Data Pipeline Town Hall March 29th, 2018 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

Colorado Department of Education Identity Management https://cdeapps.cde.state.co.us/faqs.ht ml Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? https://cdeapps.cde.state.co.us/Identit yManagementGroups.xls Access Management 4

What is PII? Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual This includes direct identifiers (i.e. name, SASID, etc.) Includes information that when combined is identifiable Colorado’s new Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared CDE has prepared guidance on how to comply with this and other privacy laws which can be found here: http://www.cde.state.co.us/dataprivacyandsecurity

How to Share Data Check local policies for restrictions, requirements, etc. Ensure that you are following local policies when transmitting PII to any third party Use secure methods to transfer any PII to CDE Call CDE (303-866-6395) with questions about how to transmit PII securely Use Syncplicity to encrypt emails to CDE Avoid sending PII via unencrypted email or to unsecured faxes when sharing data between or within districts Do not use PII in trainings, presentations, etc. Do not share PII with unauthorized individuals Do not share passwords

Introductions

Open Collections in Data Pipeline Student Biographical Data (SBD) Today’s Agenda Open Collections in Data Pipeline Student Biographical Data (SBD) READ Collection Report Card March Special Education Discipline Special Education IEP Interchange

Town Hall Presentations Today’s Presentation is available in Adobe Left Hand Corner Select the Presentation Choose “Download File(s) Window will pop up “Click to Download” Open with Microsoft PowerPoint You can find upcoming and archived trainings here: http://www.cde.state.co.us /datapipeline/train_training s

Data Pipeline Definitions

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic Designated Agency (Due 8/31/2018) Pre-ID/SBD Report Card March AEC READ (Opens April 2nd) Interchanges Student Special Education IEP Staff Teacher Student Data Link Discipline Interchange (Opens April 2nd) 12

Open Data Pipeline Collections 9/17/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link Snapshot Student End of Year (Soft Opening) Coming Soon School Discipline and Attendance (Opens 5/2/2018) Special Education Discipline Snapshot (Opens 5/1/2018) 13

Student Biographical Data (SBD)

2018 SBD Reviews Tentative SBD review window dates: Assessment Tentative Review Dates 1 ACCESS for ELLs March 15th-March 28th 2 CO PSAT/SAT May 17th-May 24th 3 CMAS Science/Social Studies and ELA/Math (including CSLA) CoAlt Science/Social Studies May 21st-May 31st 4 CoAlt DLM May 30th-June 6th

Questions? Contact us: 2017-2018 SBD Review Contacts CO PSAT/SAT Jasmine Carey Carey_J@cde.state.co.us 303.866.6634 ACCESS for ELLs CMAS CoAlt DLM Shangte Shen Shen_S@cde.state.co.us 303.866.6877 CO PSAT/SAT

READ Act Data Collection

2017-18 READ Collection Timeline READ Act – Whitney Hutton – Hutton_W@cde.state.co.us March 1: READ Budget Planning Survey soft open – districts can submit budget planning survey March 26: READ collection is in soft open – districts can submit data files April 2: READ collection opens May 18: All districts create and submit beginning READ file to ensure correct file layout June 15: Districts complete submission of READ files and Budget Planning Survey by close of business – all submissions are finalized and submissions will be locked June 22: CDE conducts duplicate SASID process June 22-June 29: Districts work with each other to clear duplicate SASIDS July 2: Districts resubmit with duplicates removed from file and the READ collection closes READ verification form is due July 6: Signed by superintendent

READ Status READ Test District/BOCES Code READ Test Score School Code What do Districts Report for READ? READ Act – Whitney Hutton – Hutton_W@cde.state.co.us READ Status READ Test READ Test Score READ Testing Date Retention READ Plan Support Full-day Kindergarten Summer School Tutoring Targeted Scientifically or Evidence based Intervention Services District/BOCES Code School Code SASID Last Name First Name Gender Date of Birth READ Plan Click here to view the 2017-18 File Layout & Definitions document

How to Ensure Correct File Layout READ Act – Whitney Hutton – Hutton_W@cde.state.co.us Step 1: Ensure that you have the correct roles in IDM: For uploading and editing the READ file: REDLEAUSER For uploading, editing and submitting READ file: REDLEAAPPROVER Step 2: Ensure that your data is in the correct file layout READ Data Collection website  Additional Resources  READ File Layout Template READ Data Collection website  File Layout and Definitions Step 3: Save your READ data file Remember: no spaces in file name when saving When uploading a file (especially during the first few times) the format checker is usually a good place to start. The format checker verifies the correct file layout and makes sure that the fields are equal to or less than the expected field length. If that is the case you will see “Pass” for each data field. If what you entered is greater than the expected length, it will fail.

How to Ensure Correct File Layout READ Act – Whitney Hutton – Hutton_W@cde.state.co.us Step 4: Login to Data Pipeline, select “File Upload” and then “Format Checker” Step 5: Choose READ data file and “Upload” Step 6: Ensure that each data element has “Pass” in the “Result” column When uploading an Excel file the system will only looks at the first tab of data. If there is a blank row or data appears to be missing, make sure to confirm that the data present on the first sheet of the excel file is being uploaded. NOTE: The excel file can’t be open on your computer when trying to upload your file into Pipeline. So if you get an error message that says it was unable to upload your file make sure to double check that it is not open and if it is then close the file and try again.

READ Resources READ Act – Whitney Hutton – Hutton_W@cde.state.co.us READ Collection resources can be found at: http://www.cde.state.co.us/coloradoliteracy/readdatapipeline Recorded webinars Data collection timeline Data elements & definitions File layout Business Rules Additional resources such as FAQ document, assessment cut scores, template for submitting budget planning survey, use of per-pupil funds document, etc. Questions? Contact Whitney Westgaard Hutton, READ Data Collection Manager Email: Hutton_W@cde.state.co.us Phone: 303-866-6421

Report Card March

Report Card March Dennis St. Hilaire – st.Hilaire_d@cde.state.co.us The Report Card March Collection will close on Friday April 13th. We are nearing the end! Common Questions How should I answer…… Will this impact us if what I report does not align to State Standards? Should I report what I think CDE would like to hear? Who is the target audience? Why does the number of records = 0 on the dashboard?

Report Card March Dennis St. Hilaire – st.Hilaire_d@cde.state.co.us Reminder: If you submitted by Form under Total Records it will show 0. This is because a number will only show up when submitting via a file.

Report Card March Dennis St. Hilaire – st.Hilaire_d@cde.state.co.us File layouts and definitions along with training videos can be found at: http://www.cde.state.co.us/datapipeline/per_report- march If you need your data unlocked or have any questions please contact me at: st.Hilaire_d@cde.state.co.us

Special Education Discipline

Special Education Discipline Collaborative, ongoing effort between Districts and Administrative Units to submit discipline data on Special Education students. Districts Administrative Units Special Education Discipline

AU 64233: Colorado River BOCES *Special Education Discipline Snapshot Discipline Interchange District 1195 : Discipline Action File District 1180 : Discipline Action File District 1220 : Discipline Action File Student Interchange Special Education IEP Interchange District 1195: SSA District 1195: SD District 1180: SSA AU 64233 : Special Education Child File AU 64233 : Special Education Participation File District 1220: SSA District 1220: SD District 1180: SD

Special Education Discipline Where to find the Discipline Action File Layout and other helpful resources: http://www.cde.state.co.us/datapipeline/inter_sped-discipline

Special Education Discipline 2017-2018 COMING SOON!!! Collaborative effort between Districts and Administrative Units- to collect/submit discipline data on Special Education students only. 2017-2018 Timeline and File Layout posted (same timeline- posted on Discipline Interchange page and Sped Discipline page): http://www.cde.state.co.us/datapipeline/inter_sped-discipline - Discipline Action File Layout found here http://www.cde.state.co.us/datapipeline/snap_sped-discipline Discipline Interchange opens Monday, April 2 Special Education Discipline Snapshot opens Tuesday, May 1 Reminder: No file layout changes Contacts: Heitman_l@cde.state.co.us and Gleason_K@cde.state.co.us

Special Education IEP Interchange

2017-2018 Special Education IEP Interchange Data Pipeline Website http://www.cde.state.co.us/datapipeline/inter_sped-iep 2017-18 Special Education IEP Child and Participation File Layouts (recently updated) 2017-18 Child & Participation Business Rules 40+ Business Rules changed from Warnings to Errors relative to End Of Year requirements NEW: Business Rule Guides!! File Formatting Guidelines Child & Participation Templates Additional Resources PAI Guidance Documents FAQ Allowable Eligible Facility Schools & Other Agency Codes Data Collection Guide for Enrich Users Special Education IEP - Kristi Gleason 303-866-4620 Gleason_k@cde.state.co.us

2017-2018 Special Education IEP Interchange Data Pipeline System IEP Interchange Opened in September Upload away! http://www.cde.state.co.us/datapipeline/howtoloadthespec ialeducationiepfiles Special Education IEP - Kristi Gleason 303-866-4620 Gleason_k@cde.state.co.us

2018-2019 Special Education IEP Interchange EDAC Approved Changes! http://www.cde.state.co.us/datapipeline/2018-2019specialeducationiepsummaryofchanges Special Education Child File Layout Changes http://www.cde.state.co.us/datapipeline/2018-2019childfilelayoutanddefinitions NO CHANGES Special Education Participation File Layout Changes Field Removed Path 2 - Date Child Referred to Part C System Code Removed Delay Code 23 “Child on the Run” from Path 2 2018-2019 Special Education IEP Interchange will be available beginning in September 2018. Vendors will need to have updated files available at this time. Special Education IEP - Kristi Gleason 303-866-4620 Gleason_k@cde.state.co.us

Special Education End of Year Data Pipeline Website http://www.cde.state.co.us/datapipeline/snap_sped-eoy Timeline http://www.cde.state.co.us/datapipeline/2017-2018s Documents will be added as they are updated! Special Education IEP - Kristi Gleason 303-866-4620 Gleason_k@cde.state.co.us

2017-2018 Special Education End of Year Timeline http://www.cde.state.co.us/datapipeline/2017-2018specialeducationeoytimeline Due Dates What is Due May 1, 2018 Snapshot available (Interchange opened in September 2017) July 11, 2018 Date by which IEP Child & Participation Interchange errors resolved and an EOY Snapshot created at least once. Timely and Accurate Data Deadline September 6, 2018 Date by which all Exception requests should be received by CDE to allow sufficient time for processing. (via Syncplicity) NOTE: The 2018-2019 Special Education IEP Interchange will be opening. Be sure you are uploading files to the appropriate year! September 11, 2018 Date by which all Interchange and Snapshot errors are resolved. Generate a Complete Special Education EOY Snapshot by passing all Interchange and Snapshot Validations, all data that is to be reported is reported and from the current reporting year. September 11, 2018 – September 14, 2018 Initial Report Review – This is your opportunity to review reports in detail and make any data corrections you deem necessary to ensure valid and reliable data. Be sure to review EXIT DATA. September 14, 2018 Date by which all changes are identified & fixed and a Complete error-free Special Education EOY Snapshot has been created in preparation for the duplicate process. STATE DEADLINE September 17, 2018 CDE to run duplicate and data validity check reports September 18, 2018 – September 19, 2018 CDE will notify AUs of their possible duplicates and any other data validity issues by end of day Wednesday, September 19, 2018 September 19, 2018 – September 26, 2018 AUs research and make file changes to resolve duplicates. Please work together in a timely manner to facilitate resolution of duplicates. September 26, 2018 Duplicate Resolution STATE DEADLINE September 27, 2018 – October 3, 2018 FINAL REPORT REVIEW (reports run prior to September 26 will not be accepted) October 4, 2018 All changes to files identified during Final Report Review and a Complete Special Education EOY Snapshot Created. Final Data File Approval and Report Submission. COLLECTION CLOSES STATE DEADLINE

Questions? If you have ANY questions about the Special Education IEP Interchange or the Special Education End of Year Snapshot please feel free to contact us. No question or concern should remain unanswered of unresolved. We are just a phone call or email away! 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 Email protocol – please include: Administrative Unit # Phone number where you may be reached. Be sure to get that added in Access Management. Subject of the email NOTE: Never send files or reports via email – contact us to determine best technical assistance avenue.

Thursday, April 5th, 2018 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, April 5th, 2018 9 a.m.-10 a.m.