th. § http: //www. cde. state. co. us/apps/formcenter/School. Change. Fo rms § Changes that need an electronic form submission: § Name Change § New School Code Request § Closing School § Grade Change § If a school is growing by a grade every year you would need to submit a grade change request form each year. 17

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

Identity Management 19

Identity Management Upgrade § CDE is extending the final cut over date to two weeks beyond the implementation and testing of the final release § Final release will address the following issues: § District – AU LAM user role assignment § Bulk load for disabling users § LEA’s can continue to use both the legacy system through that date § Final Cut-over date will be made public through direct email to UM’s / LAM’s and DP Town Hall. § All users and roles continue to be migrated from 10 g to 11 g § Questions and Answer sessions continuing through 20 May

Identity Management Upgrade § Meeting Information: The URL: https: //cdeinfotech. adobeconnect. com/lam/ Conference Bridge 1 -866 -764 -6750 (No meeting on May 31 st – Reminder will go out on Monday) § Questions or concerns about the rollout? 21

READ Collection 22

READ Defects/Tips/Hints § Current Defects § The Edit Record screen is not validating SASIDS § Recently Corrected Issues § RD 043 has new logic: Recommended Retention code must = 0 (no) or 1 (yes) if READ Status = 2 UNLESS READ Test = 13 § FAQ document: Students assessed using an Alternative Pathway can have READ Plan 1 (yes) or 2 (NA) 0 (no) depending on if you have started a READ Plan or not for this student 2 READ - Whitney Westgaard - Westgaard_W@cde. state. co. us

READ Collection Key Dates Deadlines § 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 to districts

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 (updated 5/4/16) § Webinar trainings (recorded webinar from 3/31) § Additional resources – Frequently Asked Questions and Assessment Cut Scores 2 READ - Whitney Westgaard - Westgaard_W@cde. state. co. us

Questions? § Contact Whitney Westgaard § Email: Westgaard_W@cde. state. co. us § Phone: 303 -866 -6421 IMPORTANT! I will be out of the country starting Thursday, June 9 th and will return Thursday, June 23 nd. Please contact Donna Bright with any questions regarding the READ data collection. § Contact Donna Bright § Email: Bright_D@cde. state. co. us § Phone: 303 -866 -6002

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 27

Discipline 28

DISCIPLINE (students with disabilities) Exempt Districts Instructions went out to respondents with the DIS role for those districts who do not have any discipline events to report on students with disabilities for their district during the current reporting period. If you are district and uploaded a zero-filled file you will need to delete the file. Let us know if you have questions about this process. 29 Discipline students with disabilities — Kristi Gleason — gleason_k@cde. state. co. us

DISCIPLINE (students with disabilities) Exempt Districts The following districts uploaded a zero-filled file and will need to delete it in the system and then report the exemption status. Let us know if you have questions about this process. 0550 -NORTH CONEJOS RE-1 J 0860 -CUSTER COUNTY SCHOOL DISTRICT C-1 1050 -ELLICOTT 22 1180 -ROARING FORK RE-1 1490 -BETHUNE R-5 2535 -MANZANOLA 3 J 2840 -NORWOOD R-2 J 30 Discipline students with disabilities — Kristi Gleason — gleason_k@cde. state. co. us

DISCIPLINE (students with disabilities) TIMELINE DUE DATES WHAT IS DUE DISTRICT RESPONSIBILITY Monday, May 9 th, 2016 Date by which the following interchange files must be UPLOADED BY DISTRICTS � � � Thursday, June 2 nd, 2016 DISCIPLINE STUDENT DEMOGRAPHICS STUDENT SCHOOL ASSOCIATION ADMINISTRATIVE UNIT RESPONSIBILITY Date by which the following interchange files must be UPLOADED BY THE ADMINISTRATIVE UNIT � � SPECIAL EDUCATION IEP CHILD SPECIAL EDUCATION IEP PARTICIPATION NOTE: Date by which you must generate your first Once the Administrative Unit respondent has Special Education Discipline Snapshot in Data created the Special Education Discipline Pipeline. Snapshot you will have access in COGNOS under Discipline to see snapshot validation errors relative to your district. IT IS THE DISTRICT’S RESPONSIBILITY TO MAKE CORRECTIONS TO THE DATA IN ACCORDANCE WITH THE TIMELINE. 31 Discipline students with disabilities — Kristi Gleason — gleason_k@cde. state. co. us

DISCIPLINE (students with disabilities) Contact Information If you have ANY questions about the Discipline Interchange please feel free to contact us. We are just a phone call away! Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us Collection Lead Lindsey Heitman 303 -866 -5759 heitman_l@cde. state. co. us Please include the following team members in your email communications gleason_k@cde. state. co. us; heitman_l@cde. state. co. us In the subject line of the email if you would please include the following information: • District Number (four digit code) • Administrative Unit Number (5 digit code) • Subject of the email along with any business rules or name of a report if applicable. In the body of the email: Please include your phone number! Thank you 32 32

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 33

School Discipline and Attendance (SDA)

Timeline § Monday, May 9 th – Collection Open § Friday, June 10 th – Upload at least 1 file and update ‘No Reportable Incidents’ tab § Thursday, June 16 th – All applicable files uploaded § Thursday, June 23 rd – All applicable files are error free § Thursday, June 30 th – All files are finalized * Bold – required * Italicized – goals 35 School Discipline and Attendance — Annette Severson— severson_a@cde. state. co. us

Current Status § Approval functionality is working § Only need to click ‘Submit to CDE’ for the Attendance file once all files are uploaded, error free and validated § Annette Severson is out of the office without access to email or voicemail. In her absence, you may contact Kristi Gleason § Gleason_k@cde. state. co. us § Include District code and indicate ‘SDA’ question for her to best assist you 36 SDA – Annette Severson – severson_a@cde. state. co. us

Resources http: //www. cde. state. co. us/datapipeline/schooldisciplineattendance § Additional Resources – more added this week! § FAQ document updated § Business Rules Additional Guidance – provides assistance for every business rule by each file. Please refer to this guidance if you have a question on any business rule prior to contacting Kristi Gleason. § More Additional Resources (Summary of Updates, Process Document, Determining Most Serious, Calculating Attendance for Online Schools, Timeline) § General Information too! (layouts, business rules, 37 templates, trainings) SDA – Annette Severson – severson_a@cde. state. co. us

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 School Discipline and Attendance — Annette Severson— severson_a@cde. state. co. us

Student End of Year 39

2015 -16 End of Year Schedule § The snapshot is open and districts should be working to upload student interchange files and create snapshots § Errors on the interchange level? Please see http: //www. cde. state. co. us/datapipeline/inter_student for more information § Errors on the snapshot level? Please see http: //www. cde. state. co. us/datapipeline/snap_eoy for more information § Create an Initial Snapshot by Thursday, June 2 nd 40 Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us

SE 104 Errors § One of the most common errors in End of Year is SE 104 § If a grade K-12 student was reported last year with Exit 41 Type=00 in the last detail record, they must be reported this year with an Entry Type = 00, 02, 03, 11, 90 or 91, in the first detail record. § Students are recorded with a 00 Exit type if they left at the end of school or the three weeks prior to the end of school after successfully completing the year. Do not report students as transfers if they are planning the transfer next Fall § Students must have a record in the subsequent year if they leave with a 00. It can be a record with a 08012016 entry date, 02 entry type, 08022016 exit date and the appropriate Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us exit type.

Exception Requests § Load your exception files into your Student Syncplicity folder in my. syncplicity. com § Send an email when the file has been uploaded. § An email will be sent back once the exceptions have been loaded. § Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it. 42 Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us

2015 -16 End of Year Changes § If you are new and would appreciate a more detailed walkthrough of the EOY process, please contact Duncan to schedule an introductory training. § anderson_d@cde. state. co. us — (303)-866 -6970 43 Student End of Year — Duncan Anderson — anderson_d@cde. state. co. us

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

2016 -17 Student October 45

FAST Trainings/Webinars § Series of webinars this Summer and Fall: § Student October Count Resources Guide Webinars: § Tuesday June 14, 2016 § Tuesday August 23, 2016 § At-Risk Resource Guide Webinars § Tuesday June 21, 2016 § Tuesday August 9, 2016 § Tuesday August 30, 2016 § Duplicate Count Process Webinar: § Tuesday November 1, 2016 46 All Times are: 1: 30 – 2: 30 pm Student October— Morgan Holmgren — holmgren_m@cde. state. co. us

FAST Trainings/Webinars § Access the webinars from this link: § https: //enetlearning. adobeconnect. com/fast 1/ § FAST is considering hosting in-person trainings covering the Pupil Count Resource guide and Audit documentation. § https: //www. surveymonkey. com/r/T 7 CHQT 3 § Fill out survey by Friday May 27, 2016 Contact FAST at: audit@cde. state. co. us 47 Student October— Morgan Holmgren — holmgren_m@cde. state. co. us

Questions? § Contact Morgan Holmgren (holmgren_m@cde. state. co. us) with any questions. § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 48 Student October— Morgan Holmgren — holmgren_m@cde. state. co. us

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

Special Education End of Year 50

Reporting Home Schooled Students § The IDEA’s child find obligations require AUs to locate, identify, and evaluate all children within their boundaries who may have a disability and are eligible for special education and related services under IDEA. ECEA Rule 4. 02(1)(a). Child find is the responsibility of the AU in which the child attends public or private school or, if the child is not enrolled in school, the AU in which the child resides. ECEA Rule 4. 02(1)(a)(ii). The ECEA rules expressly include in the child find requirement children who are being home schooled by their parents. ECEA Rule 4. 02(1)(a). § If a child (including a child who has been home schooled) is determined to have a disability and is eligible for special education, an IEP shall be developed for the child. ECEA Rule 4. 02(6); 34 C. F. R. 300. 306(c)(2). The initial provision of special education and related services to a child with a disability requires parental consent. 34 CFR 300(b). 51

Coding the Evaluation of a Home Schooled Student 52

Special Education EOY - At a Glance May • May 2 - Snapshot available July • July 7 - IEP Interchange errors resolved • July 7 - At least 1 snapshot created by this date September October 53 • Sept. 7 – All exception requests submitted by this date • Sept. 12 – Interchange and Snapshot errors resolved • Sept. 12 -16: Report Review • Sept. 19 - 28: Resolving duplicates • Sept. 28 - Oct. 5: Report Review • October 6 - Final submission and signed reports due

Keep in Mind…. Errors SY 107 and SY 108 § These edits will trigger when records that should be in the snapshot are simply missing from your snapshot § Remember there are other reasons a record may not pull into snapshot: § Record has error at the Interchange level § LASID and/or SASID are not matching between the Child and Participation Files § Record is missing from either the Child or Participation File § Records with PAI Codes of 23, 24, 31, 32 are excluded from Sped EOY § Records with Special Education or Part C Referral of 00 *So you may have these records on your files but the error will trigger if it’s not pulling into the snapshot 54

Error Viewing § Errors SY 107, SY 108, SY 109 – to view error details be sure to choose second Excel option (Excel 2007 Format) when exporting to Excel. 55

Batch Maintenance – Very Important Screen § Always check Batch Maintenance in the Data Pipeline to ensure files have uploaded successfully. § Processed Indicator will say “YES”. If blank or “No”, file did not upload § Check Record Count, Error Count, and make sure submitted date and time look accurate. 56

Special Education EOY - Resources Data Pipeline Documentation Website Home – Snapshots – Special Education End-of-Year http: //www. cde. state. co. us/datapipeline/snap_sped-eoy • • 57 Timeline File Layout Business Rules Special Education EOY Training Slides

Contact Information Special Education EOY contact information Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 (Main point of contact) Kristi Gleason – gleason_k@cde. state. co. us 303 -866 -4620 Orla Bolger – bolger_o@cde. state. co. us 303 -866 -6896 *Please remember to include your AU #, Error code #, and phone number. THANK YOU 58

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 59

Student Biographical Data 60

Future SBD Dates § SBD for CMAS (includes PARCC) § Tuesday, May 31 st, 2016 to Thursday, June 9 th, 2016 § 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 PSAT § Wednesday, July 6 th, 2016 to Friday, July 15 th, 2016 § Collect invalidation information early – Planning to have districts 61 submit invalidation info to CDE to avoid interruptions to planned leave Melissa Mincic_M@cde. state. co. us

SBD for PSAT § Collect data for SBD now while easily remembered § CMAS/PARCC invalidations applied on ‘Student Participated’ field: http: //www. cde. state. co. us/assessment/2016 cmasvoidntreaso ns § Not tested codes § If a student does not test and no code is reported, will default to ‘Absent’ § Void codes § ONLY void scores or CDE reporting, won’t go back to College Board 62 Melissa Mincic_M@cde. state. co. us

Assessment Unit ‘Trainings’ Website https: //www. cde. state. co. us/assessment/trainings § ‘Data Trainings’ § SBD Manual § SBD Review Webinar (PPT) § SBD Review Webinar (Recording) Melissa Mincic_M@cde. state. co. us 63

Assessment Unit Data Pipeline Manual for SBD § Link to the Assessment Unit Data Pipeline Manual for SBD § https: //www. cde. state. co. us/assessment/2016 sbdmanual § Links to SBD webinar trainings § PPT slides: https: //www. cde. state. co. us/assessment/2016 cmassbdtrng § Recording: https: //enetlearning. adobeconnect. com/p 76 tesubo 6 b/? launch er=false&fcs. Content=true&pb. Mode=normal 64 Melissa Mincic_M@cde. state. co. us

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 Melissa Mincic mincic_m@cde. state. co. us or Jasmine Carey carey_j@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. 65 Melissa Mincic_M@cde. state. co. us

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 66

Kindergarten School Readiness mini-conferences 67

Kindergarten School Readiness § Mini-conferences will be held across the state § Topics Include: § § § 55 School Readiness Overview and Program Requirements GOLD: Using Data to Support Your Best Teaching Ever! GOLD Foundations Best Practices in Kindergarten Purposeful Play: Supporting Academic Development GOLD Kindergarten Entry Assessment Survey: Maximize Your Time! § Approaching Elementary School from a P-3 Perspective § Lunch and Learn: READ Act and School Readiness Connections § GOLD for Daryl Administrators Trujillo trujillo_d@cde. state. co. us

Kindergarten School Readiness § Dates and Locations: § June 16, 2016 - CO Mountain College, Rifle, CO § June 21, 2016 - Red Rocks Community College, Lakewood, CO § June 23, 2016 - Aims Community College, Greeley, CO § June 27, 2016 - Otero Junior College, La Junta, CO § June 29, 2016 - Pike's Peak Community College (Rampart Range Campus, North), Colorado Springs, CO 55 Daryl Trujillo trujillo_d@cde. state. co. us

Kindergarten School Readiness § Conferences at five regions around the state § To register and find more information: § www. cde. state. co. us/schoolreadiness/trainings § Questions: § Contact Daryl Trujillo § Kindergarten Readiness Program Manager § trujillo_d@cde. state. co. us § 303 -866 -6971 55 Daryl Trujillo trujillo_d@cde. state. co. us

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 71

Thanks for joining us today! Next Town Hall: Thursday, June 2 nd , 2016 9 a. m. -10 a. m. 72