Data Pipeline Town Hall October 6 th 2016

Data Pipeline Town Hall October 6 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 CRDC Pre-ID Extract for SBD Student October Student End of Year Special Education End of Year Staff Interchange Human Resources Directory

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Open Collections in Data Pipeline 8

Open Data Pipeline Collections Year Round § Directory § RITS § EDIS Periodic § December Finance Interchanges § Staff § Student 9

Open Data Pipeline Collections Snapshots § Student End of Year § Special Education End of Year (Today is last day!) § Student October § Special Education December Count IEP and Staff Interchange Coming Soon § ACCESS Pre-ID 10

Civil Rights Data Collection (CRDC) 11

2015 -16 CRDC § LEAs asked to verify contacts and school lists § AWS (Advance Website) is open § Updates are due by September 30 th (Oops, missed it!) § 164 districts have gotten into AWS § 161 districts have completed verification § https: //crdc. grads 360. org/#program § Partner Support: (855) 255 -6901 or crdc@aemcorp. com 12 Jan Rose Petro 303 -866 -6838 petro_j@cde. state. co. us

2015 -16 CRDC 13

Pre-ID Extract for SBD 14

2016 -2017 SBD Pre-ID Extract § Purpose § Student registration for assessment § E. g. , test accommodation requests § E. g. , printing labels for paper tests § Data clean up is optional § CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s) 15 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281

2016 -2017 SBD Pre-ID Extract § CDE will pull data from Data Pipeline § ACCESS for ELLs general/alternate – 11/10 § All other assessments – 12/16 § SBD manual: http: //www. cde. state. co. us/assessment/2016 sbdmanu al § Questions? § Melissa Mincic 16 § Jasmine Carey § carey_j@cde. state. co. u s § mincic_m@cde. state. co. us § 303. 866. 6634 § 303. 866. 6281 Assessment ∙ Melissa Mincic ∙ mincic_m@cde. state. co. us or 303 -866 -6281

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 17

Student October 18

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 19 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student October § Steps in the October Process: § Upload Student Interchange Files § Resolve Errors § Either by changing coding or requesting exceptions § Request Exceptions via Syncplicity using the exception template § Create Snapshot § Resolve Errors § By changing coding in Student Interchange Files § Or requesting exceptions § Validate data using Cognos reports 20 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student October § Date First Enrolled in US § Common Questions on Date First Enrolled: § How do I look up CDE Calculated Values? § Cognos reports > Student Profile > Date First Enrolled in US Report § Column called: Calculated Date First Enrolled § Contains the calculated value § Column called: Date First Enrolled in US § Contains the value as it currently is in the SSA file § Review SSA Error Detail Report in Cognos § Common Errors § SP 450 – Date Entered More Recent than Calculated Date § SP 448 – Date Cannot be Calculated because of 14 entry type 21 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student October § Student October Reports § New or significantly changed reports: § District Summary of Pupil Counts § Looks like new signature page, summary of counts and FTE by grade § District Summary of Post Secondary Programs § Shows ASCENT allotments and slots used § School Summary of Pupil Counts § School level report of counts and FTE by grade § Summary of Pupils by Race/Ethnicity and Gender § School and District level reports on Race/Ethniticy and Gender of students 22 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student October § Office Hours: § Thursday October 13 - 11 am-12 pm § Tuesday October 18 – 1 pm-2 pm § Thursday October 27 – 2 pm-3 pm § Tuesday November 1 – 9 am-10 am § Link: https: //cdeinfotech. adobeconnect. com/data_services § Phone: 1 -855 -397 -4421 23 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 24

Student End of Year 25

2015 -16 End of Year Schedule § We’ve now entered the Cross LEA phase (September 26 th to Thursday October 20 th) § You district should be unlocked if you have warnings that require district attention. § If you cannot select your district in the Cross LEA error report, you don’t have warnings for the Cross LEA § If you are not currently unlocked and need to make a change to your EOY data (such as a student miscoded as a graduate) please email Duncan § You must create a new, error free snapshot after you’ve made changes or loaded adjustments. You’ll th 26 need to resubmit Student End of your Year — Duncan Anderson — 303. 866. 6970. snapshot by October 20 anderson_d@cde. state. co. us

Helpful Links § http: //www. cde. state. co. us/datapipeline/snap_eoy § This is the main page for the Student End of Year § This site contains links for training, templates, instructions and business rules § Step by step instructions for Cross LEA process § Start here if you’re new to the Cross LEA § See the main page above for more specific instructions for each warning § Frequently Requested Codes § Please see this page for the list of approved facility school and approved detention centers. § This can be used to validate SE 807/SE 808 warnings 27 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. 28

Special Education End of Year 29

Final Approval- TODAY!!!! Thursday October 6, 2016 Final Data File Approval and Report Submission. Date by which your complete and final Special Education EOY Snapshot approval is due through electronic submission to the Data Pipeline. � Approve final Special Education EOY Snapshot by clicking “submit to CDE” � Date by which ALL Final signed reports must be received by CDE (DMS) ALL of the following signed reports are due today! Reports are to be submitted to the Data Management System and must contain all pages of the reports listed below, not just the signature pages: � � � � � 30 1: Data Validity Certification Report 2: Number of Children Referred for Part C Evaluations 3: Indicator 11 Number of Students with Initial Part B Evaluation 4: Indicator 12 Number of Children Referred from Part C to Part B 5: Number of Students Exited by Disability and Discrete Age 6: Number of Students Reported by Age Group, Type of Service and Disability 7: Number of Students Reported by Age Group and Type of Referral 8: Year to Year Comparison Report of Number of Students Exited (include explanation of flags) 9: Year to Year Comparison Report of Students Reported by Type of Referral (include explanation of flags) 10: Listing of Students Reported in Error on the Previous December Count Special Education EOY – Lindsey Heitman – Heitman_l@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. 31

IEP Interchange 32

Upcoming Trainings § October 10, 2016 9 -10: 30 am § October 10, 2016 1 -2: 30 pm § October 17, 2017 1 -2: 30 pm § October 18, 2017 3 -4 (shorter) To join: https: //cdeinfotech. adobeconnect. com/data_services/ Call in number: 1 -855 -397 -4421 33

Staff Interchange 34

Structure of Staff Reporting § General Education Staff – reported by the District/BOCES of location § Special Education Staff – reported EITHER by the district/BOCES of location or the Administrative Unit § This must be determined locally and agreed upon by all impacted entities § If the District/BOCES is reporting the staff member, then the AU should not be report that staff member and vice versa

Staff Profile: Updates § Removed Fields: § Staff’s Middle Name § Ending (end) Date at School District § Educator Preparation Program § Updated Definition: § Teacher Probationary Status - The probationary status of the teacher as defined in district/BOCES policy. The local policy should be compliant with Senate Bill 10 -191. (Note: Required for All Teachers; job class codes between 201 and 206).

Staff Assignment: Updates § Field Names Updated: § § Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area § Removed fields: § § Passed HOUSSE Provision Highly Qualified for Assignment

Staff Assignment: Code Updates § New job class codes: § 222 = Reading Interventionist § 223 = Math Interventionist § Updated job class code 241: The speech-language pathology assistant (SLPA) serves as a member of an educational team, and holds an authorization by CDE to perform tasks prescribed, Speech. Language directed, and supervised by a certified speech-language pathologist (SLP), in Pathology implementing services for children/students with speech, language, cognitive, Assistant voice, oral-muscular, augmentative/alternative communication disorders, and hearing impairments in accordance with 1 CCR 301 -37, 4. 11. § Removed codes: § 38 § Job class code 413 (Speech-Language Paraprofessional) Employment Status code 24 (Other)

Trainings § One more webinar training available to attend: § Tuesday, October 25 th from 1 – 2 pm § Two Q&A sessions scheduled in December § Thursday, December 1 st from 2: 30 to 4, Q and A session § Tuesday, December 13 th from 1 to 2: 30 pm 39

Recently Added 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 40

Human Resources 41

Human Resources Timeline November 3 rd Snapshot Opens November 17 th Must have both interchange files uploaded at least once December 1 st Official Count Date December 8 th Must create snapshot at least once December 15 th Interchange files error free January 19 th Create snapshot at least twice overall Jan 19 th- 26 th Review Special Education Report February 2 nd All errors resolved (interchange and snapshot) Feb 2 nd- 16 th Review reports for accuracy February 16 th Snapshot must be finalized

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 43

Resources http: //www. cde. state. co. us/datapipeline/snap_hr § File layout available § Business rules will be updated within the week § Checklist of Steps § Contact: Annette Severson (303) 866 -6824 Severson_a@cde. state. co. us 44

Directory 45

Directory § Update Key Personnel § Reminder ICAP Contact and Graduation Guidelines Contact are new for 2016 -17. § Make sure that you check the box in front of the name of the field you want to change § Update Name § Press Save 46

Directory 47

Directory § Colorado Education Directories can be found at: http: //www. cde. state. co. us/cdegen/educationdirectory § Make sure that your district information is up to date with addresses and staff. § Data used in School. View and other publications. § Contact – Dennis St. Hilaire st. hilaire_d@cde. state. co. us or call at 303 -866 -6840 5

Non-public Directory § Letters were sent out to non-public schools last week. § Non-public schools will fill out pupil counts and answer if the school is a non-profit. § Non-public schools will complete and send to district October Count Respondent. § District will record information and forward to CDE. 49

Non-Public Schools Preschool § Preschool student count: If a child is in an educational program for preschool (ages 2. 5 – 5) have the non-public school count those students. 50

Non-Public Schools § Uses of the non-public school data: § October Count (CPP) § December Count (Special Education) § ESSA – Elementary and Secondary Education Act (Replaces 51 NCLB) § Federal Programs § US Department of Agriculture (Nutrition) § State and Federal Grants § State Student Census § Ensure that ALL students are meeting minimum education requirements. Data and funds pass through local school districts.