Data Pipeline Town Hall August 20, 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 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
Town Hall Invitation 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
Introductions 4
Today’s Agenda Open Collections in Data Pipeline Civil Rights Data Collection Data Pipeline Users Group RITS Student End of Year October Count Teacher Student Data Link Special Education End of Year Special Education Discipline 5
Open Collections in Data Pipeline 6
Open Data Pipeline Collections Year Round Directory School Code Changes (Should have sent them to CDE by now) Ensure that your Superintendent, Principals and Key Personnel are up to date. Data from Directory will be going into publications soon. RITS EDIS Interchanges All Interchanges are open 7
Open Data Pipeline Collections Snapshots Special Education Discipline (Closes August 26th) Student Interchange (District) Discipline Interchange (District) IEP Interchange (Administrative Unit) Directory RITS 8
Open Data Pipeline Collections Snapshots Special Education End of Year (Closes October 13th) IEP Interchange (Administrative Unit) Student Interchange (District) Directory RITS 9
Open Data Pipeline Collections Snapshots Student End of Year (Closes September 10th) Student Interchange Title I SPED IEP Directory RITS 10
Open Data Pipeline Collections Snapshots Teacher Student Data Link (Closes August 28th ) Teacher Student Data Link Interchange Student Interchange (student demographics) Staff Interchange (staff profile) State Standard Course Codes 11
Open Data Pipeline Collections Other…. Math Science Partnership will be in ADE - Now Open (September 30, 2015) 12
Civil Rights Data Collection 13
2013-14 Civil Rights Data Collection As of Monday, August 17th 107 LEAs had certified. Thank you! 15 LEAs were 100% complete, but had not yet certified. Another 24 LEAs were 90% or more complete. You are close!!! Due date is August 21, 2015 (tomorrow) Need assistance? Contact CRDC Partner Support Center Email: CRDC@sanametrix.com Phone: (844) 338-2732 Notes: May request two week extension (especially if need a school removed.) Go into ‘Admin’ tab within CRDC system If any data appears incorrect, then overwrite. If find issues, work with CDE to correct for 2015-16 collection.
Data Pipeline Users Group 15
Data Pipeline Users Group August 2015 Reducing Manual Entry within RITS Match Tool Follow-up Program Code Follow-up OMB Clearance Package Bullying Information Gathering English Learner Edits Discussion SBD Improvement Project Update Data Privacy Team Architecture Team
Puttin’ on the RITZ 17
RITS Facts about RITS: RITS is basically a repository of student IDs. Data Pipeline feeds into RITS. Student data for students aged 23 is archived every summer. RITS only contains student data from infancy (Child Find) through aged 22. LEAs are responsible for updating any of their student information both for existing students and incoming students. Information for students who have left Colorado remain in the system from their last known district and this is not updated unless they return back to a district within Colorado.
RITS Things to remember… If you haven’t started, please begin submitting students for the 15-16 school year If student(s) has/have already been submitted do not resubmit again as this creates duplicates that have to be manually closed out and significantly slows down case reviews for everyone. Please ensure that there is complete information for all submitted students as incomplete or inaccurate information significantly slows down the issuance of SASIDS.
RITS Things to remember continued… Use only legal documentation for submitting names and dates of birth to RITS. Guidance on this can be found at http://www.cde.state.co.us/datapipeline/ritsguidance Use the match tool if uploading large batches this saves both you and CDE time
RITS Please remember not to use personally identifiable information (PII) when e-mailing staff at CDE. PII includes student names. If this occurs the e-mail will be deleted and you’ll be asked to resend using a secure file transfer. You may also call CDE staff. It’s vitally important that PII not be sent over unsecured e-mail as this compromises student data privacy. Shortly, CDE will be rolling out a new tool called Syncplicity to help with the issues of protecting PII. Details forthcoming…
RITS Batches are sometimes taking a little while to process. You should receive an e-mail letting you know that your batch has processed. Check your junk mail as well. If you don’t receive an e-mail within an hour or so of submission let me (Genevieve) know. CDE staff are working on the RITS match tool issues. For now on the Match Tool Page on the bottom left where it reads “submit indicator” choose “yes.”
RITS Often there are questions about codes. This link provides useful guidance on various codes including grade to age edits. http://www.cde.state.co.us/datapipeline/org_orgcodes
RITS RITS Contact Genevieve Hale 303-866-6612 hale_g@cde.state.co.us
Student End of Year 25
Student End of Year Issues Rule SE099 In district transfers associated with school closures and grade changes Modify system to check if the student attended highest grade at a school in the prior year Current work around - Request an exception Check school year drop down on error reports Student demographic and school association Make sure selecting 2014-2015 school year 26
Student End of Year Common errors which require exceptions SE049 – Student reported in October and not enrolled on October 1st in Student End of Year SE060 – Student on enrolled on October 1st in End of Year and not reported in October collection. SE061 – Student earned High School Equivalency (GED) SE168 – Grade to age error Free and Reduced lunch reset during rollover 27
Student End of Year Load all student files and clear errors Student School Association Advanced Course Completion Only needed if district offers AP or Post secondary courses Common reasons students excluded from snapshot Interchange errors Record missing from the interchange Primary School flag is not set correctly Attendance code other than 01 through 08 28
Student End of Year All districts should have an error free snapshot Validate Student End of Year data using reports Thank you to all districts who are being proactive completing snapshot I will be contacting districts who are not complete with their snapshot. DO NOT send sign off form These are due in December 29
Deadlines First submission to CDE September 10th All data must be submitted according to board rules 30
Trainings Training materials Exceptions or Questions? http://www.cde.state.co.us/datapipeline/snap_eoy PowerPoint and Recorded webinar Checklist for student end of year collection Step by step process documentation Exceptions or Questions? Kevin Smith Smith_k@cde.state.co.us 303-866-6723 31
October Count 32
Student October 2015-2016 Three changes this year New code of 4 in the special education transition field in the student demographic file New Home Based Education field in the student school association file New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file. Please see file layout for more information on calculation: http://www.cde.state.co.us/datapipeline/2015-16studentschoolassociationfilelayout 33
Student October 2015-2016 Student Demographics file layout Added 4 as an option for the Special Education Transition field in student demographic file This means student is in 4th year of senior year Small number of students meet this criteria Student Demographics file layout http://www.cde.state.co.us/datapipeline/2015-16studentdemographicfilelayout 34
Student October 2015-2016 Student School Association file layout New home based education field Field was added to the school association file This field is a binary field (Zero or One) Zero indicates student is not a home school student One indicates student is a home school student and receiving some services from the district. Note: student is receiving some services from the district. Home school students not receiving services will be reported as a count by grade level as done last year. Student School Association file layout http://www.cde.state.co.us/datapipeline/2015-16studentschoolassociationfilelayout 35
Student October 2015-2016 Student School Association file layout New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file. Student School Association file layout http://www.cde.state.co.us/datapipeline/2015-16studentschoolassociationfilelayout 36
Student October 2015-2016 Student October trainings Email sent out on Tuesday All trainings are identical Tuesday, August 25th 9:00 am – 10:00 am Thursday, August 27th 4:00 pm – 5:00 pm Tuesday, September 1st 3:00 pm – 4:00 pm Wednesday, September 9th 1:00 pm – 2:00 pm Adobe URL: http://connect.enetcolorado.org/data_services Call in number: 866-764-6750 37
Student October 2015-2016 More information on the collection Student October Schedule http://www.cde.state.co.us/datapipeline/stuoctdeadlines More information on the collection http://www.cde.state.co.us/datapipeline/snap_studentoctober Contact information Kevin Smith Email: Smith_k@cde.state.co.us Phone: 303-866-6723 38
Teacher Student Data Link (TSDL) 39
CDE Contacts Educator Effectiveness Contact: Data Services Contact: Joslyn Robich – robich_joslyn2@cde.state.co.us Data Services Contact: Annette Severson – severson_a@cde.state.co.us 40
TSDL Status Deadline: August 28 Numbers to Date: ~83% of Districts have uploaded data files ~49% of Districts of snapshots created ~31% of Districts are complete! 41
Snapshot Process 42
Where do we start? By uploading data into the teacher student data link interchange! Two files: Course Instructor and Course Enrollment TSL~LEAUSER role within Identity Management required to upload Teacher Student Data Link (TSDL) files should be error free prior to starting HR snapshot process File Layouts, File Formatting, Business Rules, Templates, Trainings and Additional Resources for TSDL interchange found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent 43
Identity Management Roles For the Teacher Student Data Link Snapshot: HUMAN RESOURCES SNAPSHOT ROLES VIEW ONLY TLS~LEAVIEWER CREATE TLS~LEAUSER FINALIZE/SUBMIT TO CDE TLS~LEAAPPROVER 44
Overview Course Enrollment Course Instructor TSDL Snapshot No ERRORS Local Course ID in both files TSDL Snapshot Meets snapshot criteria: add to: 45
Creating Snapshot Steps Log into Data Pipeline Click on Teacher Student Data Link tab (on the left) Select ‘Snapshot’ from the expanded list Enter appropriate search criteria (Teacher Student Data Link Snapshot/2014-2015/Org Code) Click on Search (green button on bottom) Select ‘Create Snapshot’ 46
Pre-Step: Getting to Data Pipeline https://cdeapps.cde.state.co.us/index.html 47
#1: Logging into Data Pipeline Username = Email Address Password – you created it If forgotten password, use ‘I forgot my password’ 48
#2 and #3: Selecting Teacher Student Data Link -> Snapshot 49
#4 and #5: TSDL Snapshot Screen 50
#6: Creating Snapshot- Screenshot 51
Status Dashboard Screen Y = snapshot successful! N= snapshot wasn’t taken/no data in snapshot Date/Time of Snapshot created 52
Finalizing Data Once data is accurate-all reports reviewed and correct… TLS~LEAAPPROVER for district will need to ‘Submit to CDE’ TSDL Snapshot Status Dashboard (2014-2015): Submit to CDE 53
Resources TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl Contacts: Joslyn Robich – robich_joslyn2@cde.state.co.us Annette Severson – severson_a@cde.state.co.us 54
Special Education End of Year 55
On the Horizon DATA REVIEW Last date to send in Exceptions Tuesday September 8 All errors resolved – IEP Interchange and Sped EOY Snapshot errors Tuesday September 15 DATA REVIEW Have I reported: All Exits? check SY260 All Part C evaluations? All Path 2 records? September 15- 18 All data changes fixed and snapshot complete with no errors Friday September 18 *Duplicate checks begin on Monday September 21! 56
Records Missing from Snapshot Reasons your snapshot is missing records: Lasid or sasid may not be matching between the two files. Make sure the identifiers are the same on both the Child and Participation files. Record is missing altogether from either the Child or Participation file. Record doesn’t get pulled into snapshot unless it has been added to both IEP files and has a matching sasid and/or lasid. Valid Missing Records: Records with PAI codes of 23, 24, 31, or 32 will not get pulled into your SPED EOY Snapshot. It’s okay to leave these records on your Interchange files. (Only AU providing services has to report the student for SPED EOY-unlike December Count where you both AUs report students on contracts). 57
Pipeline Error Reports 58
Warnings Reminder: Warnings are for your information and do NOT require resolution in order to pass all edits. We will go over the Warnings in more detail next town hall. Errors need to be cleared by 9/15 59
Detention Center Students Make sure to report students attending a Detention Center located within your Administrative Unit. For Sped EOY, only the AU where the detention center is located will pull the students record into the snapshot. (as indicated by PAI code) These AUs have a Detention Center within their boundaries: 01040 30011 16010 21050 64143 39031 51010 62060 60
Special Education or Part C Referral 01 Records A referral code of 01 indicates the 0-3 year old was referred and/or evaluated for Part C services (different than Part B Special Education services) Part C services are administered by the CCB or Department of Human Services A child receiving Part C services does not yet have an IEP; therefore any records with a Sped or Part C Referral of 01 should contain: Date of Entry to Sped: Zero-filled Special Education Hours: Zero- filled Date of Exit from Sped : Zero-filled Basis of Exit: Zero-filled Rule of Thumb: Only Part B (paths 2 and 3) students who have an IEP Implemented need a Date of Entry to Special Education. Dates should be the same Date of Entry to Special Education – The month, day, year (mmddyyyy) the student started Special Education services in the current school year. This is the date the IEP was implemented in the current school year. If the IEP was implemented in a previous school year, use the first day of school for the student. Zero-fill this field for those found not eligible, thus not receiving special education services. Date of Exit From Special Education – – The month, day, year (mmddyyyy) the student was exited from Special Education services. If student is still active, this field must be zero-filled. This is the date the student last received Special Education and related services in your Administrative Unit prior to leaving the district, being staffed out, etc. 61
Upcoming Webinars Special Education EOY Reports Training Webinar: Tuesday September 8 from 10:30 – 12:00 62
Special Education Discipline 63
Report Review Week and Collection Close We are nearing the end of the Special Education Discipline Data Collection. We have now moved into the Report Review Week – your opportunity to review the reports in detail and make any data corrections you deem necessary to make sure you are reporting valid and reliable data. Districts, Administrative Units, and Special Education Directors should all be available during this time. The Special Education Discipline Data Collection will officially close on August 26th. Respondents with the SPI Approver role will submit data to CDE and Directors will upload the authorized reports to the Data Management System. See the August 11th Special Education “Huddle” for more details starting on page 42! 64
Questions If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. We are just a phone call away! Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us Data Custodian Lindsey Heitman 303-866-5759 heitman_l@cde.state.co.us Please include the following team members in your email communications gleason_k@cde.state.co.us; heitman_l@cde.state.co.us In the subject line of the email if you would please include the following information: District number Administrative Unit number Subject of the email along with any business rules or name of a report if applicable. 65
Next Town Hall: Thursday, August 27th, 2015 9 a.m.-10 a.m. “It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib Next Town Hall: Thursday, August 27th, 2015 9 a.m.-10 a.m. 66