Data Pipeline Town Hall October 12th, 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
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
Today’s Agenda Open Collections in Data Pipeline Directory Student End of Year Student October Kindergarten Readiness HR Snapshot Special Education IEP Special Education December Count
Open Collections in Data Pipeline
Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Kindergarten School Readiness Designated Agency (Due 8/31/2018) Interchanges Student (2016-2017 & 2017-2018) Special Education IEP (2016-2017 & 2017-2018) Staff (2017-2018) 9
Open Data Pipeline Collections 9/22/2018 Open Data Pipeline Collections Snapshots Student End of Year for 2016-17 (Next Deadline 10/19/2017) Special Education End of Year (Closes 10/5/2017) Student October (Soft Deadline 11/7/2017) Coming Soon ACCESS for ELLs (Nov 9th) Human Resources (Nov 1st) Special Education December Count (Nov 1st) TSDL (Nov 14th) 10
Directory
Non-public Directory Letters from non-public schools should start arriving at the district offices. Non-public schools will fill out pupil counts and answer if the school is a non-profit. Non-public schools will complete and send to district Student October Respondent. District will record information and forward to CDE. Districts may forward the pupil Counts to: Dennis St. Hilaire by email: St.Hilaire_d@cde.state.co.us by fax: 303-866-6888 or by mail: Data Services Unit 201 E. Colfax Ave Denver, CO 80203 12
Non-public Directory Reasons for collecting Non-Public Information Most importantly the counts for the non-public directory are used for the funding calculations for IDEA. If you do not report the non-public students your IDEA funds will be reduced. To ensure that you receive the maximum IDEA funds make sure you get all of the non-public students going to non-public schools in your district. Data used to track how many students are being educated in Colorado. (CRS 22-1-115) Non-public schools do qualify for ESEA funding and grants and the local school districts are where those funds flow through. Special Education tracks Non-public schools for funding in December Count. Local school districts are required make sure that they are meeting minimum attendance at school. (CRS 22-1-114) 13
Non-public Directory Let me know if you have a non-public school that operates within your district boundaries. Have the non-public school fill out a non-public count form and forward it to me and I will add it to our systems. If a non-public school closes let me know. I will remove it from the database. Preschool as part of the non-public count – If asked have the preschool count all students who are in a educational program regardless of age. 14
Student End of Year
One week left Cross LEA phase! What’s next? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us One week left Cross LEA phase!
What Errors. Student EOY – Duncan Anderson – Anderson_d@cde. state. co What Errors? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Get those SE702 errors resolved as soon as possible. These errors require coordination with other districts. Please make sure that you’re reviewing your October errors. This is the last chance to review your EOY records for misreported students and students who need to be eligible for funding. Please make sure that you’ve RESUBMITTED your snapshot once you have an error free snapshot and no further changes. You do this using the Status Dashboard just like the previous collection period.
Updated Trainings. Student EOY – Duncan Anderson – Anderson_d@cde Updated Trainings Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Additional information is available on the End of Year webpage http://www.cde.state.co.us/datapipeline/snap_eoy A recording of last weeks training is posted here https://cdeinfotech.adobeconnect.com/pis1z8q2zbh5/
Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Please contact Duncan Anderson if you have any questions Anderson_D@cde.state.co.us 303-866-6970
2017-18 Student October
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST September Monday 2nd: Count Day Thursday 5th: Target for first student interchange upload Thursday 12th: Target for error free interchange files Thursday 19th: Target for creating first snapshot Thursday 26th: Target for error free snapshot October Tuesday 7th 5pm: Soft deadline for snapshot submission Friday 10th 5pm: Snapshot submission deadline Tuesday 28th: Last day to resubmit snapshot November Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Office Hours Wednesday October 18, 2017 – 9am-10am: CPP Thursday October 26, 2017 – 11am-12pm: Data Validation / Cognos Reports Thursday November 2, 2017 – 1pm-2pm: Duplicate Count and Data Submission Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 855-397-4421 Past Office Hours Posted on Student October Website http://www.cde.state.co.us/datapipeline/snap_studentoctober Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Transfer Enrollment Exceptions Basic Idea Student who enrolls after the count day, but during the window and is not eligible for funding in another LEA can be eligible for funding These students need to meet specific requirements If they do you need to fill out a request to make sure the snapshot procedures include them in your count Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Three Types of Transfer Enrollment Exceptions Within District Transfers Students who establish membership in the same LEA before and after the count day, but not on the count day. Normally this is a student transferring to a new school within the same district. Membership must be established within 30 days following the pupil enrollment count date. In-State Transfers Transfer from one LEA to another LEA in Colorado Cannot be transferring from Home School, Private School, or another setting in Colorado where the student would not have been eligible for funding Out-of-State Transfers Student enrolling from another state or country during the count window Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Transfer Enrollment Exceptions Once you have identified the qualifying student(s) you will need to submit a Transfer Enrollment Exception Request Use syncplicity like other exception requests Different Template: Transfer_Date_Exceptions_Request_Instructions_Template.xlsx Find the template on Student October website or in your syncplicity folder Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October A number of EL Edits have been modified this week SP164: Current Code = PHLOTE, Prior October = NEP, LEP, FEP, or FELL Change: Exclude Prior October Preschoolers Only trigger if Prior Year LEA = Current Year LEA SP166: Current Code = N/A, Prior October <> N/A SP383: Was: Error that duplicated SP164 Now: Warning for PHLOTE students where: Prior Year LEA <> Current Year LEA And Prior Year Language Proficiency = NEP, LEP, FEP, or FELL Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October November 1 Preschool Count Day Selection when you create a snapshot was not working and all students were being counted on October 2nd Fix has been created and should be working now You will need to create a new snapshot to fix it Student October Error Detail Report Tolerance Values were not calculating correctly for a number of student categories Post Secondary, Gifted, English Learners Should be fixed now Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
2017-18 Student October More Information on Student Interchange and October Student October Resource Guide https://www.cde.state.co.us/cdefinance/auditunit_pupilcount Student Interchange Website: http://www.cde.state.co.us/datapipeline/inter_student Student October Website: http://www.cde.state.co.us/datapipeline/snap_studentoctober Questions Contact Information: Morgan Holmgren 303-866-6961 Holmgren_M@cde.state.co.us
Kindergarten School Readiness Data Reporting 9/22/2018 Kindergarten School Readiness Data Reporting Upload Slide deck, data reporting fact sheet
Kindergarten School Readiness Data Reporting 9/22/2018 Kindergarten School Readiness Data Reporting Upload Slide deck, data reporting fact sheet
OPEN! Collection Status The Kindergarten School Readiness collection is now… OPEN!
Tips for Completing the Collection If using GOLD®: If using the Colorado Kindergarten Readiness report, please make sure that either you or your school readiness contact select “School” under “Output” in GOLD®. This ensures the correct file layout. Please also ensure that your district and school codes populate appropriately.
Tips for Completing the Collection Please make sure you watch either the webinar or the pre- recording to see the steps to complete the collection As demonstrated on the above recordings, please select your assessment tool used prior to uploading your file. This is under the “Assessment Used” tab under the “School Readiness” tab in Pipeline. Please check out the FAQs for more information pertaining to certain topics.
Timeline Goals for October Goals for November Recorded 10/4 webinar of a full walkthrough of the process Pre-recorded steps can be accessed here (about 15min) Full webinar can be accessed here (about 45min) Goals for November Trainings/Office Hours mid-November Wednesday, 11/8 from 10-11am (repeat on full walk-through) Thursday, 11/16 from 2-3pm (office hours) Tuesday, 11/28 from 1-2pm (office hours) Join us here: https://enetlearning.adobeconnect.com/srdata/ Call in: 1-800-832-0736; Room 9298504
Further Information Additional information can be found at: The Data Pipeline website The School Readiness website Please check out the FAQs for more information on: FRL Status Steps to complete the collection Waivers Other topics, etc. If you have any other questions or concerns, please email me. I would love to know what questions are on your mind.
Contact Emily Kielmeyer School Readiness & P-3 Program Manager 9/22/2018 Contact Emily Kielmeyer School Readiness & P-3 Program Manager kielmeyer_e@cde.state.co.us 720-822-0640 Tara Rhodes Early Learning Business Analyst Rhodes_t@cde.state.co.us 303-866-6243 36
Human Resources
Human Resources Timeline November 1st Snapshot Opens November 16th Target: have both interchange files uploaded at least once December 1st Official Count Date December 14th Target: create snapshot at least once December 21st Target: Interchange files error free January 18th Snapshot newly recreated (to update Special Ed Report) Jan 18th- 25th Review Special Education Report February 8th Target: all errors resolved (interchange and snapshot) Feb 8th – 15th Review reports for accuracy February 15th Deadline: Snapshot must be finalized
ESSA In-Field Crosswalk Provides allowed endorsements for each teaching subject area code Provides Subject Area of Degree code for each teaching subject area code Reference list for Human Resources at: https://www.cde.state.co.us/datapipeline/hr-essa- infield-crosswalk List for Special Education specific teaching subject areas expected soon
Webinar Trainings Two webinar trainings for the HR snapshot process: November 1st from 1 to 2 pm November 7th from 10 to 11 am Please join: cdeinfotech.adobeconnect.com/data services phone: 855-397-4421
Human Resources Contact Information Additional information: http://www.cde.state.co.us/datapipeline/snap_hr Contact Annette Severson for additional help: severson_a@cde.state.co.us 303-866-6824
Special Education IEP
Special Education IEP Training Please find below dates for upcoming training Webinar Description Date Time Special Education IEP Introduction October 11th, 2017 10:00 AM – 11:00 AM Special Education IEP Content & Data Pipeline October 24th, 2017 October 25th, 2017 2:00 PM – 3:00 PM There was a snafu with the LINK to the October 11th training. If you feel there is a need to repeat the training, please let me know and I will schedule another one. You may find the powerpoint online. To join any of these webinars you would go to https://cdeinfotech.adobeconnect.com/data_services/ on the date and time of the webinar and choose the option to “Enter as Guest.” With this option you have the opportunity to enter your name; please enter your Administrative Unit code and name (i.e. 12345 - Kristi). A screen will alert you when your request has been confirmed. Once you have entered the room, you may dial into the conference number at: 1-866-764-6750. Please remember to mute your phones. Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620
Introduction Thank you everyone who was able to join us for the Introductory Training where we covered navigating the Data Pipeline Website, Data Pipeline System Components, and the Special Education IEP Interchange Data Pipeline System Processes. http://www.cde.state.co.us/datapipeline/inter_sped- iep Found Under Trainings
Resources http://www.cde.state.co.us/datapipeline/resources Data Pipeline Definitions Mandatory Data Pipeline Collections: Legislation & Uses Collection Dates CSIS Presentation on New Data Elements & ESSA Configure Internet Explorer to download Excel Files from Cognos Convert CSV file to Excel and not lose the leading zeros Identity Management (IdM) Identity Management Groups Identity Management Access
Glossary of Terms Definition Term Cognos A type of report in which the user can view applicable reports that are formatted in a user friendly environment Data Pipeline A streamlined approach to efficiently move required education information from school districts to the CDE ESSU Data Management System Statewide system for students receiving Special Education and other services Interchange The method of providing data to CDE in which LEA’s may choose from multiple file formats to submit data transactions throughout the year. LAM Local Access Manager responsible for assigning the appropriate access to CDE applications LEA Local Education Agencies IdM Identity Management. A single sign on system, allowing the user to navigate between the applications without entering user ID information a second time. Snapshot A date in time when data is pulled from the appropriate interchanges, validated by additional business rules, and approval given that signifies it was accurately reported for a specific point in time by an LEA
Frequently Requested Codes http://www.cde.state.co.us/datapipeline/org_orgcodes We Welcome 2 New Administrative Units: Durango & Colorado River BOCES Go to this link to find out more http://www.cde.state.co.us/datapipeline/2016-17administrativeunitanddistrictcodes
Special Education IEP Interchange http://www.cde.state.co.us/datapipeline/inter_sped-iep Overview Deadlines http://www.cde.state.co.us/datapipeline/2017-2018specialeducationdecembercounttimeline File Layout and Definitions Child http://www.cde.state.co.us/datapipeline/2017- 2018specialeducationchildfilelayoutanddefinitions Participation http://www.cde.state.co.us/datapipeline/2017- 2018specialeducationparticipationfilelayoutanddefinitions Business Rules File Formatting Templates Trainings Additional Resources
Special Education IEP Interchange – 2 Files Child File Demographic information 1 record per student Participation File Special Education services information 1 record per student Student data is used to meet federal reporting requirements, calculate Indicators 5,6,9, 10 Significant Disproportionality, generate sample lists for Indicator 8 Parent Surveys and record review, and determine ECEA funding for Students with Disabilities.
Other Resource Documents You May Need Under Additional Resources on the IEP Page How to load the Special Education IEP Files http://www.cde.state.co.us/datapipeline/howtoloadth especialeducationiepfiles Data Collection Guide for Enrich Users Save CSV Leading Zeros Grade to Age Table Pupil’s Attendance Information Code Flow Chart Pupil’s Attendance Information Codes December Count Educational Environment Guidance Allowable Approved Facility Schools and Other Agency
Other Resource Documents You May Need Under Special Education December Count Page http://www.cde.state.co.us/datapipeline/snap_sped-december File Layout http://www.cde.state.co.us/datapipeline/2017- 2018specialeducationdecembercountfilelayoutanddefinitions ESSA Special Education In-Field Crosswalk Process Manual Staff and Student Data Content Guide Staff and Student Code Table (In-Progress)
Assistance Needed? If you have ANY questions about the Special Education Discipline Data Collection 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. Thank you
Special Education December Count
Staff Approval Matrix Training Please find below dates for upcoming training Webinar Description Date Time Comments Staff Approval Matrix November 7, 2017 1:30 pm - 3:00 pm November 8, 2017 10:00 am - 1 1:30 am Special Education December Count October 30, 2017 1:30 pm – 3:00 pm Snapshot October 31, 2017 10:00 am – 11:30 am November 13, 2017 10:00 am – 11:00 am Reminder Interchange Files Due 11/16/2017 November 28, 2017 Annual Count Date December 1, 2017 December 19, 2017 Reminder Interchange Errors Resolved 12/21/2017 January 9, 2018 Snapshot Error Resolution Check In January 15, 2018 Complete Snapshot, Report Reviews, Duplicates February 6, 2018 Final Steps To join any of these webinars you would go to https://cdeinfotech.adobeconnect.com/data_services/ on the date and time of the webinar and choose the option to “Enter as Guest.” With this option you have the opportunity to enter your name; please enter your five digit Administrative Unit code and name (i.e. 64233 – Kristi Gleason). A screen will alert you when your request has been confirmed. Once you have entered the room, you may dial into the conference number at: 1-866-764-6750. Please remember to mute your phones. Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620
ESSA Special Education In-Field Crosswalk We found an issue this week with the spreadsheet and are working to get it updated by weeks end. Thank you
Staff Approval Matrix 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 56
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 57
Thursday, October 19th, 2017 9 a.m.-10 a.m. Thank You Next Town Hall: Thursday, October 19th, 2017 9 a.m.-10 a.m.