Data Pipeline Town Hall January 15, 2015 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 Data Pipeline support is

 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 Webinar Etiquette 2

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 Open Collections in Data Pipeline  Human Resources  EDIS  11th Grade Alternate Assessment  Student End of Year Data Release  Course Codes  English Language Proficiency Act (ELPA)  Special Education December Count Today’s Agenda 4

5 Open Data Pipeline Collections

Year Round  Directory  RITS  EDIS Periodic Collections  Co Act – Pre ID Labels 1/22/2015  CMAS/COAlt  Fall SBD 1/15/2015 – 1/27/2015  Spring Pre ID Labels 1/22/2015 Open Data Pipeline Collections 6

Snapshot  Special Education December Count (January 15 th 2015 – January 21 st 2015 CDE to Run Duplicate Reports on STUDENT Data)  RITS  EDIS  Directory  Special Education IEP Interchange  Student Interchange  Staff Interchange  Special Education December Count Snapshot Open Data Pipeline Collections 7

Snapshot  Human Resources (January 30 th 2015 HR Snapshot error free to provide adequate time to review HR reports for accuracy)  EDIS  Directory  Staff Interchange  Human Resources Snapshot Open Data Pipeline Collections 8

Snapshot  11 th Grade Alternate Assessment (Opens 1/12/2015)  Student Interchange  Directory  RITS Open Data Pipeline Collections 9

10 Human Resources

Timeline  Goal dates (not required)  Friday, January 30 th 2015 – HR snapshot error free to provide adequate time to review HR reports for accuracy  Deadline - Friday, February 20 th 2015  Required to have HR snapshot error free and finalized before or on this date  No penalties to finalize early

 Error Free:  103 districts have staff profile, staff assignment file error free  48 of those districts also have the HR snapshot error free  Uploaded/Created:  133 districts have uploaded both staff profile and staff assignment files  106 of those districts have created the HR snapshot District Status – Great Progress 12

 HR007- trying to update for schools with teachers that are all part time. If not fixed by next week, I will enter exceptions as requested.  HR109 – not displaying school code in error message  HR052- updating to use the age of 17 instead of 18 Current Defects 13

 Cognos-> Human Resources -> Special Education Staff Report is displaying correct year data now.  HQ Teacher Column – now showing N or Y correctly.  Recent fix; so if still showing N incorrectly please create a new snapshot  Status Dashboard Screen and Batch Maintenance Screen reflecting accurate number of errors now  HR084 – issue for Title I preschool teachers  HR103 – Title I preschool teachers are not required to meet HQ Defects Fixed Recently 14

 If encountering any of the above mentioned issues (such as N incorrectly in the HQ Report) please create a new HR snapshot  Ensure your staff interchange files are error free  Work through HR snapshot edits by re-uploaded corrected staff interchange files as needed  Create HR snapshot each time staff interchange files are updated- snapshot records are not updated until recreated Next Steps 15

 COACHES:  If they are employed as the coach for extra-curricular activities outside of the normal school day only -> then they are not required to be reported  If the after school coach is also employed as a teacher during the day -> then they are not required to be reported  Evaluation Ratings and Quality Standard Ratings –  Ratings are from school year  Required to be reported except for charter schools with a waiver  Use code 05 if the person was not employed in district for  Use code 06 if there is no evaluation rating to provide FAQ’s 16

 Staff Interchange:  For Highly Qualified questions:  Jennifer Simons at  Documents posted online in staff interchange link  Human Resources: Resources 17

 Annette Severson:    Phone:  Fax:  In s or voic messages, please include:  District Code  Error code(s) if applicable  Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR### for EDID ######## and I don’t know why’ Contact Information 18

19 EDIS

School districts vary on how they keep employee data. Commonly accepted ways of entering data can help decrease duplicates, increase the overall effectiveness of EDIS and minimize confusion for the district user. EDIS BEST PRACTICES 20

 Conduct an educator/staff member search first! There could be an EDID number already in the system.  Use full legal names for all submissions, this includes the complete middle name whenever possible.  Please follow the name that appears on the employee’s legal documentation for entry into the RITS Educator System.  Use NMN in the middle name field if the legal documentation states there is no legal middle name.  Only use letters and common punctuation in the name fields. The only acceptable punctuation is a - dash, a space, and an ' apostrophe. Staff Name 21

 Use spaces to separate multiple names except when hyphenation is used on legal documentation. The RITS Educator Matching Engine treats a hyphen as a different character and could miss a match on a name that uses a space instead.  If an employee's name ends with 'Junior', please enter it in the last name field with the last name first, then a space, then Jr without a period.  Don't use nicknames, like "Johnny" for John, as these are variables and hard to track.  Use Roman numerals to indicate generation number, if part of the legal name. Staff Name-Cont. 22

 Always check legal documentation for the correct birth date. Be aware that many foreign birth certificates/documents have the month and day reversed from American formats.  Be careful not to use the birth certificate issue date instead of the date of birth.  Enter the date of birth as MM/DD/YYYY, including the back slashes between month/day /year.  If the handwriting on your documentation is poor, check with the employee or other documentation. For example, a “4” can easily be mistaken for a “9”. Date of Birth 23

 Always check legal documentation for the correct SSN.  Enter the SSN without any dashes.  Verify that you have entered the SSN correctly before advancing to the next field. SSNs 24

 The LAEDID is an optional field. You have three choices when populating this field. 1) use all zeros; 2) leave the field blank or 3)or assign the number as per the file layout specifications, your four digit district code followed by your districts assigned educator number. LAEDID-Local Identifier 25

Future EDIS trainings will include:  Reports  Searching for an EDID  EDIS Pipeline Training  EDIS Match Tool Future EDIS Trainings 26

27 11th Grade Alternate Assessment

Linda Lamirande Exceptional Student Services Unit Accommodations & Assessment Specialist Tesia Swanstrom, Program Assistant th Grade Alternate Assessment for the Colorado ACT Contacts

What is the 11 th Grade Alternate Assessment for Colorado ACT? Colorado Measures of Academic Success (CMAS) Program Evaluates academic skills: *CDE Assessment Unit Evaluates college and career readiness skills: PARCC CoAlt: Dynamic Learning Maps™ English Language Arts/Literacy & Mathematics Science / Social Studies CoAlt: Science & Social Studies Science & Social Studies ACCESS Alternate ACCESS ACCESS ACT ACT with Accommodations For 11 th Grade Students who participate in alternate assessment Performance-based tasks 11 th Grade Alternate Assessment *Exceptional Student Services Unit

Narrated PowerPoint from the Webinars on Jan. 8 and 13: in Process for Posting on Data Pipeline Training and Assessing Students with a Disability webpages Data Pipeline Training Assessing Students with a Disability Live Webinar training for all DACs and Test Administrators is scheduled Mar. 12 th 3:30-4:30- Link to register will be sent via listserv Live Webinar training for LEAAPPROVERS will be scheduled in April IMS is working on a solution for some way to submit “No Students Tested”—Will announce when ready Test Order Tab – nearing completion Feb. 3-7

11 th Grade Alternate Assessment for Colorado ACT Student Profile Data PipelineIEP Enrolled in 11 th GradeEligible for Alternate Assessment Data Respondent District Assessment Coordinator Creates Snapshot verifies Edits/ Error resolution Enrolled in 11 th Grade Eligible for Alternate Assessment District /BOCES Verifies data IEP LAM Assigns LEAUSER and LEAAPPROVER (SpEd Directors) roles by Jan. 24 th Jan. 27- Feb. 7– Data Respondent takes Preliminary Snapshot- DAC verifies roster and orders test materials from CDE March CDE prints test packets based on district orders and distributes to DACs March Test Administrator Training via Live Webinar / posted narrated PowerPoint – district verifies training completion March – Take a Snapshot – *Verify Roster - Distribute testing packets to Test Administrators Test Window April Data Entry Window April 28-May 8 DAC enters student response scores during data entry window- performance levels calculated automatically DAC enters student scores- DR checks – Notifies LEAAPPROVER ( SpEd Director of record) for final Submit to CDE, data is locked; collection is closed DEADLINE 5:00 PM May 8 Cognos Reports: DAC creates Individual Student Score Reports / District/campus reports as needed Can not release until ACT is posted in August

Read the DAC/Data Respondent Listserv s 32 Margo Allen in the Assessment Unit distributes the information through a listserv that has been created with all DACs and Data Respondents assigned to the 11 th Grade Alternate Assessment. Please….  Respond with questions to me, not to Margo  READ the information carefully and KEEP it for reference.  Communicate with each other

LEA Viewer: able to view data; Read Only access LEA User: can perform all tasks for the collection LEA Approver: provides final submission of data - SpEd Director Snapshot User Roles within Data Pipeline Assigned by District LAM help with access to the 11G collection. NEW!

11 th Grade Alternate Assessment Timeline January- Assign roles and accessJanuary – Preliminary Snapshot - Verify rosterOrder MaterialsMarch – Update SnapshotTrain Test Administrators - Distribute Test materialsApril - Administer Assessment - Enter Student ResponsesMay – Final submission of data to CDE May 8 th 5:00 PMAugust- Report results when ACT scores are released

11 th Grade Alternate Assessment Data Pipeline Town Hall Thank you!

36 Student End of Year

Collection closed  Release data to public on January 22 nd  Pre-release of data to districts Today, January 15 th  Thank you for completing the survey  Your feedback will make the system better  Please complete by end of the month 37

End of Year  End of Year snapshot  Due to requests, snapshot will open on February 2 nd.  schedule posted at  Schedule is similar to school year  Remind schools to continue to work on collecting adequate documentation. 38

39 Course Codes

Statewide Course Codes  Required for Teacher Student Data Link  Course mappings schedule  Map and load courses by Thursday, March 26th  Required for all districts  Look for upcoming trainings in February  More information 

41 English Language Proficiency Act

English Language Proficiency Act (ELPA) 42 Colorado State Board of Education approved the final ELPA Rules on Wednesday, December 10, 2014:  Beginning with Student October 2014, ELPA funding is for 5 years from K-12  Previously it was for 2 years  Calculation will be based on  Previous year’s Student October data o T hus for Student October 2014, calculation uses Student October 2013 data  Monitored Year 1 (M1) and Monitored Year 2 (M2) now included in the calculation  Calculated funding is 75% NEP and LEP and 25% M1 and M2

English Language Proficiency Act (ELPA) 43 The Office of Federal Programs has updated the CDE ELPA website with: The approved ELPA Rules Guidance on allowable use of ELPA funds allocations Updated contact information

English Language Proficiency Act (ELPA) Reports 44 Under ELPA, districts have an obligation to distribute to each charter school 100% of the amount that the district receives from English Learners (ELs) enrolled in each charter school ( (II) (B) (b)) CDE will generate student level EL reports by school Reports are not in Cognos Because this data contains student level PII, CDE will make the reports available only through a secure file transfer to individual districts. The window for requesting the student level school reports began January 5, Please have your superintendent Lindsay Swanton, Corey Kispert, with the name and contact information for the district representative who will be responsible for receiving the secure file transfer.

45 Special Education December Count

THANK YOU 46 January 14 th was a big deadline for the collection and I want to send out a big huge EVERYONE really buckled down to get to zero errors in preparation for the duplicate process.

DUPLICATE PROCESS 47 CDE begins generating numerous duplicate reports today and will begin sending out spreadsheets January 22 nd Administrative Units will make the changes to resolve the duplicates which may result in staff changes so please plan to be available from the 22 nd of January through February 3 rd to resolve the various modifications needed.

 Kristi Gleason SPED December Count collection coordinator  –  SPED December Count Data Team Members:  Lindsey Heitman –  Orla Bolger – (out of the office until end of  For “technical” support questions, please and remember to cc the SPED December Count data team. Special Education December Count Contact Information 48

49 Next town hall: Thursday, January 22, a.m.-10a.m. Happy Martin Luther King Day “Faith is taking the first step even when you can't see the whole staircase.” ― Martin Luther King Jr.Martin Luther King Jr. “If I cannot do great things, I can do small things in a great way” ― Martin Luther King Jr.Martin Luther King Jr. “Find a voice in a whisper.” ― Martin Luther King Jr.Martin Luther King Jr.