Data Pipeline Town Hall May 19th, 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 7/31/2018 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 READ Collection Discipline RITS Student End of Year 2016-17 Student October School Discipline and Attendance (SDA) Special Education Discipline Student Biographical Data
Introductions 7
Open Collections in Data Pipeline 8
Open Data Pipeline Collections Year Round Directory School Code Changes (Closes June 30th) RITS EDIS Periodic 9
Open Data Pipeline Collections 7/31/2018 Open Data Pipeline Collections Snapshots Student End of Year Teacher Student Data Link READ Special Education Discipline Special Education End of Year School Discipline and Attendance Coming Soon SBD for CMAS Including PARCC (5/31/2016-6/9/2016) SBD for ACT (6/13/2016-6/20/2016) 10
READ Collection 11
READ Defects/Tips/Hints 7/31/2018 READ Defects/Tips/Hints At this time, districts should have completed or are currently working on: Creating and submitting beginning READ file to ensure correct file layout Resolving errors Tips for coding Special Education Students http://www.cde.state.co.us/coloradoliteracy/spring2016faqs-0 Student on an IEP that is able to access one of the approved assessments Student unable to access one of the approved interim assessments and requires an alternative pathway assessment As you have heard me mention before, per the opinion of the attorney general, students with an IEP will not longer be exempt from the READ data collection. Therefore, these students will have a READ status of 1 or 2 based on their assessment. Then the question comes in: Well what read test do I use with these students? There are a couple of choices, if a student IS able to access one of the approved assessments you will indicate that through the READ test field. For example, if a student was able to access your district assessment of PALS then you would use a READ test of 03. If the student is unable to access one of the approved interim assessments and requires an alternative pathway assessment then the READ test would 13 For students who were able to access one of the approved interim assessments then the score would be reflective of that assessment and the cut scores for determining an SRD would apply. For students accessing an alternative pathway (READ Test 13) the actual scores are not submitted – that’s when you will use a place holder score of ‘8888’ 2 READ - Whitney Westgaard - Westgaard_W@cde.state.co.us
7/31/2018 READ Resources READ resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeline Data collection timeline Data Elements File layout (no change) Business Rules (updated 5/4/16) Webinar trainings (recorded webinar from 3/31) Additional resources – Frequently Asked Questions and Assessment Cut Scores 2 READ - Whitney Westgaard - Westgaard_W@cde.state.co.us
Discipline 14
DISCIPLINE (students with disabilities) Exempt Districts Instructions went out to respondents with the DIS and SPI roles for those districts who do not have any discipline events to report on students with disabilities for their district during the current reporting period. We ask districts get in this week to report the status information as CDE will contacting districts who have not reported discipline data on students with disabilities. 15 Discipline students with disabilities — Kristi Gleason — gleason_k@cde.state.co.us 15
DISCIPLINE (students with disabilities) Exempt Districts If you happened to upload a file with zero records and are exempt from reporting as you have no discipline actions on students with disabilities, you will need to delete the file. Please call me for instructions LEA Data Exists Total Records Validation Errors RITS Errors Last Updated Date 0550-NORTH CONEJOS RE-1J N 05/12/2016 11:30 AM 1180-ROARING FORK RE-1 05/12/2016 03:34 PM 1490-BETHUNE R-5 05/12/2016 09:59 AM 2535-MANZANOLA 3J 05/09/2016 02:18 PM 2865-REVERE SCHOOL DISTRICT 05/10/2016 01:29 PM 16 16 Discipline students with disabilities — Kristi Gleason — gleason_k@cde.state.co.us
DISCIPLINE (students with disabilities) Roles and Responsibilities There is still some confusion on this collection who uploads the data. The Districts upload the data on students with disabilities that have discipline actions and the Administrative Unit creates the snapshot, ensures the data is reported correctly, and works with the Special Education Directors to authorize reports. An Administrative Unit respondent can’t have more than one DIS role for more than 1 district. A respondent can only have one DIS role. 17 Discipline students with disabilities — Kristi Gleason — gleason_k@cde.state.co.us 17
DISCIPLINE (students with disabilities) TIMELINE DUE DATES WHAT IS DUE DISTRICT RESPONSIBILITY ADMINISTRATIVE UNIT RESPONSIBILITY Monday, April 11th, 2016 Discipline Interchange file may be uploaded to the Data Pipeline. Monday, May 2nd, 2016 Special Education Discipline Data Collection Snapshot Available. Monday, May 9th, 2016 Date by which the following interchange files must be UPLOADED by districts Discipline Student Demographics Student School Association Date by which the following interchange files must be UPLOADED BY THE ADMINISTRATIVE UNIT SPECIAL EDUCATION IEP CHILD SPECIAL EDUCATION IEP PARTICIPATION Thursday, June 2nd, 2016 NOTE: Once the Administrative Unit respondent has created the Special Education Discipline Snapshot you will have access in COGNOS under Discipline to see snapshot validation errors relative to your district. It is the district’s responsibility to make corrections TO the data in accordance with the timeline. Date by which you must generate your first Special Education Discipline Snapshot in Data Pipeline. Thursday, July 7th, 2016 Date by which Interchange errors must be resolved. DISCIPLINE INTERCHANGE (LEVEL 1) ERRORS RESOLVED STUDENT INTERCHANGE (LEVEL 1) ERRORS RESOLVED Date by which IEP Interchange errors must be resolved IEP INTERCHANGE (LEVEL 1) ERRORS RESOLVED 18 Discipline students with disabilities — Kristi Gleason — gleason_k@cde.state.co.us 18
DISCIPLINE (students with disabilities) Resources Be sure to check out the training power point where you’ll find great information about the interchange, snapshot, and how all that comes together in reports. http://www.cde.state.co.us/datapipeline/inter_sped-discipline 19 Discipline students with disabilities — Kristi Gleason — gleason_k@cde.state.co.us 19
Contact Information If you have ANY questions about the Discipline Interchange please feel free to contact us. We are just a phone call away! Kristi Gleason 303-866-4620 gleason_k@cde.state.co.us Collection Lead 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 (four digit code) Administrative Unit Number (5 digit code) Subject of the email along with any business rules or name of a report if applicable. In the body of the email: Please include your phone number! Thank you 20 20
RITS 21
7/31/2018 RITS LEAs can now go from Data Pipeline to RITS. To do this do the following: On the Data Pipeline Page under the RITS Tab on the left select RITS Web System RITS – Genevieve Hale - Hale_g@cde.state.co.us
7/31/2018 RITS Go ahead and begin adding preschool and kindergarten students to RITS for the 2016-2017 school year. Remember to mark them as non-attending until they arrive in the fall. When they arrive in the fall then mark them as attending. Also, please note that many students have already been assigned SASIDS before entering preschool or kindergarten if they have enrolled in other programs for which they receive public funding (e.g. Colorado Preschool Program, child find etc.). It is important to do a RITS search for these students to find out if they already have a SASID so that a duplicate is not created. RITS – Genevieve Hale - Hale_g@cde.state.co.us
Student End of Year 24
7/31/2018 2015-16 End of Year Schedule The snapshot is open and districts should be working to upload student interchange files and create snapshots Errors on the interchange level? Please see http://www.cde.state.co.us/datapipeline/inter_student for more information Errors on the snapshot level? Please see http://www.cde.state.co.us/datapipeline/snap_eoy for more information Create an Initial Snapshot by Thursday, June 2nd Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 25 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us
Exception Requests Exceptions are occasionally required in cases where data previously entered in another collection was incorrect and now cannot be corrected. Common exceptions include improperly reported language status Age to Grade checks Improperly included/excluded from October Count Please use the updated exception request sheet http://www.cde.state.co.us/datapipeline/exceptionrequesttemplateinstructions This file makes exceptions easier to create and process for most districts 26
Exception Requests Load your exception files into your Student Syncplicity folder in my.syncplicity.com Send an email when the file has been uploaded. An email will be sent back once the exceptions have been loaded. Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it. 27
7/31/2018 2015-16 End of Year Changes If you are new and would appreciate a more detailed walkthrough of the EOY process, please contact Duncan to schedule an introductory training. anderson_d@cde.state.co.us — (303)-866-6970 Student End of Year — Duncan Anderson — anderson_d@cde.state.co.us 28 Student End of Year — Duncan Anderson — 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. 29
2016-17 Student October 30
2016-2017 October Schedule Official Count Day Changed: Tuesday October 4th Wednesday October 5th Timeline is posted on website: http://www.cde.state.co.us/datapipeline/snap_studentoctober 31 Student October— Morgan Holmgren — holmgren_m@cde.state.co.us 31
FAST Trainings/Webinars Series of webinars this Summer and Fall: Student October Count Resources Guide Webinars: Tuesday June 14, 2016 Tuesday August 2, 2016 Tuesday August 23, 2016 At-Risk Resource Guide Webinars Tuesday June 21, 2016 Tuesday August 9, 2016 Tuesday August 30, 2016 Duplicate Count Process Webinar: Tuesday November 1, 2016 All Times are: 1:30 – 2:30 pm 32 32 Student October— Morgan Holmgren — holmgren_m@cde.state.co.us
FAST Trainings/Webinars Access the webinars from this link: https://enetlearning.adobeconnect.com/fast1/ FAST is considering hosting in-person trainings covering the Pupil Count Resource guide and Audit documentation. https://www.surveymonkey.com/r/T7CHQT3 Fill out survey by Friday May 27, 2016 Contact FAST at: audit@cde.state.co.us 33 Student October— Morgan Holmgren — holmgren_m@cde.state.co.us 33
Questions? Contact Morgan Holmgren (holmgren_m@cde.state.co.us) with any questions. Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 34 Student October— Morgan Holmgren — holmgren_m@cde.state.co.us
School Discipline and Attendance (SDA) 35
Timeline Monday, May 9th – Collection Open Friday, June 10th – Upload at least 1 file and update ‘No Reportable Incidents’ tab Thursday, June 16th – All applicable files uploaded Thursday, June 23rd – All applicable files are error free Thursday, June 30th – All files are finalized Bold – required Italicized – goals 36 School Discipline and Attendance — Annette Severson— severson_a@cde.state.co.us
Current Status Comparison Edits now functioning Compares data reported in Discipline by Action file and Discipline by Student Demographic File Details provided in training slides Approvals are still pending- please note I will send communication once ready Please note, I will be out of the office and not available Thursday, May 26th through Monday, June 6th. Please send questions beforehand if possible. 37 SDA – Annette Severson – severson_a@cde.state.co.us
Resources Timeline Training Documentation FAQ http://www.cde.state.co.us/datapipeline/schooldisciplineattendance Timeline Training Documentation FAQ Calculating Attendance for Online Schools Behavior Clarification and Statutes File Layouts Process Documentation 38 SDA – Annette Severson – severson_a@cde.state.co.us
Questions? Contact Annette Severson at severson_a@cde.state.co.us for assistance Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 39 School Discipline and Attendance — Annette Severson— severson_a@cde.state.co.us
Special Education Discipline 40
Special Education Discipline Roles and Responsibilities A respondent can only have 1 DIS role so if you are an Administrative Unit respondent and have several districts under the AU you could only have one DIS role associated with 1 district. Its really the Districts role to report the data and the Administrative Units to ensure the reporting of the data, the timely submission of reporting and report authorization. 41 Discipline students with disabilities — Kristi Gleason — gleason_k@cde.state.co.us 41
Contact Information 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 Collection Lead 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 (four digit code) Administrative Unit Number (5 digit code) Subject of the email along with any business rules or name of a report if applicable. In the body of the email: Please include your phone number! Thank you 42 42
Student Biographical Data 43
Future SBD Dates SBD for CMAS (includes PARCC) SBD for ACT SBD for DLM Tuesday, May 31st, 2016 to Thursday, June 9th, 2016 SBD for ACT Monday, June 13th, 2016 to Monday, June 20th, 2016 SBD for DLM Monday, June 20th, 2016 to Monday, June 27th, 2016 SBD for PSAT Wednesday, July 6th, 2016 to Friday, July 15th, 2016 Collect invalidation information early – Planning to have districts submit invalidation info to CDE to avoid interruptions to planned leave
SBD for PSAT SBD for PSAT To be determined – After June 30th, 2016 To be determined – Collect data ahead of SBD window Collect data for SBD now while easily remembered CMAS/PARCC invalidations applied on ‘Student Participated’ field: http://www.cde.state.co.us/assessment/2016cmasvoidntreasons Not tested codes If a student does not test and no code is reported, will default to ‘Absent’ Void codes ONLY void scores or CDE reporting, won’t go back to College Board 45 Melissa Mincic Mincic_M@cde.state.co.us
Assessment Unit ‘Trainings’ Website 7/31/2018 Assessment Unit ‘Trainings’ Website https://www.cde.state.co.us/assessment/trainings ‘Data Trainings’ SBD Manual SBD Review Webinar (PPT) SBD Review Webinar (Recording) CDE’s Data Pipeline system is used for SBD reviews. General information about the SBD collections can be found using the navigation menu on the main data pipeline webpage. The link to the main data pipeline webpage is provided at the top of this slide. Links for Assessment collection websites are under the Periodic Collections on the left side of the main page. 46
Assessment Unit Data Pipeline Manual for SBD Link to the Assessment Unit Data Pipeline Manual for SBD https://www.cde.state.co.us/assessment/2016sbdmanual Links to SBD webinar trainings PPT slides: https://www.cde.state.co.us/assessment/2016cmassbdtrng Recording: https://enetlearning.adobeconnect.com/p76tesubo6b/?launcher=false&fcsContent=true&pbMode=normal 47
Contact Information Suggestions or Questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For general questions about SBDs, please contact Melissa Mincic mincic_m@cde.state.co.us or Jasmine Carey carey_j@cde.state.co.us You can also call the general phone number for the Assessment Unit at 303-866-6929, and Margo will direct you to the person who can best answer your question.
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 49
7/31/2018 Coming Soon! Privacy trainings offered through the U.S. Department of Education’s Privacy Technical Assistance Center (PTAC). Details forthcoming…. Possible passage of HB 1423 concerning data privacy. http://extras.denverpost.com/app/bill-tracker/bills/2016a/hb_16-1423/ http://www.denverpost.com/news/ci_29768156/student-data-privacy-would-be-protected-by-colorado Bill introduced on March 30th Has passed both the House and the Senate Gen 50
PTAC Trainings May 25th, 2016 9:00 AM to 4:00 PM 7/31/2018 PTAC Trainings May 25th, 2016 9:00 AM to 4:00 PM Pikes Peak BOCES - Large Conference Room (Upstairs) 2883 S. Circle Dr. Colorado Springs, CO 80906 May 26th, 2016 8:00 AM to 3:00 PM JeffCo School District- Boardroom 1829 Denver West Drive, Bldg. 27 Golden, CO 80401 Gen 51
7/31/2018 PTAC Trainings Agenda FERPA 101: Understanding the Basics of Protecting Student Privacy Colorado Data Privacy Laws and the New Data Privacy Bill You just downloaded a lawsuit! Working with Online Service Providers and Apps Colorado-Specific App and Online Service Providers Requirements and Best Practices Lunch on your own Dude, where’s my Data? Data Breach Response Training What are you doing with my child’s data? Developing district privacy, communication & transparency programs Colorado-Specific Transparency Requirements and Best Practices Questions Gen 52
PTAC Trainings Contact Jill Stacey if you are interested 7/31/2018 PTAC Trainings Contact Jill Stacey if you are interested Email: Stacey_j@cde.state.co.us Gen 53
Thanks for joining us today! Next Town Hall: Thursday, May 26th, 2016 9 a.m.-10 a.m. 54