Data Pipeline Town Hall October 11 th 2018

Data Pipeline Town Hall October 11 th, 2018 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 1

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

Colorado Department of Education Identity Management • Access Management https: //cdeapps. cde. state. co. us/faqs. html Frequently Asked Questions 1 -12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https: //cdeapps. cde. state. co. us/Identity. Man agement. Groups. xls 3

What is PII? Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual • This includes direct identifiers (i. e. name, SASID, etc. ) • Includes information that when combined is identifiable Colorado’s Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared CDE has prepared guidance on how to comply with this and other privacy laws which can be found here: http: //www. cde. state. co. us/dataprivacyandsecurity

How to Share Data üCheck local policies for restrictions, requirements, etc. üEnsure that you are following local policies when transmitting PII to any third party üUse secure methods to transfer any PII to CDE ü Call CDE (303 -866 -6395) with questions about how to transmit PII securely ü Use Syncplicity to encrypt emails to CDE üAvoid sending PII via unencrypted email or to unsecured faxes when sharing data between or within districts XDo not use PII in trainings, presentations, etc. XDo not share PII with unauthorized individuals XDo not share passwords

Introductions

Today’s Agenda • Open Collections in Data Pipeline • Civil Rights Data Collection • Non-public Schools • Kindergarten School Readiness • Special Education December Count • Data Pipeline Phone Numbers • Human Resources • Student October • Student End of Year

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round • Directory • RITS • EDIS Periodic • Non-public schools Interchanges • Student • Special Education IEP • Staff 2018 -19 9

Open Data Pipeline Collections Snapshots • Student End of Year Snapshot (Cross LEA deadline Thursday 10/18) • Special Education End of Year Snapshot (closes 10/4/2018) • Student October Coming Soon • Kindergarten School Readiness • Human Resources • Special Education December Count 10

2017 -18 Civil Rights Data Collection (CRDC)

2017 -18 CRDC Superintendents were contacted by e-mail last week Access the Advanced Website (AWS) to: • Confirm or update superintendent, primary and alternative contacts • Validate your district’s list of schools Deadline is October 31, 2018 Log onto www. 2017 crdc. org Use district name, 7 -digit username and password provided If username listed is only 6 digits, add a leading zero To prepare for 2017 -18 CRDC, go to the CRDC Resource Center For help contact the CRDC Partner Support Center • Telephone: 855 -255 -6901 • E-mail: crdc@aemcorp. com 12

Non-Public Pupil Count/Directory

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st. Hilaire_d@cde. state. co. us NOTE*** Id. M – The only group that works for the Nonpublic Pupil Count is the PIPELINE-000 -NPS~LEAUSER group. If you are using LEAAPPROVER please change it over to LEAUSER. The LEAUSER group once you have assigned this group will allow you to get into the collection in Data Pipeline. Identity Management PIPELINE-0000 -NPS~LEAUSER 14

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st. Hilaire_d@cde. state. co. us New Data Pipeline Collection • What is the Data Pipeline Non-Public Pupil Count/Directory? • Collects Pupil counts of non-public school students by grade • Identifies non-public schools that are used for funding, nutrition, federal programs and special education. The codes in the nonpublic directory are used throughout CDE. For most districts this collection should not take much time to complete. Non-Public Pupil Count/Directory Documentation • http: //www. cde. state. co. us/datapipeline/non-public_schools 15

Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st. Hilaire_d@cde. state. co. us 16

Data Pipeline Non-Public Directory Dennis St. Hilaire st. Hilaire_d@cde. state. co. us Questions Dennis St. Hilaire st. Hilaire_d@cde. state. co. us Phone 303 -866 -6840 17

Kindergarten School Readiness Data Reporting

Collection Status • Current Collection Status: • Bug found in final testing • Automatically locks data after submitting an error-free file • Email will go out after this is resolved • Quick Reminders: • Updates to business rules • FRL must sum to total number of students by domain • A combination of race/ethnicity fields must sum to the total number of students by domain • The addition of an exception file for schools that do not have any kindergartners to report. • Waivers must go before the State Board and are not waivers from the collection. 19

Data Reporting Elements • As required by Colorado law (Section 22 -7 -1004 (1)(b) C. R. S. ), school readiness includes both developmental and academic domains: • • • physical well-being and motor development social and emotional development language and comprehension cognition math literacy • Data reported to CDE will be from the initial fall assessment window for school readiness, which is the first 60 calendar days of the school year as required by HB 15 -1323. 10/11/2018 20

Data Reporting Elements • Various assessment tools have been approved by the State Board and are available for use: • GOLD® by Teaching Strategies • High. Scope Child Observation Record (COR) • DRDP-K • Recordings for specific tools (on website): • GOLD® by Teaching Strategies: See last year’s webinar (9/5/17) • DRDP-K (2015): Webinar on manual aggregation of data (8/29/18) 10/11/2018 21

Recent Trainings and More Information • Recent Trainings • Wednesday, 8/29 -DRDP-K Webinar • Wednesday, 9/26 -Steps to Complete the Collection Webinar • Tuesday, 10/2 -Steps to Complete the Collection Webinar • The School Readiness website: https: //www. cde. state. co. us/schoolreadiness/kinder gartenschoolreadinessdatacollection • Sections on FAQs, Additional Resources, listing of Trainings 22

Contact Tara Rhodes (KSR Data Collection Questions) Early Learning Business Analyst Rhodes_t@cde. state. co. us 303 -866 -6243 Anji Gallanos (General School Readiness Questions) P-3 Office Director Gallanos_a@cde. state. co. us 720 -527 -0490 23

Special Education December Count 24

Special Education IEP Interchange 2018 -19 is OPEN Child File Participation File Demographic information Special Education services information 1 record per student LEVEL 1 EDIT VALIDATIONS Timeline • Thursday November 1 st – Special Education December Count Snapshot available • Wednesday November 28 th – date to have both IEP and Staff files uploaded • Thursday December 20 th - date to have all IEP and Staff Interchange errors resolved • Wednesday January 23 rd – complete snapshot- all interchange and snapshot errors resolved Special Education December Count - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

2018 -19 IEP Interchange Summary of Changes Child File: No changes Participation File: 4 changes 1. Field Removed: Path 2 - Date Child Referred to Part C System 2. Code Removed: Delay Code 23 “Child on the Run” from Path 2 3. Code Removed: Delay Code 28 “IEP team requested additional educational evaluation at eligibility meeting” from “Path 2 – Reason for Delay in IEP Implementation C to B” 4. 2 Fields Relocated within the file – • • Date of Entry to Special Education Date of Exit from Special Education 2018 -19 File Layout and Definitions are found here: http: //www. cde. state. co. us/datapipeline/inter_sped-iep Special Education IEP Interchange - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education IEP Interchange Resources Timeline, IEP File Layouts, Templates, Business Rules, and other helpful resources: http: //www. cde. state. co. us/datapipeline/inter_sped-iep Special Education IEP Interchange - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education December Count– Trainings Training Dates: ØThursday November 1 st 2: 00– 3: 00 pm ØWednesday November 7 th 2: 00 - 3: 00 pm Login Information: https: //cdeinfotech. adobeconnect. com/data_services/ Call-in number: 1 -855 -397 -4421 *email reminder will be sent prior to webinars! Special Education December Count - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Special Education December Count Contact Info Special Education December Count contact information Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 (Primary contact) Orla Bolger – bolger_o@cde. state. co. us 303 -866 -6896 *Please include your AU #, Error code # (if applicable), and phone number in emails ØResources Special Education IEP Interchange: http: //www. cde. state. co. us/datapipeline/inter_sped-iep Special Education December Count Snapshot: http: //www. cde. state. co. us/datapipeline/snap_sped-december 29

Data Pipeline Phone Numbers 30

Data Pipeline Phone Numbers Communication is such an important aspect of everyone's job. We have been working on a way to collect current phone numbers for LEA USERS and LEA APPROVERS to have a means to contact other LEA’s. If you work on a collection that goes through a cross duplication process then you will see something new when you log into the Data Pipeline next week. 31

Data Pipeline Phone Numbers If your role is LEA User or LEA Approver for the following collections: • SEY – Student EOY • EOY – SPED EOY • DEC – December Count • OCT - Student October Count • RTS - RITS • EDS – EDIS • RED – READ When logging into the Data Pipeline you will see the following pop up: 32

Data Pipeline Phone Numbers Once you enter your current phone number and click SAVE the popup box will go away. Your current phone number will populate in the Cognos Contact Report for each collection in which you are responsible. In the Cognos Contact Report you will see the “Last Data Pipeline Log in Date”, this will reflect the date the user logged into Data Pipeline. When looking at the report, the contact that logged into Pipeline most recently would be the likely person you would want to contact during the cross duplication process. You will be prompted one time each year to update your phone number. 33

Data Pipeline Phone Numbers You will start to see this pop up message Wednesday October 17 th. We hope that this new feature will make it easier and more accurate when trying to communicate with other LEA’s. If you experience any issues with this new feature please contact: Debbie Puccetti 303 -866 -6612 Puccetti_d@cde. state. co. us 34

Human Resources 35

Update on Grant Code Requirement For local and state funded staff, the grant code can be reported as ‘ 0000’ regardless of job class code • Update made due to concerns with finance data collection requirements • Code 0001 can continue to be used as well; however not required For federally funded staff with job class codes 201 (general education teacher), 206 (Title I teacher), 222 (reading interventionist), 223 (math interventionists), 415 (general education teaching assistant) and 419 (Title I teaching assistant); use appropriate grant code 36

Human Resources Timeline Thursday, November 1, 2018 Human Resources Snapshot Opens Wednesday, November 28, 2018 Staff Interchange Files Uploaded At Least Once Saturday, December 1, 2018 Official Count Date Thursday, December 20, 2018 Staff Interchange Files Error Free Wednesday, January 23, 2019 Human Resources Snapshot Created At Least Once Thursday, January 24, 2019 – Thursday, January 31, 2019 Review Special Education Staff Report Thursday, February 14, 2019 Human Resources Snapshot Error Free Friday, February 15, 2019 – Thursday, February 21, 2019 Final Snapshot Report Review Thursday, February 21, 2019 Deadline- HR snapshot must be finalized Human Resources – Annette Severson – severson_a@cde. state. co. us

Human Resources Snapshot Trainings Webinar Trainings – repeated content • Tuesday, October 30 th from 1 to 2 pm • Wednesday, November 7 th from 10 to 11 am To join: https: //cdeinfotech. adobeconnect. com/data_services/ and call in at: 1 -855 -397 -4421 Staff Interchange – Annette Severson – severson_a@cde. state. co. us

Resources and Contact Information Human Resources Snapshot information: • http: //www. cde. state. co. us/datapipeline/snap_hr • Annette Severson: severson_a@cde. state. co. us Staff Interchange information: • http: //www. cde. state. co. us/datapipeline/inter_staff • Annette Severson: severson_a@cde. state. co. us • Lindsey Heitman: heitman_l@cde. state. co. us Human Resources– Annette Severson – severson_a@cde. state. co. us

Student October

Student October Wednesday, August 29, 2018 • Snapshot Opens: Districts may begin creating snapshots without error free interchange files Wednesday, September 26, 2018 – Wednesday, October 10, 2018 • 11 Day Count Window for schools or districts with 5 -day week Four Day School Week Count Windows • Monday-Thursday Schools: September 25, 2018 – October 11, 2018 • Tuesday-Friday Schools: September 25, 2018 – October 11, 2018 Wednesday, October 3, 2018 – Count Day • Official Count Day: used to create snapshot records in data pipeline Thursday, November 1, 2018 – Preschool Alternate Count Day • Districts may choose to use this count day for preschool students without approval from CDE. • Applies to all Preschool students 41

Student October September • September 15 th: Deadline for requesting Alternate Count Day & FRL Variance Waiver from Auditing. October • Thursday the 4 th: Target for first upload of Student Interchange files • Thursday the 11 th: Target for error free in the Interchange files • Thursday the 18 th: Target for first Student October Snapshot • Thursday the 25 th: Target for error free Student October Snapshot November • Tuesday the 6 th 5 pm: Soft deadline: Student October snapshot submission date • Friday the 9 th 5 pm: Legislated snapshot submission deadline!!! • Wednesday, November 28 th 5 pm: Deadline to resubmit data to CDE! December • 42 Thursday, December 6 th 5 pm: Signature pages due to CDE

Student October Upcoming Office Hour: Tuesday, October 16, 2018 -2: 00 p. m. to 3: 00 p. m. : TBD https: //cdeinfotech. adobeconnect. com/data_services/ Phone: 855. 397. 4421 43

Student October Ø Please note that this time of year the volume of calls, emails, issues to fix, errors and exceptions to address etc. is extremely large so it may take up to 4 -5 days to get a response. Please plan accordingly if you are working on a deadline. Ø Please include your phone number and district number on your emails as this will help me to more quickly contact you. Also, if requesting exceptions please note for what collection/year they are for if you’re not sure who to email. All Student October exceptions/errors go to Genevieve and all Student End of Year exceptions/errors go to Amanda. 44

Student October Ø CDE staff are currently working on the ASCENT business rules to ensure they are working as intended. Once the ASCENT issue(s) are resolved CDE will let the field know so that those errors can be cleared. 45

Student October Snapshot Criteria For a SASID to be added to the snapshot it must: Be in both the Demographic and Student-School Association files as well as be error free in both those files And Meet the following criteria (fields referenced are in the Student School Association file): The field [PRIMARY_SCHOOL] = ‘ 1’ AND [SCHOOL_ENTRY_DATE] <= count date for the current school year AND [SCHOOL_EXIT_DATE] is null OR [SCHOOL_EXIT_DATE] >= count date for the current school year AND • OR student is included in Alternate Count Date or Transfer Exception File, approved and uploaded by CDE One of these conditions is met: • The student’s age as of the count date >= 2 and <= 21 OR • The student’s age as of the count date <=21 (typically under 2) and there is an age waiver for the district or district and school code OR [PRIMARY_DISABILITY] (from the Demographics file) <> ‘ 00’ then calculated age as of December 31 of the reporting school year <= 21 Student October Process and Checklist http: //www. cde. state. co. us/datapipeline/snap_studentoctober 46

Student October Transfer Enrollment Exceptions Ø Students transferring to your district after the count day during the 11 day window who are not eligible to be counted by another district • Includes in-state and out-of-state transfer students • Must meet criteria outlined in the Student October Count Audit Resource Guide section on Transfer Enrollment Exceptions http: //www. cde. state. co. us/cdefinance/auditunit_pupilcount Ø You must fill out the Transfer Date Exception template to have the student counted. It is found at: http: //www. cde. state. co. us/datapipeline/snap_studentoctober under the heading of “Templates” 47

Student October *Please note that the templates on the Student Interchange web page https: //www. cde. state. co. us/datapipeline/inter_student Which include the following: Ø Student Demographics Template Ø Student School Association Ø Student Advanced Course Completion Have not changed from the previous school year however titles for the templates have been updated with this school year. 48

Student October *ECE Clarification Starting with the 2018 Student October Count, additional documentation is not required for retained kindergarteners submitted for full-time funding IF the student was reported with a READ status of “significant reading deficiency (SRD)” in the READ data submission in the summer prior to the pupil enrollment count date. If the student was not reported with an SRD status in the READ data submission, then the district will need to provide documentation as outlined in the Student October Count Audit Resource Guide for any retained kindergarten student submitted for full-time funding. 49

Student October Some Questions to Ask Yourself When Selecting a PAI or Non-Program School code Ø Where is the student attending? Ø Who is getting the funding (or who is paying who for the student’s education)? Ø Who has the accountability for the student? 50

Student October PAI Code Clarification Ø Districts would use the 03 code for expelled students only if the student(s) is at a non-school site. In other words, they are truly not at a physical school site. Otherwise, use the other schools’ code if at another school. 51

Student October EL Coding Ø Students coded as parent refusal must have a valid language proficiency code: NEP, LEP, FEP • They cannot be FELL or PHLOTE 52

Student October EL Coding Ø Once students have completed a full school year coded as FEP Exited Year 2 they should move to FELL NEP / LEP 53 FEP Monitor Year 1 FEP Monitor Year 2 FEP Exited Year 1 FEP Exited Year 2 FELL

Student October EL Coding Starting in 2017 -2018, CDE began allowing additional flexibility – under ESSA and ELPA – to report the students as following the state progression. • If a student transfers to your district from another district you may report them as following the logical progression or • You may report them as FELL • CDE strongly encourages your district to be consistent and code all transfers in the progression or FELL 54

Student October EL Coding How should I report preschool students? Ø If your district determines a preschool student has a language background other than English • LANGUAGE_BACKGROUND <> eng Ø The student should be reported as having a Primary Home Language Other than English (PHLOTE) • LANGUAGE_PROFICIENCY = 4 (PHLOTE) Ø Students who are in preschool are generally not in an EL program and would not be reported as served by a Language Instruction Program • LANGUAGE_PROGRAM = 00 (No) Ø If the school is providing English Learner services through the regular school program you may report then as NEP/LEP • LANGUAGE_PROFICIENCY = 1, 2 (NEP, LEP) • LANGUAGE_PROGRAM <> 00 55

Student October EL Coding How should I report preschool students? Ø Preschool students are not eligible for ELPA funding and will not appear in ELPA reports. Ø Preschool and Kindergarten Students cannot be coded as FEP or FELL • LANGUAGE_PROFICIENCY <> 5, 6, 7, 8, or 9 • if ENTRY_GRADE_LEVEL = 004, 006, or 007 Ø If the student is fluent and does not require services they should be coded as PHLOTE 56

Student October Ø Warnings • Do not require exceptions • Do not prevent students from being included in snapshot or from submitting snapshot • There for informational purposes or that there is a possible data issue Ø Losing Leading Zeros • Opening a file in Excel and where format is not already set to ‘text’ • Files will not upload properly and will create errors • CDE has a guide to keeping leading zeros on Student Interchange Website at: http: //www. cde. state. co. us/datapipeline/inter_student 57

Student October Student Doesn’t Show up in Snapshot Ø Student has error in DEM or SSA file Ø Primary School = 0 in SSA file • October Snapshot only includes records where Primary School = 1 • If a student isn’t showing up in snapshot this is often the first place to look Ø Enrollment Dates in SSA file do not overlap with Count Day Ø Student only included in one of DEM or SSA file, but not both Ø Cognos Reports: • Snapshot Records Excluded Due to Profile Errors • Students Excluded from Student October Snapshot 58

Student October Contact Genevieve Hale_g@cde. state. co. us 303 -866 -6970 59

School Auditing Office Contact Webpages: http: //www. cde. state. co. us/cdefinance/auditunit Email Contact: audit@cde. state. co. us Rebecca Mc. Ree mcree_r@cde. state. co. us 303 -866 -6805 60

Student End of Year Cross LEA Phase

Student End of Year Cross LEA Deadline: Thursday, October 18 th All districts must have an error-free snapshot by next Thursday. To submit your snapshot to CDE: 1. Log into the CDE Data Pipeline 2. Click on Student Profile on the left menu 3. Click Status Dashboard a. Use the drop downs to select the appropriate values i. File Type: Student End of Year ii. School Year: 2017 -18 iii. Organization/LEA: defaults to your organization b. Click the Submit to CDE button c. Click OK

Check for Cross LEA Errors 1. Cognos Report – EOY Cross LEA Edit Report 2. Pipeline Error Report

Student End of Year • If your district has cross validation warnings or validation errors: • Take time to review your cross-validation warnings and validation errors. Oftentimes, the two are related. • Sorting errors by Student ID is oftentimes helpful because multiple errors and warnings could be associated with the same student record. • If your district does not have errors or warnings: • If the current year does not appear in the dropdown menu of the EOY Cross LEA Edit Report, then you have no cross validation warnings. • If you have no cross validation warnings and no EOY errors in the Pipeline Error Report, then no further action is needed during this phase of the collection.

How to Correct Cross Validation Warnings (SE 800 Warnings) Follow the instructions in the Adjustment File Instructions PDFs on the End of Year Snapshot webpage at http: //www. cde. state. co. us/datapipeline/snap_eoy.

How to Correct Errors: SE 061, SE 094, SE 702, SE 712 Edit Record To correct your SE 061, SE 094, SE 702, and SE 712 errors, use the Edit Record tool to change the exit type of students as appropriate. 66

How to Correct Errors: SE 061, SE 094, SE 702, SE 711, SE 712 Add Record To correct SE 061, SE 094, SE 702, SE 711, and SE 712 errors use the Add Record tool to add an adjustment for students that used to attend your district. 67

Student End of Year • If you have an error to correct and your snapshot is not already unlocked, email Amanda Callinan and ask her to unlock your district’s snapshot: Callinan_A@cde. state. co. us. • For more information on the Cross LEA process, you can access training and instructions at: http: //www. cde. state. co. us/datapipeline/snap_eoy

Thank You Next Town Hall: Thursday, October 11 th , 2018 9 a. m. -10 a. m.