Data Pipeline Town Hall April 7, 2016 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
Important Reminder Lists are generated from IdM groups LEAs are responsible for maintaining the groups Please be sure to update accounts for changes including no longer at your LEA, change of email, names, adding phone numbers. Thank you 3
Importance of Data Privacy 4/14/2018 Importance of Data Privacy Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII). Name, address, personal identifier Other indirect identifiers (e.g., date or place of birth) Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3) 4
How to Share Data Check local policies for restrictions Use secure-file transfer protocols Call CDE with questions about how to transmit PII securely Do not send PII over e-mail or fax Do not use PII in trainings Do not share PII with unauthorized individuals Do not share passwords For more information http://www.cde.state.co.us/dataprivacyandsecurity 5
Today’s Agenda Open Collections in Data Pipeline Identity Management Discipline System Outage April 12th READ Collection Teacher Student Data Link (TSDL) Student Discipline and Attendance (SDA) Student End of Year Student AYG Confirmation of Attendance/Record Request Report Card March Student Biographical Data CDE Data Collections Regional Tour Data Pipeline Users Group Access SBD Merging of Student Demographic Data
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory 4 Day School Week School Code Changes RITS EDIS Periodic Report Card March (Closes April 8th) 9
Open Data Pipeline Collections 4/14/2018 Open Data Pipeline Collections Snapshots Student End of Year (Soft Open) Teacher Student Data Link READ Coming Soon Special Education Discipline (Interchange open April 11th) 10
Identity Management 11
Identity Management Upgrade CDE is extending the final cut over date to April 26th Issue discovered with multi-organization LAM in delegated administration application LEA’s can continue to use both the legacy system through that date New release coming out this week to address other know issues All users and roles continue to be migrated from 10g to 11g Questions and Answer sessions continuing through April Will continue on Tuesday’s from 9-10 am Meeting topics for next week – New release issues addressed Allow LEA’s to ask questions after the official cut over We will be sending out a reminder email out Monday’s Don’t wait for the meeting, report any issues right away 12
Identity Management Upgrade Meeting Information: The URL: https://cdeinfotech.adobeconnect.com/lam/ Conference Bridge 1-866-764-6750 CDE continues to monitor how may LEA’s are moving over Number of LEA’s moving over slowed down over the past week Questions or concerns about the rollout? 13
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 14
(Students with Disabilities Uploaded by Districts) Discipline (Students with Disabilities Uploaded by Districts) 15
DISCIPLINE (Students with disabilities) Interchange Opening Districts may start uploading discipline interchange on April 11th Happy Submitting! 16
Technical Assistance Gleason_k@cde.state.co.us; Heitman_l@cde.state.co.us; Remember to include the Administrative Unit and District Number, Collection, and Subject. If you are getting a specific error or have an issue with a particular report provide the business rule or report name. Email datapipeline.support@cde.state.co.us with technical issues and copy the team. Just a phone call away Kristi 303-866-4620 17
System Outage April 12th 18
Tuesday weekly maintenance Just a reminder CDE does weekly maintenance on Tuesdays between 5:00 PM and 10:00 PM. System will be down for extended time this week on April 12th Planned outage from 5:00 PM until possible midnight System will be unavailable during this time 19
READ Collection 20
READ Data Collection Purpose: Criteria: The purpose of the READ collection is to determine per-pupil funding for students who are identified as having a significant reading deficiency at the end of the school year Criteria: Create and submit records for all students who: Are in K-3rd grade enrolled at the time of data submission AND 4-12th grade students who are included in the READ cohort from any district For the 2015-16 school year you will include all K-3 students enrolled on the date of submission and 4-6 grade cohort students 21
2015-16 READ Data Element Updates 4/14/2018 2015-16 READ Data Element Updates How do identify your cohort students: 1. Run the Extract Report in COGNOS – “Student extract of 4-12 graders with a significant reading deficiency in the prior year” 2. Run this report for the current school year (2015-2016). Districts will be able to download an excel file pre-loaded with all READ fields for 4-12 graders except for the READ Plan field. 3. Districts must add the value for READ Plan ( 0 or 1) to indicate if the cohort student remains in the cohort or if they have exited from the cohort based on READ Plan ( 0 – No or 1 – Yes) 4. Districts will then remove the Entry Grade Level column and copy and paste this information into their READ file before submitting data IMPORTANT: Districts must ensure that the student interchange is updated prior to running this report This report now includes grade level! For your 4-6th grade cohort students, you are only reporting the 4-6th grade students that appear in your cohort. NOT all of the 4-6 grade students who are enrolled. 22
2015-16 READ Data Element Updates Changes for students identified as having an IEP and the subsequent changes to the collection codes READ Status now excludes READ Status of 3 (3rd grade student took CoAlt or K-2 student eligible to take CoAlt) READ Test now excludes READ Test of 05 (Exemption: Special Education) READ Test now includes READ Test of 13 (Special Education student tested using alternative approved measures) READ Score for READ Test 13 will be ‘8888’ 23
COGNOS Reports Report that allows a view of your entire file with grade level included Pre-populated excel file of your 4-6 grade cohort students 24
Identity Management Roles 4/14/2018 Identity Management Roles Before you do any loads to Data Pipeline, ensure you have the correct roles: For uploading and editing the READ file: Submit and Modify Role REDLEAUSER For uploading, editing and submitting READ file: Approve Role REDLEAAPPROVER This is the group of people who will receive all communications for our collection through our list serve You will need to ask your Local Access Manager (LAM) for the necessary rights if you do not have them Please contact the READ collection manager (Whitney Westgaard) if you do not know your LAM to obtain this information 25
READ Collection Key Dates 4/14/2018 READ Collection Key Dates April 1: READ collection opens May 15: All districts create and submit beginning READ file to ensure correct file layout June 16: Districts complete submission of READ files by close of business – all submissions are finalized and submissions will be locked July 1: Districts resubmit with duplicates removed from file – the READ collection closes July 27: Final SRD numbers and funding are emailed to districts READ respondents and superintendents Week of August 10: Anticipate distribution of READ funds to districts 26
4/14/2018 READ Resources READ resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeline Data collection timeline Data Elements File layout (no change) Business Rules Webinar trainings (recorded webinar from 3/31) Additional resources – Frequently Asked Questions and Assessment Cut Scores 27
Questions? THANK YOU! Contact Whitney Westgaard 4/14/2018 Questions? Contact Whitney Westgaard Email: Westgaard_W@cde.state.co.us Phone: 303-866-6421 THANK YOU! 28
Teacher Student Data Link 29
Important Dates Statewide Standard Course Code Submission Interchange: Open year round Must be completed prior to uploading TSDL interchange files Deadline is March 31st 2016 Interchange: Open November 2, 2015 Remains open throughout the year Snapshot: Opened Monday, February 29, 2016 GOAL: “Submit to CDE” by June 30, 2016 Finalize by Friday, August 26, 2016 30
Managing the Collection – suggested dates to ensure success 4/14/2018 Managing the Collection – suggested dates to ensure success Friday, March 11, 2016 – have 1 TSDL file submitted Friday, March 25, 2016 – have both TSDL files submitted Friday, April 8, 2016 – have 1 TSDL file error free Friday, April 29, 2016 – have both TSDL files error free Friday, May 6, 2016 – have TSDL Snapshot created to review reports Friday, May 27, 2016 – TSDL Snapshot “submit to CDE” ACTUAL DEADLINE: Approvals must be completed on or before August 26, 2016 31
Common Errors/Warnings 4/14/2018 Common Errors/Warnings TD027 – This is just a warning to say that the “Verified” field will be required next year and N/A will not be an option. TD042 – Need to map courses to corresponding SCED. Joslyn DONE 32
Bug Updates TD032 – School Codes missing in the file 4/14/2018 Bug Updates TD032 – School Codes missing in the file Resolved this week for closed and private schools Schools with PK-K only are still causing the error incorrectly COGNOS Reports – Working on a resolution for time Select only 1-2 errors to review details at a time Use Pipeline Error Reports if possible (summary errors pertaining to schools only available in cognos) The more errors in the file, the longer the cognos reports will take Joslyn DONE 33
Resources Please contact us with any questions: Deadlines http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File Layouts and Definitions Business Rules Training Process and Checklist of Steps Please contact us with any questions: Joslyn Robich: robich_joslyn2@cde.state.co.us Annette Severson: severson_a@cde.state.co.us Kevin Smith: smith_k@cde.state.co.us 34
School Discipline and Attendance 35
School Discipline and Attendance (SDA) 4/14/2018 Discipline Interchange/ Discipline Snapshot School Discipline and Attendance (SDA) Interchange/Snapshot Student Level Data ONLY Students with disabilities are included Districts submit data in pipeline; AU’s create and finalize Discipline Snapshot data Periodic Collection School Level Data count of incidents count of students ALL Students disciplined counted and reported Districts Submit data and finalize data within ADE 36
Available Resources 2015-16 Summary of Updates 2015-16 Training Dates and Timeline Calculating Attendance in Online Schools SDA Frequently Asked Questions SDA Process Document Behavior Statutes and Clarifications Guide for Determining Most Serious Incidents File Layouts, Timeline, Trainings, Business Rules, and Templates Data Pipeline -> Periodic Collections -> School Discipline and Attendance: http://www.cde.state.co.us/datapipeline/schooldisciplineattendance 37
Training Dates and Timeline Posted at: http://www.cde.state.co.us/datapipeline/sdatrainingsandtimeline_20152016 SDA Trainings (identical): Thursday, April 28th from 3 to 4 pm Monday, May 9th from 2 to 3 pm Wednesday, May 4th from 12 to 1 pm Tuesday, May 17th from 11 to 12 (noon) SDA Timeline: Monday, May 9th – Collection Opens Friday, June 10th – Upload at least 1 file and update ‘No Reportable Incidents’ tab Thursday, June 16th – All applicable files uploaded Thursday, June 23rd – All applicable files are error free Thursday, June 30th – All files are finalized 38
Review of SDA File Updates Firearm (GFSA) Discipline File Addition of Grade Level in file layout Discipline by Student Demographic File Removal of the Habitually Disruptive Students field Attendance Data File - No updates Annette 39
Review of SDA File Updates Discipline by Action File: Behavior Code Updates: Drug Violations – no longer includes marijuana violations Detrimental Behavior – includes incidents of bullying Marijuana – added Sexual Violence/Battery (other than Rape) – added Rape or Attempted Rape – added Referral to Law Enforcement – definition updated All changes posted at: http://www.cde.state.co.us/datapipeline/2015-16_summaryofupdates_sda 40
Questions? Contact Annette Severson at severson_a@cde.state.co.us for assistance Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 41
Student End of Year 42
2015-16 End of Year Schedule Regular Process 4/14/2018 2015-16 End of Year Schedule Regular Process Monday, February 1st – Student End of Year snapshot soft open. Districts may upload interchange files and create snapshots as process enhancements continue to be made to final snapshot Monday, May 2nd – Student End of Year snapshot hard open. Updated edits are live. Thursday, June 2nd – All districts create an End of Year snapshot. Snapshot must contain records Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 43 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
4/14/2018 2015-16 End of Year Schedule Full timeline now available: http://www.cde.state.co.us/datapipeline/snap_eoy Business Rules documentation will continue to be clarified and updated as we approach the hard open. Interchange files are the same as you’ve updated all year, the business rule changes help provide clarification to the process If you are new and would appreciate a more detailed walkthrough of the EOY process, please contact Duncan to schedule an introductory training. anderson_d@cde.state.co.us — (303)-866-6970 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 44 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Student AYG 45
Anticipated Year of Graduation for Student End of Year 4/14/2018 Anticipated Year of Graduation for Student End of Year Students are assigned an Anticipated Year of Graduation (AYG) in End of Year when they first attend high school in Colorado after 10/1 of a school year. AYG is determined based off a student’s grade plus the number of years it would take the student to complete on-time: Grade First Year in HS in CO AYG 9th 2015-16 2018-19 10th 2017-18 11th 2016-17 12th Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 46 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Anticipated Year of Graduation for Student End of Year 4/14/2018 Anticipated Year of Graduation for Student End of Year Districts can see the AYG of their students by downloading the EOY Snapshot Records report in Cognos Districts can see the students in the upcoming, current and historic graduation cohort groups using the EOY Student List – Students from Current AYG Cognos report Please contact Duncan if there are any questions concerning a student’s assigned AYG Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 47 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Anticipated Year of Graduation for Student End of Year 4/14/2018 Anticipated Year of Graduation for Student End of Year A student’s AYG is initially set based just your district’s data and can very infrequently be subject to change once other districts have finalized their EOY submission in December. This can impact graduation rates. The most common scenario where this occurs is if a student transfers between districts and changes grade levels during their first year of high school. The higher grade level determines AYG. Development is working on a new Cognos report and email notification if this occurs in your district. More information will be available as we approach that phase of the collection. Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 48 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 49
Confirmation of Attendance/Record Request 4/14/2018 Confirmation of Attendance/Record Request Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 50
Student End of Year Documentation 4/14/2018 Student End of Year Documentation CDE needs to account for student transfers between school districts in the End of Year collection This is usually accomplished by having one district (the “originating” district) exit a student with a 13 and the other district (the “receiving” district) report attendance for the student later on in the year When the receiving district does not report the student, then the originating district must provide adequate documentation of Confirmation of Student Enrollment and Attendance (basically a signed form from the receiving district stating the dates that the student enrolled AND began attending) Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 51 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Right now, the process typically works like this: Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson) Right now, the process typically works like this: Student leaves Originating District Student enrolls in Receiving District Receiving District Sends Records Request to Originating Originating district sends records, considers the student transferred Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us Error in EOY Originating district sends a Request for Confirmation of E & A form Receiving district confirms attendance of student Originating district request CDE exception 52 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Originating district sends a Request for Confirmation of E & A form Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson) So the goal is for the process to have fewer steps and not require waiting until November to obtain documentation Originating districts requested the ability to submit records requests from the receiving district as documentation of transfer. However, the standard template of the record request form can’t be used because does not have the Date of Enrollment and Date of Attendance lines Those lines have been added to the new template and change the process to look like this: Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 53 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us Originating district sends a Request for Confirmation of E & A form
Process using the NEW template: Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson) Process using the NEW template: Student leaves Originating District Student enrolls AND ATTENDS in Receiving District Receiving District Sends new Records Request/Confirmation form to Originating Originating district sends records, considers the student transferred Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us Error in EOY Originating district uses the Records Request/Confirmation form as adequate documentation and submits exception to CDE 54 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us Originating district sends a Request for Confirmation of E & A form
English Template http://www.cde.state.co.us/node/27747 Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson) English Template http://www.cde.state.co.us/node/27747 Spanish Template available soon This is an optional, additional template added for districts to use as Adequate Documentation This form can replace regular Record Request forms in situations where the student has enrolled and begun attending their new school Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 55 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
More information on adequate documentation: Records Request/Confirmation of E & A (Student End of Year – Duncan Anderson) More information on adequate documentation: http://www.cde.state.co.us/datapipeline/seyadequatedocs These forms can be modified to suit the needs of individual districts and schools, but should still communicate the same information. Please let me know if you have any questions on usage or suggestions to improve the template Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 56 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 57
Report Card March 58
Report Card March Report Card March Collection is open until April 8th. Remember to approve the Report Card March Collection. (Some districts are forgetting this step) Please send in the signed Superintendent forms. File layouts and definitions can be found at: http://www.cde.state.co.us/datapipeline/per_report-march If you have any questions please contact Dennis St. Hilaire at st.hilaire_d@cde.state.co.us or call 303-866-6840.
Student Biographical Data 60
Future SBD Dates SBD for CMAS (includes PARCC) SBD for ACT SBD for DLM Tuesday, May 31st, 2016 to Thursday, June 9th, 2016 SBD for ACT Monday, June 13th, 2016 to Monday, June 20th, 2016 SBD for DLM Monday, June 20th, 2016 to Monday, June 27th, 2016 SBD for PSAT To be determined
Contact Information Suggestions or Questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For general questions about SBDs, please contact Jasmine Carey carey_j@cde.state.co.us or Melissa Mincic mincic_m@cde.state.co.us You can also call the general phone number for the Assessment Unit at 303-866-6929 and Margo will direct you to the person who can best answer your question.
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 63
CDE Data Collections Statewide Tour 64
Statewide Tour Upcoming locations Email was sent out yesterday Wednesday, April 27, Jefferson County (Golden) Monday, May 2, Douglas County Wednesday, May 4, Colorado Springs Monday, May 9, Ft. Morgan Email was sent out yesterday 65
Statewide Tour Trainings will be two sessions Morning 9:00 – 12:00 Geared towards people new to data collections or who would like a refresher Introduction and Overview of system Why CDE collects the data Lunch on your own Afternoon 1:00 – 4:00 More advanced material covered plus additional information including: Data Privacy Common concerns 66
Statewide Tour Who should attend? People who work with RITS or EDIS Respondents who work with Data Pipeline collections Administrative Units and District data managers 67
Statewide Tour Please let us know if there is anything specific you would like to see at a training. Please register via email to Genevieve Hale(hale_g@cde.state.co.us) or Kevin Smith(smith_k@cde.state.co.us) Indicate if attending morning, afternoon or both Include full name, email, and phone number in case of cancellation Any specific questions or material you would like to see 68
Data Pipeline Users Group 69
Data Pipeline Users Group Next meeting is Thursday, April 14th from 2:00 – 3:00 Potential discussion items Kindergarten readiness Individual Career and Academic Plan (ICAP) Graduation Guidelines SBD Processing Collecting Military family designation 70
ACCESS SBD Merging of Student Demographic Data 71
SBD using student profile data Open discussion Feedback welcome Request to be able to tag students for the SBDs Other suggestions Thoughts? 72
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 73
Thursday, April 14th, 2016 9 a.m.-10 a.m. Thanks for joining us today! Next Town Hall: Thursday, April 14th, 2016 9 a.m.-10 a.m. 74