2016-17 Staff Interchange Annette Severson Kristi Gleason September 2016

Agenda Staff Interchange Overview Timeline Staff Profile Staff Assignment General Updates Additional Information 2

Staff Interchange Overview 3

Structure of Staff Reporting General Education Staff – reported by the District/BOCES of location Special Education Staff – reported EITHER by the district/BOCES of location or the Administrative Unit This must be determined locally and agreed upon by all impacted entities If the District/BOCES is reporting the staff member, then the AU should not be report that staff member and vice versa

Interchange Process Create/Update Data Files Upload files in Format Checker Upload files in Data File Upload Review Batch Maintenance Review Error Reports in Cognos Correct Data Files in Source System Once No Errors in All Files Needed -> Create Snapshot 5

Snapshot Process No errors? Review Reports and Finalize if Accurate 6 Interchange files uploaded and error free Create Snapshot Additional Business Rules Errors? Correct Errors in Interchange Files Upload corrected interchange files No errors? Review Reports and Finalize if Accurate 6

Staff Interchange Files Staff Profile General information per staff Only 1 record per staff Must be uploaded first Staff Assignment Provides specifics to actual duties and locations Multiple records per staff allowed 7

Staff Interchange Uses Staff Interchange files are used in the following snapshots: Human Resources Pull all error-free records from the Staff Assignment Association file that match the following criteria: Start date is December 1st or prior to December 1st of reporting school year End Date is either blank or post December 1st of the reporting school year Special Education Assignment Flag is coded 0 (non-Special Education) Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker) Employment Status Code = 11, 12, 13, 23 or 26 Special Education December Count Teacher Student Data Link Snapshot 8

Human Resources Snapshot Details Overview: General education staff data as of December 1st of each school year including teacher turnover rates, teacher student ratios, average experience, etc. must be provided annually Legislation: Commissioner – duties statistics required, 22-2-112(k), C.R.S.; Board of education – reporting requirements 22-32-109.1(II)(K)(VII), C.R.S.; Performance reports – contents – rules, 22-11-503(3)(e), C.R.S.; Use of aggregate data – educator preparation programs, 22-68.5-102.5 C.R.S.; Licensed Personnel Performance Evaluation, 22- 9-101 C.R.S. 9

Human Resources – Record Criteria Error-Free Data records from the Staff Interchange files are included in the HR snapshot if: Start date is December 1st or prior to December 1st of reporting school year End Date is either blank or post December 1st of the reporting school year Special Education Assignment Flag is coded 0 (non-Special Education) Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker) Employment Status Code = 11, 12, 13, 23 or 26 EDID is reported in both Staff Profile & Assignments interchange (Profile and educational background) and Staff Assignment Association File files for reporting district. 10

Human Resources – Use of Data EDFacts – federal reports SchoolView.org/Data Center Performance Reports – staff statistics Media and external data requests Colorado Department of Labor and Employment Colorado Department of Higher Education 11

Special Education December Count Snapshot Details Overview: The Special Education December Count collection is an annual count of Eligible Students under Part B of the Individuals with Disabilities Education Act (IDEA) as of December 1st. Special Education December Staff Data is also required to obtain actual data on special education staff employed by administrative units on December 1st of each year. Federal Regulations: 34 CFR 300.602 State uses of targets and reporting (a) General. Each State must use the targets established in the State’s performance plan under Section 300.601 and the priority areas described in Section 300.600(d) to analyze the performance of each LEA. (b) Public reporting and privacy—(1) Public Report. (i) Subject to paragraph (b)(1)(ii) of this section, the State must— (A) Report annually to the public on the performance of each LEA located in the State on the targets; Use of aggregate data – educator preparation programs, 22-68.5-102.5 C.R.S.; Licensed Personnel Performance Evaluation, 22-9-101 C.R.S. 12

Special Education December Count- Record Criteria Error-Free Data records from the Staff Interchange files are included in the Special Ed Dec Count snapshot if: Special Education Flag = 1 Start date is December 1st or prior to December 1st of reporting school year End Date is either blank (not ended) or post December 1st of the reporting school year EDID is reported in both Staff Profile & Assignments interchange (Profile and educational background) and Staff Assignment Association File files for reporting district. Records with the following Employment Status Codes will be included: 11, 12, 13, 23, 25 or 26 13

Special Education December Count– Use of Data EDFacts – federal reports Report on educator effectiveness Compliance record review Monitoring Provide information regarding the fiscal impacts of the numbers Indicator reporting Public reporting Legislature requests Research requests Consultant analysis to support technical assistance needs in the state 14

Teacher Student Data Link –Snapshot Details Overview: Capture the data from the TSDL interchange in each course instructed during the reported school year and combine with other data within the warehouse that enables districts to utilize a comprehensive data report. For additional information: http://www.cde.state.co.us/datapipeline/tsdl Legislation: Commissioner Duties- reviewing the content of educator preparation programs in Colorado, C.R.S. 22-2-112 ( p-q); Monitoring of Written Evaluation System, C.R.S. 22-9-106 ( 1.5) ( a-b); Rules for administration of a statewide system to evaluate the effectiveness of licensed personnel employed by school districts and boards of cooperative services1 CCR 301-87(6.04) (i), (A), (C) (2) (b, d, and e), and (C) (3) (a); and Student Performance by Course Level, C.R.S. 22-11-5-3.5 ( I-II). 15

Teacher Student Data Link – Uses of Data EDFacts Civil Rights Data Collection (CRDC) report for the Office of Civil Rights Colorado Department of Higher Education Note, the staff interchange is only used for business rule reference in TSDL 16

Data Accuracy Concerns Review, Review and Review BEFORE Accepting! Business Rules do not catch all incorrect data Cognos Reports are built to assist districts with reviewing their data BEFORE it is published online Not seeing something that would be helpful? Please let me know Media, Parents, Researchers all use this data Advocates and legislators also use this data Again, review all data reports before accepting!

Timeline

Staff Interchange Timeline Staff Interchange open September 1st Remains open throughout year Data from interchange files used for: Human Resources Snapshot (once finalized, data is locked) Special Education December Count (once finalized, data is locked) Teacher Student Data Link Snapshot (once finalized, data is locked) Interchange remains open until all 3 snapshots are finalized for the year

Human Resources Timeline November 3rd Snapshot Opens November 17th Must have both interchange files uploaded at least once December 1st Official Count Date December 8th Must create snapshot at least once December 15th Interchange files error free January 19th Create snapshot at least twice overall Jan 19th- 26th Review Special Education Report February 2nd All errors resolved (interchange and snapshot) Feb 2nd- 16th Review reports for accuracy February 16th Snapshot must be finalized

Special Education December Count Timeline November 3rd Snapshot Opens November 17th Must have all interchange files uploaded at least once December 1st Official Count Date December 8th Must create snapshot at least once December 15th Interchange files error free January 19th All errors resolved (interchange and snapshot) Jan 19th- 26th Review Staff and Student Reports January 26th Validity Certification Reports due Jan 26th – Feb 9th Student Duplication Process February 16th Snapshot must be finalized 21

Timeline - Resources Please reference detailed timelines online- much more information provided Human Resources Timeline: http://www.cde.state.co.us/datapipeline/2016-2017humanresourcestimeline Special Education December Count Timeline: http://www.cde.state.co.us/datapipeline/2016-2017specialeducationdecembercount 22

Timeline - Highlights December 15th – Interchange files error free Start early! Staff Interchange is open and files can be uploaded multiple times throughout process December 15th – Interchange files error free Earlier than in previous years to assist with snapshot overall process These are the basic rules- are the codes valid, are all records included, etc.? January 20th – 26th – Review week Districts MUST REVIEW Special Education Staff Report (Cognos) AUs review reports in detail and make any data corrections deemed necessary 23

Staff Profile 2016-17 Updates 24

Staff Profile: Updates Removed Fields: Staff’s Middle Name Ending (end) Date at School District Educator Preparation Program Updated Definition: Teacher Probationary Status - The probationary status of the teacher as defined in district/BOCES policy. The local policy should be compliant with Senate Bill 10-191. (Note: Required for All Teachers; job class codes between 201 and 206). (Note: Required for All Teachers; job class codes between 201 and 206).

Staff Profile: Evaluation Ratings Teacher/SSP Overall Performance Evaluation Rating AND Quality Standards 1 -6 required for: Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242) Librarians (job class code 216) Teachers (job class codes 201 through 206) New job class codes 222- Reading Interventionist and 223- Math Interventionist Principal Overall Performance Evaluation Rating AND Quality Standards 1-7 are required for: Principals and Assistant Principals (job class codes 105 and 106) 26

Staff Assignment 2016-17 Updates 27

Staff Assignment: Updates Field Names Updated: Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area Removed fields: Passed HOUSSE Provision Highly Qualified for Assignment

Staff Assignment: Code Updates New job class codes: 222 = Reading Interventionist 223 = Math Interventionist Updated job class code 241: Removed codes: Job class code 413 (Speech-Language Paraprofessional) Employment Status code 24 (Other) Speech-Language Pathology Assistant The speech-language pathology assistant (SLPA) serves as a member of an educational team, and holds an authorization by CDE to perform tasks prescribed, directed, and supervised by a certified speech-language pathologist (SLP), in implementing services for children/students with speech, language, cognitive, voice, oral-muscular, augmentative/alternative communication disorders, and hearing impairments in accordance with 1CCR 301-37, 4.11. 29

General Updates 30

Highly Qualified Status No longer required as it was under No Child Left Behind Continuing to collect data elements that might be needed for Every Student Succeeds Acts (ESSA) requirements ESSA requirements are currently being determined and will be implemented for 2017-18 reporting More information will be provided when available 31

Business Rules Not all business rules worked correctly last year which has been corrected All fields, except ‘End Date of Assignment’ cannot be blank Evaluation fields must be reported If Overall Rating is reported then the Quality Standard Ratings must also be reported 32

Additional Information 33

Trainings General Trainings: Tuesday, September 13th from 11:00 to 12:00 pm Tuesday, September 27th from 10 to 11 am Tuesday, October 25th from 1 – 2 pm Q and A sessions: Please send any questions prior if possible- that way we can be fully prepared to help Thursday, December 1st from 2:30 to 4 Tuesday, December 13th from 1 to 2:30 pm Webinar URL: https://cdeinfotech.adobeconnect.com/data_services/ Webinar Phone:1-855-397-4421 34

We realize the Staff Interchange/HR Snapshot/Dec Count Snapshot can all take considerable effort & time, just remember… 35

Resources Staff Interchange information: http://www.cde.state.co.us/datapipeline/inter_staff Annette Severson: severson_a@cde.state.co.us (also HR) Kristi Gleason: gleason_k@cde.state.co.us (also Dec Count) Human Resources Snapshot information: http://www.cde.state.co.us/datapipeline/snap_hr Special Education December Count Snapshot information: http://www.cde.state.co.us/datapipeline/snap_sped-december Additional Contacts: Lindsey Heitman: heitman_l@cde.state.co.us and Orla Bolger: bolger_o@cde.state.co.us 36

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