November 7 2019 Data Pipeline Town Hall The
November 7, 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 Census 2020 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
Census 2020
It’s Important. It’s Easy. It’s Safe April 1, 2020
What is a census? A count of all persons living in the United States on April 1 st conducted every 10 years
It’s Important Census counts influence representation by determining: The number of seats each state has in the US House of Representatives. How state house and senate districts are redrawn.
It’s Important • Colorado receives ~$2, 300/person per year, or over $13 billion annually for programs like: ▪ Senior Services ▪ Road Improvements ▪ Health Services ▪ Programs for Veterans ▪ Public Housing (Section 8) ▪ Community Colleges ▪ Public Assistance (SNAP) ▪ Tuition Assistance ▪ Women, Infants, & Children (WIC) ▪ Health Centers ▪ Education ▪ Public Libraries ▪ School Lunch ▪ Community Centers
It’s Important Census data is used for planning, program evaluation, business analysis, and service provision.
It’s Easy 10 Questions 4 Ways to Respond • Online • By Phone • By Mail-in Form • In-person, Through an Enumerator 13 Languages English, Spanish, Chinese, Vietnamese, Korean, Russian, Arabic, French, Tagalog, Polish, Haitian Creole, Portuguese, and Japanese
It’s Safe • All data are protected and records are confidential for 72 years under federal law. • Census will never share individual information with other government agencies. • All Census Bureau employees swear a lifetime oath to protect information.
What can I do to help? • Fill out the census as soon as you receive notice. • Share the importance of the census with family, friends, schools, & places of worship. • Share ideas on ways to make sure everyone is counted in your community. • Encourage local business or community organizations to sponsor census activities.
Colorado Resources CDE website: http: //www. cde. state. co. us/communications/us-censusmainpage ◦ Information and tools specific to school and district leaders ◦ Instructional resources for teachers • Colorado 2020 Website: demography. dola. colorado. gov/census_2020/ • State Demography Office – Adam Bickford – adam. bickford@state. co. us or 303 864 -7753 • Census Partnership Coordinator – Lily Griego Lily. Romero. Griego@2020 Census. gov or 303 -489 -6293 •
Student October
Student October 2019 -2020 Ø Friday the 8 th 5 pm: Legislated snapshot submission deadline!!! Ø Duplicate process begins next week. Ø Wednesday, November 27 th 5 pm: Deadline to resubmit data to CDE! Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 To Learn More About the Student October Collection Go To: Ø Data Pipeline District User Manual https: //www. cde. state. co. us/datapipeline/train_trainings Ø Student October Collection Manual https: //www. cde. state. co. us/datapipeline/snap_studentoctober Ø Student October Process and Checklist https: //www. cde. state. co. us/datapipeline/snap_studentoctober Ø Student Interchange information: https: //www. cde. state. co. us/datapipeline/inter_student Ø Student October information: https: //www. cde. state. co. us/datapipeline/snap_studentoctober Ø CDE School Auditing Office: https: //www. cde. state. co. us/cdefinance/auditunit Ø Audit Resource Guide https: //www. cde. state. co. us/cdefinance/studentoctobercountauditresourceguide 2019 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
Student October 2019 -2020 Do not forget your Home School Data: • Must be entered prior to submitting data • Only include students who: • Was reported to your district as being home schooled • Is not included in your Snapshot as a home based education student 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 October 2019 -2020 Submitting 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) Genevieve Hale at: hale_g@cde. state. co. us
Student October 2019 -2020 Thank you for all the hard work you do to make Student October Count a Genevieve Hale at: hale_g@cde. state. co. us
Student End of Year Post-Cross-LEA Phase
Post-Cross-LEA Phase What is the Post-Cross-LEA phase? The Post-Cross-LEA phase is the final step in the Student End of Year data collection. These final errors were created by comparing exits and entries across districts throughout the state. The most common error is SE 903 which occurs when a district reported a student as a transfer to another Colorado school district but Data Pipeline does not have a corresponding entry from another district. Amanda Callinan at callinan_a@cde. state. co. us or 303 -866 -6961
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. Validate graduation, completion, and dropout rates 5. Re-submit your error-free snapshot to CDE 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 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 39
Collection Status Current Status of Collection: • Percentage of Districts with Data Uploaded: 32. 97% • Percentage of Districts with Submitted Data: 22. 53% 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. • 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 42 Anji Gallanos P-3 Office Director Email: Gallanos_a@cde. state. co. us Phone: 720. 527. 0490
Thank You Next Town Hall Thursday, November 14 t h from 9 a. m. to 10 a. m.
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