September 5 th 2019 Data Pipeline Town Hall

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September 5 th, 2019 Data Pipeline Town Hall The goal of the webinar is

September 5 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. [email protected] state. co. us

Webinar Etiquette • Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones

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

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

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

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

Introductions

Today’s Agenda • • 7 Open Collections in Data Pipeline Title Case Name Project

Today’s Agenda • • 7 Open Collections in Data Pipeline Title Case Name Project End of Year Student October SPED Discipline SPED End Of Year (EOY) Staff Interchange

Open Collections in Data Pipeline

Open Collections in Data Pipeline

Open Data Pipeline Collections • Year Round • Directory • RITS • EDIS •

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

Open Data Pipeline Collections • Snapshots • End of Year • Special Education EOY • Student October (opened September 5 th) • Coming Soon 10

Title Case Name Project

Title Case Name Project

Title Case Changing common LEA and school names from UPPER CASE to Title Case.

Title Case Changing common LEA and school names from UPPER CASE to Title Case. Current Presentation New Presentation ADAMS 12 FIVE STAR SCHOOLS -> Adams 12 Five Star Schools HALLETT ACADEMY -> Hallett Academy You will see this in the Directory, throughout the Pipeline (e. g. , drop downs), labels, reporting, published lists and more. 12

Next Steps Changes will go into effect Tuesday, September 17 th. Reports and other

Next Steps Changes will go into effect Tuesday, September 17 th. Reports and other periodically updated content will be updated according to their normal update cycle. 13

Title Case Questions, concerns, feedback? Project Manager: Dan Nelson (nelson_d@cde. state. co. us) 14

Title Case Questions, concerns, feedback? Project Manager: Dan Nelson ([email protected] state. co. us) 14

Student End of Year

Student End of Year

Student End of Year 2018 -2019 Student End of Year Data Collection Deadline •

Student End of Year 2018 -2019 Student End of Year Data Collection Deadline • All districts must have an error-free EOY snapshot submitted to CDE in a week from today: Thursday, September 12 th • This is a legislatively mandated deadline. • If you are having difficulty working through your errors, please email me to schedule a time to work through errors together. Amanda Callinan, [email protected] state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 Most Efficient Way to Clear Errors 1) Find

Student End of Year 2018 -2019 Most Efficient Way to Clear Errors 1) Find the line of data that is causing the error. Click “View Details”. 2) Look at the line of data and find the discrepancy causing the error. 3) Correct the discrepancy in your SIS, re-upload interchange files, and take a new snapshot. Amanda Callinan, [email protected] state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 How To Submit Your EOY Snapshot 1. 2.

Student End of Year 2018 -2019 How To Submit Your EOY Snapshot 1. 2. 3. Amanda Callinan, [email protected] state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • • Online Resources Errors on the interchange

Student End of Year 2018 -2019 • • Online Resources Errors on the interchange level? http: //www. cde. state. co. us/datapipeline/inter_student Errors on the snapshot level? http: //www. cde. state. co. us/datapipeline/snap_eoy Training Materials: http: //www. cde. state. co. us/datapipeline/snap_eoy If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule individualized training. Amanda Callinan, [email protected] state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • If your data is accurate and you

Student End of Year 2018 -2019 • If your data is accurate and you need exceptions to over-ride your errors in Data Pipeline, please save an exception request to your Syncplicity student folder and email me and let me know you have an exception that you’d like processed. • Please include a file path to your exceptions • Please include your district number in your emails Deadline for Exceptions Thursday, September 5 th • Exception Template: Exception Request Template and Instructions - Link (XLSX) Amanda Callinan, [email protected] state. co. us, 303 -866 -6961

Student End of Year 2018 -2019 • If you have an error-free snapshot, please

Student End of Year 2018 -2019 • If you have an error-free snapshot, please use this time to start reviewing your Cognos reports, including: • Student Dropout List • Students from Current AYG • Rate reports Thank you for all of your hard work in submitting your Student End of Year Data Collection! The next phase of the collection, the Cross LEA Validation Phase, will begin Monday, September 23 rd. I will notify Student End of Year contacts when the next phase is open. Amanda Callinan, [email protected] state. co. us, 303 -866 -6961

Student October

Student October

Student October 2019 -2020 Please remember that if you are requesting an alternative Student

Student October 2019 -2020 Please remember that if you are requesting an alternative Student October Count date or a Free and Reduced Lunch Variance Waiver please do so by no later than September 15 th. Written requests for Variance Waivers are required • Submitted to Jennifer Okes, Chief Operating Officer ([email protected] state. co. us) • Addressed to Commissioner of Education • Deadline for Submission is September 15, 2019 • Please make sure your LEA’s Pupil Count Coordinator and Nutrition Director are informed of the request and/or approval of Variance Waiver. Genevieve Hale at: [email protected] state. co. us

Student October 2019 -2020 There a lot of upcoming webinar trainings for New Data

Student October 2019 -2020 There a lot of upcoming webinar trainings for New Data Respondents, Veteran Respondents and for Particular Topics such as: Ø Free and Reduced Lunch Program Ø EL Coding (an abbreviated version of the in-person trainings) Ø Postsecondary Programs Ø Early Childhood Ø Preparing for Audit Ø PAI Codes Ø Data Validation Ø Duplicate Process For information on the trainings, please go to: https: //www. cde. state. co. us/datapipeline/20192020 stuocttrainingschedul e Genevieve Hale at: [email protected] state. co. us

Student October 2019 -2020 To Learn More About the Student October Collection Go To:

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: [email protected] state. co. us

Student October 2019 -2020 Some Reminders: Ø If you are a district LAM please

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: [email protected] state. co. us

Student October 2019 -2020 Contacts: Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 Contacts: Genevieve Hale at: [email protected] state. co. us

Student October 2019 -2020 Contacts: Genevieve Hale at: hale_g@cde. state. co. us

Student October 2019 -2020 Contacts: Genevieve Hale at: [email protected] state. co. us

SPED Discipline

SPED Discipline

Special Education Discipline • Closing Soon! Thanks to districts and administrative units for meeting

Special Education Discipline • Closing Soon! Thanks to districts and administrative units for meeting the collection timeline and your ongoing efforts to ensure this data is valid and reliable!!!! Questions? Contact: Lindsey [email protected] state. co. us (303) 866 -5759 30

SPED EOY

SPED EOY

Special Education EOY - Exception Errors • All exception requests should have been submitted

Special Education EOY - Exception Errors • All exception requests should have been submitted by yesterday 9/4 • Please send any in you come across as soon as possible so you can be error free by Tuesday. EXCEPTION TYPE ERROR CODE (S) INFORMATION NEEDED IN "COMMENTS AND EXPLANATION" Please provide student's age and details of why student is not Grade to Age SY 250 in an age appropriate grade. EXAMPLE: Please provide the Date of Birth, Date of Exit, and an explanation of details regarding the student's drop out prior to Student Dropped SY 247 the age of 17 and attempts made to retain the student in Out Prior to Age 17 school. EXAMPLE: Primary Disability of 11 or 12 and SY 111, SY 112, outside acceptable SY 113 age range Student Reported in Error on Previous SY 108 SPED EOY Student Reported in Error on December Count SY 107, SY 109 Please provide the Date of Birth, The Sped Part C Referral Code being reported, and an explanation of why the student's disability has not been updated. EXAMPLE: Please provide the Date of Exit, Basis of Exit and the reason the student was reported in error on the previous SPED EOY. EXAMPLE: Only used for SASID Merges/Changes Please provide the Date of Exit, Basis of Exit, and reason the student was reported in error on the previous December Count. EXAMPLE:

Special Education EOY - Next Steps Tuesday, September 10 th: Complete Snapshot – all

Special Education EOY - Next Steps Tuesday, September 10 th: Complete Snapshot – all errors resolved 9/10 -9/13: Report Review • Director/Data Respondent review signature and detail reports *signatures and submission to CDE are not needed until the final report review (after duplicates are resolved) 9/16 – 9/24: Resolving Duplicates (Error SY 260) • Purpose - resolve records that are being reported by your AU and another AU on the same date *All changes made and errors cleared by Tuesday 9/24 – 10/1 Final Report Review Week • Final snapshot and signed reports due by Wednesday, October 2 33

Special Education EOY- Data Checks q. Do you have all the 0 -3 years

Special Education EOY- Data Checks q. Do you have all the 0 -3 years olds your AU evaluated for Part C Services reported (path 1)? • Check Report #2 Number of Children Referred for Part C Evaluations • Reimbursement $ distributed for evaluations completed q. Do you have any duplicate records with another AU? • The SY 260 Error identifies these records • Student can’t be in two places at once. The Dates of Entry and Exit to Special Education must align • Contact lists found under Cognos Reports/Special Education EOY • Special Education EOY Contact List • Contact list found in Syncplicity also – updated list by tomorrow 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 34

Special Education End of Year – Missing Snapshot Records Report-Check it out! § Identify

Special Education End of Year – Missing Snapshot Records Report-Check it out! § Identify records missing from snapshot due to: § Interchange errors § Criteria issues such as excluded PAI codes or mismatched sasids or lasids § Records missing from either Child or Participation file Do you have SY 107 or SY 108 errors? Check this report first! Special Education EOY - Lindsey Heitman - [email protected] state. co. us (303) 866 -5759

Special Education EOY: Questions? • Special Education EOY contact information • Lindsey Heitman –

Special Education EOY: Questions? • Special Education EOY contact information • Lindsey Heitman – [email protected] state. co. us 303 -866 -5759 (Primary contact) • Orla Bolger – [email protected] 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 36

Staff Interchange

Staff Interchange

Identity Management Roles • Staff Interchange Roles (both 4 digit LEAs and 5 digit

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 • Special Ed December Count Snapshot Roles (only 5 digit AU codes): • DEC~LEAAPPROVER – Approves, creates, views Snapshot OR • DEC~LEAUSER - creates, views Snapshot OR • DEC~LEAVIEWER- views snapshot 38 Staff Interchange – Annette Severson – [email protected] state. co. us

Timeline Highlights Start early… Staff Interchange is open and files can be uploaded multiple

Timeline Highlights Start early… Staff Interchange is open and files can be uploaded multiple times throughout process November 27 th (before Thanksgiving) – Upload Interchange files at least once December 19 th (before winter break) Interchange files error free January 24 th – 31 st Special Education Data Report Review Week 39 Staff Interchange – Annette Severson – [email protected] state. co. us

Staff Assignment – Code Changes • New teaching subject area code 2800 – JROTC/ROTC

Staff Assignment – Code Changes • New teaching subject area code 2800 – JROTC/ROTC • JROTC/ROTC (A program that introduces students to professional education and training of military officers in leadership, military science and operational studies, security policy and strategy, military economics and management, and pre-officer training. ) • Code 06 (HQ via 24 semester hours) is no longer valid for Demonstrates In-Field Status 40 Staff Interchange – Annette Severson – [email protected] state. co. us

Demonstrates In-Field Status 1 Update • For teachers teaching one of the subject area

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: • 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) 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 41 Staff Interchange – Annette Severson – [email protected] state. co. us

In-Field Status Resources • Staff Licensing Status Report (Cognos -> Staff Profile) • Provides

In-Field Status Resources • Staff Licensing Status Report (Cognos -> Staff Profile) • Provides all current licenses and endorsements held for ALL staff reported in the Staff Profile based on the SSN in the file • 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 • 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 42 Staff Interchange – Annette Severson – [email protected] state. co. us

Resources and Contact Information • Staff Interchange information: • 2019 -2020 Training Slides and

Resources and Contact Information • Staff Interchange information: • 2019 -2020 Training Slides and Recording now available online • http: //www. cde. state. co. us/datapipeline/inter_staff • Annette Severson: [email protected] state. co. us (also HR) • Lindsey Heitman: [email protected] state. co. us (also Dec Count) • Snapshot information: • Human Resources - http: //www. cde. state. co. us/datapipeline/snap_hr • Special Education December Count - http: //www. cde. state. co. us/datapipeline/snap_sped-december 43 Staff Interchange – Annette Severson – [email protected] state. co. us

Thank You Next Town Hall: Thursday, September 12 th 2019 9 a. m. -10

Thank You Next Town Hall: Thursday, September 12 th 2019 9 a. m. -10 a. m.