Data Pipeline Town Hall September 8 th 2016

Data Pipeline Town Hall September 8 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 Use Summary on Interchange Documentation Data Pipeline Survey Results RITS Student Interchange Student End of Year Student October Special Education End of Year Staff Interchange SBD Pre-ID Data Pull

7

Open Collections in Data Pipeline 8

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

Open Data Pipeline Collections Snapshots § Student End of Year § Teacher Student Data Link § Special Education End of Year § Student October § Human Resources Staff Interchange § Special Education December Count IEP and Staff Interchange 10 Coming Soon § ACCESS Pre-ID

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

Use Summary on Interchange Documentation 12

Use Summary § New portion of Interchange Documentation requested by EDAC 13

Town Hall Survey Results 14

Q 1: Do you believe the frequency of Town Hall weekly is… 15

Q 2: How often would you prefer Town Halls to be held? 16

Q 3: Do you feel it’s still necessary to receive the information presented during Town Hall on a weekly basis? Fairly equal divide between hosting Town Halls weekly and bi-weekly Weekly Absolutely! Stay on top of it. Repetition can be helpful New respondents in particular appreciate the weekly frequency Updates, changes to the collections, notice of things that may not be working properly, when something is due Bi-Weekly A lot of it is repetitious from week to week Send out information covered prior to webinar Typically receive collection information from leads. Other At certain times of the year – not every Town Hall is applicable to everyone 17

Q 4: Why do you tune into Town Hall? § § Almost all data collections are covered Some respondents handle everything and need to get information for a number of collections Stay on top of deadlines, bugs in the system, pertinent information Appreciates others asking questions they may have Likes that recordings are available to listen to at a later date Anything related to HR/Anything READ/TITLE 1 Good information and communication tool for districts A number of responses relayed they don’t attend the Town Halls due to conflicts and getting information from collection leads Tune into hear a number of experts Expected to tune in FOMO Quality of the information § § § § § 18

Q 5: Do you typically get updates for a collection from… 19

Q 6: Do you feel there is an opportunity during Town Hall to participate by asking questions? § 100% - huge margin § Some folks hold back asking as they don’t want to be identified as not § § § 20 knowing the information For the most part yet when something is a little controversial it is often hard to get a straight answer Appreciated adding time at the end of each section to ask questions Following up on responses in the chat and the presentation is challenging Yes but sometimes it’s the same people asking the same questions complaining about the same issues Prefer to speak to someone directly

Q 7: Is there anything else you would like to tell us about Town Hall? What works well? What could be improved upon? Generally the Town Halls are well received Technical § Frustration around some of the on-going technical issues with the webinar – including hearing the speakers § While it’s gotten better, the frustration around participants not muting their phones when the webinar is open for questions. Format of the Town Hall § Some speakers speak too long on a particular subject. 10 minutes should be the top with a better balance of time for each subject § Districts would like more departments to participate (e. g. assessment) § Having the Town Hall bi-weekly would be an improvement § A couple of respondents would like the time to be later in the day 21

Q 7: Is there anything else you would like to tell us about Town Hall? What works well? What could be improved upon? General § Most of the understandings of a collection come from Town Halls where there is participation § Some LEAs don’t attend as there is a lot of information that is not pertinent to their job and they can get the information they need outside of TH’s § Given the repetition factor, bi-weekly would is preferable § Confusion after tuning in which can be frustrating § Special Education specific meetings are preferred to the Town Hall § Town Halls can’t substitute for collection content contained in collection specific trainings but serve as helpful reminders for certain elements of a collection like timelines and status of bugs § A handful of disgruntled folks often overtake the webinar which discourages others form providing feedback 22

Q 7: Is there anything else you would like to tell us about Town Hall? What works well? What could be improved upon? Ideas for Improvements § As a new person, a step by step Town Hall document would be helpful § When a participant does ask a question, have the presenter repeat the question prior to answering it. § It would be great if a question is asked in the chat box to have the response in chat too § Given the number of hats respondents where it would be nice to receive the power point ahead of time § Consider the audience and screen the presentations to ensure information provided is relevant § Ensure what is presented aligns with documentation around the subject matter. When in conflict correct the documented information 23

Town Hall Survey § Thank you EVERYONE who took the time to complete the survey § The information provided is very helpful for us at CDE and across the state to get a better idea of what is working and what can be improved upon § We will take your suggestions and feedback for reflection. 24

Questions? § Phones will be unmuted for a moment and questions can be asked. § If you prefer type in your questions in the chat box. 25

RITS 26

RITS Do’s § To expedite SASIDS remember to: ØInclude middle names in submission-this is very important!!! ØEnsure information is complete and accurate ØTrain registrars and school secretaries to accurately input data ØUse Match Tool for large submissions ØIf using RITS Web check to see if student already has SASID number ØUse “NMN” if there is truly no middle name ØCall Genevieve if you have any questions or are unsure about anything RITS-Genevieve Hale hale_g@cde. state. co. us or 303 -866 -6612

RITS Don’ts ØDo not upload the same students over and over. Duplicate submissions have to be manually closed out and cause significant delays. ØDo not use initials for middle names ØDo not send Personally Identifiable Information over unsecured email ØDo not use student nicknames or non-legal names ØNo periods in any of the fields in RITS-Genevieve Hale hale_g@cde. state. co. us or 303 -866 -6612

RITS Other Useful Information ØWhen inputting LASIDS into RITS Web start with LEA number as this helps to track students moving from district to district. ØWhen inputting LASIDS into Pipeline, use 10 digits (usually student ID number) and zero fill any additional digits if there aren’t 10 digits in the student ID. Pipeline will append the district’s code to the front. ØIt’s imperative to use legal documentation for names in RITS as this keeps the information accurate for funding and state reporting purposes. Plus this helps with tracking students from district to district. Preferred names should not be used for state reporting purposes. ØUpdated RITS documentation and RITS enhancements coming next week!!! RITS-Genevieve Hale hale_g@cde. state. co. us or 303 -866 -6612

RITS ØFinally… ØSubmissions for SASIDS are really picking up so it may take a few days for a SASID to be issued. If there are outstanding cases in review after several days and you haven’t been contacted, please contact Genevieve as more information is probably needed to process the request. ØYou may need to send an e-mail as voicemail tends to fill up rather quickly ØOther Data Services staff will be helping out to process SASIDS in the upcoming weeks ØAny questions? ? ? RITS-Genevieve Hale hale_g@cde. state. co. us or 303 -866 -6612

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

Student Interchange 32

2016 -2017 Student Interchange § 2016 -2017 Student Interchange Files are now available § Please make sure that if you are uploading for 2015 -2016 to select the correct year § Pipeline defaults to 2016 -2017 § Please make sure to use the new formats if uploading for 1617 § A full 2016 -2017 Student October calendar can be found at: § http: //www. cde. state. co. us/datapipeline/snap_studentoctober § 2016 -2017 Student Interchange file layouts are here: § http: //www. cde. state. co. us/datapipeline/inter_student 33 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student Interchange § Changes for this year: § REMOVED: § Student address, phone, and email fields – DEM file § Refugee field – DEM file § Colorado Continuously Enrolled – SSA file § Date Most Recently Enrolled in US – SSA file § New field: Date First Enrolled in US § New fields: Gifted and Talented flags § New code: Post Secondary Program § New code: Public School Finance Status 34 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. 35

STUDENT OCTOBER 36

2016 -2017 Student October § Student October Count Day § Wednesday October 5, 2016 Count Date Count Window Five Day School Week Wednesday, October 5 Wed. , Sept. 28 - Wed. , Oct. 12 Four Day School Week (Mon. -Thurs. ) Wednesday, October 5 Tues. , Sept. 27 - Thurs. , Oct. 13 Four Day School Week (Tues. -Fri. ) Wednesday, October 5 Tues. , Sept. 27 - Thurs. , Oct. 13 For Preschool Program Using the Nov. 1 Pupil Enrollment Count Date Tuesday, November 1 Tues. , Oct. 25 - Tues. , Nov. 8 § https: //www. cde. state. co. us/cdefinance/studentoctobercounta uditresourceguide 37 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student October September • Thursday 15 th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST October • 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 38 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

2016 -2017 Student October § Data Pipeline Trainings § There will be a training for first year Student October Respondents § Date and Time will be forthcoming § The first Student October Office Hours will be § Wednesday September 21, 2016, 3 pm – 4 pm 39 Student Interchange/October— Morgan Holmgren — holmgren_m@cde. state. co. us

Student October Questions § Questions? § If you have any questions specific to your district please email or call at: § Holmgren_m@cde. state. co. us § 303 -866 -6961 § Audit Related Questions § Rebecca Mc. Ree § Mc. Ree_R@cde. state. co. us / audit@cde. state. co. us § 303 -866 -6805 § https: //www. cde. state. co. us/cdefinance/studentoctobercountauditresourceguide 40 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. 41

Student End of Year 42

2015 -16 End of Year Schedule § Final submission deadline is next week Thursday, Sept 15 th § Please make sure you’ve resolved interchange levels prior to creating a snapshot § Ask questions and request exceptions in advance of the deadline § 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 43 more information Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

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. 44 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

Cross LEA warnings § Cross LEA warnings have been introduced to the regular process SE 700’s and SE 800’s § We’ve moved forward warning that traditionally trigger during the cross LEA phase so that districts can work on them during the regular process § These are preliminary warnings based on data submitted by other districts. § Warnings in this range can allow you to get a jump start on Phase II and III of the collection. § Trainings in the beginning of September will provide more information about Phase II and III of the collection. 45 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

Cross LEA errors § Several of the SE 700 level warnings in the regular process will be elevated to errors in the cross process § Warnings SE 702, SE 703, SE 704, and SE 706 will become errors requiring resolution by districts. § Resolving these errors will improve a districts completion rates and ensure more accurate reporting. § Districts will need to work together to resolve error SE 702. This error identifies duplicate completers. Please determine which district should be responsible for this completion and have the other district exit the student with a 13. 46 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

Cross LEA and Post Cross LEA Trainings § Tuesday, August 30 th, 10: 00 -11: 00 am § Thursday, September 1 st, 10: 00 -11: 00 am § Wednesday, September 7 th, 9: 00 - 10: 00 am § Wednesday, September 21 st, 9: 00 - 10: 00 am § Please connect to https: //cdeinfotech. adobeconnect. com/data_services and call in 855 -397 -4421. § Note that all of the trainings will cover the same material. Please choose the one that fits best for your schedule § New respondents are highly encouraged to attend. 47 Student End of Year — Duncan Anderson — 303. 866. 6970. anderson_d@cde. state. co. us

Title I Interchange: 2 Collection Periods October Count 2015 • Submit students in TA schools who already have, currently are, or will receive Title I services or resources in the current year • Take care to report for the current year by making sure the pull-down menu indicates 2015 -16 End-of-Year and Federal CSPR Reporting • Submit any additional students in TA schools who received Title I-funded services/resources after October Count or any time throughout year and specific resources they received • Data will be pulled when EOY snapshot is taken. • Use the pull-down menu to make sure these are going in as 2015 -16 data 48 Title I Interchange Donna Morganstern 303. 866. 6209 morganstern_d@cde. state. co. us

Title I Interchange for End-of-Year § Update and make sure that any additions during the rest of 2015 -16 are included § Include any student who received services paid with TA Title I resources any time during 2015 -16, even if student left school/district or services were stopped § Title I Interchange & 2015 -16 EOY webinars: § Wednesday, September 7 th , 2 -3 p. m. https: //enetlearning. adobeconnect. com/r 7 iil 87 g 99 j/ § Friday, September 9 th , 10 -11 a. m. https: //enetlearning. adobeconnect. com/r 1 obcshjc 5 d/ 49 Title I Interchange Donna Morganstern 303. 866. 6209 morganstern_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. 50

Special Education End of Year 51

Special Education EOY – What’s Left? September October 52 • Sept. 7 – All exception requests due to CDE by this date • Sept. 12 – Interchange and Snapshot errors resolved • Sept. 12 -16: Initial Report Review • Sept. 19 - 28: Resolving duplicates • Sept. 28 - Oct. 5: Report Review • October 6 - Final submission and signed reports due Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us

Special Education EOY - Error Free Next Week!!! Wednesday Sept. 7, 2016 Monday Sept. 12, 2016 Date by which all Exception requests must be received by CDE to allow sufficient time for processing. � All exception requests emailed to CDE Date by which all Interchange and Snapshot errors must be resolved. Generate your complete Special Education EOY Snapshot by passing all Interchange and Snapshot validations in preparation for duplicate checks. All data records needed for the Special Education EOY Snapshot should be submitted and passed Interchange (level 1) and Snapshot (level 2) edit validations. � All data records needed are included in file � IEP Interchange errors resolved � Special Education EOY Snapshot errors resolved Monday Sept. 12 - Friday Sept. 16, 2016 Report Review Week. This is an opportunity to review your reports in detail and make any data corrections you deem necessary to ensure you are reporting valid and reliable data. Be sure to review your EXIT DATA in order to minimize duplicate reporting of student records by more than one AU. � Exit information has been double-checked, verified, and data records contain up-to-date exit information Date by which all changes are identified and fixed and a complete error-free Special Education EOY Snapshot has been created in preparation for the duplicate checks. � � Any changes identified by the Administrative Unit during data review must be resolved by this date (data corrected in file, resubmitted and passed all edits). Reports have been reviewed to verify that the data are valid and reliable and represent an accurate account of all students the AU is responsible for. *Duplicate Checks begin on Monday, September 19 th* 53 Special Education EOY - Lindsey Heitman - heitman_l@cde. state. co. us

Special Education EOY- Data Checks q. Do you have all the little ones your AU evaluated for Part C Services reported (path 1)? § Check Report #2 Number of Children Referred for Part C Evaluations § Reimbursement $ distributed for these records q. Do you have any duplicate records with another AU? § The SY 260 Warning will help identify these records q. Do you have all your exits from Special Education in your AU reported? § Review report #5 Number of Students Exited by Disability and Discrete Age to verify all exits are making it into your Pipeline file § TIP: Compare exit data with your district data respondent 54

Date Review § Check for Path 2 records (Indicator 12) § Part C to B transition kids – referred from Part C services to Part B Special Education Services and started receiving services on an IEP within this reporting period. § Detention Center kids (reported by AU where Detention Center is located) § Facility kids (reported by AU of residence-PAI code of 22) § Check WARNINGS 55

Detention Center Students § Be sure to report students attending a Detention Center located within your Administrative Unit or run by your AU. § These AUs have a Detention Center: § 01040 § 30011 § 16010 § 21020 (located in 21050 but run by 21020) § 64143 § 39031 § 51010 § 62060 56

Next Steps 9/19 – 9/28: Duplicate Checks § CDE will run duplicate checks on all AU records and then notify you of any duplicates that need to be fixed. § You should receive the email by Wednesday 9/21 (if not sooner) § All changes need to be made and errors cleared by Wednesday September 28 Final Report Review § September 28 – Oct 5 § Final snapshot submitted to CDE and signed reports uploaded to the Data Management System by Thursday October 6 57

Special Education EOY: Questions? Special Education EOY contact information Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 (Primary 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 if possible. Thanks. 58

Staff Interchange 2016 -2017 59

Timeline § Interchange is now open § Human Resources and Special Education December Count have separate timelines posted: § http: //www. cde. state. co. us/datapipeline/inter_staff (both are under Additional Resources) § http: //www. cde. state. co. us/datapipeline/snap_hr § http: //www. cde. state. co. us/datapipeline/snap_sped-december 60

Trainings § General Trainings: § § § Tuesday, September 13 th from 11: 00 to 12: 00 pm Tuesday, September 27 th from 10 to 11 am Tuesday, October 25 th from 1 – 2 pm § Q and A sessions: § § Thursday, December 1 st from 2: 30 to 4 Tuesday, December 13 th from 1 to 2: 30 pm Webinar URL: https: //cdeinfotech. adobeconnect. com/data_services/ Webinar Phone: 1 -855 -397 -4421 61

Resources § http: //www. cde. state. co. us/datapipeline/inter_staff § File layouts and definitions § Business rules § Templates § Additional Resources: § Summary of Updates § Timeline (HR and Special Ed Dec Count) § Personnel Form 62

Contact Information § Annette Severson § Severson_a@cde. state. co. us § 303 -866 -6824 § Kristi Gleason § Gleason_k@cde. state. co. us § 303 -866 -4620 63

SBD Pre-ID Data Pull 64

SBD Pre-ID Data Pipeline Pull § CDE will pull data from Data Pipeline § ACCESS for ELLs general/alternate – Approximately 11/10 § All other assessments – Approximately week of 12/12 -12/16 § SBD manual: http: //www. cde. state. co. us/assessment/2016 sbdmanu al § Questions? § Melissa Mincic 65 § mincic_m@cde. state. co. us § 303. 866. 6281 § Jasmine Carey § carey_j@cde. state. co. u s § 303. 866. 6634

Thank you for joining us today! Next Town Hall: Thursday, September 15 th , 2016 9 a. m. -10 a. m. 66