September 26 th 2019 Data Pipeline Town Hall

September 26 th, 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 Title 1 EOY Special Education EOY Staff Interchange TSDL

Open Collections in Data Pipeline

Open Data Pipeline Collections • Year Round • Directory • RITS • EDIS • Periodic • Designated Agency • Finance December • Interchanges • Student • Special Education IEP • Staff 9

Open Data Pipeline Collections • Snapshots • End of Year • Special Education EOY • Student October • Coming Soon • Kindergarten School Readiness 10

Student October

Student October 2019 -2020 ØRemember Next Wednesday, October 2 nd is Count Day! ØYou have until November 8 th to get your Student Demographic File, Student School Association File and your Student October Count Snapshot error free and submitted. ØGive yourself plenty of time to get the files error free and to ensure your data is accurate. ØCollaborate with others in your district to ensure quality data. This includes collaborating with your finance people, business managers, registrars, school nutrition directors, ELL directors, superintendents, Special Education directors etc. Genevieve Hale at: hale_g@cde. state. co. us

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 Wednesday, October 2, 2019 – Count Day • Official Count Day: used to create snapshot records in data pipeline 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 Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 There a lot of upcoming webinar trainings for New Data Respondents, Veteran Respondents and for Particular Topics such as: ØPreparing for Audit ØPAI Codes ØData Validation ØDuplicate Process For information on the trainings, please go to: https: //www. cde. state. co. us/datapipeline/20192020 stuocttra iningschedule Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 Updates on Student October Issues ØThe CPP Cognos reports haven’t been working correctly. A bug is in the system for this. Any questions about slot allocations should go to Liz Schroeder in the P-3 Office. ØPlease double check your district’s consolidated application as that will determine whether or not you need to put data into the Title I interchange as you will get errors if you erroneously put in SASIDS for students that are not Title I Targeted Assistance. Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 To Learn More About the Student October Collection Go To: 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 If you are a district LAM please make sure that your data respondents are up-to-date in the Id. M system. This means adding new respondents and removing respondents no longer with your district. Ø Begin working on your interchange files (Student Demographic and Student School Association) 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” 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 Some Tips for Accurate Data Reporting 1) Data respondents should be coordinating with their district/LEA business officials to make sure that reported counts align with projections and if not to make sure that they are comfortable with the differences. 2) Prior to finalizing Student October Count data, districts should review, at a minimum, the counts that will be used to determine Total Program funding. This includes: • FTE counts by grade • Free lunch counts for all funded students *Please note that comparisons between current year data and prior year data should be made to ensure that districts are accurately reporting these counts. Once the data collection is closed, no additional changes can be made until the School Auditing Office conducts the pupil and at-risk count compliance audit (usually 1 -3 years after the data are finalized). Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 As a reminder, districts are encouraged to check in with all of their schools that do NOT participate in the National Lunch Program to ensure they have been collecting Family Economic Data Survey (FEDS) forms. Once collected, these forms will need to be processed and the students’ lunch statuses should be reported in the district’s Student October Count Snapshot. All FEDS forms should be retained until after the district has been audited. For more information, please visit the School Auditing Office’s at-risk/free lunch count website: http: //www. cde. state. co. us/cdefinance/auditunit_atrisk_freeandreduced. Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 Other General Student October Reminders Ø LEAs should now be working on interchange files (demographic and SSA) for Student October Count. Ø Those interchange files should be error free before a snapshot is created. Ø If you have Title I Targeted Assistance students please report them in the Title I Interchange. This does not apply to Title I Schoolwide schools. Ø Use Cognos reports or the Pipeline error report to pinpoint issues and to correct coding. Ø If you believe your coding is correct, request exceptions using the exception template and upload those exceptions into your district’s Syncplicity folder ending with the word “student. ” Ø Please reach out for help if needed. Genevieve Hale at: hale_g@cde. state. co. us

Title I 23

What is Title I? • Title I, Part A • Largest federal program supporting both elementary and secondary education. • The program's resources are allocated based upon the poverty rates of students enrolled in schools and districts. • Designed to help ensure that all children meet challenging state academic standards. • Purpose is to provide resources to schools and districts to ensure that all children have a fair, equitable, and significant opportunity to obtain a high-quality education and close educational achievement gaps. 24

Title I, Part A – SW vs. TA • Schoolwide Programs (SW) • An option for schools with high numbers of at-risk students. • Uses Title I, Part A funds to upgrade the educational program of the entire school. • All students in a SW program will be flagged as Title I in Student October and End-of-Year. • Targeted Assistance Programs (TA) • Designed to provide extra educational assistance beyond the regular classroom to at-risk students. • Identifies students that have the greatest need for special assistance. • Districts must report which students receive which services (reading, math, etc. ) through the Title I Interchange. 25

What is the Title I Interchange? • Title I Interchange is: • A data collection through which districts report students served with Title I Targeted Assistance (TA) program resources. • District data are pulled from the Title I Interchange into Student October and End-of-Year snapshots. • States that accept Title I money must report how many students benefited and in what ways to ED. 26

Title I Interchange • Only include students in TA schools that have received Title I services/resources, even if student left school/district or services were stopped. • Indicate which resource(s) (reading, math, etc. ) were provided. • If any changes are made to the Title I Interchange data, a new snapshot will be needed to get it into October Count. 27

Data Submission: 2 Collections Underway at Same Time • Prior Year EOY • Update prior year and make sure any additions during rest of year are included. • Include students in TA schools who received Title I services/resources any time during the year, even if student left school/district or services were stopped. • Indicate resource(s) they received (reading, math, etc. ). • Make sure correct year is selected when uploading. • Current Year October Count • Include students in TA schools receiving Title I services/resources in current year. • Indicate which resource(s) (reading, math, etc. ). • Make sure correct year is selected when uploading. https: //cdx. cde. state. co. us/pipeline/ 28

Data Entry Options • If uploading complete file, including new students, use replace. • If uploading file with only additional students, use append. • Add or edit records individually. https: //cdx. cde. state. co. us/pipeline/ 29

Common Errors – Easily Fixable • Students not in TA Title I school/grade span • If K-8 school only funded at E (K-5) level, 6 th-8 th graders cannot be entered. • Wrong formats • Missing leading zeros: Gender (01, 02) must have zeros. • Birthdate format is mmddyyyy. June 5, 1992 is 06051992. • In Excel, format as ‘text’ to include leading zeros. • Student information errors; Title I Interchange doesn’t match Student Interchange. • One wrong letter or number, extra or missing space. • First and last names in reverse order. • Student no longer in school (Issues with district student data system). • Services not marked 0 or 1; blanks=errors. • Upload file name includes blanks. 30

Data Management • Replace only if uploading a complete file. • Don’t delete students who transfer to another school or out of district/state during the year. • Only delete students who did not receive services. • Make sure to upload data in correct year. • Maintain data at district or school level. • Maintain a complete data file for your own records. If you accidentally ‘replace’ the full data file, when you meant to ‘append, ’ CDE cannot retrieve your data. Once you delete or over-write data, it is gone. 31

Questions and Issues Alan Shimmin shimmin_a@cde. state. co. us 303 -866 -6209 Barb Vassis vassis_b@cde. state. co. us 303 -866 -6065 32

Student End of Year 33

Student End of Year, 2018 -2019 The opening of the cross-lea phase is delayed by a week. Ø You’ll receive an email notifying you when the cross-lea phase is open in Data Pipeline, along with instructions on how to work through cross-lea errors. Continue to review your End of Year snapshot data. Ø Districts are responsible for the data submitted so please double-check your data. Ø Resources for validating your data: Ø Student End of Year Cognos Reports available in Data Pipeline Ø Student Profile/File Extract Download in Data Pipeline Ø Compare with previous years’ reported rates: http: //www. cde. state. co. us/cdereval/gradratecurrent Amanda Callinan, callinan_a@cde. state. co. us, 303 -866 -6961

Special Education End of Year

Special Education EOY - Next Steps Final Deadline due Wednesday, Oct. 2 nd: Complete snapshot and reports submission 9/25 – 10/2 Final Report Review Week • Review Special Education EOY Reports – Found under Cognos Reports/Special Education EOY • Okay to make changes if necessary • Be sure to check Year to Year reports for flags as those can indicate missing data Final Submission due by Wed. Oct. 2 nd – Two Steps: 1. ESSU Data Management System: upload the 10 required signed reports (+Flag Explanations WORD doc if applicable) under the Profile tab. • All reports scanned into one PDF is preferred. • Flag Explanations document – download in WORD and upload it separately to the DMS. 2. Approve your final snapshot in Data Pipeline by clicking “Submit to CDE”. Be sure your data changes to Locked = ‘Y’ 36

Special Education EOY – List of Signature Reports due to CDE A ‘Report Checklist’ guide may be found here: http: //www. cde. state. co. us/datapipeline/snap_sped-eoy 10 Reports require signature from your Director: • 1 Special Education EOY Data Validity Certification • 2 Number of Children Referred for Part C Evaluation(s), and Number of Evaluations completed by the AU • 3 Indicator 11 Number of Students with Initial Part B Evaluations • 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 of Number of Students Exited • 9 Year to Year Comparison of Number of Students Reported by Type of Referral • 10 Listing of Students Reported in Error on the Previous December Count + Flag Explanations (if applicable) for significant changes in Year to Year counts *Please upload each signed report in full to the Data Management System by Wednesday, October 2, 2019. All reports may be scanned and uploaded in one PDF.

Special Education EOY – Flag Explanations Document • AUs are required to submit an explanation for each A flag. • Use the flag explanation templates in the technical assistance document found here under the Reports section: http: //www. cde. state. co. u s/datapipeline/snap_spedeoy

Special Education EOY Flow of Report Review and Submission 1. Download the 10 numbered reports from Pipeline (export to PDF) and make sure all the reported numbers are accurate. 2. Sign the reports and scan the full report into one PDF. 3. If applicable (A Flags), download the “Special Education EOY Flag Explanation Template” found under the Reports section: https: //www. cde. state. co. us/datapipeline/snap_sped-eoy. 4. Explain the A flagged count differences using the template 2 nd page. 5. Upload the following to the profile tab of the Data Management System: • Signed and scanned reports (in one single pdf) • Filled out year to year flag explanation template (separate Word document)

Special Education EOY - Last Step: Approve your final Snapshot in the Data Pipeline by clicking ‘Submit to CDE’ button. * required by October 2 nd Within Data Pipeline 1. Click Special Education on the left menu 2. Click Status Dashboard 3. Use the drop downs to select the appropriate values • File Type: End of Year Snapshot • School Year: 2018 -19 • Organization/LEA: defaults to your AU • Notice the Data Locked value on this screen is set to N • Notice the Overall Status is set to P (pending) indicating the data has not been submitted to CDE. 4. Click the Submit to CDE button (Only EOY-APPROVERS will have this ability) (must have 0 errors) 5. Click OK • A green message should display above the File Type box indicating the data was submitted • The Data Locked value should change to Y • The Overall Status should change to S

Special Education EOY: Questions? • Special Education EOY contact information • Lindsey Heitman – heitman_l@cde. state. co. us 303 -866 -5759 (Primary contact) • Orla Bolger – bolger_o@cde. state. co. us 303 -866 -6896 • *Please include your AU #, Error code # (if applicable), and phone number in emails! Thank you. ØResources Special Education IEP Interchange: http: //www. cde. state. co. us/datapipeline/inter_spediep Special Education EOY Snapshot: http: //www. cde. state. co. us/datapipeline/snap_spedeoy 41

Staff Interchange 42

Educator Shortage Survey • The Educator Shortage Survey is administered online through the link that will be posted at http: //www. cde. state. co. us/datapipeline/snap_hr • The survey should only be completed once for each district by appropriate staff. The district’s Human Resource team have these data and may want to have the screen shots of the items provided here in advance to locate the data (for a review of the survey, please download file on lower left). • Each district must complete the Educator Shortage Survey prior to obtaining CDE sign-off on the 2019 -2020 Human Resources Snapshot. 43 Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Staff Interchange Timeline (Fall – Dec 2019) Wednesday, September 4, 2019 Thursday, October 31, 2019 44 Staff Interchange Opens Human Resources/Special Education December Count Snapshot Opens Wednesday, November 27, 2019 Interchange Files Uploaded At Least Once (both Staff Profile and Staff Assignment) Sunday, December 1, 2019 Official Count Date Thursday, December 19, 2019 Interchange Files Error Free Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Who is Reported? • Full time and Part time staff • General Education • Special Education (unless the Admin Unit is reporting these staff for your district) • Contracted/Purchased Services Staff – details can be found at: https: //www. cde. state. co. us/datapipeline/inter-staff-purchase-service-info • Charter school staff • District level staff as well as school level staff • District level staff are reported with School Code 9980 for ‘District Wide’ 45 Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Overall Performance and Quality Standard Ratings • All Teachers and Specialized Service Providers (SSPs) must have rating reported for the following job class codes: • • • 201 – General Ed Teacher 202 – Special Ed Teacher 206 – Title I Teacher 222 – Reading Interventionist 223 – Math Interventionist • • • 211 – Counselor 231 – Audiologist 233 – Registered Nurse 234 – Occupational Therapist 235 – Physical Therapist • • 236 – Psychologist 237 – Social Worker 238 - Speech-Language Pathologist 242 - School Orientation and Mobility Specialist 216 – Librarian • All Principals and Assistant Principals must have rating reported for these job class codes: • • 105 – Principal 106 – Assistant Principal • Exceptions • Contracted/Purchase Services Staff are NOT included with evaluation ratings • Schools with Reporting Evaluation Ratings waivers can report all evaluation codes with ’ 00’ 46 Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Summary of Staff Profile Evaluation Ratings Timeline and Changes • Reporting Year 2019 -20 (NO change in the file layout) • Teacher and SSP data reported together in 7 fields, BUT Quality Standard 5 IS FILLED WITH 00 FOR TEACHERS • No changes to SSP reporting • No changes to Principal reporting • Reporting Year HR 2020 -21 (NEW file layout posted) • Teachers and SSPs reported separately • 6 fields for Teachers, 6 fields for SSPs • Principals reported in 6 fields • Original QS 6 for Teachers and original QS 7 for Principals now referred to as Measures of Student Learning (MSL); Original QS 6 for SSPs now referred to as Measures of Student Outcomes (MSO) Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824 47

Demonstrates In-Field Status 1 Update • For teachers teaching one of the subject area codes listed below, the most applicable code below must be reported and cannot be 00 Code Description 01 Subject Area Endorsement on Teaching License 02 Degree (BA or higher) in subject area 03 36 semester credit hours in subject area 04 Passed State Board of Education approved content exam in subject area 05 None (teacher is out of field) • For all other teachers and staff, 00 may be reported for N/A 48 • Required for the following teaching subject area codes: • • • 0010 (general elementary) 0015 (general 7 th/8 th grade) 0070 (co-alt exclusively) 0200 -0299 (art) 0500 -0599 (English Language Arts) 0600 -0699 (Foreign Languages) 1100 -1199 (Mathematics) 1200 -1299 (Music) 1300 -1399 (Natural Science) 1500 -1599 (Social Science) 1700 -1799 (Special Education) Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

ESSA In-Field Crosswalk • Provides allowed endorsements for each teaching subject code • Provides Subject Area of Degree code for each teaching subject code • Crosswalk available at: https: //www. cde. state. co. us/datapipeline/inter_staff 49 Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Staff Licensing Status • Provides all current licenses held for ALL staff reported in the Staff Profile based on the SSN in the file • Use to check license status for teachers and/or special education providers • Use to check endorsements for teachers for the Demonstrating In-Field Status • If a staff person is not in the report, then a license was not found for the SSN reported • Check to ensure the SSN on the license matches the SSN in the Staff Profile and in EDIS 50 Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Highlights of ALL Coding Changes • 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 51 Staff Interchange – Annette Severson – severson_a@cde. state. co. us (303) 866 -6824

Teacher Student Data Link 52

Overall Process and General Timeline SSCC: Opens October 8 th • Map New Courses • Prior Courses Rolled Over Automatically TSDL Interchange: Opens November 13 th • Upload Files: • Course Enrollment • Course Instructor TSDL Snapshot: Opens January 15 th & Due August 13 th 53 TSDL Interchange – Annette Severson – severson_a@cde. state. co. us (3)3 866 -6824 • Create Snapshot • Review Reports • Finalize Data

Statewide Standard Course Codes (SSCC) • CDE automatically replicated the 2018 -2019 courses codes mapped for every district when 2018 -2019 data was available • CDE automatically replicated the 2017 -2018 course codes mapped for every district when 2018 -2019 data was not available • New courses for 2019 -2020 will still need to be mapped to a SCED Code • Courses no longer offered in 2019 -2020 can be removed • Use the SSCC (State Standard Course Code) system to map your local course codes • https: //www. cde. state. co. us/datapipeline/sscc-details 54 TSDL Interchange – Annette Severson – severson_a@cde. state. co. us (3)3 866 -6824

Teacher Student Data Link (TSDL) Interchange Files and Record Requirements Course Enrollment • All 6 th – 12 th grade students: • Enrolled in a required course (mathematics, science, social studies, and English language arts) • Enrolled 6 weeks or more for reported course, section, term and school • Each record must be unique based on: school code, local course code, section number, SASID , student's grade level and term • ALL 8 th-12 th grade Migrant students enrolled in all classes Course Instructor • All Instructors: • Actively employed 6 weeks or more • Instructing a course in mathematics, English language arts/literacy, science, and/or social studies • Instructing students in grades 6 through 12 • Each record must be unique based on: school code, local course code, section number, EDID and term 55 TSDL Interchange – Annette Severson – severson_a@cde. state. co. us (3)3 866 -6824

Online Resources • Statewide Standard Course Codes (SSCC): • https: //www. cde. state. co. us/datapipeline/sscc-details • Teacher Student Data Link Interchange (TSDL Interchange): • https: //www. cde. state. co. us/datapipeline/inter_teacherstudent • Teacher Student Data Link Snapshot (TSDL Snapshot): • https: //www. cde. state. co. us/datapipeline/tsdl • Contact: Annette Severson – severson_a@cde. state. co. us 56 TSDL Interchange – Annette Severson – severson_a@cde. state. co. us (3)3 866 -6824

Thank You Next Town Hall: Thursday, October 3 rd 2019 9 a. m. -10 a. m.