Data Pipeline Town Hall November 10 th 2016
Data Pipeline Town Hall November 10 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 5 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 y
Today’s Agenda § § § § § Open Collections in Data Pipeline Student October Student End of Year Privacy Pre-ID Extract & SBD Reviews Special Education December Count Staff Interchange Human Resources Teacher Student Data Link (TSDL)
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Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round § Directory (Board Membership) § RITS § EDIS Periodic § December Finance § ACCESS Pre-ID (Extract Nov 10 th) Interchanges § Staff § Student § Special Education December Count IEP th) § TSDL (Open Nov 14 9
Open Data Pipeline Collections Snapshots § Student End of Year § Student October § Human Resources § Special Education December Count Coming Soon 10
Student October 11
2016 -2017 Student October September • Thursday 15 th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST October • Wednesday 5 th: Count Day • Thursday 6 th: Deadline for first student interchange upload • Thursday 13 th: Suggested date for error free interchange files • Thursday 20 th: Deadline for creating first snapshot • Thursday 27 th: Suggested date for error free snapshot November • Monday 7 th 5 pm: Suggested snapshot submission date • Thursday 10 th 5 pm: Legislated snapshot submission deadline • Tuesday November 29 th: Last day to resubmit snapshot 12 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us
2016 -2017 Student October 13 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us
Submitting to CDE § Once you have verified data, submit the snapshot to CDE § Student Profile -> Status Dashboard and click ‘Submit to CDE’ § Must have LEAAPPROVER role in IDM to complete this step § Once data is submitted it will be locked, must request unlock to make changes (email or call me to request) 14
2016 -2017 Student October § Duplicate Process § FAST duplicate count website § https: //www. cde. state. co. us/cdefinance/duplicatecount § Includes recorded webinar from Tuesday (40 mins) § Please review, process for duplicate count has changed § There is a duplicate count documentation checklist 15 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us
2016 -2017 Student October § Duplicate Process § Please request access to syncplicity folder from FAST for the duplicate process § Email: audit@cde. state. co. us § Subject: ### - District Name – “Duplicate Contact” § Duplicate Documentation § One file per student § Name: District. Number_SASID_LASTNAME_FIRSTNAME § If you are conceding the student also include CONCEED at the end of file name 16 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us
2016 -2017 Student October § Signature Page § Not available until CDE runs duplicate process § Email will be sent to all districts when it can be downloaded § Get it signed by Secretary of Board of Education § Deadline is Friday December 8, 2016 § Please request extension if necessary § Scanned and emailed is preferred method of sending them § Faxed is still allowed 17 Student Interchange/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. § Contact Morgan Holmgren: § 303 -866 -6961 § Holmgren_m@cde. state. co. us 18
Student End of Year 19
2015 -16 End of Year Schedule § The Post -Cross LEA phase is open § Your district will not be unlocked for this phase of the process. Instead you’ll update your snapshot. § Only exit types can be changed during the final phase of the collection. Sign off forms are due December 7 th and will not be available until December 1 st. § Please see http: //www. cde. state. co. us/datapipeline/snap_eoy for additional documentation including Trainings, Instructions, and Exception Template 20 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us
SE 903/SE 904 Exceptions § In addition to the Exception Request, you will also need to upload Adequate Documentation § Upload scans of that Documentation to Syncplicity using the same procedure used with Exception Requests § Please include the File Name of the student’s documentation in your Exception Request file under the district explanation column 21 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us
SE 903/SE 904 Exceptions § Duncan will be out of office until Monday, November 14 th. § If you have an error impacting your October Count, please contact Morgan Holmgren as soon as possible. § All other exceptions, questions, and concerns will be responded to as soon as possible next week § Thank you for your hard work tracking down documents! 22 Student End of Year — Duncan Anderson — 303. 866. 6970. 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. 23
What’s new from the Privacy office? 24
Secure Emails § While email is very convenient, it is not a secure method for transferring PII § PTAC has created a video about email and student privacy: https: //youtu. be/hm 82 n. Rxi 0 yg § Emails with PII cannot be sent to CDE unless they are encrypted using Syncplicity or the Secure File Transfer Server § We strongly recommend using secure methods for sending other emails that contain PII 25
Secure Email Resources § Here’s some resources you can use to secure emails… § Syncplicity § CDE’s Secure File Transfer Server § Password Protection of Documents in Office § Encrypt Emails in Outlook § Secure email options depend on what services you are using § Work with your IT staff to see what options you have to secure emails with PII 26
Resources for Using Online Services § It is very important to protect student privacy while using online educational service providers § We have been adding resources to our website to assist in using these services… § Letter to third parties who receive Personally Identifiable Information from CDE § PTAC: Protecting Student Privacy While Using Online Educational Services § Co. SN: Security Questions to Ask of An Online Service Provider 27
New Legal Requirements § The new Colorado data privacy law has several requirements for the use of School Service Contract and On-Demand Providers § We’ve received a number of questions about these providers and will be developing guidance around this issue § We have created guidance to assist… § New Executed Contracts § LEP Contract Template (Annotated) § LEP Contract Template (Clean) § LEP Contract Template Presentation 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. § Need assistance? § Resources and Guidance: http: //www. cde. state. co. us/dataprivacyandsecurity § The law can be accessed here: www. cde. state. co. us/dataprivacyandsecurity/crs 22 -16 -101 § Marcia Bohannon - Bohannon_m@cde. state. co. us - 303 -866 -6175 § Jill Stacey - Stacey_j@cde. state. co. us - 303 -866 -6395 29
Pre-ID Extract & SBD Reviews 30
2016 -2017 SBD Pre-ID Extracts § Purpose § CDE pulls this data to provide vendors student registration information in preparation for upcoming assessment(s) § Optional data clean up deadlines § ACCESS for ELLs general/alternate – COB TODAY, 11/10 § All other assessments – COB Friday, 12/16 § CMAS (Science/social studies, ELA/math, CSLA) § Co. Alt (DLM ELA/math, Co. Alt science/social studies) § CO PSAT 10/CO SAT § October count data will be pulled for districts without untagged data in the Student Interchange Student Demographic and School Association files 31 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281
2016 -2017 SBD Review Windows Assessment SBD Review Window ACCESS for ELLs 03/13/17 -03/24/17 CO PSAT 10/CO SAT* 05/15/17 -05/24/17 CMAS • Science/social studies • Co. Alt science/social studies • ELA/math (PARCC ) • CSLA 05/22/17 -06/01/17† DLM 06/19/17 -06/27/17 *Will count for accountability reporting beginning in 2017 †Tentative 32 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281
2016 -2017 SBD Reviews § Please provide the Assessment Unit your feedback! § SBD manual: http: //www. cde. state. co. us/assessment/2016 sbdmanual § SBD training webinar: https: //enetlearning. adobeconnect. com/p 76 tesubo 6 b/? launch er=false&fcs. Content=true&pb. Mode=normal § Questions? § Jasmine Carey § Melissa Mincic § mincic_m@cde. state. co. us § 303. 866. 6281 33 § carey_j@cde. state. co. us § 303. 866. 6281 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281
Special Education December Count Data Collection 34
Special Education December Count Snapshot is Open! The 2016 -2017 Special Education December Count Snapshot Opened November 3 rd! A little over half of you have already created a snapshot! Let us know if you see anything out of the ordinary or have issues creating one. 35 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Special Education December Count Secret Phrase Was it… A: B: C: 36 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Special Education December Count Secret Phrase The C’s have it! 37 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
S. A. M. 38
S. A. M. Staff Approval Matrix You saw that right! SAM is coming CAME to Town! We think you are going to like SAM being around! Thank you EVERYONE who joined us for the recent Staff Approval Matrix training. What an amazing turnout! You may find the slides from the training here http: //www. cde. state. co. us/datapipeline/snap_sped-december Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Email: rossini_l@cde. state. co. us Phone: 303 866 -6688 39 Kristi Gleason – Special Education December Count Custodian Data Services Office Email: gleason_k@cde. state. co. us Phone: 303 -866 -4620 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Special Education December Count Timeline November • 3 rd: Snapshot Open • 17 th: Interchange Files uploaded at least once December • 1 st: Official Count Date • 8 th: Snapshot created at least once • 15 th: Interchange files error free January February • 19 th: Interchange and Snapshot Errors must be resolved • 20 th - 26 th: Review Staff and Student Reports • 26 th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS • 1 st-9 th: Research and resolve duplicates and data validity issues • 9 th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved • 9 th-16 th: Final Report review • 16 th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Special Education December Count Training Tuesday, November 15 t h , 9 -10 am – Snapshot Canceled due to scheduling conflict Tuesday, November 22 n d , 9 -10 am – Snapshot Tuesday, November 29 t h , 9 -10 am - Snapshot Tuesday, December 6 t h , 9 -10 am – Office Hours Tuesday, December 13 t h , 9 -10 am - Office Hours Tuesday, December 20 t h , 9 -10 am - Office Hours Tuesday, January 10 t h , 9 -10 am - Office Hours § § To join: https: //cdeinfotech. adobeconnect. com/data_services/ Call in number: 1 -855 -397 -4421 41 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Have questions? Need some assistance? We are available via phone or email. Kristi Gleason (303) 866 -4620 gleason_k@cde. state. co. us Lindsey Heitman (303) 866 -5759 heitman_l@cde. state. co. us Orla Bolger (303) 866 -6896 bolger_o@cde. state. co. us EMAILS Include District # and Administrative Unit # Phone Number in your email Subject of the email 42 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Special Education December Count Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. § Kristi Gleason (303) 866 -4620 gleason_k@cde. state. co. us 43 Special Education December Count - Kristi Gleason 303 -866 -4620 gleason_k@cde. state. co. us
Staff Interchange 44
Status § Issue with staff profile edit ST 303 - now resolved § Over 35% of LEAs have started– thank you! § Reminders: § Next deadline is to have interchange files uploaded at least once by next week, November 17 th § Upload Staff Profile first § If you need assistance, do not send data files via email Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us
Resources http: //www. cde. state. co. us/datapipeline/inter_staff § Additional Resources: § Interchange Process and Steps § Staff FAQ document § Trainings: § Staff Interchange Pipeline Steps § Staff Interchange Updates § Business Rules: § All business rules for each file § Business rules guide for each file 46 Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us
Human Resources 47
Timeline – 2016 November • 3 rd: Snapshot Opens • 17 th: Interchange Files uploaded at least once December • 1 st: Official Count Date • 8 th: Snapshot created at least once • 15 th: Interchange files error free 48 Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us
New Cognos Report § Teacher With License Information § Replaces previous “Teacher HQ Report” § Provides information for ALL teachers in the HR snapshot by teacher and includes educational background as reported in the snapshot, and license status along with endorsement if aligned with teaching subject area code 49 Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us
Trainings § There will be 3 identical webinar trainings for HR: § Wednesday, October 26 th from 1 to 2 pm § Wednesday, November 9 th from 1 to 2 pm § Tuesday, November 15 th from 10: 30 to 11: 30 am § There will also be 2 Q&A webinar sessions available: § Wednesday, January 18 th from 1 to 2 pm, Q and A session § Tuesday, February 7 th from 10 to 11 am, Q and A session 50 Staff Interchange/Human Resources— Annette Severson— severson_a@cde. state. co. us
Resources http: //www. cde. state. co. us/datapipeline/snap_hr § File layout § Business rules § Checklist of Steps § Contact: Annette Severson (303) 866 -6824 Severson_a@cde. state. co. us 51 Staff Interchange/Human Resources— 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. § Annette Severson (303) 866 -6824 Severson_a@cde. state. co. us 52
Teacher Student Data Link (TSDL) 53
Important Dates § Statewide Standard Course Code Submission § Open year round § Must be completed prior to uploading TSDL interchange files § Interchange: § Opens Monday, November 14, 2016 § Remains open throughout the year § Snapshot: § Open Wednesday, February 1, 2017 § GOAL: “Submit to CDE” by Friday, June 30, 2017 § REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 54
Managing the Collection – suggested dates to ensure success § Friday, March 10, 2017 – have 1 TSDL file submitted § Friday, March 24, 2017 – have both TSDL files submitted § Friday, April 7, 2017 – have 1 TSDL file error free § Friday, May 19, 2017 – have both TSDL files error free § Friday, May 26, 2017 – create TSDL snapshot § Friday, June 16, 2017 – snapshot error free § Friday, June 30, 2017 - finalize snapshot § ACTUAL DEADLINE: Approvals must be completed on or before August 25, 2017 55
Additional Information § Survey will be sent next week– § please be sure to complete before Thanksgiving so that we may provide appropriate resources to you § http: //www. cde. state. co. us/datapipeline/inter_teacherstudent § File layouts, Templates and Business rules § Contacts: Hai Huynh phone 303 -866 -3801 Huynh_h@cde. state. co. us 56 Annette Severson Phone 303 -866 -6824 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. § Annette Severson (303) 866 -6824 Severson_a@cde. state. co. us 57
Thank you for joining us today! Next Town Hall: Thursday, November 17 th , 2016 9 a. m. -10 a. m. 58
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