October 31 2019 Data Pipeline Town Hall The

October 31, 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 Human Resources Special Education December Count

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 • Coming Soon • Special Education December Count • Human Resources • TSDL Interchange 10

Student October

Student October 2019 -2020 Wednesday, September 25, 2019 – Wednesday, October 9, 2019 • 11 Day Count Window for schools or districts with 5 -day week Four Day School Week Count Windows • Monday-Thursday Schools: September 24, 2019 – October 10, 2019 • Tuesday-Friday Schools: September 24, 2019 – October 10, 2019 Friday, November 1, 2019 – Preschool Alternate Count Day • Districts may choose to use this count day for preschool students without approval from CDE. • Applies to all Preschool students Other Dates in November • Tuesday the 5 th 5 pm: Soft deadline: Student October snapshot submission date • Friday the 8 th 5 pm: Legislated snapshot submission deadline!!! • 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 Updates on Student October Issues ØA new Title I list of school designations was uploaded the afternoon of October 29 th. ØWith regards to last week’s question as to whether or not detention center students who are also foster can be marked as free lunch eligible, the answer is yes. If at some time the student were released from the detention center during the current school year and the district enrolled the student in one of their schools, then the student would be eligible for free lunch because of foster status. Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 Updates on Student October Issues Ø Districts that are using the alternative preschool count date (November 1) must select this date in Data Pipeline Ø If the district’s preschool program does not operate on Fridays (i. e. , November 1), then from an audit perspective, the district can elect to use Thursday, October 31 or Monday, November 4 (“the nearest school day”); however, the district will still select November 1 in the Data Pipeline • If the district decides to use 10/31 or 11/4 (for audit purposes), the only preschool students for whom the district would need to submit a transfer date exception would be those preschool students who were NOT enrolled with the district as of November 1, but who are eligible for funding because the district (for audit purposes) elected to use October 31 or November 4 For Example: • District elects to use October 31 for audit purposes. Preschool student’s last date of attendance was October 31 before withdrawing that same date. In this instance, the student’s enrollment record would NOT pull into the district’s October Count Snapshot UNLESS the district submitted a transfer date exception request of October 31 for the preschool student • District elects to use November 4 for audit purposes. Preschool student enrolls on, and attends for the first time on November 4. In this instance, the student’s enrollment record would NOT pull into the district’s October Count Snapshot UNLESS the district submitted a transfer date exception request of November 4 for the preschool student Ø Districts will still be required to provide all appropriate audit documentation (at the time of audit) for their funded students based on the preschool count date they select. 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 Success! 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 31

Kindergarten School Readiness Data Reporting 32

Collection Status Current Status of Collection: • Percentage of Districts with Data Uploaded: 26. 92% • Percentage of Districts with Submitted Data: 17. 58% 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. • Please also note that waivers are not waivers from the collection, but only from the use of an approved assessment tool. • 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 35 Anji Gallanos P-3 Office Director Email: Gallanos_a@cde. state. co. us Phone: 720. 527. 0490

Human Resources 36

Identity Management Roles • Staff Interchange Roles (both 4 digit LEAs and 5 digit AUs): • STF~ LEAUSER – upload and modify staff interchange files OR • STF~LEAVIEWER – view (only) staff interchange data • Human Resources Snapshot Roles (only 4 digit LEA codes): • HRD~LEAAPPROVER – Approves, creates, views Snapshot OR • HRD~LEAUSER - creates, views Snapshot OR • HRD~LEAVIEWER- views snapshot 37

Human Resources Timeline 38 November • Thursday, October 31 st – Human Resources Snapshot Opens • Wednesday November 27 th – Staff Interchange files must be uploaded at least once December • Thursday, December 19 th: Staff Interchange files error free January • Wednesday January 22 nd – Human Resources created at least once • Thursday, January 23 rd – Thursday, January 30 th – Review Special Education Staff Report (in COGNOS) February • Thursday, February 13 th – Human Resources Snapshot is error free • Friday, February 14 th – Thursday, February 20 th – Final Snapshot Review • Thursday, February 27 th - Final Deadline- HR snapshot must be finalized

Highlights of ALL Coding Changes in the Staff Interchange • SSN reported must match the SSN in EDIS for the reported EDID • Teachers must be reported with a Quality Standard 5 code of 00 for N/A • New teaching subject area code for JROTC/ROTC = 2800 • Demonstrates In-Field Status now only required for a subset of teachers based on Teaching Subject Area • HQ via 24 semester hours (code 06) is no longer an option to demonstrate in-field status 39

Recent Updates • The following jobclass codes are in the process of being added: • 336 = Instructional Program Consultant/Coordinator/Supervisor • 342 = Specialized Professional Manager/Supervisor • 426 = Temporary/Part-time Worker (As needed) • These updates should be in place by November 15 th • Please disregard errors related to these job class codes until then, if applicable • Code 426 will NOT be included in the Human Resources Snapshot 40

Criteria for Human Resources Records • All error-free records from the Staff Assignment that: • Special Education Flag = 0 (Non-Special Education) • Start date is December 1 st or prior to December 1 st of reporting school year • End Date is either blank or post December 1 st of the reporting school year • Job class codes are not: • 632 (Temporary/Part-time Worker As Needed) or • 634 (Student Worker) or • 426 (Temporary/Part-time Worker (As needed)) • Employment Status Code = 11, 12, 13, 25 or 26 • EDID is reported in both Staff Profile (Profile and educational background) and Staff Assignment Association files for reporting district. 41

Contact Information • Annette Severson: • Email: severson_a@cde. state. co. us • Phone: 303 -866 -6824 • Fax: 303 -866 -6888 • In emails or voicemail messages, please include: • District Code • Error code(s) if applicable • Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc. 42

Special Education December Count 43

Special Education December Count Snapshot opens today!! Ø Count Date - 12/01/2019 or last date prior to 12/01 your district was in session Ø for those AUs out the week of Thanksgiving, many are using an 11/22/19 count date Ø To be reported on December Count a student will need to have begun receiving services on or before December 1 st (or your district’s modified count date)

Special Education December Count Important Dates October/November • Thursday October 31 st: Snapshot available • Wednesday November 27 th: Interchange files uploaded – Sped Child, Sped Participation, Staff Profile, Staff Assignment December • Sunday December 1 st: Official Count Date (or last date prior your school was in session) • Thursday December 19 th: All Interchange errors resolved and at least one December Count snapshot created January • Thursday January 23 rd: All errors resolved – complete snapshot • January 23 – 30 : Report Review February 45 • February 3 – 13: Resolving duplicates • February 13 - 20: Final Report Review • February 20 : Final Deadline

Special Education December Count Snapshot • • • Student Interchange Special Education IEP Interchange Staff Interchange The data is pulled from these Interchange files: Special Education Child Special Education Participation Student School Association Student Demographic Staff Profile Staff Assignment

Special Education December Count Snapshot File Layout and Definitions • Found here: http: //www. cde. state. co. us/datapipeline/snap_speddecember • Purpose • Dependencies • Criteria for records being pulled in • Name and length of each field in both the Student and Staff sections • Source interchange and source file the data is pulled from. Also referred to as primary interchange. *helpful to know when resolving errors • Secondary interchange and secondary file the data is pulled from if record doesn’t exist in the primary interchange. (ex. Facility students) • Helpful remarks/details • Internal flags– fields calculated from existing data fields 47

Special Education December Count– Training Webinar Training Date: Ø Tuesday November 12 th 9: 30 - 11: 00 am • Login Information: • https: //cdeinfotech. adobeconnect. com/data_services/ • Call-in number: 1 -855 -397 -4421 • Steps for joining a webinar: • 1. Go to login link https: //cdeinfotech. adobeconnect. com/data_services/ on the date and time of the webinar and choose the option to “Enter as Guest. ” • 2. With this option you have the opportunity to enter your name; please enter your Administrative Unit code and name (i. e. 64270 - Lindsey). A screen will alert you when your request has been confirmed. • 3. Once you have entered the room, you may dial into the conference number: 1 -855 -3974421 either through your computer or by calling from your phone. Please remember to mute your phones. *email reminder will be sent prior to webinar! Special Education December Count - Lindsey Heitman - heitman_l@cde. state. co. us (303) 866 -5759

Recent Updates • The following jobclass codes are in the process of being added: • 336 = Instructional Program Consultant/Coordinator/Supervisor • 342 = Specialized Professional Manager/Supervisor • 426 = Temporary/Part-time Worker (As needed) • These updates should be in place by November 15 th • Please disregard errors related to these job class codes until then, if applicable • NOTE: code 336 is not a replacement for code 102. Every AU is still required to report at least one Special Ed Director with code 102 • NOTE: code 426 will not be valid for December Count 49

Thank You Next Town Hall Thursday, November 7 t h from 9 a. m. to 10 a. m. Hall: