Data Pipeline Town Hall January 14, 2016 Happy New Year! 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 8/8/2018 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 Vender Update Technical Note Open Collections in Data Pipeline Special Education December Count Human Resources Student End of Year Directory SBD/PreCoded Id Course Codes TSDL 6
Introductions 7
8/8/2018 Vendor Update I’m Linda Lamirande and I am your contact person for the 11th Grade Alternate.
Colorado PowerSchool Users 6th Annual PS User’s Conference Date: Thu, Jan 21 and Fri, Jan 22, 2016 Time: 8:00 AM – 4:00 PM each day Location: Cherry Creek School District, Centennial, CO Cost: Early Bird Rate – One day: $150 per person, Two days: $175 person Rate increases December 15th. Regular registration rate – One day: $200 per person, Two days: $225 per person. *Groups of 3 or more enter the discount code PSGROUP at checkout for $25 off per person. Registration: Deadline: January 15, 2016 To Register: Coloradoleague.org>Calendar>Jan 21 tbouwmeester@coloradoleague.org
Technical note 10
Internet Explorer Microsoft is no longer supporting Internet Explorer 10 and below Last security update will be January 12th Please be sure to upgrade to a new browser 11
Internet Explorer Some CDE applications require compatibility mode Please enable compatibility mode using the following steps: Open the desktop, and then tap or click the Internet Explorer icon on the taskbar. Go to www.cde.state.co.us and let the web page load Tap or click the Tools button (looks like a gear), and then tap or click Compatibility View settings. Under Add this website, enter state.co.us, and then tap or click Add. 12
Open Collections in Data Pipeline 13
Open Data Pipeline Collections Year Round Directory Continue to send in Non-Public student counts. Reminder after the election of Thursday, November 3rd to update your School Board Membership if there were any changes. RITS EDIS Periodic Finance (February 28th 2016) 14
Open Data Pipeline Collections Snapshots Special Education December Count Human Resources 15
Special Education December Count 16
The Here and Now Monday January 11th, 2016 Due Date Special Education Timeline Monday January 11th, 2016 All Staff and student data included in the interchange files and error free at the interchange level. Wednesday January 13, 2016 Date by which you must have generated your Complete Special Education December Count Snapshot dataset by passing all Interchange and Snapshot validations in preparation for report review. Complete December Count Snapshot. All Special Education December Count records are submitted and have passed all Interchange and Snapshot validations. All required fields are reported. Thursday January 14, 2016 – Thursday January 21, 2016 Snapshot Report Review - STAFF and STUDENT. This is your opportunity to review reports in detail and make any data corrections you deem necessary to make sure you are reporting valid and reliable data. 17
Report Review Week A specific time set aside to review reports was added to timelines as requested for a number of reasons to ensure data reported is valid and accurate. This is your opportunity to review the data and make changes you deem necessary for valid and accurate reporting. CDE may be reaching out to you if we see significant changes in data between last year and this year to ensure you are reporting everything you should be. Once the collection closes and data is reported federally changes can’t be made and in some cases this has been a costly issue for records not reported. 18
Report Webinar Date: January 14th Time: 1pm-2pm For whom: AU directors and data respondents Where: Adobe Connect web address: http://connect.enetcolorado.org/data_services/ Call-in number: 1-866-764-6750 What: December Count produces a number of important reports (e.g., indicator-related reports, funding-related reports). In this webinar, we will discuss tips on how to best utilize these reports: which reports need extra attention, which reports need sign from AU directors, and which reports are due when. We will also discuss the newly developed Reports Checklist. We created the checklist given the feedback from the field. It’s our hope that the checklist will help you organize the reports and increase efficiency during the submission. 19
Special Education December Count Criteria In order for a record to make it to the Special Education December Count Snapshot, the record must be error free at the interchange and meet the snapshot “Criteria” Criteria information may be found in the Special Education December Count File Layout documentation and has been communicated through a variety of training sessions. Reminder for special education staff: The Admin Unit Code must be populated in both the profile and assignment for these staff. Records that don’t meet this criteria don’t make it to snapshot and fall in the pipeline records not in snapshot report. 20
Special Education Valid Staff Codes http://www.cde.state.co.us/datapipeline/snap_sped-december Additional Links Special Education December Count Staff Code Tables 21
Employment Status Codes We recently identified changes to the leave code didn’t get updated everywhere in the system Exception process was put in place internally to help AUs with FTE issues on records where it didn’t calculate. Records are making it to snapshot with invalid snapshot codes Development looking at the issue Valid codes listed in the file layout staff criteria and staff code table. 22
Staff Criteria Criteria for Special Education STAFF December Count snapshot. Special Education Flag = 1 Start date is December 1st or prior to December 1st of reporting school year End Date is either blank (not ended) or post December 1st of the reporting school year EDID is reported in both Staff Profile & Assignments Interchange (Profile and educational background) and Staff Assignment Association File files for reporting district. Records with the following Employment Status Codes will be included: 11, 12, 13, 23, 25 or 26 The Staff Profile and Staff Assignment Association File will be joined based on the School year, the teachers EDID, the sped assignment flag = 1, the district (or Admin Unit), and the records being error free. 23
Contract Staff When reporting contract staff, employment status code 23, you need all the demographic and assignment data on these staff. This isn’t a new requirement but often generates confusion. 24
CASELOAD MATCHES On-going improvements were made to business rules to assist Administrative Units with the caseload matches. However, there is still a great deal of confusion surrounding these mandated requirements. Helpful Hints: AUs work with HR to develop an internal system to identify the match up and help with requirements to minimize errors and technical assistance during the collection The sooner you can get to snapshot errors by being error free at the interchange and having all your records in the snapshot that should be included the easier this match up is to review. We will continue to look for ways to help you with this process. 25
On the Horizon While you are looking at reports and making changes, please keep in mind that January 21st is a hard deadline for being error free at the interchange and snapshot and affects the state as a whole. Wednesday January 21, 2016 Date by which the Administrative Unit must have created a Complete Special Education December Count Snapshot in Pipeline, electronically verifying that the STAFF and STUDENT data submitted are valid and reliable AND also submit a signed faxed/emailed report verifying the validity of STAFF and STUDENT data submitted The following signed reports are due: Staff Data Validity Certification Report (1 page) Student Data Validity Certification Report (1 page) 26
Contact information Kristi Gleason (303) 866-4620 gleason_k@cde.state.co.us Lindsey Heitman (303) 866-5759 heitman_l@cde.state.co.us Orla Bolger (303) 866-6896 bolger_o@cde.state.co.us EMAILS Include District # and Administrative Unit # Phone Number in your email Subject of the email (This information helps us so much upfront – thank you!) Communication to the field will be provided on an as needed basis to keep folks up to date on bugs and other matters! 27
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 28
Human Resources 29
Schedule Reminder interchange files error free by Monday, January 11th Snapshot error free by Wednesday, January 13th Needed exceptions? These have been entered- so please create a new snapshot. Need assistance with any remaining errors/warnings? Please contact me: severson_a@cde.state.co.us What’s Next? Review Reports, especially the Special Education Staff Report prior to January 21st Finalize by February 9th once all data is verified as accurate 30
Finalizing Steps Once all Errors are resolved in Snapshot… Review, review, review data reports for accuracy! If mistakes/misreporting is found, correct files again and create new snapshot If data reports are all accurate- you may finalize the data by submitting it to CDE 31
Reports Overview (Slide 1 of 7) Average Teacher Salary District Average Salary for teachers (jobclass code 201-206) Includes only HR snapshot teacher records Includes FTE, Contract Days and Hours Per Day for teachers Highly Qualified Teacher Provides all information needed to verify HQ status by school and teacher Teaching Level ( E or S or E,S) Active Valid License Classroom HQ status – provided by district in file Teacher HQ status- HQ for all teaching subjects? (Y or N) 32
Reports Overview (Slide 2 of 7) Human Resource Error Detail Report – detailed records with errors/warnings Human Resources Error Summary Report – count of errors Human Resources Snapshot Records* Provides records of all captured from staff interchange files Ensures all staff that should be reported in HR are included If a record is missing- Verify: EDID is in both staff profile and staff assignment file No error is in record in either profile or assignment file Special Ed flag is reported as 0 in staff assignment file Start date is before December 1st 2015 and End date is either blank or after December 1st 2015 33
(Contract Days) x (Hours/Day) Reports Overview (Slide 3 of 7) Mode Contract Days/Hours per Day by Job Class Category* Provides Mode Contract Days per job classification category Provides Mode Hours per Day by job classification category Both of these numbers are used to determine FTE FTE Calculation: (Contract Days) x (Hours/Day) (Mode Contract Days) x (Mode Hours/Day) 34
Reports Overview (Slide 4 of 7) Overall Performance Ratings Percentages of principals at each rating reported Percentages of teachers at each rating reported Snapshot Records Excluded Due to Profile Errors Displays any records that are in the staff interchange but not pulled into the HR snapshot due to interchange errors Does not display records that simply do not meet criteria to be pulled in the HR snapshot 35
Reports Overview (Slide 5 of 7) Special Education Staff Report* For all Special Education staff reported in your district displays: AU Code, District Code, School Code, SSN, EDID, Last Name, First Name, Middle Name, Job Class Code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, FTE and Grant Project Fund Will display records even if errors exist in Special Education December Count snapshot Staff Summary by School Staff Headcounts, FTE and Average Salary by School, Job Category, Job Class Code, Ethnicity/Race, Gender 36
Reports Overview (Slide 6 of 7) Summary of Gender by District Number of staff by Assignment* Summary of Job Classification by District Summary of Job Classification by School Summary of Race/Ethnicity by District *Number of staff by Assignment is not the same as headcount or FTE count For example, if a person has 3 assignments (teacher, principal, bus driver) that person would be counted as 1/3 for each assignment, regardless of FTE at each assignment. 37
Reports Overview (Slide 7 of 7) Teacher Probationary Status Provides percentage of teachers reported as probationary and non-probationary in your data file At-Will is not included 38
Finalizing Data Once data is accurate-all reports reviewed and correct… HR~LEAAPPROVER for district will need to ‘Submit to CDE’ HR Snapshot Status Dashboard (2015-2016): Submit to CDE 39
Resources Staff Interchange: http://www.cde.state.co.us/datapipeline Human Resources: http://www.cde.state.co.us/datapipeline/snap_hr Special Education December Count Timeline (if you are submitting the special education staff in the staff interchange): http://www.cde.state.co.us/datapipeline/snap_hr 40
Contact Information Annette Severson: Email: severson_a@cde.state.co.us Phone: 303-866-6824 Fax: 303-866-6888 In emails or voicemail messages, please include: District Code Error code(s) if applicable Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR### for EDID ######## and I don’t know why’ 41
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 42
Student End of Year 43
Public Release The public release date is January 21st All 2014-15 graduation and dropout reports and data should be embargoed until that date. Please contact Duncan Anderson with any questions or for additional information. Call: 303-866-6970 Email: Anderson_D@cde.state.co.us 44
Directory Board Membership 45
Data Pipeline Directory Reminder to Update School Board Membership in Data Pipeline Directory 2 items need completed post election: 1.) Information in Data Pipeline Directory needed to comply with CRS 22-32-109(1)(d) Name Home Address Office Length of term 2.)Send in certificates of appointment /election or board minutes noting election. st.hilaire_d@cde.state.co.us Fax: 303-866-6888 Questions Call 303-866-6840 46
Directory Reminder to make sure that school addresses are up to date along with telephone numbers. Make sure that the staff information is up to date. Key membership Principal name and email Directory upcoming items in February. Begin thinking about school code changes for 2016-17. Begin thinking about 4 day school week 2016-17. Directory upcoming items in June District Calendars 47
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 48
SBD/ Pre-Coded ID 49
CMAS (includes PARCC) Student test window is 4/11/16 – 4/29/16. SBD for CMAS will be in late June/early July, 2016 SBD process will be similar to what was used in summer, 2015 Please update student information in vendor system
SBD Information ACCESS for ELLs SBD for ACCESS for ELLs week of March 14th, 2016 SBD process will be similar to what was used in spring, 2015 Please maintain student information in vendor system This will help reduce changes required during SBD process
Pre-ID/SBD Information Dynamic Learning Maps (DLM) Dynamic Learning Maps (DLM) Overview Alternate assessment in English Language Arts and Math for students with significant cognitive disabilities This is a very small set of students in grades 3-11 (approximately 5,500 statewide) Student test window is the same as PARCC ELA/Math DLM Test preparation No Pre-ID pull. KITE is open Please update student information in the KITE system. Data will be locked down on March 7th DLM SBD will be in May, 2016 We anticipate that the SBD process will be similar to what was used in spring, 2015, however, we are reviewing that process to see what improvements can be made. Please note DLM will replace the previous 11th grade alternate assessment for 2015-16 (there will not be a separate collection for the 11th grade alternate)
Pre-ID/SBD Information 11th Grade College Entrance Exam and New 10th Grade Exam College Entrance Exam is in Procurement and we do not have any updates.
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 Jasmine Carey carey_j@cde.state.co.us or Melissa Mincic mincic_m@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. 55
Statewide Standard Course Codes 56
Statewide Standard Course Codes Please make sure you are replicating/uploading course codes for the 2015-2016 school year Course code mappings are required for Teacher Student Data Link collection All courses should be mapped and loaded by end of February 2016. TSDL snapshot opens on February 29th More information http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails 57
Statewide Standard Course Codes What courses need to be mapped? Please continue to map all courses When should I start converting to SCED version 3.0? As soon as possible. Next year CDE will be limiting courses to version 3.0 codes. Biggest change in the conversion is the prior to secondary codes mapping to the 01-22 subject areas There is a crosswalk on the website. When can districts start uploading 2016-2017 codes? This is being researched. Request has been made to make it available. 58
Statewide Standard Course Codes Three duplicate webinars Connect using: http://enetlearning.adobeconnect.com/data_services/ Phone number: 1-866-764-6750 Dates: Wednesday, February 10th from 9:00 – 10:00 Tuesday, February 16th from 11:00 – 12:00 Thursday, February 18th from 3:30 – 4:30 Email will be sent out 59
More information Statewide Standard Course Codes Website http://www.cde.state.co.us/datapipeline/standardcodesprojectdetails Replication steps documentation http://www.cde.state.co.us/datapipeline/201415howtoreplicatecoursecodes Questions? Kevin Smith Smith_k@cde.state.co.us 303-866-6723 60
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 61
Teacher Student Data Link (TSDL) January 14, 2016
TSDL Process Teacher Student Data Link Student Data Interchange Local Course Codes Mapped to SSCCs Staff Data Interchange Student Data Interchange 63
Important Dates Statewide Standard Course Code Submission Interchange: Open year round Must be completed prior to uploading TSDL interchange files No later than February 12, 2016 Interchange: Open beginning November 2, 2015 Will remain open throughout the year Snapshot: Opens Monday, February 29, 2016 GOAL: “Submit to CDE” by June 30, 2016 Finalize by Friday, August 26, 2016 64
Managing the Collection 8/8/2018 Managing the Collection Now - Friday, February 12, 2016 – SSCC data up-to-date Friday, March 11, 2016 – at least 1 TSDL file submitted instructor Friday, March 25, 2016 – both TSDL files submitted Friday, April 8, 2016 – at least 1 TSDL file error free Friday, April 29, 2016 – both TSDL files error free Friday, May 6, 2016 – TSDL Snapshot created Friday, May 27, 2016 – TSDL Snapshot “submit to CDE” Approvals can be completed once snapshot is error free but no later than August 26, 2016 to accommodate any updates needed throughout the summer. Joslyn 65
TSDL Collection Refinement 8/8/2018 TSDL Collection Refinement Only courses in tested subjects are required for 15-16 RWC Math SS Science 66
Expectations Included Not Included All students enrolled in the same course*/section greater than four consecutive weeks. *only tested subjects required (Math, RWC, SS, Science) All teachers employed for any duration throughout the current school year. Not Included A student who is enrolled in a course that does not have a teacher with an EDID will not be collected at this point. (concurrent enrollment) Courses without an instructor employed by the district (options) Courses without a state assessment associated (optional) 67
Step By Step Process Roles for TSDL Teacher Student Data Link INTERCHANGE: TSL~LEA Viewer (can review the interchange data files) TSL ~ LEA User (can upload and view interchange data files) Teacher Student Data Link SNAPSHOT: TLS~LEA Viewer (can only review snapshot data and reports) TLS~LEA Submit and Modify (can view and create the snapshot) TLS~LEA Approver (can view, create and finalize snapshot data) Can only be assigned one role per IDM Group (TSL or TLS) 68
Resources and Contact Information 69
TSDL Interchange Resources 8/8/2018 TSDL Interchange Resources Webinar Training: http://www.cde.state.co.us/datapipeline/tsdl_training_2015-16 TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent Deadlines File layouts and definitions Defects Business Rules Trainings Additional Resources – Frequently Asked Questions Update later 70
TSDL Snapshot Resources 8/8/2018 TSDL Snapshot Resources TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl Deadlines File layouts and definitions Defects Trainings Update Later 71
Contact Information DataPipeline.Support@cde.state.co.us Joslyn Robich – robich_joslyn2@cde.state.co.us Annette Severson – severson_a@cde.state.co.us 72
THANK YOU! 73
8/8/2018 Feedback 74
How can CDE help? Concerns and feedback How can CDE help? Do you have a system change you would like? Defect CDE needs to correct? System wide change? Please contact me: Kevin Smith Smith_k@cde.state.co.us 303-866-6723
Questions? Phones will be unmuted for a moment and questions can be asked. If you prefer type in your questions in the chat box. 76
Thursday, January 21st 9 a.m.-10 a.m. Thanks for joining us today! CDE will be closed on Monday, January 18 for the Martin Luther King, Jr. Day holiday Next Town Hall: Thursday, January 21st 9 a.m.-10 a.m. 77