November 14 2019 Data Pipeline Town Hall The
November 14, 2019 Data Pipeline Town Hall 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
Colorado Department of Education Identity Management • https: //www. cde. state. co. us/ idm/faq • Frequently Asked Questions 1 -12 • #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? • https: //www. cde. state. co. us/ idm/rolemappings 3 • Access Management - https: //www. cde. state. co. us/idm
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 4
How to Share Data • Check local policies for restrictions, requirements, etc. • Ensure that you are following local policies when transmitting PII to any third party • Use secure methods to transfer any PII to CDE • Call CDE (303 -866 -6395) with questions about how to transmit PII securely • Use Syncplicity to encrypt emails to CDE • Avoid sending PII via unencrypted email or to unsecured faxes when sharing data between or within districts • Do not use PII in trainings, presentations, etc. • Do not share PII with unauthorized individuals • Do not share passwords 5
Introductions
Today’s Agenda • • 7 Open Collections in Data Pipeline Student October Student End of Year Kindergarten School Readiness
Open Collections in Data Pipeline
Open Data Pipeline Collections • Year Round • Directory • RITS • EDIS • Periodic • • Designated Agency Finance December Non-Public School Kindergarten School Readiness • Interchanges • Student • Special Education IEP • Staff 9
Open Data Pipeline Collections • Snapshots • • End of Year Student October Special Education December Count Human Resources • Coming Soon • TSDL Interchange 10
Student October
Student October 2019 -2020 Ø We are hoping to get the duplicate process started very soon. We are waiting on a handful of districts to finalize their snapshots. Ø Wednesday, November 27 th 5 pm: Deadline to resubmit data to CDE! This is a hard deadline! Ø If you need to have your snapshot unlocked for the duplicate process, or for exceptions or to fix your free lunch/other data please email me at the email address in the footnote below. Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 Some Reminders: Ø Exception Templates for general exceptions, alternate count date and transfer date can be found here under the heading “Template”. https: //www. cde. state. co. us/datapipeline/snap_studentoctober Ø Exception requests get uploaded to your district’s Syncplicity folder ending in “student” Ø Use the Summary of Pupils Being Reported by Another District • Use this report to identify possible duplicate students • Contact the district to resolve duplicates before the duplicate count process Genevieve Hale at: hale_g@cde. state. co. us
Audit Exception Report Two (2) Sections: • Summary of Pupils Being Reported by Another District: Funding Duplicates • Do submit documentation to the School Auditing Office for these students • If you do not submit documentation, your district will automatically lose funding • Summary of Pupils Being Reported by Another District: PAI Duplicates • Do not submit documentation to the School Auditing Office for these students • Student has been reported by a BOCES with an 01 -08 Pupil Attendance Information (PAI) code and by a district with an 01 -08 code. You may want to change the student PAI code to 31 or 33 14
Audit Syncplicity Folder • All duplicate count documentation must be provided to the School Auditing Office securely via Syncplicity. • All duplicate count audit documentation must be uploaded to the “Duplicate Count” subfolder found within the district’s audit Syncplicity folder. • Deadline to upload documentation is Monday, November 18, 2019 at 3 pm. If you do not already have access to your district’s audit Syncplicity folder, please email the School Auditing Office at audit@cde. state. co. us • In the subject line of the email, please include your district number, district name and “Duplicate Count Contact” • For example: “ 0010_Mapleton 1_Duplicate Count Contact” 15
Audit Syncplicity Folder • An audit Syncplicity folder has been created for each district and CSI • The naming convention for these Syncplicity folders is as follows: • District Number_District Name_Audit_FAST • For example: 0010_Mapleton 1_Audit_FAST • The audit Syncplicity folder contains several subfolders: • • • 16 At-Risk Count Audit Report Duplicate Count Pupil Count Transportation_CDE 40
Documentation The district will need to upload all required audit documentation to the “Duplicate Count” subfolder for all students included on the “Audit Exception Report”. Documentation includes, but is not limited to: • District/school/program calendar • School/program bell schedule • Household demographic printout (from SIS) • Enrollment history • Attendance verification (example: detailed period attendance) • Student schedule • Additional documentation as applicable (i. e. , corresponding unique student/course/school/program type documentation outlined in the Student October Count Audit Resource Guide for 2019) 17
Documentation For each student, please upload one (1) document using the following naming convention: • District Number_SASID_Student Last Name_Student First Name • For example: 0010_999991_Smith_John Each document should contain all required audit documents necessary to support funding. 18
Documentation If your district is conceding funding for a student (i. e. , your district submitted the student for funding in error), you must still upload a document for the student with the following naming convention: • District Number_SASID_Student Last Name_Student First Name_Concede • For example: 0010_999991_Smith_Jane_Concede This document can be blank. 19
Student October 2019 -2020 Ø Once all districts have submitted their Student October Count Snapshots, Data Services will be running the Cross LEA process, which identifies students submitted for funding by multiple districts. Once this process is ran, the “Audit Exceptions Report” in Cognos will be populated. Ø Each district will need to log into Cognos and review this report. Please note that this report contains both funding and PAI duplicates. Documentation for all students listed as funding duplicates must be uploaded to the district’s “Duplicate Count” Syncplicity subfolder, which is located in the district’s audit Syncplicity folder (district number_district name_Audit_FAST). Ø The deadline for uploading duplicate count documentation will be 5: 00 pm on November XX, 2019. • Failure to upload documentation to the Duplicate Count subfolder may result in the district losing funding for the noted student(s). Ø The School Auditing Office will make all final funding decisions by 5: 00 pm on November XX, 2019. These decisions will be uploaded to each district’s “Duplicate Count” subfolder. • Ø Once final decisions have been made, districts will have until Wednesday, November 27, 2019 in which to update their interchange files, re-generate their Student October Count Snapshot, and then accept their Snapshot. Ø Final signature pages for the Student October Count Snapshot will be due to CDE no later than Friday, December 6, 2019. Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 Additional Information: Ø If you do not have access to your district’s audit Syncplicity folder (district number_district name_Audit_FAST), please request access from the School Auditing Ø Office by sending an email to audit@cde. state. co. us. Please include your district number, district name, and your contact information including phone number and email address. Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 Ø Please take a few minutes to review the 2019 Duplicate Count power point found at the following URL: http: //www. cde. state. co. us/sites/default/files/docs/cdefinance/Duplicate%20 Co unt%202019. pdf This power point provides instructions on how to label your documentation and what documentation to upload, as well as guidance on how funding is awarded in various situations. Ø Please take a few minutes to review the School Auditing Office’s Duplicate Count website, which contains general information including the duplicate count documentation checklist. Website: http: //www. cde. state. co. us/cdefinance/duplicatecount Document. Checklist: http: //www. cde. state. co. us/sites/default/files/docs/cdefinance/Duplicate%20 Count%20 Document%20 List. pdf Ø If you have questions about the data collection process, unlocking your data or coding questions, please contact Genevieve Hale (hale_g@cde. state. co. us). If you have general questions about duplicate count, please contact Rebecca Mc. Ree (mcree_r@cde. state. co. us). . Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 Contacts: Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 Contacts: Data Element Contact Information Public School Finance Funding Status, County Code of Residence for Joint School Districts Tim Kahle_T@cde. state. co. us 303 -866 -6818 Continuous in School, Continuous in District, Date First Enrolled in U. S. Marie Huchton_M@cde. state. co. us 303 -866 -6203 Title I Alan Shimmin_A@cde. state. co. us 303 -866 -6209 Entry Grade Level, School Building Code, District Code, SASIDS Debbie Puccetti_D@cde. state. co. us 303 -866 -6612 Entry Date, Entry Type, Exit Withdraw Date, Exit Withdraw Type, Retention Amanda Callinan_A@cde. state. co. us 303 -866 -6961 CPP/ECARE Liz Schroeder_E@cde. state. co. us 303 -866 -6783 General October Count Coding Questions Genevieve Hale_G@cde. state. co. us 303 -866 -6970 Genevieve Hale at: hale_g@cde. state. co. us
Student End of Year Post-Cross-LEA Phase
Post-Cross-LEA Phase Post-Cross-LEA Process Overview 1. View post-cross-validation errors and warnings 2. Update exit types directly through the Edit Record screen in Data Pipeline 3. Update your snapshot by clicking on the “update exit types” button in the snapshot menu 4. Verify your snapshot is error-free 5. Validate graduation, completion, and dropout rates 6. Download your superintendent sign-off form Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase Review your post-cross-lea errors and warnings through Cognos Select Post Cross LEA Edits in the drop-down menu: Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase Change the exit type code directly in the Edit Record screen and click on the “save” button. Search by the Student’s SASID to find the record to update: Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase The most common error in the post-cross phase is SE 903: These students are currently coded as transferring to another Colorado public school district (Exit/Withdrawal Type Code = 13), but their SASID was not reported in the current Student End of Year collection by any other district after the exit date reported by your district. Please verify the educational status of these students after exiting your district and change their Exit/Withdrawal Type Code as appropriate. Exit code can be changed to 40, 01, 02, 14, 15, 16, 18, 19, 21, 50, 70, 91, 92, 93, 94. To clear this error either: 1) Update the exit type code through the Edit Record screen in Data Pipeline, or 2) Save an exception request along with confirmation of enrollment and attendance to Syncplicity. Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase An exception request for an SE 903 is asking to keep the exit type code as ‘ 13’. Changing the exit type code does not require an exception; keeping the exit type code as ‘ 13’ does require an exception. To be able to keep the exit type code of ‘ 13’, scan a copy of the student’s confirmation of enrollment and attendance form from the receiving district and save it to Syncplicity along with the exception request. • The form has to be completely filled out for me to accept the request. Ø Thorough documentation of transfer is necessary since the transfer was not already reported to Data Pipeline. You will receive an email from me letting you know whether the exception was approved and processed. For more information on adequate documentation visit: http: //www. cde. state. co. us/datapipeline/seyadequatedocs Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase Verify your snapshot is error-free before validating your data and downloading your superintendent sign-off form: If you have errors listed that are not the post-cross SE 900 series errors please notify me so I can assist in clearing your snapshot. Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase The Cognos reports were designed to assist districts with data validation: Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Post-Cross-LEA Phase Remaining Timeline 1) Please validate your data and resubmit your snapshot by Thursday, November 21 st. 2) Download your superintendent sign-off form and email me a signed copy by Thursday, December 5 th. Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
Kindergarten School Readiness 34
Collection Status Current Status of Collection: • Percentage of Districts with Data Uploaded: 52. 75% • Percentage of Districts with Submitted Data: 40. 11% Thank you!! Known Bugs: • No known bugs Collection Close Date: • Anticipated Close Date: 12/5/19
Reminders • Reminders • Please select your assessment tool prior to uploading your data • Please make sure to connect with any charter schools in your district as it pertains to data submission • Waivers have to be approved by the State Board. • To date, waivers have only been waivers from the use of an approved assessment tool, not from the collection. • The school readiness waiver does not fall under the general charter school waiver.
Trainings and Contact Information • Recent Trainings • First Time Data Respondent/GOLD® Training Webinar, 9/5/19 • DRDP-K Webinar, 9/12/19 • NC KEA Webinar, 9/19/19 • Additional information can be found on our website • Contact Information Tara Rhodes P-3 Data Analyst Email: Rhodes_t@cde. state. co. us Phone: 303. 866. 6243 37 Anji Gallanos P-3 Office Director Email: Gallanos_a@cde. state. co. us Phone: 720. 527. 0490
Thank You for Your Participation Today Next Town Hall Thursday November 21, 2019 9 a. m. to 10 a. m.
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