Data Pipeline Town Hall August 24th, 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 Summer Calendar Reminder Directory RITS Student October Special Education Discipline Special Education End of Year Kindergarten Readiness Student End of Year Teacher Student Data Link (TSDL)

System Maintenance Scheduled System Maintenance: Tuesday evening September 5th, 5pm through 7am . All applications accessed through the IDM/Pipeline systems will be unavailable during this time.

Open Collections in Data Pipeline

Open Data Pipeline Collections Year Round Directory RITS EDIS Periodic December Finance Interchanges Staff Student Special Education IEP TSDL Discipline Action Interchange 10

Open Data Pipeline Collections 9/22/2018 Open Data Pipeline Collections Snapshots Teacher Student Data Link (Closes 8/25/2017) Student End of Year for 2016-17 (Initial Submission 9/14/2017) Special Education Discipline (Closes 8/23/2017) Special Education End of Year (Closes 10/5/2017) Coming Soon IEP Interchange for 2017-18 (Opens 9/1/2017) Student October (Opens 9/6/2017) 11

Summer Calendar

Summer Calendar This is the last week of Town hall in August Next town hall will be on September 7th and town hall will resume meeting weekly after

Directory

Directory Charter Management Organizations (CMO)/Education Management Organizations (EMO) The Schools of Choice unit is beginning to contact Charter Schools to let them know that they will need to contact their Directory Respondents with Charter information on CMO/EMOs. CDE will have the fields available soon for the Directory Respondents to put in the information. CMO/EMO information is required for EdFacts submission to the Feds. More information to come in future Town Halls and Directory emails once this the fields are ready in the Directory.

RITS

RITS GOOD NEWS! An enhancement has been added to RITS so that when an update is made to an existing record in RITS Web the school will no longer default to the first school in the alphabetical drop down list. This means that LEAs will no longer also have to recheck the school field as that field will stay the same when the record is updated. Most schools across the state are now in session. That being said, RITS cases in review have really ticked up the past couple of weeks. It may take a few days to review so plan accordingly if you need numbers for testing etc. Please be sure to follow the RITS Guidance on the RITS page to expedite getting SASIDS. http://www.cde.state.co.us/datapipeline/ritsguidance There is a scheduled RITS training for Wednesday, August 30th from 2:30 to 4:00 p.m. RITS Contact: Genevieve Hale at hale_g@cde.state.co.us

RITS The training webinar will be geared towards new RITS respondents however, those who need a refresher can also participate.  The first hour will cover topics such as RITS Web, RITS Match Tool, and RITS Batch.  Common questions will be addressed as well as where to find helpful materials on CDE’s Website.  The final half hour will be open for questions that participants have.  The call in number and webinar address are as follows: Call in at:  1-855-397-4421 https://cdeinfotech.adobeconnect.com/data_services/ There is no need to RSVP for the training.  RITS Contact: Genevieve Hale at hale_g@cde.state.co.us

2017-18 Student October

Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961 2017-18 Student October Student Interchange Student Interchange is Open Please email me if you have any trouble with the interchange Reports English Learner Historical Reporting (changed) Reflects the changes in EL reporting English Learner Historical Reporting by District (new) Includes all EL students in a district and one year of history Migrant Student List List of all students currently reported as Migrant by CDE Migrant Office Student October Snapshot Opens: Wednesday, September 6th, 2017 Count Day: Monday, October 2nd, 2017 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 Trainings Regular Training Tuesday August 22 – 10am-11am Wednesday August 30 – 1pm-2pm Wednesday September 13 – 9am-10am First Year Respondent Training Thursday August 31 – 1pm-2:30pm Office Hours will return this year starting on September 22nd Link: https://cdeinfotech.adobeconnect.com/data_services Phone: 855-397-4421 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 Student October Snapshot File Update: COAlt Assessment flag added to snapshot Already in the DEM file Please make sure this field is up to date for October 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 FAST October Resource Guide Available on FAST website https://www.cde.state.co.us/cdefinance/auditunit_pupilcount Districts Requesting Waivers or Alternate Count Day CDE will allow districts to apply for a Free and Reduced Lunch Waiver again this year if the count day falls outside of the first 30 school days of the year. Districts may also request an alternate count day from the School Finance division. Requests must be received in writing by September 15, 2017 Send Requests to: Aaron Oberg, School Finance Director Oberg_A@cde.state.co.us Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961

2017-18 Student October More Information on Student Interchange and October 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

Special Education Discipline

Important Dates to Remember 9/22/2018 Important Dates to Remember Monday, April 3rd Discipline Interchange officially open Monday, May 8th Date by which the interchanges files must be uploaded: DISCIPLINE/IEP/STUDENT Thursday, June 8th Date by which the Admin Unit must generate a snapshot. Thursday, June 22nd Date by which 90% of total record count must be included in Discipline Action file Wednesday, July 12th Date by which all Discipline Action Interchange errors must be resolved ALL DISTRICTS MET THE DEADLINE! Tuesday, August 15th Date by which you must have generated a Complete Snapshot. All data records are included, Interchange & Snapshot Errors resolved Wednesday, August 16th – Wednesday, August 23rd Report Review Week. Districts need to be available to make any changes Admin Units deem necessary. Wednesday, August 23rd Final Data Approval and Report Submission Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620

Roles and Responsibilities 9/22/2018 Roles and Responsibilities DISTRICTS Responsible for submitting valid and reliable data on students with disabilities with discipline incidences and actions. ADMINISTRATIVE UNITS Responsible for the Approval and submission of the Special Education Discipline Data Collection. SPECIAL EDUCATION DIRECTORS (in conjunction with Superintendents, Principals, Other School Personnel) Responsible for the overall collection and the authorization of reports. CDE supports the collaborative efforts. Collaboration Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620

Interchanges that make up the Special Education Discipline Snapshot Discipline Action Discipline Data Student Demographics Demographics Student School Association Grades IEP Participation Primary Disability Special education discipline Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620

Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620 A Look Back We introduced new reports DISTRICTS ADMINISTRATIVE UNIT Superintendent Sign-Off Form Special Education Director’s Asked for assurances what they were signing off on was valid and reliable data from the schools. School Discipline and Attendance and Special Education Discipline Comparison Report Special Education Discipline and End-of-Year Expulsion Comparison Report 29 Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620

Finalizing the Collection Two Part Process Administrative Units will upload required reports to the Data Management System on August 23 Administrative Unit respondents with the SPI approval role will submit data to the data pipeline on August 23. Reports and Data Submittal may occur anytime during the report review phase between August 16th and August 23rd. Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620

Kristi Gleason – gleason_k@cde.state.co.us – 303-866-4620

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 Collection Lead Lindsey Heitman 303-866-5759 heitman_l@cde.state.co.us 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. Thank you

Special Education End of Year

Special Education EOY – What’s Left? 9/22/2018 Exception requests due ALL ERRORS RESOLVED! Initial Report Review Clear up duplicate records Final Report Review *Final Special Education EOY Snapshot submission due by Thursday, October 5 Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us

Special Education EOY – Upcoming Webinars Special Education Reports Webinar: Tuesday, September 12 from 10:30 – 11:30 Login Information: https://cdeinfotech.adobeconnect.com/data_services/ Call-in number: 1-855-397-4421 *email will be sent with more information prior to webinar! Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education End of Year – Missing Records Missing Snapshot Records Report-check it out! Identify records missing from snapshot due to: Interchange errors Criteria issues such as excluded PAI codes or mismatched sasids or lasids Records missing from either Child or Participation file (Many missing records will trigger the SY108 error if reported last year) Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education End of Year: Missing Records Other places you can find the list of missing records: 500 level Warnings on your summary and detail error reports Special Education/File Extract Download

Special Education EOY – What’s New? 2 new Cognos Reports that list records also being reported by another AU (on same dates) Consistent with records triggering the SY260 Warning Duplicate Students Without Exit Date or Exit Code Duplicate Students – Basis of Exit Found under Cognos Reports/Special Education EOY Lists the other AU reporting the student too Run Special Education EOY Contact list for contact information - Cognos Reports/Special Education EOY Special Education EOY - Lindsey Heitman - heitman_l@cde.state.co.us (303) 866-5759

Special Education EOY: Questions? Special Education EOY contact information Lindsey Heitman – heitman_l@cde.state.co.us 303-866-5759 (Primary contact) Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620 Orla Bolger – bolger_o@cde.state.co.us 303-866-6896 *Please include your AU #, Error code # (if applicable), and phone number in emails Collection Resources Special Education IEP Interchange: http://www.cde.state.co.us/datapipeline/inter_sped-iep Special Education EOY Snapshot: http://www.cde.state.co.us/datapipeline/snap_sped-eoy 39

Kindergarten Readiness

Overview of Kindergarten School Readiness Data Reporting 9/22/2018 Overview of Kindergarten School Readiness Data Reporting Passed in 2008, Colorado Achievement Plan for Kids (CAP4K) requires districts to report school readiness data to the Colorado Department of Education. In March 2016, the State Board of Education voted to adopt a system for reporting school readiness data. The system calls for districts to submit only aggregate readiness information not by domain, but by number of domains in which students demonstrate readiness as illustrated in the following sample table.

Data Reporting Elements As required by Colorado law (Section 22-7-1004 (1)(b) C.R.S.), school readiness includes both developmental and academic areas: physical well-being and motor development, social and emotional development, language and comprehension, cognition, and general knowledge (math and literacy). Teaching Strategies GOLD ® areas: Social-Emotional, Physical, Language, Cognitive, Literacy and Math. The reporting system is intended to provide baseline data for measuring improvement in students’ knowledge and skills over time. READ (HB 15-1323) -If a district administers the READ Act assessment in the first 60 days of the school year, it is not required to administer the literacy component of the school readiness assessment. -Information gleaned from READ assessments administered within the first 60 days can be used to inform the literacy component of the school readiness kindergarten entry assessment. Data can be used from READ to enter data into the KEA survey’s literacy area. -All 6 required areas must be completed in the school readiness assessment for kindergarten entry within the first 60 days.

Data Reporting Elements Data reported to CDE will be from the initial fall assessment window for school readiness, which is the first 60 calendar days of the school year as required by HB 15-1323. Various assessment tools have been approved by the State Board and are available for use: GOLD® by Teaching Strategies, HighScope Child Observation Record (COR), and DRDP-K. For districts using GOLD®: Kindergarten teachers may complete the initial assessment by using the Kindergarten Entry Assessment (KEA) Survey in GOLD® for the first checkpoint. Teaching Strategies is developing a customized report within the assessment tool that will allow districts to automatically aggregate and report on the state board approved data reporting elements. The report will be available in the early Fall. Please note that some districts have obtained state board approved waivers; however, this is a waiver from the assessment tool and not the collection. The Kindergarten School Readiness (KSR) collection will be open from mid October to mid December. Districts may also use the reduced-item set of objectives and dimensions to complete the KEA. NOTE: Some districts have obtained state board approved waivers from using these assessment tools; however, the waiver is from the assessment tool and not from the collection.

Sample School Readiness Report Determination of School Readiness Data Reporting by the State Board of Education Sample School Readiness Report Data will be disaggregated by school by gender, free or reduced lunch eligibility status, and race/ethnicity

Kindergarten School Readiness (KSR) Updates How will the school readiness contacts and data respondents connect? If you would like assistance connecting with your district’s school readiness contact, please email me (rhodes_t@cde.state.co.us). It will be up to the district to decide who will be submitting the data in Data Pipeline- whether that be the data respondent or the school readiness contact. The reason for connecting with the school readiness contacts is that this role should have access to the report in GOLD®, for those districts using GOLD®. For districts that are using Teaching Strategies, we understand that Teaching Strategies may be a new thing for many of you. However, it shouldn’t be new for your school readiness contact.

Kindergarten School Readiness (KSR) Updates (continued) Can Teaching Strategies upload data straight to CDE? No. The State Board of Education entered into an MOU with Teaching Strategies which disallows Teaching Strategies from providing CDE with direct access to the data. Districts must upload data to CDE. Will trainings be offered? Report Product Demo 9/5 at 4pm (targeted at GOLD® users): https://enetlearning.adobeconnect.com/srdata/ Full walk-through webinar 10/4 at 4pm For more information, please view the School Readiness Updated Webinar from May 22, 2017 on Kindergarten School Readiness: http://www.cde.state.co.us/schoolreadiness/trainings Assessment Menu (~11:35) Assessment Implementation (16:42-20:09) Data Collection (26:46-35:05) Note: If there are other aspects that you would like training on or would like information on that is not readily accessible, please don’t hesitate to contact me.

Timeline Goals for August Goals for September Goals for October If not yet completed, please assign KSR-APPROVER role in IdM CDE will follow up with districts who have not assigned the KSR- APPROVER role in IdM Mark down training dates as they are released via email, in town halls, and on our website Goals for September Report Product Demo 9/5 at 4pm (targeted at GOLD® users): https://enetlearning.adobeconnect.com/srdata/ Weekly emails will begin around mid-September for those assigned to the collection (about one month prior to the collection opening) Goals for October Attend training on 10/4 at 4pm, if interested Anticipated date of collection opening on 10/11

Further Information Additional information can be found at: The Data Pipeline website: http://www.cde.state.co.us/datapipeline/per- schoolreadiness The School Readiness website: http://www.cde.state.co.us/schoolreadiness/assessm ent Look under “School Readiness Data Collection” May need to scroll- bottom half of the webpage Most updated file layout can be found here If you have any other questions or concerns, please email me. I would love to know what questions are on your mind. NOTE: The file layout has been updated and posted to our website- the ONLY change was putting the district-level report on the same tab as the school-level report, since only one file will be submitted through Data Pipeline.

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 http://www.cde.state.co.us/schoolreadiness 49

Student End of Year

Info Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us We’re less than a month away from the submission deadline! Please have an error free snapshot before September 14th and submit the snapshot through the Status Dashboard Screen Students have until August 31st to complete graduation requirements for the 2016-17 school year. The HSED completer list will also be updated at that time Duncan will be in the office this afternoon. Please don’t hesitate to reach out with questions on this collection!

What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co What’s next? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us If you have an error free snapshot, please use this time to review your Cognos reports: Student Profile -> Students Missing from IEP Interchange The SPED student column in the End of Year snapshot is pulled from your IEP Interchange file. Please contact your AU if you have students missing from the IEP Interchange. Student Profile -> Homeless Detail Report Review this with staff responsible for Mckinney-Vento grant distribution Student End of Year EOY Student Dropout List EOY Student List - Students from Current AYG Rate reports are not final until December. Please use for validation purposes only at this time

What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co What’s next? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us Don’t forget some Cognos reports now default to the 2017-18 school year and the file upload option also defaults to 2017-18 You’ll get an email with 0 records loaded for Interchange files you load to the incorrect school year If you get an error with “No Data Found” please make sure that you’re reviewing the 2016-17 school year or the Anticipated Year of Graduation 2017 The Student End of Year Cross LEA Training (2016) Webinar is available if you’d like to review the next stage of the collection.

Info Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us If you have further questions, please visit the End of Year web page for more information: http://www.cde.state.co.us/datapipeline/snap_eoy Please email Anderson_d@cde.state.co.us for questions or call 303-866-6970

Teacher Student Data Link

TSDL Reminder DEADLINE IS TOMORROW- AUGUST 25th! All course codes mapped to SCED codes reported local course code must match exactly the local course code mapped Course Enrollment and Course Instructor files uploaded and error free Snapshot created and error free 56

Additional Information Snapshot Error Course Completion Status cannot be reported as 0 for Currently Enrolled since the 2016-17 school year has ended No other errors/edits at the snapshot level Student Discrepancy Report – shows all students reported in the Student Interchange files regardless of entry/exit dates 57

2016-17 Finalizing Steps – LEA Approver Role Ensure all data reported is accurate and can be finalized by reviewing appropriate reports Log into Pipeline, select “Teacher Student Data Link” tab on the left Choose “Status Dashboard” Select ‘TSDL Snapshot’; school year and LEA, then click “Submit” Click on “Submit to CDE” to finalize

Contact Information Annette Severson Severson_a@cde.state.co.us 303-866-6824 It is the last week of the collection, so please be patient. I will respond as quickly as I can to assist you!

Thank you for joining us today! Next Town Hall: Thursday, September 7th, 2017 9 a.m.-10 a.m.