Data Pipeline Town Hall December 8th, 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 4/25/2018 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 Student October Student End of Year Teacher Student Data Link (TSDL) Human Resources Special Education December Count Pre-ID Extract & SBD Reviews Directory
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory (Board Membership) RITS EDIS Periodic December Finance Interchanges Staff Student Special Education December Count IEP TSDL 9
Open Data Pipeline Collections 4/25/2018 Open Data Pipeline Collections Snapshots Student End of Year Student October Human Resources Special Education December Count Coming Soon Pre-ID extract for CMAS, CoAlt, CO PAST 10 and CO SAT (Dec 16th) 10
Student October 11
2016-2017 Student October Signature Page Get it signed by Secretary of Board of Education Deadline is Thursday December 8, 2016 Please request extension if necessary Scanned and emailed is preferred method of sending them Faxed is still allowed 12 Student Interchange/October— Morgan Holmgren — holmgren_m@cde.state.co.us
2016-2017 Student October Data is finalized Data will be released to the public on January 12th, 2017 End of Collection Survey Please take 10-15 minutes to complete a survey about the 2016-2017 Student October Collection https://www.surveymonkey.com/r/1617-std-oct 13 Student Interchange/October— Morgan Holmgren — holmgren_m@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. Contact Morgan Holmgren: 303-866-6961 Holmgren_m@cde.state.co.us 14
Student End of Year 15
4/25/2018 Sign Off Sheets Thank you to those that have sent in your sign off sheets for the collection! We are still in the process of finalizing data for EOY. Because of the delay in our ability to finalize, sign off sheets will continue to be accepted through next Thursday 12/15 Submitted sign off sheets will be accepted as long as your rates have not changed Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 16 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
4/25/2018 Sign Off Sheets Most rates for most districts are properly set and can be signed off on If there is a concern that the finalization of rates has impacted your district in ANY way, you will be specifically contacted by me Scenarios where student’s AYGs are adjusted in this part of the process include non-12 grade GED completers in their first year of high school and high school students that change district and grade level during their first year in high school Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 17 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
Data Review and Release 4/25/2018 Data Review and Release State wide rates will be publically released on January 19th All school and district rates are embargoed from public release until that date You can share these rates internally with your administration and school boards for planning purposes Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 18 Student End of Year — Duncan Anderson — 303.866.6970. 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. 19
Teacher Student Data Link (TSDL) 20
Course Instructor File Updates No file layout updates Educator of Record field is now required, must be reported as either code: 01 Educator of Record - An individual assigned primary responsibility for a student's learning in a subject/course with aligned performance measures. 02 Contributing Professional - An individual assigned responsibility to provide additional services that support and increase a student's learning in a subject/course with corresponding aligned performance measures.
Course Enrollment File Updates Verified field – being removed next year. This field can be reported with a valid code or left blank for 2016-17. Added fields: Term, Credits Granted and Final Grade: Term- The time frame when instruction occurred. Required for all records. Credits Granted – The credits granted to the student in Carnegie units for completing a given course or section of a course (e.g., 1.0, .50, .25, .20). Required for Migrant Students only. Final Grade – For courses that have had credit granted (course completion status reported as ‘Completed – Pass’, ‘Incomplete/Partial’, or ‘Withdrew’ codes 2, 3 or 4); a final indicator of student performance in a class at the time of withdrawal as submitted by the instructor. Required for Migrant students only. 22
Resources File layouts, templates, business rules, authority, process and checklist of steps and previous training slides can be referenced at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Contacts: Hai Huynh - Huynh_H@cde.state.co.us or 303.866.3801 Annette Severson – severson_a@cde.state.co.us or 303.866.6824 23
Human Resources 24
HR Timeline December 1st: Official Count Date 8th: Snapshot created at least once 15th: Interchange files error free January 19th: Snapshot created at least twice 19th- 26th: Review Special Ed data reports and Assist with special education duplication process as needed February 2nd: Snapshot error free 2nd – 16th: Review reports 16th: Snapshot must be finalized on or before this date Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
HR Defects In Progress: Corrected: HR110- warning for evaluation ratings should not be showing schools with evaluation waiver HR048 causing an error incorrectly for staff that are no longer teachers and/or SSPs Alternative Licenses are not all showing in Teacher with Licensure Information report HR038/HR053: Subject Area of Degree should only be required for teachers teaching 7th grade or above. Errors are showing incorrectly for others. Corrected: HR073 through HR078 now accepting code 05 incorrectly 26 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
Staff Q and A Sessions Thursday, December 1st from 2:30 to 4 Tuesday, December 13th from 1 to 2:30 pm To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-866-764-6750 Please send topics or questions ahead of time if possible 27 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
Resources Staff Interchange: http://www.cde.state.co.us/datapipeline/inter_staff Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr Contact: Annette Severson (303) 866-6824 Severson_a@cde.state.co.us 28 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
December Count Data Collection Special Education December Count Data Collection 29
Special Education December Count Annual Thursday, December 1st, 2016 is the Official Annual Count of Students with Disabilities in the State of Colorado and the associated Staff members who serve them. 30
Special Education December Count Trainings Staff Approval Matrix Training http://www.cde.state.co.us/datapipeline/snap_sped-december IEP Training http://www.cde.state.co.us/datapipeline/inter_sped-iep Staff Training http://www.cde.state.co.us/datapipeline/inter_staff November 29th December Count Training http://www.cde.state.co.us/datapipeline/snap_sped-december Special Education December Count Training Tuesday, November 22nd, 9-10 am – Snapshot Tuesday, November 29th, 9-10 am - Snapshot Tuesday, December 6th, 9-10 am – Office Hours Tuesday, December 13th, 9-10 am - Office Hours Tuesday, December 20th, 9-10 am - Office Hours Tuesday, January 10th, 9-10 am - Office Hours To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 31 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
TIMELINE November 3rd: Snapshot Open 17th: Interchange Files uploaded at least once December 1st: Official Count Date 8th: Snapshot created at least once 15th: Interchange files error free January 19th: Interchange and Snapshot Errors must be resolved 20th - 26th: Review Staff and Student Reports 26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS February 1st-9th: Research and resolve duplicates and data validity issues 9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved 9th-16th: Final Report review 16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS 32
Special Education December Count Assistance Needed? We are here to help…send an email or pick up the phone! No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing. Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process. Email protocol – please include: District # and Administrative Unit # Phone number where you may be reached Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue. 33
Special Education December Count SAM Contact Information Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Email: rossini_l@cde.state.co.us Phone: 303 866-6688 Kristi Gleason – Special Education December Count Custodian Data Services Office Email: gleason_k@cde.state.co.us Phone: 303-866-4620 34 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Contact Information Kristi Gleason – Special Education December Count Collection Lead Data Services Office Email: gleason_k@cde.state.co.us Phone: 303-866-4620 Lindsey Heitman Data Services Email: heitman_l@cde.state.co.us Phone: 303-866-5759 Orla Bolger Exceptional Student Services Unit Email: bolger_o@cde.state.co.us Phone: 303-866-6896 35 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. Kristi Gleason (303) 866-4620 gleason_k@cde.state.co.us 36 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Pre-ID Extract & SBD Reviews 37
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Pre-ID Extracts Purpose To provide vendors student assessment registration information Optional data clean up deadline: COB Friday, 12/16 All assessments (except ACCESS for ELLs) CMAS (Science/social studies, ELA/math, CSLA) CoAlt (DLM ELA/math, CoAlt science/social studies) CO PSAT 10/CO SAT See pages 10-11 of the 2015-2016 SBD manual for instructions. CDE will pull October count data for districts without untagged data in the Student Interchange Student Demographic and School Association files. 38 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Reviews Assessment SBD Review Window ACCESS for ELLs 03/13/17-03/24/17 CO PSAT 10/CO SAT* 05/15/17-05/24/17 CMAS Science/social studies CoAlt science/social studies ELA/math (PARCC ) CSLA 05/22/17-06/01/17† DLM 06/19/17-06/27/17 *Will count for accountability reporting beginning in 2017 †Tentative 39 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 2016-2017 SBD Reviews Please provide the assessment unit your feedback! SBD manual: http://www.cde.state.co.us/assessment/2016sbdmanual SBD training webinar: https://enetlearning.adobeconnect.com/p76tesubo6b/?launcher=false&fcsContent=true&pbMode=normal Questions? Melissa Mincic mincic_m@cde.state.co.us 303.866.6281 Jasmine Carey carey_j@cde.state.co.us 303.866.6281 40 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Directory 41
Non-Public Directory If you get Non-Public Forms please forward them to: Dennis St. Hilaire st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Blank Non-Public Forms can be found at: http://www.cde.state.co.us/datapipeline/yr_directory If a non-public school closes within the boundaries of your district please let me know. 42
Thursday, December 15th, 2016 9 a.m.-10 a.m. Thank you for joining us today! Oh, the weather outside is frightful but the fire is so delightful, and since we’ve no place to go, let it snow, let it snow, let it snow! Next Town Hall: Thursday, December 15th, 2016 9 a.m.-10 a.m. 43