Data Pipeline Town Hall January 19, 2017 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 6/12/2018 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 Special Education December Count Human Resources TSDL Course Codes Student End of Year Directory Civil Rights Data Collection (CRDC) SBD Reviews
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Interchanges Staff Student Special Education December Count IEP TSDL 9
Open Data Pipeline Collections 6/12/2018 Open Data Pipeline Collections Snapshots Human Resources Special Education December Count Coming Soon Student End of Year for 2016-17 (February Soft Opening) TSDL Snapshot (2/20/17) Directory 4 day school week applications (2/1/2017) 10
December Count Data Collection Special Education December Count Data Collection 11
TIMELINE 19th: Interchange and Snapshot Errors must be resolved 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 12 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Special Education December Count Report Training Please plan to join one of the following sessions January 23rd, 2017: 9:00 am – 10:30 am OR January 23rd, 2017: 2:00 pm – 3:30 pm To join: https://cdeinfotech.adobeconnect.com/data_services/ Call in number: 1-855-397-4421 Remember Special Education Directors need to review all signature reports and warnings during the report review week. On January 26th all Interchange and Snapshot errors will need to be resolved and the signed Staff and Student Data Validity Certification reports uploaded to DMS verifying the data to date is valid and reliable. This is a statewide deadline necessary for conducting the duplicate process. Do NOT submit data to the data pipeline. That will happen on February 16 at the close of the collection. 13 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
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. 14
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 15 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 16 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 17 Special Education December Count - Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us
Human Resources Snapshot 18
HR Remaining Timeline Dates January 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
Current Status Issue with snapshot creation process occurred on Wednesday, January 18th that is now resolved Please be sure to create a new snapshot each time you upload updated staff interchange files 20 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
FAQ Q: “I have a teacher that does not yet have their BA degree, how do I report their education background?” A: Report the appropriate highest level of education the teacher does have and then use the Subject Area of Degree code 2100 for No Degree Q: “I have recently submitted new information, yet I am still seeing the same errors and staff that I had fixed. What do I do? A: Please be sure you have created the HR snapshot again, as it will only reflect the updated information after you have created the snapshot. 21
Additional Information Please contact me for help, additional resources can be found: 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 or Severson_a@cde.state.co.us 22 Staff Interchange/Human Resources— Annette Severson— severson_a@cde.state.co.us
Teacher Student Data Link 23
TSDL Steps Map course codes to SCED Codes information found at: http://www.cde.state.co.us/datapipeline/sscc-details Have student data uploaded in Student file Have staff data uploaded in Staff Profile file Prepare Course Enrollment and Course Instructor files File layout and field definitions found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Upload files into Data Pipeline 24
Important Dates Statewide Standard Course Code Submission Interchange: Open year round Must be completed prior to uploading TSDL interchange files Interchange: Open Monday, November 14, 2016 Remains open throughout the year Snapshot: Open Wednesday, February 1, 2017 GOAL: “Submit to CDE” by Friday, June 30, 2017 REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 25
Migrant Students Required to report Credits Granted and Final Grade in Course Enrollment file Possible Coding Combinations: Final Grade: Code 2 (Pass) and 3(Satisfactory) can either or both be used. Pass is typically for secondary levels where Satisfactory is used at elementary levels. Course Completion Status Credits Granted Final Grade 0 (Currently Enrolled) Between 0.0 and 9.0 0 (N/A) 1 (Completed - Fail) 2 (Completed – Pass) 1 (no credit/no grade/no mark) or 2 (Pass) or 3 (Satisfactory) or 4 (Unsatisfactory) 3 (Incomplete/Partial) 4 (Withdrew) 26
Training Two webinar trainings will be offered: Thursday, February 9th 10:30 to 11:30 am Tuesday, February 14th from 1 to 2 pm Each webinar will contain the same information Questions from TSDL survey will be incorporated in trainings Training will be recorded and available online for those not able to attend
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 28
Statewide Standard Course Codes 29
Statewide Standard Course Codes 2016-2017 Statewide Standard Course Code (SSCC) system is open and available for districts to submit data. Visit the SSCC website for details: http://www.cde.state.co.us/datapipeline/sscc-details Timeline for 2016-2017 is online Resources on transitioning to SCED version 3.0 30 SSCC - Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Statewide Standard Course Codes SCED 3.0 In 2016-2017 districts must submit course codes that are in SCED version 3.0 Course codes that only exist in versions 1.0 and 2.0 have been deactivated This will primarily effect courses that are listed as Prior-to-Secondary For example: Courses codes starting with a 5 will need to be changed 31 SSCC - Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Statewide Standard Course Codes Timeline & Trainings Posted on the website Trainings: Thursday, January 19, 2017 – 10:30am-11:30am https://cdeinfotech.adobeconnect.com/data_services 855-397-4421 Deadline February 15, 2017 Trying to get districts to have their course codes ready for the TSDL snapshot 32 SSCC - Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Questions Visit the SSCC website for details: Any questions now? http://www.cde.state.co.us/datapipeline/sscc-details Any questions now? Contacts: Morgan Holmgren Holmgren_M@cde.state.co.us 303-866-6961 33
Student End of Year 34
6/12/2018 Data Release State wide rates will be publically released shortly after this town hall The state 4-year graduation rate for the Class of 2016 was 78.9% We have also released extended 5-, 6-, 7- year rates for the Classes of 2015, 2014, and 2013 The state dropout rate decreased to 2.3% in 2016 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 35 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
6/12/2018 Data Release Please note, updated spreadsheets and data dashboard will be available later this morning http://www.cde.state.co.us/cdereval/gradcurrent http://www.cde.state.co.us/cdereval/dropoutcurrent Help me make the End of Year collection better! Please fill out this survey with suggestions: https://www.surveymonkey.com/r/FD8YV56 Feel free to contact me if you have any questions concerning your rates or the 2016-17 collection Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 36 Student End of Year — Duncan Anderson — 303.866.6970. anderson_d@cde.state.co.us
Directory 37
Directory Please go in and make sure that your data is correct in the Directory. CDE is now beginning the EDFacts submission to the US Department of Education. If any changes have happened over the past year it is important that it is up to date. What CDE knows about your district is what we know in the Directory. 38
Directory 39
Directory School Code Changes If you have school code changes you may now submit those changes to CDE. School code changes are open until June 30th 2017 for the 2017-18 school year. School code change forms are required for the following changes. School name changes School grade changes Closing a school Opening a new school 40
Email: st.hilaire_d@cde.state.co.us Directory Definition of a Colorado Public School: http://www.cde.state.co.us/datapipeline/definition-of-colorado-public-school School code change forms: http://www.cde.state.co.us/apps/formcenter/SchoolChangeForms Dennis St. Hilaire Data Services Email: st.hilaire_d@cde.state.co.us Phone: 303-866-6840 41
2015-16 Civil Rights Data Collection (CRDC) 42
2015-16 CRDC Documentation on the School Level Table has been posted at http://www.cde.state.co.us/datapipeline/2015-2016schoolleveltablelayoutdoc Elements CDE will provide have been posted at http://www.cde.state.co.us/CRDC201516listofelements A CDE CRDC webinar regarding Colorado data provision will be hosted on Tuesday, January 24th from 1:00 – 2:30 pm Adobe Connect Webinar https://cdeinfotech.adobeconnect.com/data_services/ Phone Number 1-855-397-4421 43 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC 44
2015-16 CRDC 45
2015-16 CRDC 46
2015-16 CRDC 47
2015-16 CRDC 48
CDE Notes for LEAs CDE will zero-fill fields related to Zero Tolerance Policies Corporal Punishment = N (no need to zero-fill) LEAs with Integrated Math will need to add these students to appropriate counts as applicable All discipline data from School Discipline & Attendance None from Special Education Discipline Course Completion- lots of missing data 49 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC CDE begin pre-population on Tuesday, January 17, 2017 CRDC will open to LEAs on February 10, 2017 Deadline is April 28, 2017 AWS (Advance Website) https://crdc.grads360.org/#program Partner Support: (855) 255-6901 or crdc@aemcorp.com 50 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
2015-16 CRDC 51
OCR Request: Trusted Senders On the open date, all identified Superintendents, Primary Points of Contact and Alternate Points of Contact will receive an email containing their username and web link to verify their account and create a password in the CRDC submission system. Add the following Internet domain names to your trusted senders list. This will ensure that these emails are not categorized as spam. @ed.gov @edlistservs.org @aemcorp.com 52 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Request: Trusted Senders Take the following steps to add these email addresses to your trusted senders list. Contact your IT department for assistance. Select Actions from the toolbar at the top of the screen. Select Junk E-mail. Select Junk E-mail Options. Click the Safe Sender tab. Click Add. Type in the email address you wish to add to your safe sender list. Click OK. 53 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare How to Create Additional User Accounts: https://crdc.grads360.org/#communities/pdc/documents/7735 Complete List of Data Elements for the 2015-16 Collection: https://crdc.grads360.org/#communities/pdc/documents/5076 Data Topics by Collection Timeframe: https://crdc.grads360.org/#communities/pdc/documents/5240 Screenshots of the Data Submission System: https://crdc.grads360.org/#communities/pdc/documents/7210 How to Organize Data Submissions: https://crdc.grads360.org/#communities/pdc/documents/5592 Data Collection Template, School Form (in MS Excel format): https://crdc.grads360.org/#communities/pdc/documents/5786 Data Collection Template, LEA Form (in MS Excel format): https://crdc.grads360.org/#communities/pdc/documents/5787 54 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare 55 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare 56 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
OCR Resources to Prepare 57 Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
SBD Reviews 58
Student Assessment Data Cycle STUDENT TESTING Districts can update data in vendor system before, during, or after testing* PRE-ID EXTRACT Districts upload data to Data Pipeline CDE downloads data from Data Pipeline to submit to vendor system CDE submits data to vendor system SBD REVIEW Vendor provides data to CDE CDE loads data into Data Pipeline Districts download and update data Districts submit and approve data CDE returns data to vendor Vendor merges student demographic data with score data and provides files and reports to districts and schools through vendor system *Not applicable for all assessments Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: Before Testing Pre-ID Extract & Student Testing Prep (CMAS Example) Cycle Activity Task Expected 2016-2017 Date(s) Pre-ID extract Districts update data in Data Pipeline December 16th CDE downloads data from Data Pipeline, validates file for accuracy and completeness, and submits to vendor system December 16th - January 6th Preparing for Student Testing in Vendor System Districts work in vendor system to: Assign student test accommodations Confirm testing format (i.e., online or paper) January 9th - January 27th Districts complete student transfer requests January 9th – April 28th Vendor creates labels for testing booklets January 27th Districts update student demographic data in vendor system (can be done in vendor system and/or during SBD) January 9th - May 17th Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: During Testing Student Testing (CMAS Example) Cycle Activity Task Expected 2016-2017 Date(s) Student testing Districts conduct testing April 10th - April 28th* Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) Prior to May 17th *Some districts may begin testing online ELA/math as early as March 17th and high school science as early as March 27th. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Student Assessment Data Cycle: After Testing Student Testing & SBD Review (CMAS Example) Cycle Activity Task Expected 2016-2017 Date(s) Data Clean-Up in Vendor System Vendor receives all scorable paper tests* May 5th Districts update demographic data and not tested/void codes in vendor system (can be done in vendor system and/or during SBD) Prior to May 17th SBD review Vendor provides data to CDE May 19th (Friday) CDE loads data into Data Pipeline May 22nd (Monday) Districts download and update data (demographic data and void/invalidation codes can be updated in vendor system and/or during SBD) Districts submit and approve data June 1st (Thursday) CDE validates data and returns data to vendor Immediately after SBD closes *If scorable materials are not picked up by May 3rd, there is no guarantee that records for these PBT students will be included in SBD or scored. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 62
Student Assessment Data Cycle: After Testing Release of Results (CMAS Example) Cycle Activity Task Expected Timeline Creation of Score File, Data Validation and Quality Control Processes Vendor merges student demographic data with score data, validates data, and provides student level data files to CDE Immediately upon receipt of SBD data from CDE CDE validates student level score files Immediately upon receipt of score files from vendor Embargoed Release of Student Level Data Files CDE releases embargoed student level data files to districts and schools through vendor system ELA/math – paper scores may be available after online results Preliminary rolling file: early June Final student data file: expected early July S/SS student data file expected mid June Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281 63
2016-2017 SBD Reviews Assessment Tentative 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 64 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
2016-2017 SBD Reviews SBD T/TA resources Please provide us your feedback by Friday, 02/17! 2015-2016 SBD manual: http://www.cde.state.co.us/assessment/2016sbdmanual 2015-2016 SBD training webinar: https://enetlearning.adobeconnect.com/p76tesubo6b/?launcher=false&fcsContent=true&pbMode=normal Resource Date Available/Scheduled 2016-2017 SBD manual Friday 02/24/17 COB SBD training webinars Tuesday Wednesday 03/07/17 03/08/17 1:00-2:00 pm 9:00-10:00 am 65 Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
Thursday, January 26th, 2017 9 a.m.-10 a.m. Thank you for joining us today! Next Town Hall: Thursday, January 26th, 2017 9 a.m.-10 a.m. 66