Data Pipeline Town Hall July 23th, 2015

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Presentation transcript:

Data Pipeline Town Hall July 23th, 2015 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

Town Hall Invitation 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

Introductions 4

Today’s Agenda Open Collections in Data Pipeline Civil Rights Data Collection Data Pipeline Users Group Directory TSDL Student End of Year Rollover for 2015-16 Student Interchange October Count Special Education End of Year Special Education Discipline 5

Open Collections in Data Pipeline 6

Open Data Pipeline Collections Year Round Directory School Code Changes (Should have sent them to CDE by now) District Calendars RITS EDIS Periodic CMAS PARCC English Language Arts and Mathematics SBD 7/17/2015 – 7/29/2015 Interchanges All Interchanges are open 7

Open Data Pipeline Collections Snapshots Special Education Discipline (Closes August 26th) Student Interchange (District) Discipline Interchange (District) IEP Interchange (Administrative Unit) Directory RITS 8

Open Data Pipeline Collections Snapshots Special Education End of Year (Closes October 13th) IEP Interchange (Administrative Unit) Student Interchange (District) Directory RITS 9

Open Data Pipeline Collections Snapshots Student End of Year (Closes September 10th) Student Interchange Title I SPED IEP Directory RITS 10

Open Data Pipeline Collections Snapshots Teacher Student Data Link (Closes August 28th ) Teacher Student Data Link Interchange Student Interchange (student demographics) Staff Interchange (staff profile) State Standard Course Codes 11

Open Data Pipeline Collections Other…. Math Science Partnership will be in ADE - Now Open 12

Civil Rights Data Collection 13

2013-14 Civil Rights Data Collection 31 LEAs have now certified. Thank you! 8 LEAs are 100% complete, but have not yet certified. Due date is August 7, 2015 (just 2 weeks away) Need assistance? Contact CRDC Partner Support Center Email: CRDC@sanametrix.com Phone: (844) 338-2732 Notes: If any data appears incorrect, then overwrite. If find issues, please work with CDE to correct for 2015-16 collection.

Data Pipeline Users Group 15

Data Pipeline Users Group Reducing manual entry within the RITS Match Tool Follow-up Program Code Information Gathering Continued Discussion English Learner Edits Information Gathering

Directory 17

Directory Please make sure you update: Addresses of schools if necessary District key personnel District board members along with their addresses School Principals District calendar Vendor information Contact: st.hilaire_d@cde.state.co.us 18

TSDL 19

CDE Contacts Educator Effectiveness Contact: Data Services Contact: Joslyn Robich – robich_joslyn2@cde.state.co.us Data Services Contact: Annette Severson – severson_a@cde.state.co.us 20

TSDL Status Deadline: August 28 Numbers to Date: ~82% of Districts have uploaded data files ~51% of Districts of snapshots created ~22% of Districts are complete! 21

TSDL Steps Create Snapshot and validate data reports Submit to CDE All courses have been mapped to the State Standard Course Code All staff reported in the instructor file are also reported in the Staff Profile file All students reported in the enrollment file are also reported in the Student Demographic file Course Enrollment file has been uploaded, complete and error free Course Instructor file has been uploaded, complete and error free Create Snapshot and validate data reports Submit to CDE 22

TSDL Tips Use Pipeline Reports -> Error Reports to view errors Quicker Can download into excel for further review/sorting Snapshot only pulls the records where the Local Course Code and Section Code combination is the same in both Course Instructor and Course Enrollment files 23

Resources TSDL Interchange Documentation found at: http://www.cde.state.co.us/datapipeline/inter_teacherstudent TSDL Snapshot Documentation found at: http://www.cde.state.co.us/datapipeline/tsdl Contacts: Joslyn Robich – robich_joslyn2@cde.state.co.us Annette Severson – severson_a@cde.state.co.us 24

Student End of Year 25

Student End of Year Issues Rule SE099 In district transfers associated with school closures and grade changes Modify system to check if the student attended highest grade at a school in the prior year Current work around - Request an exception Check school year drop down on error reports Student demographic and school association Make sure selecting 2014-2015 school year 26

Student End of Year Create your Student End of Year snapshot Free and Reduced lunch reset during rollover Thank you to all districts who are being proactive completing snapshot DO NOT send sign off form These are due in December 27

Student End of Year Common errors which require exceptions SE049 – Student reported in October and not enrolled on October 1st in Student End of Year SE060 – Student on enrolled on October 1st in End of Year and not reported in October collection. SE061 – Student earned High School Equivalency (GED) SE168 – Grade to age error 28

Student End of Year Load all student files and clear errors Student School Association Advanced Course Completion Only needed if district offers AP or Post secondary courses Common reasons students excluded from snapshot Interchange errors Record missing from the interchange Primary School flag is not set correctly Attendance code other than 01 through 08 29

Deadlines Error free student end of year snapshot July 30th First submission to CDE September 10th All data must be submitted according to board rules 30

Trainings Training materials Exceptions or Questions? http://www.cde.state.co.us/datapipeline/snap_eoy PowerPoint and Recorded webinar Checklist for student end of year collection Step by step process documentation Exceptions or Questions? Kevin Smith Smith_k@cde.state.co.us 303-866-6723 31

Rollover for 2015-16 Student Interchange 32

Year Round Rollover Year Round Collections Rolled Over RITS and EDIS Directory Start seeing 2015-2016 school year in drop downs. 33

Interchange Rollover Interchange rollover has started. Hope to have student interchange open later this week 2015-2016 school year in error detail report drop downs. Student End of Year uses 2014-2015 school year Student October uses 2015-2016 school year 34

Student Interchange Rollover Student and School association now have both 2015-2016 and 2014-2015 years in the drop downs Defaults to 2015-2016 Please make sure select correct year Please be careful with the school year Pick the correct year Student End of Year 2014-2015 Student October 2015-2016 35

October Count 36

Student October 2015-2016 Student October trainings Schedule posted Late August and early September Schedule posted http://www.cde.state.co.us/datapipeline/stuoctdeadlines More information on the collection http://www.cde.state.co.us/datapipeline/snap_studentoctober 37

Special Education End of Year 38

Updates SY258: WARNING - These students were reported on the previous EOY as exiting due to 01-Reached Maximum Age for Services, 02-Death, 90-Graduated or 92-Completed (non-diploma certificate); please verify attendance. FIXED SE114: WARNING - Age is outside of the min/max range for this grade level. Please verify if Grade Level is accurate. DEACTIVATED at interchange level because exact same Error exists at snapshot level – SY250 SY108: the cognos detail error report is exporting the details of this error now in the Excel 2007 Format option – second option. (currently not the 2007 Data option). 39

Snapshots Current issue with Sped EOY snapshots getting hung up during processing. Confirmation email doesn’t send and errors are not visible as the snapshot doesn’t finish. Sorry for the inconvenience Development will need look into this closer 40

All errors resolved – IEP Interchange and Sped EOY Snapshot errors Upcoming Due Dates At least one 14-15 Special Education EOY Snapshot created by this date Last week! Wednesday July 15 Last date to send in Exceptions Tuesday September 8 All errors resolved – IEP Interchange and Sped EOY Snapshot errors Tuesday September 15 41

Did Not Qualify ?’s DNQ (did not qualify) students – students who came into the reporting period as 06 referral (receiving Special Ed. services) and were at some point during the year staffed out of services. Report exiting students who are staffed out with all the Sped services info that was in effect on their last day of service. Make sure to keep the following Sped services information fields filled in: Eligibility and Services = 02 eligible Sped Service Hours 42

Upcoming Webinars Special Education Huddles: Tuesday July 28 from 11:00 – 12:00 (Special Education EOY and Discipline) Sped EOY Reports Training Webinar: Tuesday September 8 from 10:30 – 12:00 43

Special Education Discipline 44

Last but not least Thank you to the majority of folks who worked through the interchange validations and have started to work through Snapshot errors. Great Work! 45

Data Validity Checks The data team has started looking at and identify some possible data reporting issues and will be communicating any out in the next few weeks. We will start the Expulsion comparison process between the Special Education End of Year and Special Education Discipline soon so start looking now to ensure they are reported consistently. 46

Data Reporting Issues An email went out to districts with data reporting issues. Records in Incident but not in Action – URGENT Add records in Action matching up the Incident Identifier Records in Action but not in Incident Add records in Incident matching up the Incident Identifier Incident and School Comparison Report Work with district respondent to report consistent dates and school codes in discipline and school association during the time of the incident. 47

Report Training Link to the June Discipline Report Webinar http://www.cde.state.co.us/datapipeline/snap_sped-discipline Upcoming Report Trainings 08/04/2015 11-12 8/11/2015 11-12 Adobe Connect web address: http://connect.enetcolorado.org/data_services/ Call-in number: 1-866-764-6750 The contents covered in 8/4 will be repeated on 8/11. 48

TIMELINE August 6 –Date by which 90% of your total records must be passed Special Education Discipline Snapshot Validations. Be sure to clean up any outstanding data reporting issues identified by this date. http://www.cde.state.co.us/datapipeline/speddisciplinetimelinedistrictreference 49

Questions 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 Data Custodian 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 Administrative Unit number Subject of the email along with any business rules or name of a report if applicable. 50

Town Hall Summer Calendar 51

Summer Schedule July and August Town Hall will be held every other week: July 9 and 23  (No Town Hall on July 2, 16 and 30) August 6, 20 and 27 (No Town Hall on August 13) 52

Thanks for your participation!                 “It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib Thanks for your participation! Next Town Hall: Thursday, August 6th, 2015 9 a.m.-10 a.m. 53