4/27/2018 CSI Spring Regional Meeting May 2017 Data Submissions Unit-Improvements CSI Data Team Janet Dinnen, Director of Data & Accountability Systems Julie Eddy, Data Manager Ryan Hartung, Data Submissions Coordinator

October Count--December Count--HR Survey Feedback 4/27/2018 October Count--December Count--HR Survey Feedback

Years of Experience—Including 16-17 4/27/2018 Years of Experience—Including 16-17 OC DC HR Less Than One: 30% 35% 16% One to Two: 39% 39% 37% Three or More: 31% 26% 47%

Overall Satisfaction—Submissions Process 4/27/2018 Overall Satisfaction—Submissions Process OC DC HR Satisfied 88% 87% 79% Dissatisfied 12% 13% 21%

Training and Materials Used 4/27/2018 Most Utilized Overall: 95% Weekly Progress Email 90% Training Webinar & Slides 70% File Layout and Definitions Popular Additional Materials By Collection OC General Data Submissions Training Modules Audit Training Webinar Audit Supporting Documentation Checklist Data Verification Strategies Checklist DC SPED Coding Scenarios Document Alpine Resources (CSI Website) HR Steps for Completing the HR Data Collection Prepopulated Files

Training and Materials/Resources Value 4/27/2018 Training and Materials/Resources Value File Layout and Definitions Documents CSI additions super helpful Weekly Progress Email Wonderful-please continue Awesome addition to communication Webinar Trainings Slightly helpful-need more basic training Felt redundant Need more real world application Other One on one phone calls with CSI SIS Contractor Support Extremely helpful

Activities Related to Submissions—Difficulty 4/27/2018 Activities Related to Submissions—Difficulty Most Difficult Least Difficult Fixing Errors Using/Updating SIS FileZilla Submissions Timeline/Deadlines Using Excel CSI Turnover Locating/Understanding Submissions Directions

Activities Related to Submissions—Difficulty Collection Specific 4/27/2018 Activities Related to Submissions—Difficulty Collection Specific Difficult Activities By Collection OC Fixing EL errors Earlier than usual submission deadlines DC Updating Alpine and extracting reports Coordinating with SPED staff Keeping up with new IEP students HR Having same deadline as DC Time intensive Coordinating with HR staff

Suggested Improvements from Schools 4/27/2018 Suggested Improvements from Schools Fixing Errors Provide more detailed instructions Individual assistance when error count is high Documentation Clearer and more organized Checklists on more submissions Review SPED coding scenarios at start of school year—maybe at Bootcamp Organization of website materials—replace outdated SPED resources Tutorials on Excel Communication Continue Weekly Progress Emails Quicker turn around Hire full time SIS tech assistance staff One point of contact at CSI

Suggested Improvements from Schools 4/27/2018 Suggested Improvements from Schools Training Return to Tier 1/Tier 2 Approach (new staff training) Initial training for staff—chance to share best practices Training for SPED staff on how to enter data (early in year) Explain impact to December count of SPED input Webinars Provide earlier Less redundant—shorten intro Too many; replace with in person summer trainings More basic information (missing areas) Real world application/scenarios HR/DC training—information heavy and confusing Mini Trainings: Changes for this year SIS walk through Calendar/dates and resources available Best practices in maintaining data in SIS

Suggested Improvements from Schools Overall 4/27/2018 Suggested Improvements from Schools Overall SIS Related Knowing which system needs corrected—SIS, Alpine, both or the file extract How to use, update, pull report extracts More resources on all things Alpine Best practices in maintaining data in SIS

CSI Improvement Plans for 17-18 4/27/2018 CSI Improvement Plans for 17-18

CSI Data Team Vision and Goals 4/27/2018 CSI Data Team Vision and Goals The CSI Data Submissions Team’s purpose is work with the CSI portfolio of schools to ensure accurate data is submitted for state and federal data collections.

CSI Data Team Vision and Goals 4/27/2018 CSI Data Team Vision and Goals

CSI Data Team Vision and Goals 4/27/2018 CSI Data Team Vision and Goals

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Fixing Errors File Layouts and Business Rules with CSI Additions Currently most complete: EOY SPED EOY SPED Discipline School Discipline and Attendance Will be available for all 17-18 collections Works in progress—will be updated throughout the school year

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Review Student School Association (SSA) Business Rules with CSI Additions File

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Fixing Errors EL Guidance 17-18 changes to EL status and language fields CDE believes there will be less errors CSI will provide guidance and crosswalk for new codes

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Trainings Webinars General Improvements based on survey feedback Summary Report Trainings Step by step on how to review summary/certification reports Pilot will be the 16-17 End of Year Scheduled for August 15, 2017 at 10:00-11:00 AM (is on the CSI calendar)

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Trainings Continued In Person Pilot Plans Half to full day training with CSI for new school submissions staff State Reporting Conference (all submissions staff) Before start of school year Enrollment process and state reporting Count day routines Error resolution Using Excel for reviewing data SIS extract reports SPED coding scenarios

CSI Planned Improvements 4/27/2018 SIS Related System Set Up Workshops Possibly half day in July or August Separate for Infinite Campus and PowerSchool Topics such as calendar, attendance, enrollment, scheduling, state reporting, etc. State Reporting Manuals for IC and PS Report/file extracts for state reporting Help tools within each SIS

CSI Planned Improvements 4/27/2018 CSI Planned Improvements FileZilla Migrate to “Synplicity” Easier interface Goal to complete—beginning of SY17-18 More information will be emailed to schools Will schedule a webinar to walk through Plan is to transfer over previous year data

CSI Planned Improvements 4/27/2018 CSI Planned Improvements RITS/EDID CSI reviewing current processes Create step by step instructions for schools Searching for RITS/EDID Requesting new ID’s and changes to existing LASID--Issue with SPED collections SE 352 error code in child or participation files Consider standardized LASID coding practice for all CSI schools?

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Submissions Resource Bank Weekly Email Update—section asking schools to share reporting procedures and materials for state reporting i.e. checklists—processes—forms—procedures Schools can email those to submissions_csi@csi.state.co.us How would schools prefer to access materials?

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Data Reporting Handbook Registrar-like handbook for submissions staff Will include the 17-18 collections timeline Monthly tasks list—what you should be working on for each month-- (DRAFT) now available at https://docs.google.com/spreadsheets/d/1aS5hUdJzVB58JpvFKuWPUw5-yYRU0IZ-lkiBVnL20LI/edit?usp=sharing

CSI Planned Improvements 4/27/2018 CSI Planned Improvements Data Security/Privacy Review of new CDE security/privacy policies Sharing agreements—are they in place in all needed areas? Annual training

Any Additional Feedback or Items for Discussion? 4/27/2018 Any Additional Feedback or Items for Discussion?